1.2. Upload specification

The headspace files/worksheets are an extension to the PMHC MDS.

1.2.1. File types

Please refer to PMHC MDS File types.

1.2.2. Files or worksheets to upload

The headspace upload format is slightly different to the PMHC MDS standard format. Files and worksheets in the PMHC MDS standard format require the first line of each file to have a version number. The headspace upload format removes this line from each file/worksheet and replaces it with a new metadata file/worksheet.

The following files/worksheets can be uploaded to the PMHC MDS as part of the headspace data specification:

Table 1.6 Summary of files to upload

File Type	CSV filename	Excel worksheet name	Required
Client	clients.csv	Clients	Required
Episodes	episodes.csv	Episodes	Required
Service Contacts	service-contacts.csv	Service Contacts	Required
K10+ Collection Occasions	k10p.csv	K10+	Required
K5 Collection Occasions	k5.csv	K5	Required
SDQ Collection Occasions	sdq.csv	SDQ	Required
Practitioners	practitioners.csv	Practitioners	Required for first upload and when practitioner information changes. Optional otherwise
Organisation	organisations.csv	Organisations	Optional
Metadata	metadata.csv	Metadata	Required

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
NFP01	Test Provider Organisation	Headspace Centre	PHN999

1.2.3. File format

Requirements for file formats:

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

• Each item is a column in the file/worksheet. The ‘Field Name’ 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.

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

• 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.

All headspace data uploads must include a Metadata file/worksheet. See headspace Metadata file.

1.2.3.1. headspace Metadata file

All headspace 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 ‘headspace’ - In the third row, the first cell must contain ‘version’ and the second cell must contain ‘2.0’

i.e.:

key	value
type	HEADSPACE
version	2.0

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

Example headspace metadata data:

• CSV headspace metadata file.

• XLSX headspace metadata worksheet.

1.2.3.2. Client format

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

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

Example client data:

• CSV client file.

• XLSX client worksheet.

1.2.3.3. Episode file format

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

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

Example episode data:

• CSV episode file.

• XLSX episode worksheet.

1.2.3.4. Service Contact file format

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

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

Example service contact data:

• CSV service contact file.

• XLSX service contact worksheet.

1.2.3.5. K10+ Collection Occasion file format

The K10+ file/worksheet is required to be uploaded each time.

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

Example K10+ data:

• CSV K10+ file.

• XLSX K10+ worksheet.

1.2.3.6. K5 Collection Occasion file format

The K5 file/worksheet is required to be uploaded each time.

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

Example K5 data:

• CSV K5 file.

• XLSX K5 worksheet.

1.2.3.7. SDQ Collection Occasion file format

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

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

Example SDQ data:

• CSV SDQ file.

• XLSX SDQ worksheet.

1.2.3.8. 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 PMHC MDS Practitioner.

Example practitioner data:

• CSV practitioner file.

• XLSX practitioner worksheet.

1.2.3.9. 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 PMHC MDS Provider Organisation.

Example organisation data:

• CSV organisation file.

• XLSX organisation worksheet.

1.2.3.10. Deleting records

Please refer to PMHC MDS Deleting records

Example files showing how to delete via upload:

• XLSX file containing all the worksheets.