1.5. Upload

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

If you don’t have access to the Upload 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 Upload tab, you will be presented with a drop down list of the organisations to which you can upload.

PMHC MDS Upload

1.5.1. Uploading a file

After navigating to the Upload tab, you will be able to upload data files to organisations for which you have the ‘Upload’ role.

You can upload data files through the upload tab, by following these steps:

  1. Navigate to the ‘Upload’ tab.

  2. The Primary Health Network (PHN) will be pre-filled in the ‘Organisation’ field, unless you are allowed to upload to more than one PHN which will allow you to select the PHN whose data you are uploading.

    PMHC MDS Organisation Selected
  1. Click the blue ‘Select File’ button.

  2. Navigate to where the upload file is saved on your system. Select the file and click the grey ‘Open’ button.

    PMHC MDS Upload File Selected
  3. Check to ensure you have selected the correct file by reviewing the file name now displayed below the ‘Select File’ button.

  4. Click the green ‘Upload’ button.

You will receive confirmation that your file has been accepted. The file will now be validated and you will shortly receive a confirmation notification and an email. You you can click on the link confirmation notification or open the email to view the upload status informing you if your file was successfully uploaded to the PMHC MDS, or informing you of any errors that occurred. See Viewing Previous Uploads

Please email support@pmhc-mds.com if you don’t receive an email within one hour.

Further discussion about the error messages can be found at Error messages.

1.5.2. Uploading a file in Test Mode

A file can be uploaded in Test Mode. When uploading in test mode, the file is validated, however the data is not updated in the PMHC MDS database.

After navigating to the Upload tab, you will be able to upload in Test Mode data files to organisations for which you have the ‘Upload’ role.

You can upload data files in Test Mode through the upload tab, by following these steps:

  1. Navigate to the ‘Upload’ tab.

  2. If you are allowed to upload to more than one organisation you will be asked to select an organisation name.

  3. Select the name of the organisation whose data you are uploading from the drop down list.

  4. Click the blue ‘Select File’ button.

  5. Navigate to where the upload file is saved on your system. Select the file and click the grey ‘Open’ button.

  6. Check to ensure you have selected the correct file by reviewing the file name now displayed below the ‘Select File’ button.

  7. Click the ‘Upload as test data’ checkbox on the right hand side.

    PMHC MDS Test Mode selected
  8. Click the green ‘Upload’ button.

You will receive confirmation that your file has been accepted. The file will now be validated and you will shortly receive an email informing you if your file was valid, or informing you of any errors that occurred.

Even if your file was valid, the data will not be updated in the PMHC MDS database.

PMHC MDS Upload Test Complete Details page

1.5.3. Viewing Previous Uploads

The PMHC MDS allows you to review previous uploads. At the bottom of the Upload tab there is a ‘Status of Previous Uploads’ table.

If you need to see a test upload please check the ‘Show test uploads’ checkbox.

PMHC MDS Status of Previous Uploads

When an upload has been completed, irregardless of whether it validated successfully or not, the upload will be added to the table.

The ‘Status of Previous Uploads’ table refreshes once files finish the validation process. Types of status results are:

  • accept - the file is currently going through the validation process
  • complete - the file has successfully passed the validation process
  • error - the file has returned errors through the validation process. Please review the error messages and correct the data to upload again

Further discussion about the error messages can be found at Error messages.

1.5.4. Viewing Upload Details

You can view the results of an upload by following these steps:

  1. Navigate to the ‘Upload’ tab.
  2. Click the ‘Upload Status’ tab.
  3. Locate the date and time of the upload you are interested in.
  4. Click on the filename of the relevant upload.
  5. You will be shown the ‘Upload Detail’ page.

1.5.5. Complete uploads

Viewing Upload Details for complete uploads will display data verification information by listing the number of data records present and if those records are added, updated, or deleted, within the MDS records.

PMHC MDS Upload Details page

1.5.6. Error messages

If the status of your file shows error, you can view the returned errors through Viewing Previous Uploads.

PMHC MDS Upload Details error page

The definition of each data item has associated notes that will provide guidance on why an error is returned. By visiting the data specifications documentation and clicking on the Record formats field name this will take you to the field definition which outlines the associated notes.

Please email support@pmhc-mds.com if you require assistance in understanding an error message.

Below are some example error messages, and how to fix them:

1.5.6.1. Could not find worksheet [Name]

This error occurs when you are uploading and Excel spreadsheet. The worksheet names need to exactly match the name in the ‘Excel worksheet name’ column of the ‘Summary of files to upload’ table at Files or worksheets to upload. If all the required worksheets are not present you will receive the error above.

1.5.6.2. Invalid version line in worksheet [Name]

The top line of the worksheet must include the following columns:

Version 1.0

1.5.6.3. Column [Name] is not valid

Each item is a column in the file/worksheet. The ‘Field Name’ should be used for the column headings. These values can be found at File format, or listed on the provided example file at Files or worksheets to upload. If the Column [Name] doesn’t match identically you will receive the error above.

1.5.6.4. Organisation_path is not valid on row …

The organisation path provided does not map to a valid organisation. The format should be a combination of your PHN key and the provider organisation key, separated with a colon. Example PHN_key:POrg_key. If the organisation path doesn’t match identically you will receive the error above.

1.5.6.5. Invalid version number on row 1.

You need to record a valid version number on row 1, in column 2. Column one will include the word Version, Column two should inclue a number.We are currently only accepting Version 1, or Version 1.X eg 1.0 or 1.1 . If the version number doesn’t match identically you will receive the error above.

1.5.6.6. Column [Name] is required on row …

There is a required field that has not been entered. If not supplied, insert the default ‘Missing’ or ‘Not recorded’ value. These values can be found at Record formats. If the Column [Name] is blank in a mandatory field you will receive the error above.

1.5.6.7. Invalid file …

The system is having trouble identifying your upload file. Please provide a copy of your upload file to support@pmhc-mds.com.

1.5.6.8. Could not parse worksheet [Name]: Bad request at …

Something has gone wrong with the upload. Please contact support@pmhc-mds.com.