7. Data Extract

You will only be able to see the Data Extract tab if you have been assigned the ‘Reporting’ Users Roles, when logged into the PMHC MDS on https://pmhc-mds.net.

If you don’t have access to the Data Extract tab and you believe you should, please contact someone in your provider organisation or provider organisation’s PHN who has the ‘User Management’ role. If you are unsure who has the ‘User Management’ role please email the PMHC Helpdesk at support@pmhc-mds.com

After navigating to the Data Extract tab, you will see a form to request a data extract.

PMHC MDS Organisations

7.1. How to request an organisation’s data

You can request a organisation’s PMHC MDS data by completing the Request extract fields in the Data Extract tab, by following these steps:

  1. Navigate to the Data Extract tab

  2. On the Request extract tab, click the first calendar icon to select the start date and then the second calendar icon to select the end date. See Dates explained for Data Extract

  3. Click the checkbox next to the organisation name/path. You can use the filter options under the organisation name or organisation path to find the relevant organisation. Only one PHN/organisation can be request at a time

  4. Select the data specification type, if other than PMHC 4.0 See Data Extract Specification

  5. Click the options checkboxes as relevant. See Data extract options

  6. Select the appropriate file type to be downloaded

PMHC MDS Extract Request Form

  1. Click the blue Request button

  2. You will receive confirmation that the extract has been successfully requested, and the screen will now be blank ready for the next extract request

PMHC MDS Extract Requested Successfully

Note: If you are not sure how data is displayed in a extract, please click on the Associated Date Rules Explained link to see the dates, specifications and options explained

9. Requested extracts will be available under the next tab, View extracts tab. See How to download a requested extract.

7.2. How to download a requested extract

You can download the requested organisation’s data by viewing a the View extracts table in the Data Extract tab, by following these steps:

  1. Navigate to the Data Extract tab

  2. Open the View extracts tab

  3. Find the extract you would like to download in the View Extracts table

PMHC MDS View Extracts table

  1. Click the Download icon located to the far right of each extract request in the ‘Actions’ column.

Note: If the download icon is not displayed in the ‘Actions’ column, the system is still in the process of downloading it. You can use the ‘Refresh’ icon to check if the download has completed.

  1. You will receive confirmation that the extract has been successfully requested via your browser

Requested extracts will be available under the View Extracts tab for 7 days.

7.3. Dates explained for Data Extract

The Data Extract dates are based on the dates of the client’s data in the PMHC MDS. Dates are included in the Service Contact, Collection Occasion and Intake records.

The default data extract file will include all service contacts, collection occasions and intakes that have been recorded within the date range of the request, and the associated client, episode, measure and universal aftercare data records.

It will not include any records that are outside the date range of the request.

7.4. Data Extract Specification

An extract in the core data specification or one of the current extension data specifications should meet most needs to review current data or re-upload modified data. The ‘Include data from all specifications’ (or META format) option should only be used when there is a specific requirement for all specifications, both core and extension data (current and historic).

7.4.1. PMHC (core)

To download the core PMHC MDS data, select the “PMHC” option from the dropdown menu in the current version specification. This downloads a file in the current core PMHC MDS data specification. Information about the current core PMHC MDS data specification can be found at PMHC-MDS Data Specification.

This file will include all data added into the PMHC MDS under any previous core specification or extension specification, except for headspace.

Where the data was transitioned from an extension to the core (e.g. Wayback and HeadtoHelp), the core and extension records will be contained in the file.

Where the data was added using any other extension (e.g. National Suicide Prevention Trial) the core records will be contained in the file, but not the extension records.

The resulting file can be uploaded by either PHNs or Provider Organisations.

7.4.2. headspace (PMHC extension)

To download only headspace data, select the “headspace” option from the dropdown menu in the current version specification. This downloads a file that contains only the data that has been uploaded from headspace’s hAPI system. (See headspace Specification).

The resulting file can be uploaded by headspace Head Office.

This is a download only format for all PHNs and Provider Organisations.

7.4.3. SURVEY (YES-PHN Results)

To download data from the YES PHN Survey results, select the “SURVEY” option from the dropdown menu in the current version specification. This downloads a file that contains a combination of the YES-PHN data collected via invitations sent using the Online Measures Self Service System (OMSSS) and YES-PHN data collected outside of OMSSS uploaded using the PMHC MDS Survey Specification. (See YES Invitation Data Specification and Survey Specification).

The data in some fields will be suppressed in this data extract to avoid spilling any potentially identifying information. These are outlined in the data specification documentation in the relevant definition fields.

Re-upload of the extracted file is not advised due to the suppressed data.

7.4.4. Include data from all specifications (includes past extensions)

If you would like to download a file that includes data from all PMHC MDS extensions (current and past), select the dropdown option labelled Include data from all specifications. This downloads a file that is a combination of all of the extensions listed at https://docs.pmhc-mds.com/.

The resulting file cannot be uploaded. This is a download only format. It is based on the most recent version used by either the core specification or for both current extensions and unsupported past extensions.

Please note: Where dataset specifications have fields with the same name but different definitions, there will be multiple columns for that field in these META files.

These are:

“Referral Date”: The Referral Date was made mandatory in the Version 4 core PMHC specification. In earlier versions it was not required. For episodes where no referral date was supplied, the column corresponding to versions prior to 4 will be blank, whereas the column corresponding to version 4 onwards will have the missing date value ‘09099999’.

“Funding Source”: The Service Contact Funding Source field was introduced into the core PMHC specification in version 4. There were two earlier extension datasets (‘headspace 2.0’, ‘WAYBACK 3.0’) that had this field with different values; these will show in a separate column to any values from versions and extensions from version 4 onwards.

7.5. Data extract options

7.5.1. Include data without associated dates

As the query is date based, the following data will by default, not be included in the extract:

  • The start date of an episode is derived from the date of the first service contact.

    Therefore, if an episode doesn’t have any associated service contacts, there will be no start date for the episode and they will not be included in the data extract

  • Clients that don’t have any associated episodes, or who are associated

    with an episode with no service contacts also will not be included in the data extract

  • Practitioners who are not associated with a service contact will not be included

    in the data extract

If you would like to include these inactive episodes, inactive clients, and inactive practitioners, check the checkbox labelled Include data without associated dates.

7.5.2. Include all data associated with matched episodes

If you would like to include all the associated data for active episodes within the data extract date range, check the checkbox labelled Include all data associated with matched episodes. This setting expands the data extract for those active episodes to include ALL service contacts and ALL measures, including those that are outside the data extract date range.