2. Specifications

2.1. Record formats

2.1.1. Metadata

The Metadata table must be included in file uploads in order to identify the type and version of the uploaded data.

Table 2.1 Metadata record layout

Data Element (Field Name)

Type (min,max)

Required

Format / Values

Key (key)

string

yes

A metadata key name.

Value (value)

string

yes

The metadata value.

For this version of the specification the required content is shown in the following table:

Table 2.2 Metadata file

key

value

type

YES-INVITATION

version

1.0

2.1.2. Invitation

Table 2.3 Invitation record layout

Data Element (Field Name)

Type (min,max)

Required

Format / Values

Organisation Path (organisation_path)

string

yes

A sequence of colon separated Organisation Keys that fully specifies the Provider Organisation providing a service to the client.

Client Key (client_key)

string (2,50)

yes

This is a number or code assigned to each individual client referred to the commissioned organisation. The client identifier is unique and stable for each individual within the Provider Organisation.

Episode Key (episode_key)

string (2,50)

yes

This is a number or code assigned to each episode. The Episode Key is unique and stable for each episode at the level of the Provider Organisation.

Episode - End Date (episode_end_date)

METeOR: 614094

date

—

The date on which an Episode of Care is formally or administratively ended

Episode - Completion Status (episode_completion_status)

string

—

An indication of the completion status of an Episode of Care.

Mobile Number (mobile_number)

string

—

The mobile phone number of the client.

Email (email)

string

—

The email address of the client.

Reminders (reminders)

string

—

YES, Yes, yes, Y, y, NO, No, no, N, n

2.2. Definitions

2.2.1. Client Key

This is a number or code assigned to each individual client referred to the commissioned organisation. The client identifier is unique and stable for each individual within the Provider Organisation.

Field name

client_key

Data type

string (2,50)

Required

yes

2.2.2. Email

The email address of the client.

Field name

email

Data type

string

Required

no

Notes

Either a mobile number or an email address must be provided for each client so that a link can be sent to the client inviting them to complete a survey as specifies in the metadata file.

After the invitation has been sent, the email address will be discarded.

2.2.3. Episode - Completion Status

An indication of the completion status of an Episode of Care.

Field name

episode_completion_status

Data type

string

Required

no

Domain
0

Episode open

1

Episode closed - treatment concluded

2

Episode closed administratively - client could not be contacted

3

Episode closed administratively - client declined further contact

4

Episode closed administratively - client moved out of area

5

Episode closed administratively - client referred elsewhere

6

Episode closed administratively - other reason

2.2.4. Episode - End Date

The date on which an Episode of Care is formally or administratively ended

Field name

episode_end_date

Data type

date

Required

no

Notes

  • The episode end date must not be before 1st January 2016.

  • The episode end date must not be in the future.

Source

METeOR ID 614094

2.2.5. Episode Key

This is a number or code assigned to each episode. The Episode Key is unique and stable for each episode at the level of the Provider Organisation.

Field name

episode_key

Data type

string (2,50)

Required

yes

Notes

See Episode Key.

2.2.6. Key

A metadata key name.

Field name

key

Data type

string

Required

yes

2.2.7. Mobile Number

The mobile phone number of the client.

Field name

mobile_number

Data type

string

Required

no

Notes

Either a mobile number or an email address must be provided for each client so that a link can be sent to the client inviting them to complete a survey as specifies in the metadata file.

After the invitation has been sent, the mobile number will be discarded.

2.2.8. Organisation Path

A sequence of colon separated Organisation Keys that fully specifies the Provider Organisation providing a service to the client.

Field name

organisation_path

Data type

string

Required

yes

Notes

A combination of the Primary Health Network’s (PHN’s) Organisation Key and the Provider Organisation’s Organisation Key separated by a colon.

Here is an example organisation structure showing the Organisation Path for each organisation:

Organisation Key

Organisation Name

Organisation Type

Commissioning Organisation

Organisation Path

PHN999

Test PHN

Primary Health Network

None

PHN999

PO101

Test Provider Organisation

Private Allied Health Professional Practice

PHN999

PHN999:PO101

2.2.9. Reminders

Send reminders to the client?

Field name

reminders

Data type

boolean (Yes|No)

Required

no

Domain

Yes|No

Notes

Indicates whether reminders should be sent to the client.

Invitations are valid for 7 days. The following reminder emails will be sent:

  • 2 days after the invitation - Reminding the client to fill in the YES. Also reminding them of the date on which it will expire.

  • 6 days after the invitation - Reminding the client to fill in the YES. Reminding them that it will expire tomorrow.

2.2.10. Value

The metadata value.

Field name

value

Data type

string

Required

yes

2.3. Download Specification Files

Available for software developers designing extracts for the PMHC MDS, please click the link below to download the PMHC MDS YES Invitation Specification files: