Clean Patient Demographics — Instantly
Paste messy patient lists from EHR exports, scanned records, or spreadsheets. Fix OCR errors, standardize names, dates, phones, addresses, and prepare clean data for Excel. 100% private — no data ever leaves your browser.
How to Clean Patient Demographics
This tool repairs common formatting issues in patient data exported from EHRs, scanned records, or spreadsheets. It merges broken words, standardizes dates, phones, genders, and addresses, and removes duplicates.
Step 1 — Paste Your Messy Data
Copy your patient list (header + rows) and paste it into the input box. The tool expects comma‑separated fields in this order: Patient Name, DOB, Gender, Phone, Address, City, State, ZIP.
Step 2 — Choose Cleaning Options
Select which fixes to apply: merge spaced letters, capitalize names, normalize dates, standardize gender, format phone numbers, clean address/city/state/ZIP, and remove duplicates.
Step 3 — Get Clean, Excel‑Ready Data
The cleaned version appears instantly on the right. Copy it to your clipboard or download as a .txt file. Paste directly into Excel or your EHR system.
Common Issues This Tool Solves
Who Uses This Tool
Common Tasks This Tool Solves
- Fix OCR‑broken patient names like “J O H N D O E” → “John Doe”
- Normalize dates from formats like “02-15-1990”, “03 / 10 / 1978” to “MM/DD/YYYY”
- Standardize gender entries (male, MALE, Female, F, etc.) to “Male” or “Female”
- Format phone numbers: (800)555 5678 → 800-555-5678
- Clean address lines: “1 2 3 M a i n S t .” → “123 Main St.”
- Capitalize city names: “d a l l a s” → “Dallas”
- Uppercase state abbreviations: “tx” → “TX”
- Remove spaces from ZIP codes: “770 02” → “77002”
- Remove duplicate patient rows automatically
Frequently Asked Questions
What format should my input be?
The tool expects comma‑separated values (CSV) with a header row. The columns should be in this order: Patient Name, DOB, Gender, Phone, Address, City, State, ZIP. The header is preserved and cleaned as well.
Will it handle extra spaces or missing commas?
Yes, the tool first splits by commas, trims each field, and then applies cleaning. Empty fields are preserved.
How are duplicate rows detected?
After all cleaning steps, rows that are identical (excluding the header) are considered duplicates and only the first occurrence is kept.
Is it safe for PHI?
Absolutely. All processing happens in your browser – no data is ever sent to a server. It’s 100% HIPAA‑safe.
🔒 Privacy & HIPAA Safety
This tool processes all text entirely in your web browser using JavaScript. No data is ever transmitted to any server, stored in any database, or sent over the internet. Your patient data never leaves your computer.
This client‑side architecture makes it safe for use with documents containing Protected Health Information (PHI) under HIPAA guidelines. No Business Associate Agreement (BAA) is required.