File Upload Process

This screencast shows how to Upload Data Files.

Data Format

The Tariff Dataset describes the fields required in the data files you upload.

You can upload data either as a SRHAD or a GUMCAD style file format.

The upload process includes an option to Transpose the SHHAPT field from one record per activity into one record per episode.

Multiple Files

You can upload multiple files covering either the same episodes or different episodes for example data from different clinics.

my_SRHAD_file.xlsx, my_GUMCAD_file.xlsx

my_Clinic_A_file.xlsx, my_Clinic_B_file.xlsx

Any records with the same Clinic ID, Patient ID and Attendance Date will be considered Duplicates Records.

File Formats

The Grouper service accepts both 

Microsoft Excel 2003 - 2007 xls and Microsoft Excel 2007+.  We recommend you use xlsx (or xls) formatted files for your data.  xlsx files are smaller, upload more quickly and format dates and retain cell structure automatically.  

csv (Comma separated variable) files require more structured data.  Date fields in the data must be formatted 'YYYY-MM-DD' eg 2017-12-31.  Care must be taken to ensure the variable use to separate cells is not likely to arise in the data.

Convert csv to xlsx

→   

To convert csv to xlsx open the csv file in Microsoft Excel and use Save As and select xlsx as the file format option. 

File Names

File names used must contain one and only one dot '.'

my_data_file.xlsx

my.data.file.xlsx

File names must be less than 50 characters

my_data_file_name_is_less_than_fifty_characters.xlsx

my_data_file_name_is_more_than_fifty_characters_long.xlsx

File Size

Try and use files with less than 30,000 records

Worksheets

Only data in the first worksheet is extracted during the upload process

Column Headings

Each column must have a column heading.  If the column headings are the same as those listed in the Tariff Dataset then the columns will be automatically matched to the correct tariff fields.

Columns must be contiguous, there can be no empty columns and no columns without headings.

Columns must start at column A (the left most column) in the data file.

Hidden columns in the data file are not considered hidden when the data file is inspected by the Grouper.

Column Heading Matching to Tariff Fields

During the file upload process you will be prompted to match the column headings in the uploaded file with each of the tariff fields.

Only a few fields are mandatory and they must be matched to a column in your uploaded file, if they are not the will be highlighted in red as below.  Tariff fields remaining unmatched and not mandatory will remain coloured yellow, in the case below a SRHAD file has been uploaded and there is no GUMCAD data in the file.

It is possible to prepare and upload a file that contains both SRHAD and GUMCAD data, either consolidated in the same patient records or in independent patient records identified by a common Clinic ID, Patient ID and Attendance Date.

Finally, if the Transpose option is selected, the number of fields available will be restricted.

Rows

The uploaded data file must have contiguous rows, there can be no empty rows, subsequent rows will be ignored if there are. 

The first row of the data file must contain the column headings and the second row of the data file must contain the first row of the data.