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

Files or worksheets to upload

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

The TWB 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 TWB 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 TWB upload format adds additional values to support the TWB extension.

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

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

Fig. 3 TWB upload data model within the PMHC MDS

When uploading TWB data files only the following files/worksheets can be uploaded to the PMHC MDS:

Table 14 Summary of files to upload
File Type CSV filename Excel worksheet name Required
Metadata metadata.csv Metadata Required
Organisations organisations.csv Organisations Optional and only available if the user has the Organisation Management role
Clients clients.csv Clients Optional
Episodes episodes.csv Episodes Optional
TWB Episodes twb-episodes.csv TWB Episodes Required
TWB Critical Incidents twb-critical-incidents.csv TWB Critical Incidents Required
TWB Recommendation Outs twb-recommendation-outs.csv TWB Recommendation Outs 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
WHO-5 Measures who5.csv WHO-5 Required
SIDAS Measures sidas.csv SIDAS Required
TWB Plans twb-plans.csv TWB Plans Required
TWB Needs Identifications twb-nis.csv TWB NIs Required
Service Contacts service-contacts.csv 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 TWB 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.

Option A: Separate PMHC and TWB uploads

When uploading standard PMHC clients and TWB clients separately, the upload for the standard PMHC clients should use the PMHC MDS Version 2.0 upload format and the upload for the TWB clients should use the format as described in this document.

Option B: One upload including PMHC and TWB clients

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

In this instance, when reporting non TWB clients, please use 0: PHN funded for Service Contact - Funding Source.

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 TWB 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
PHN999 Test PHN Primary Health Network None
NFP01 Test Provider Organisation Private Allied Health Professional Practice PHN999

Therefore the ‘Organisation Path’ for Test Provider Organisation is PHN999:NFP01.

Metadata file

All TWB 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 ‘WAYBACK’ - In the third row, the first cell must contain ‘version’ and the second cell must contain ‘3.0’

i.e.:

key value
type WAYBACK
version 3.0

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

Example TWB 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 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 episode data:

TWB Episode file format

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

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

Example TWB episode data:

TWB Critical Incident file format

The TWB Critical Incident file/worksheet is required to be uploaded each time.

Data elements for the TWB Critical Incident upload file/worksheet are defined at TWB-Critical Incident.

Example TWB Critical Incident data:

TWB Recommendation Out file format

The TWB Recommendation Out file/worksheet is required to be uploaded each time.

Data elements for the TWB Recommendation Out upload file/worksheet are defined at TWB-Recommendation Out.

Example TWB Recommendation Out 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 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 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 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 SDQ data:

WHO-5 file format

The WHO-5 file/worksheet is required to be uploaded each time.

Data elements for the WHO-5 upload file/worksheet are defined at WHO-5 Measure.

Example WHO-5 data:

SIDAS file format

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

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

Example SIDAS data:

TWB Plan file format

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

Data elements for the TWB Plan upload file/worksheet are defined at TWB Plan.

Example TWB Plan data:

TWB Needs Identification file format

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

Data elements for the TWB NI upload file/worksheet are defined at TWB NI.

Example TWB Plan 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 service contact data:

Practitioner file format

The Practitioner file/worksheet is required for the first upload and when practitioner information changes. It is optional otherwise.

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

Example Practitioner data:

Deleting records

  • Records of the following type can be deleted via upload:
    • Client
    • Episode
    • TWB Episode
    • TWB Critical Incident
    • TWB Recommendation Out
    • Collection Occasion
    • K10+
    • K5
    • SDQ
    • WHO-5
    • SIDAS
    • TWB Plan
    • TWB NI
    • 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 TWB files showing how to delete via upload: