4. Upload specification¶
4.1. 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
4.1.1. Excel Workbook (XLSX)¶
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
4.1.2. Zip file containting 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
4.1.3. 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.
4.2. Files or worksheets to upload¶
The following files/worksheets can be uploaded to the PMHC MDS:
| File Type | CSV filename | Excel worksheet name | Required |
|---|---|---|---|
| Clients | 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 |
| Organisations | organisations.csv | Organisations | Optional only if the user has Organisation Management role |
| 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 | Private Allied Health Professional Practice | PHN999 |
4.3. 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 version 2.0 data uploads must include a Metadata file/worksheet. See Metadata file.
4.3.1. Metadata file¶
All version 2.0 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 ‘2.0’
i.e.:
| key | value |
| type | PMHC |
| version | 2.0 |
Data elements for the metadata upload file/worksheet are defined at Metadata.
Example metadata data:
4.3.2. Client format¶
The client file/worksheet is required to be uploaded each time.
Data elements for the client upload file/worksheet are defined at Client.
Example client data:
4.3.3. 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 Episode.
Example episode data:
4.3.4. 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:
4.3.5. 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 K10+.
Example K10+ data:
4.3.6. 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 K5.
Example K5 data:
4.3.7. 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 SDQ.
Example SDQ data:
4.3.8. 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 Practitioner.
Example practitioner data:
4.3.9. 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 Provider Organisation.
Example organisation data:
4.3.10. Deleting records¶
Records of the following type can be deleted via upload:
- Client
- Episode
- Service Contact
- K10+
- K5
- SDQ
- Practitioner
Organisation records cannot 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:
4.4. Frequently Asked Questions¶
Please also refer to Uploading data for answers to frequently asked questions about uploading data.