6. Upload specification

Files can be uploaded to the PMHC MDS manually via the web interface at https://pmhc-mds.net/ or by using the API which is available at https://api.pmhc-mds.net/.

6.1. File requirements

Uploads will be rejected by our incoming data scanning system if they do not meet the following requirements:

• Must be either an Excel Workbook (.xlsx),

• OR a zip (.zip) file containing CSV files,

• AND must be less than 512MB

6.1.1. Excel Workbook (XLSX)

Excel files must be in XLSX format. Excel 2007 (v12.0) and above support this file format.

One XLSX file must be uploaded containing multiple worksheets - one worksheet for each format described below.

When saving your file, please choose the filetype ‘Excel Workbook (.xlsx)’.

The filename of the Excel file doesn’t matter as long as it has the file extension .xlsx

6.1.2. Zip file containing Comma Separated Values (CSV)

The CSV files must conform to RFC 4180.

In addition, CSV files must be created using UTF-8 character encoding.

CSV files must have the file extension .csv

Multiple CSV files must be uploaded - one CSV file for each format described below.

The CSV files must be compressed into a single file by zipping before upload. The filename of the zip file doesn’t matter as long as it has the file extension .zip

6.1.3. File size

Files must be less than 512MB. The file size restriction prevents our systems from becoming unstable if extremely large files are uploaded. We will monitor if this limit causes issues for anyone and adjust it if necessary.

6.2. Files or worksheets to upload

Version 4 allows for different files/worksheets to be uploaded depending on whether the organisation is an Intake team, Treatment Service Provider or a combined Intake/Treatment Service Provider. Please refer to Contexts for further information about these contexts.

All files must be internally consistent. An example of what this means is that for every HeadtoHelp episode, service contact and measures in an upload file, there must be a corresponding episode in the episodes file/worksheet. It also means that for every row in the episodes file/worksheet, there must be a corresponding client in the clients file/worksheet.

6.2.1. Files/worksheets for the Intake context

When uploading Version 4 data files for the Intake context the following files/worksheets need to be uploaded to the PMHC MDS:

Table 6.1 Summary of files to upload in Intake context

File Type	CSV filename	Excel worksheet name	Required
Clients	clients.csv	Clients	Required
Intakes	intakes.csv	Intakes	Required
IAR-DST Measures	iar-dst.csv	IAR-DST	Required
Organisations	organisations.csv	Organisations	Optional, may only be included if the user has Organisation Management Role
Metadata	metadata.csv	Metadata	Required

Example Intake Upload files can be found at Example Upload files.

6.2.2. Files/worksheets for the Treatment Service Provider context

When uploading Version 4 data files for the Treatment Service Provider context the following files/worksheets need to be uploaded to the PMHC MDS:

Table 6.2 Summary of files to upload in Treatment Service Provider context

File Type	CSV filename	Excel worksheet name	Required
Clients	clients.csv	Clients	Required
Intake Episodes	intake-episodes.csv	Intake Episodes	Required
Episodes	episodes.csv	Episodes	Required
Service Contacts	service-contacts.csv	Service Contacts	Required
Service Contact Practitioners	service-contact-practitioners.csv	Service Contact Practitioners	Required
Collection Occasions	collection-occasions.csv	Collection Occasions	Required
K10+ Measures	k10p.csv	K10+	Required
K5 Measures	k5.csv	K5	Required
SDQ Measures	sdq.csv	SDQ	Required
Practitioners	practitioners.csv	Practitioners	Required for first upload and when practitioner information changes. Optional otherwise
Organisations	organisations.csv	Organisations	Optional, may only be included if the user has Organisation Management Role
Metadata	metadata.csv	Metadata	Required

Example Treatment Upload files can be found at Example Upload files.

