Upload specification

File types

Files will be accepted in the following types:

  • Comma Separated Values (CSV)
  • Excel (XLSX)

Comma Separated Values (CSV)

Requirements for CSV files:

  • 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

Excel (XLSX)

Requirements for XLSX files:

Excel files must be in XLSX format. The following versions of Excel support this format:

  • Excel 2007 (v12.0)
  • Excel 2010 (v14.0)
  • Excel 2013 (v15.0)
  • Excel 2016 (v16.0)

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

HeadtoHelp Base Version

The HeadtoHelp upload format is slightly different to the PMHC MDS Version 2.0 upload format.

The HeadtoHelp upload format separates collection occasion data into a separate Collection Occasions worksheet so that multiple measures can be collected at a single collection occasion.

The HeadtoHelp upload format aligns with a future PMHC MDS Version 3.0 file format. No date has been set for the release of the PMHC MDS Version 3.0 upload file format.

In addition to the collection occasion/measure changes, the HeadtoHelp upload format adds additional values to support the HeadtoHelp extension.

How to upload HeadtoHelp Files

HeadtoHelp files/worksheets can be uploaded to the PMHC MDS in one of two ways:

  • Option A: Separate PMHC and HeadtoHelp uploads - Option A is recommended for organisations who have not yet changed their standard upload files to include HeadtoHelp data. It allows these organisations to do their normal PMHC MDS upload and then do a second upload for HeadtoHelp data. Option A is also recommended for organisations who use Data Entry instead of upload for the PMHC MDS data, but who wish to upload HeadtoHelp data.
  • Option B: One upload including PMHC and HeadtoHelp clients - Option B is recommended for organisations who have already migrated their standard PMHC MDS uploads to allow HeadtoHelp uploads at the same time. It allows both PMHC MDS and HeadtoHelp data to be uploaded together in one upload.
HeadtoHelp Upload Options

Option A: Separate PMHC and HeadtoHelp uploads

When uploading standard PMHC clients and HeadtoHelp clients separately, the upload for the standard PMHC clients will continue to use the PMHC MDS Version 2.0 upload format and the upload for the HeadtoHelp clients must use the format as described in this document.

Option B: One upload including PMHC and HeadtoHelp clients

For those organisations who are ready to change their standard PMHC MDS uploads, PMHC MDS and HeadtoHelp uploads can be combined together in the one upload to the PMHC MDS.

Files or worksheets to upload

The HeadtoHelp extension is used in two contexts:

  1. The HeadtoHelp Intake team provide data to the PMHC MDS about clients that they have helped through the intake phone number.
  2. The HeadtoHelp Hubs provide data to the PMHC MDS about clients who have been referred to them by the Intake teams.

Which files/worksheets need to be uploaded to the PMHC MDS depends on the context for which the data is being provided.

Files/worksheets for the Intake context

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

Table 11 Summary of Intake files to upload
File Type CSV filename Excel worksheet name Required
Metadata metadata.csv Metadata Required
Organisations organisations.csv Organisations Optional and only available to PHN users if the user has the Organisation Management role
Clients clients.csv Clients Optional
Episodes episodes.csv Episodes Optional
HeadtoHelp Episodes headtohelp-episodes.csv HeadtoHelp Episodes Required
Collection Occasions collection-occasions.csv Collection Occasions Required
IAR-DST Measures iar-dst.csv IAR-DST Required
K10+ Measures k10p.csv K10+ Required but in the Intake context should only contain the header row and no data
K5 Measures k5.csv K5 Required but in the Intake context should only contain the header row and no data
SDQ Measures sdq.csv SDQ Required but in the Intake context should only contain the header row and no data
Service Contacts service-contacts.csv Service Contacts Required but in the Intake context should only contain the header row and no data
HeadtoHelp Service Contacts headtohelp-service-contacts.csv HeadtoHelp Service Contacts Required but in the Intake context should only contain the header row and no data

Files/worksheets for the Hub context

When uploading HeadtoHelp data files for the Hub context only the following files/worksheets need to be uploaded to the PMHC MDS:

Table 12 Summary of Hub files to upload
File Type CSV filename Excel worksheet name Required
Metadata metadata.csv Metadata Required
Organisations organisations.csv Organisations Optional and only available to PHN users if the user has the Organisation Management role
Clients clients.csv Clients Optional
Episodes episodes.csv Episodes Optional
HeadtoHelp Episodes headtohelp-episodes.csv HeadtoHelp Episodes Required
Collection Occasions collection-occasions.csv Collection Occasions Required
IAR-DST Measures iar-dst.csv IAR-DST Required but in the Hub context should only contain the header row and no data
K10+ Measures k10p.csv K10+ Required
K5 Measures k5.csv K5 Required
SDQ Measures sdq.csv SDQ Required
Service Contacts service-contacts.csv Service Contacts Required
HeadtoHelp Service Contacts headtohelp-service-contacts.csv HeadtoHelp Service Contacts Required
Practitioners practitioners.csv Practitioners Required the first time or when practitioner information changes. Optional otherwise.

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 or every row in the episodes file/worksheet, there must be a corresponding client in the clients file/worksheet.

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

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

Each of the below example files assumes the following organisation structure:

Organisation Key Organisation Name | Organisation Type Parent Organisation Organisation Path
PHN999 Example PHN Primary Health Network None PHN999
Intake01 Example Intake Organisation Other PHN999 PHN999:Intake01
Hub01 Example Hub Organisation State/Territory Health Service Organisation PHN999 PHN999:Hub01

Metadata file

All HeadtoHelp data uploads in both Intake and Hub contexts 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 ‘HEADTOHELP’ - In the third row, the first cell must contain ‘version’ and the second cell must contain ‘3.0’

i.e.:

key value
type HEADTOHELP
version 3.0

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

Example HeadtoHelp metadata data:

Organisation file format

This file is for PHN use only. The organisation file/worksheet is optional. This is similar to the standard PMHC MDS Provider Organisation file/worksheet.

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

Example organisation data:

Client file format

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

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

Example intake client data:

Example hub client data:

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 Episode data elements.

Example intake episode data:

Example hub episode data:

HeadtoHelp Episode file format

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

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

Example Intake HeadtoHelp episode data:

Example Hub HeadtoHelp episode data:

Collection Occasion file format

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

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

Example Intake Collection Occasion data:

Example Hub Collection Occasion data:

K10+ file format

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

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

Example Intake K10+ data:

Example Hub K10+ data:

K5 file format

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

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

Example Intake K5 data:

Example Hub K5 data:

SDQ file format

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

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

Example Intake SDQ data:

Example Hub SDQ data:

IAR-DST file format

The IAR-DST file/worksheet is required to be uploaded each time.

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

Example Intake IAR-DST data:

Example Hub IAR-DST data:

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 Intake service contact data:

Example Hub service contact data:

HeadtoHelp Service Contact file format

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

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

Example Intake HeadtoHelp service contact data:

Example Hub HeadtoHelp service contact data:

Practitioner file format

The Practitioner file/worksheet is required for the first hub upload and when practitioner information changes. It is optional otherwise. It can be left out of an Intake upload.

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

Example Intake Practitioner data:

Practitioner data is not required in an Intake upload file.

Example Hub Practitioner data:

Deleting records

  • Records of the following type can be deleted via upload:
    • Client
    • Episode
    • HeadtoHelp Episode
    • Collection Occasion
    • K10+
    • K5
    • SDQ
    • IAR-DST
    • Service Contact
    • HeadtoHelp Service Contact
    • Practitioner
  • 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 HeadtoHelp files showing how to delete via upload: