4. Upload specification

4.1. File types

Files will be accepted in the following types:

• Comma Separated Values (CSV)
• Excel (XLSX)

4.1.1. 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

4.1.2. Excel (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

4.2. Files or worksheets to upload

The following files/worksheets can be uploaded to the PMHC MDS:

Table 4.1 Summary of files to upload

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 and only available if the user has the Organisation Management role

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

The first row in each file/worksheet must include the following columns:

Version

1.0

The second row must contain the column headings as defined for each file type. The third and subsequent rows must contain the data.

Data elements for each file/worksheet are defined at Record formats.

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.

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.

It also means that for every episode included in an upload file, you must include ALL service contacts and measures for that episode.

4.3.1. 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:

• CSV client file.
• XLSX client worksheet.

4.3.2. 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:

• CSV episode file.
• XLSX episode worksheet.

4.3.3. 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:

• CSV service contact file.
• XLSX service contact worksheet.

4.3.4. 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:

• CSV K10+ file.
• XLSX K10+ worksheet.

4.3.5. 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:

• CSV K5 file.
• XLSX K5 worksheet.

4.3.6. 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:

• CSV SDQ file.
• XLSX SDQ worksheet.

4.3.7. 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:

• CSV practitioner file.
• XLSX practitioner worksheet.

4.3.8. 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:

• CSV organisation file.
• XLSX organisation worksheet.

4.3.9. 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:

• XLSX file containing all the worksheets.
• CSV delete client file.
• CSV delete episode file.
• CSV delete service contact file.
• CSV delete K10+ file.
• CSV detete K5 file.
• CSV delete SDQ file.
• CSV delete practitioner file.

4.4. Frequently Asked Questions

Please also refer to Uploading data for answers to frequently asked questions about uploading data.