6.2.3. Files/worksheets for the Combined Intake/Treatment Service Provider context

When uploading Version 4 data files for the combined Intake/Treatment Service Provider context the following files/worksheets need to be uploaded to the PMHC MDS:

Table 6.3 Summary of files to upload in Combined Intake/Treatment Service Provider context

File Type	CSV filename	Excel worksheet name	Required
Clients	clients.csv	Clients	Required
Intakes	intakes.csv	Intakes	Required
IAR-DST Measures	iar-dst.csv	IAR-DST	Required
Intake Episodes	intake-episodes.csv	Intake Episodes	Required
Episodes	episodes.csv	Episodes	Required
Service Contacts	service-contacts.csv	Service Contacts	Required
Service Contact Practitioners	service-contact-practitioners.csv	Service Contact Practitioners	Required
Collection Occasions	collection-occasions.csv	Collection Occasions	Required
K10+ Measures	k10p.csv	K10+	Required
K5 Measures	k5.csv	K5	Required
SDQ Measures	sdq.csv	SDQ	Required
Practitioners	practitioners.csv	Practitioners	Required for first upload and when practitioner information changes. Optional otherwise
Organisations	organisations.csv	Organisations	Optional, may only be included if the user has Organisation Management Role
Metadata	metadata.csv	Metadata	Required

Example Combined Upload files can be found at Example Upload files.

6.3. File format

Requirements for file formats:

• The first row must contain the column headings as defined for each file type.

• Data elements for each file/worksheet are defined at Record formats.

• Each item is a column in the file/worksheet. The ‘Field Name’ as defined in Record formats must be used for the column headings. The columns must be kept in the same order.

• The second and subsequent rows must contain the data.

• All files must be internally consistent. An example of what this means is that for every row in the episode file/worksheet, there must be a corresponding client in the client file/worksheet.

• For data elements that allow multiple values, each value should be separated by a space; for example: 1 3 6.

• All version 4.0 data uploads must include a Metadata file/worksheet. See Metadata file.

6.3.1. Metadata file

All version 4.0 data uploads must include a Metadata file/worksheet. - In the first row, the first cell must contain ‘key’ and the second cell must contain ‘value’ - In the second row, the first cell must contain ‘type’ and the second cell must contain ‘PMHC’ - In the third row, the first cell must contain ‘version’ and the second cell must contain ‘4.0’

i.e.:

key	value
type	PMHC
version	4.0

Data elements for the metadata upload file/worksheet are defined at Metadata.

Example Metadata files can be found at Example Upload files.

6.3.2. Organisation file format

This file is for PHN use only. The organisation file/worksheet is optional. It can be included to upload Provider Organisations in bulk or if there is a change in Provider Organisation details. There is no harm in including it in every upload.

Data elements for the Provider Organisation upload file/worksheet are defined at Provider Organisation.

Example Organisation files can be found in any of the example files at Example Upload files.

6.3.3. Client format

The client file/worksheet is required to be uploaded each time.

Data elements for the client upload file/worksheet are defined at Client.

Example Client files can be found in any of the example files at Example Upload files.

6.3.4. Intake format

The intake file/worksheet is required to be uploaded each time in the intake or combined intake/treatment service provider contexts.

Data elements for the intake upload file/worksheet are defined at Intake.

Example Intake files can be found in the Intake or Combined example files at Example Upload files.

6.3.5. IAR-DST format

The IAR-DST file/worksheet is required to be uploaded each time in the intake or combined intake/treatment service provider contexts.

Data elements for the IAR-DST upload file/worksheet are defined at IAR-DST.

Example IAR-DST files can be found in the Intake or Combined example files at Example Upload files.

6.3.6. Intake Episode format

The intake episode file/worksheet is required to be uploaded each time in the treatment service provider or combined contexts.

Data elements for the intake episode upload file/worksheet are defined at Intake Episode.

Example Intake Episode files can be found in the Treatment or Combined example files at Example Upload files.

6.3.7. Episode file format

The episode file/worksheet is required to be uploaded each time in the treatment service provider or combined contexts.

Data elements for the episode upload file/worksheet are defined at Episode.

Example Episode files can be found in the Treatment or Combined example files at Example Upload files.

