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

HeadtoHelp Base Version¶

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

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

How to upload HeadtoHelp Files¶

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

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

Option A: Separate PMHC and HeadtoHelp uploads¶

When uploading standard PMHC clients and HeadtoHelp clients separately, the upload for the standard PMHC clients will continue to use the PMHC MDS Version 2.0 upload format and the upload for the HeadtoHelp clients must use the format as described in this document.

Option B: One upload including PMHC and HeadtoHelp clients¶

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

Files or worksheets to upload¶

The HeadtoHelp extension is used in two contexts:

The HeadtoHelp Intake team provide data to the PMHC MDS about clients that they have helped through the intake phone number.
The HeadtoHelp Hubs provide data to the PMHC MDS about clients who have been referred to them by the Intake teams.

Which files/worksheets need to be uploaded to the PMHC MDS depends on the context for which the data is being provided.

Files/worksheets for the Intake context¶

When uploading HeadtoHelp data files for the Intake context only the following files/worksheets need to be uploaded to the PMHC MDS:

Table 11 Summary of Intake files to upload¶
File Type	CSV filename	Excel worksheet name	Required
Metadata	metadata.csv	Metadata	Required
Organisations	organisations.csv	Organisations	Optional and only available to PHN users if the user has the Organisation Management role
Clients	clients.csv	Clients	Optional
Episodes	episodes.csv	Episodes	Required
HeadtoHelp Episodes	headtohelp-episodes.csv	HeadtoHelp Episodes	Required
Collection Occasions	collection-occasions.csv	Collection Occasions	Optional
IAR-DST Measures	iar-dst.csv	IAR-DST	Required
K10+ Measures	k10p.csv	K10+	Required but in the Intake context should only contain the header row and no data
K5 Measures	k5.csv	K5	Required but in the Intake context should only contain the header row and no data
SDQ Measures	sdq.csv	SDQ	Required but in the Intake context should only contain the header row and no data
Service Contacts	service-contacts.csv	Service Contacts	Required but in the Intake context should only contain the header row and no data
HeadtoHelp Service Contacts	headtohelp-service-contacts.csv	HeadtoHelp Service Contacts	Required but in the Intake context should only contain the header row and no data

Files/worksheets for the Hub context¶

When uploading HeadtoHelp data files for the Hub context only the following files/worksheets need to be uploaded to the PMHC MDS:

Table 12 Summary of Hub files to upload¶
File Type	CSV filename	Excel worksheet name	Required
Metadata	metadata.csv	Metadata	Required
Organisations	organisations.csv	Organisations	Optional and only available to PHN users if the user has the Organisation Management role
Clients	clients.csv	Clients	Optional
Episodes	episodes.csv	Episodes	Required
HeadtoHelp Episodes	headtohelp-episodes.csv	HeadtoHelp Episodes	Required
Collection Occasions	collection-occasions.csv	Collection Occasions	Optional
IAR-DST Measures	iar-dst.csv	IAR-DST	Required but in the Hub context should only contain the header row and no data
K10+ Measures	k10p.csv	K10+	Required
K5 Measures	k5.csv	K5	Required
SDQ Measures	sdq.csv	SDQ	Required
Service Contacts	service-contacts.csv	Service Contacts	Required
HeadtoHelp Service Contacts	headtohelp-service-contacts.csv	HeadtoHelp 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 HeadtoHelp 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.

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 HeadtoHelp 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	Organisation Path
PHN999	Example PHN	Primary Health Network	None	PHN999
Intake01	Example Intake Organisation	Other	PHN999	PHN999:Intake01
Hub01	Example Hub Organisation	State/Territory Health Service Organisation	PHN999	PHN999:Hub01

Metadata file¶

All HeadtoHelp data uploads in both Intake and Hub contexts 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 ‘HEADTOHELP’ - In the third row, the first cell must contain ‘version’ and the second cell must contain ‘3.0’

i.e.:

key	value
type	HEADTOHELP
version	3.0

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

Example HeadtoHelp 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 optional. If a client file/worksheet is not supplied all the clients linked in other worksheets must already have been added into the PMHC MDS either by a previous upload or via data entry.

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

Example intake client data:

Example hub client data:

Episode file format¶

The episode file/worksheet is optional. If an episode file/worksheet is not supplied all the episode linked in other worksheets must already have been added into the PMHC MDS either by a previous upload or via data entry.

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

Example intake episode data:

Example hub episode data:

HeadtoHelp Episode file format¶

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

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

Example Intake HeadtoHelp episode data:

Example Hub HeadtoHelp episode data:

Collection Occasion file format¶

The Collection Occasion file/worksheet is optional. If a collection occasion file/worksheet is not supplied all the collection occasions linked in measure worksheets must already have been added into the PMHC MDS either by a previous upload or via data entry.

Data elements for the Collection Occasion upload file/worksheet are defined at Collection Occasion.

Example Intake Collection Occasion data:

Example Hub 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 Intake K10+ data:

Example Hub 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 Intake K5 data:

Example Hub 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 Intake SDQ data:

Example Hub SDQ data:

IAR-DST file format¶

The IAR-DST file/worksheet is required to be uploaded each time.

Data elements for the IAR-DST upload file/worksheet are defined at IAR-DST Measure.

Example Intake IAR-DST data:

Example Hub IAR-DST 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 Intake service contact data:

Example Hub service contact data:

HeadtoHelp Service Contact file format¶

The HeadtoHelp service contact file/worksheet is required to be uploaded each time.

Data elements for the HeadtoHelp Service Contact upload file/worksheet are defined at HeadtoHelp Service Contact.

Example Intake HeadtoHelp service contact data:

Example Hub HeadtoHelp service contact data:

Practitioner file format¶

The Practitioner file/worksheet is required for the first hub upload and when practitioner information changes. It is optional otherwise. It can be left out of an Intake upload.

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

Example Intake Practitioner data:

Practitioner data is not required in an Intake upload file.

Example Hub Practitioner data:

Deleting records¶

With the release of Version 4, records can no longer be deleted using the Headtohelp Version 3 specification. To delete records please use the Version 4 specification .