Resolving Common Data Submission Errors

Transcription

1 Resolving Common Data Submission Errors Outlined below are a range of common issues we ve come across when helping provider organisations with data submission problems, along with information on how to overcome them. Issue 1 date format errors Issue 2 0s being removed in converting file formats Issue 3 Avoiding duplicate file names Issue 4 invalid procedure or diagnosis codes Issue 5 Invalid GMC numbers Issue 6 Invalid postcode format Issue 1 Incorrect date formats in various fields of the Admitted Patient Care (csv) file submitted via the sftp. Opening (csv) files in Microsoft Excel and saving as a comma separated file (csv) can cause the cells to lose formatting. Any data changes that are needed should be made where the data was sourced from, e.g. MS SQL Stored Procedure. Once completed, the data can be re-extracted. If you do need to open the (csv) file in Microsoft Excel, please ensure you use a formula to reformat the fields before saving as a comma separated file (csv) and submitting via sftp. The correct format for the following fields in the Admitted Patient Care file is YYYY-MM-DD. ADMIDATE (Admission Date) DISDATE (Discharge Date) RTTPERSTART (Referral Request Received Date) OPDATE1 (Procedure Date) OPDATE2 (Procedure Date) OPDATE3 (Procedure Date) OPDATE4 (Procedure Date) OPDATE5 (Procedure Date) OPDATE6 (Procedure Date) OPDATE7 (Procedure Date) OPDATE8 (Procedure Date) OPDATE9 (Procedure Date) OPDATE10 (Procedure Date) OPDATE11 (Procedure Date) OPDATE12 (Procedure Date) OPDATE13 (Procedure Date) OPDATE14 (Procedure Date)

2 OPDATE15 (Procedure Date) OPDATE16 (Procedure Date) OPDATE17 (Procedure Date) OPDATE18 (Procedure Date) OPDATE19 (Procedure Date) OPDATE20 (Procedure Date) For RECORD_MODIFIED_DATETIME in the Admitted Patient Care file the correct format is YYYY- MM-DD HH:MM:SS. Issue 2 Leading 0 being removed in ADMINCAT (Administrative Category Code), NEWNHSNO (NHS Number Status Indicator Code) and PROVSPNO (Provider Spell Number) Opening (csv) files in Microsoft Excel and saving as a comma separated file (csv) can cause the cells to lose formatting. For example, the leading 0 s are removed from the Provider Spell Number, this also causes duplicate records. Any data changes that are needed should be made where the data was sourced from, e.g. MS SQL Stored Procedure. Once completed, the data can be re-extracted. If you do need to open the (csv) file in Microsoft Excel, please ensure you use a formula to reformat the fields before saving as a comma separated file (csv) and submitting via sftp. Issue 3 Submitting a file with the same name via the SFTP when changes have been made and the file has not been processed. You have previously submitted a file with the same file name. Submit a file ensuring that the same file name has not been submitted previously. The date/time in the file name should be the date/time of the latest extract from the source system or when you created the file. 2

3 Issue 4 Invalid ICD or OPCS codes appearing in the exceptions as failing in the Admitted Patient Care (csv) file being submitted via the sftp. There are many issues that can cause coding failure. A common example is codes submitted containing dots when they should be submitted without the dot. For example, [Total lobectomy of brain] A01.2 should be submitted as A012. Another common reason for the codes failing is the discharge date being in the incorrect date format. The discharge date must be in the correct format and accurate so we can check the clinical codes against the correct version of the ICD or OPCS classification. Lastly, the supplied clinical code is incorrect. Please ensure codes are submitted without dots and ensure the discharge date is in the correct format of YYYY-MM-DD and accurate. Note, the version changes depending on the discharge date and some codes are invalid. Please refer to TRUD for further information: OPCS - ICD - Issue 5 The consultant GMC number is invalid in the Admitted Patient Care (csv) file submitted via the sftp. There are two common reasons why the GMC might fail validation. The first is because the GMC number has been submitted without the prefix, which is usually C. Secondly, the number does not appear in the GMC directory lookup, this could mean the number is incorrect. Ensure the GMC numbers are prefixed, and check the numbers are valid and accurate. Please refer to GMC for further information Issue 6 Invalid postcode sector in the Admitted Patient Care (csv) file being submitted via the sftp. 3

4 The two common reasons for this are because there are too many or too few characters in the submitted field, or because the postcode has been supplied incorrectly. Ensure the postcode is valid and accurate and only remove the last two characters from the postcode to get the postcode sector. 4

5 Issue #7 Null Adverse Events return not being successfully processed. The Null Adverse Event is being submitted on a Provider level rather than a Site level. For Null Adverse Events, please ensure you submit a separate file for each site (with the PHIN_SITE_ID in the file name rather than PHIN_PROVIDER_ID). We also ask for a file per month to avoid making any assumptions as we expect a normal Adverse Event Return. The month you are reporting as Null Adverse Events is derived from the date in the file name. PHIN will assume that a Null return file carrying the data extraction date, refers to no Adverse Events in the previous month. For example, if the file name is PHIN-PHI0ID_AE_ _ it will report Null Adverse Events for August 2016 for site PHI0ID. The file itself, should contain just the column headings and no rows of data. Issue #8 Period in the Patient Feedback submission file fails. The date format for Patient Feedback submission file is not the same as the format for the dates in the other specifications. The format submitted was different to MMM-YY. The correct format for the Period in the Patient Feedback file in version one of the specification is MMM-YY. 5