6.3.8. Service Contact file format

The service contact file/worksheet is required to be uploaded each time in the treatment service provider or combined contexts.

Data elements for the service contact upload file/worksheet are defined at Service Contact.

Example Service Contact files can be found in the Treatment or Combined example files at Example Upload files.

6.3.9. Service Contact Practitioner file format

The service contact practitioner file/worksheet is required to be uploaded each time in the treatment service provider or combined contexts.

Data elements for the service contact practitioner upload file/worksheet are defined at Service Contact Practitioner.

Example Service Contact Practitioner files can be found in the Treatment or Combined example files at Example Upload files.

6.3.10. Collection Occasion file format

The collection occasion file/worksheet is required to be uploaded each time in the treatment service provider or combined contexts.

Data elements for the collection occasion upload file/worksheet are defined at Collection Occasion.

Example Collection Occasion files can be found in the Treatment or Combined example files at Example Upload files.

6.3.11. K10+ file format

The K10+ file/worksheet is required to be uploaded each time in the treatment service provider or combined contexts.

Data elements for the K10+ collection occasion upload file/worksheet are defined at K10+.

Example K10+ files can be found in the Treatment or Combined example files at Example Upload files.

6.3.12. K5 file format

The K5 file/worksheet is required to be uploaded each time in the treatment service provider or combined contexts.

Data elements for the K5 collection occasion upload file/worksheet are defined at K5.

Example K5 files can be found in the Treatment or Combined example files at Example Upload files.

6.3.13. SDQ file format

The SDQ file/worksheet is required to be uploaded each time in the treatment service provider or combined contexts.

Data elements for the SDQ collection occasion upload file/worksheet are defined at SDQ.

Example SDQ files can be found in the Treatment or Combined example files at Example Upload files.

6.3.14. Practitioner file format

The practitioner file/worksheet is required for the first upload and if there is a change in practitioners. It is optional otherwise. There is no harm in including it in every upload.

Data elements for the practitioner upload file/worksheet are defined at Practitioner.

Example Practitioner files can be found in the Treatment or Combined example files at Example Upload files.

6.4. Example Upload files

Each of the example files assumes the following organisation structure:

Organisation Key	Organisation Name	Organisation Type	Parent Organisation
PHN999	Test PHN	Primary Health Network	None
PHN999:IntakeTreatment01	Example Combined Intake/Treatment Organisation	Private Allied Health Professional Practice	PHN999
PHN999:Treatment01	Example Treatment Organisation	Private Allied Health Professional Practice	PHN999
PHN999:Intake01	Example Intake Organisation	Other	PHN999

Table 6.4 Summary of example upload files

Context	CSV zip	XLSX
Intake	PMHC-4-1-intake.zip	PMHC-4-1-intake.xlsx
Treatment	PMHC-4-1-treatment.zip	PMHC-4-1-treatment.xlsx
Combined	PMHC-4-1-combined.zip	PMHC-4-1-combined.xlsx

6.5. Deleting records

All records except for Organisation records can be deleted via upload. Please email support@pmhc-mds.com if you need to delete an organisation.

• An extra optional “delete” column can be added to each of the supported upload files/worksheets.

• If included, this column must be the third column in each file, after the organisation path and the record’s entity key.

• To delete a record, include its organisation path and its entity key, leave all other fields blank and put “delete” in the “delete” column. Please note that case is important. “DELETE” will not be accepted.

• Marking a record as deleted will require all child records of that record also to be marked for deletion. For example, marking a client as deleted will require all episodes, service contacts and collection occasions of that client to be marked for deletion.

• While deletions can be included in the same upload as insertions/updates, we recommend that you include all deletions in a separate upload that is uploaded before the insertions/updates.

Example files showing how to delete via upload:

• XLSX file containing all the worksheets.

• CSV zip containing all the csv files.

6.6. Frequently Asked Questions

Please also refer to Uploading data for answers to frequently asked questions about uploading data.