NPDA User Guide: Submitting your data via CSV

Transcription

1 NPDA User Guide: Submitting your data via CSV

2 Contents Before you start... 1 CSV Submission Preparation... 1 Submitting your CSV... 3 Checking your CSV has been submitted... 6 Reviewing the Data Quality Report (DQR) or error page... 7 Extracting your CSV file from the Data Capture System Further information... 13

3 Before you start The NPDA is an audit of the care processes received and outcomes of all children and young people with diabetes in England and Wales. Data collected through the audit is reported annually at unit, region, CCG/LHB and national level, with STP reporting commencing in The NPDA s online data capture system allows you to submit data by directly uploading your file to the system. To ensure that this uploads correctly please check that: Your file is using the correct template. The headings of each column need to be in the correct order and should have the same name. You can compare this against the latest version of the template here. (If you are a Twinkle or Diamond user, ensure that the correct report type is selected when extracting the data.) Your file is saved in the correct CSV format CSV Submission Preparation In order to ensure that the data you enter provides an accurate report and to support us to clean, analyse and report the data without avoidable delay, please note the following when you are preparing your submission: Name your csv file starting with your PZ code i.e. PZ100 NPDA data 1718.csv. The following are required for all rows of data include the following and these are consistent for each patient: NHS number Date of birth Date of diagnosis Visit date This optimises our ability to organise, clean and analyse the data to provide you with an accurate report. All data entered are in the formats specified in the Dataset Guide, for example: Dates: dd/mm/yyyy NPDA DCS User Guide Submitting your data via CSV v2 12/09/2018 1

4 Categorical data: enter only the specified number or letter that corresponds to the relevant category/type Numeric variables: enter only the numeric value, do not include measurement type (mmol/mol or %) e.g Postcode, PZ code and GP practice code are all in correct format Ensure that no unnecessary text is included, such as new patient, unknown, or patients names. Entering patient results and admission dates If you receive the results of a patient after their visit, please enter the Observation Date of that particular result as the Visit Date. Similarly, if a patient is admitted to your unit, enter the Admission Date as the visit date. How should I record individuals who have either transitioned or left our service? If a patient has had a visit during the audit year and then either transitioned or left your service: Please record their date of transition/leaving the service with their last entry. If a patient has not visited your clinic during the audit year and has either transitioned or left your service, but your clinic has received their results within the audit year: o Please record their results and enter the Observation Date of that particular result as the Visit Date. o Please record their date of transition/leaving the service with their last entry. If a patient has not visited your clinic during the audit year, has no results within the audit year, and has either transitioned or left your service: o Please include still include these patients as this enables us to calculate how many patients have left your service. o Record their date of transition/leaving the service and use this as your Visit Date.

5 Submitting your CSV Please note that the screenshots within this document include fictional patient data for illustrative purposes only. Step 1 Login to the NPDA data capture system and select the Clinical tab at the top of the page which will release a drop-down menu. Select the Data import (CSV) tab. Step 2 The NPDA Import data (csv) screen will appear providing you with the option to upload your CSV file. To locate your CSV file select the Browse button. (Please remember, the system will only accept files which are CSV formatted. Please visit our website to obtain a CSV template). Click Browse and select your CSV file. Test Import

6 i. Yes As a test import, this will not pull not upload any data from your file onto the NPDA online data capture system. It allows you to view the Data Quality Report (DQR) or error page, but does not update your Data Completeness Report (DCR) ii. No This will enable the NPDA online data capture system to read and extract your data from your CSV file. This will update your DCR and will also generate a DQR/error page. Existing Records Every time a file is uploaded, it will overwrite the data in the previous CSV file. Check that the audit period selected is correct for your audit year. Click Import CSV Step 3 Wait for your CSV to upload. The larger the file, the longer this may take to upload to the NPDA online data capture system. The upload speed is also dependent on your internet connection as well. Step 4 Once your CSV has uploaded, it should show the DQR/error page as per below Upload action summary Below are definitions from the upload action summary (see above image). A record refers to each visit made.

7 XX records in import file Refers to how many rows of data you have in your CSV file XX new records added Indicates how many new records were added to the system XX records deleted Refers to how many records were deleted from the system XX records ignored Refers to the number of locked records that were changed in the imported file XX records contained XX errors indicates how many errors there are and how many records this affects.

8 Checking your CSV has been submitted If you did not see the Data Quality Report (error page as per step 4 of Submitting your CSV ), you can double check to see if your file has been successfully uploaded. Step 1 Select the Clinical tab and then choose Data Extraction Step 2 Check the date and time of your latest file. If this corresponds with your most recent attempt, this indicates that your file has successfully uploaded.

9 Reviewing the Data Quality Report (DQR) or error page The DQR will highlight the following areas within your data: Errors within the demographic information Dates that are outside of the audit period Inaccurate entries that are either out of range or not in the correct format Potential errors with your CSV file format The DQR will not highlight missing care processes within your data. Please review your Data Complete Report (DCR) for an indication of data completeness and percentage completion rates. Reviewing the DQR Step 1 To review the DQR or error page again, simply open the Data Extraction page via the Clinical tab. Step 2 Find your latest upload (or the file you wish to review) Select the corresponding Open Error Page link in the most right column. This will bring up the Data Quality Report page.

10 Step 3 The DQR can be reviewed directly on the computer. Each column can be sorted from AZ or ZA by clicking on the heading Clicking on the heading will sort the items out AZ or ZA To download the DQR Complete Steps 1 3 as outlined in Reviewing the DQR' As this file does include patient sensitive information this file will be encrypted with a password of your choice when it is downloaded from the server. Please ensure that: That this file is saved on a secure server. Any extracted files are permanently deleted from your computer (including your recycle bin). The extracted file is not ed or shared over any unsecure server (including RCPCH). Further information on the NPDA s privacy policy can be found here. Step 4 A password of your choice needs to be entered to ensure that the data remains encrypted when it is downloaded from the server. This will need to be 7 characters long. Press Download DQR This will automatically download to your default downloads folder as a ZIP file You will need either Winzip or 7-zip installed on your computer to be able to extract the file.

11 Step 5 Locate your ZIP file and right-click Select Extract Here from the 7-zip/Winzip menu and enter your chosen password from Step 4. Enter your chosen password from Step 4 Step 6 Once your file is extracted, it will appear in the same folder with the same name as a CSV file.

12 Extracting your CSV file from the Data Capture System Extracting your CSV file allows you to see what has been uploaded to the NPDA Data Capture System. This can be helpful in identifying any potential errors along with the DQR. As this file does include patient sensitive information this file will be encrypted with a password of your choice when it is downloaded from the server. Please ensure that: That this file is saved on a secure server Any extracted files are permanently deleted from your computer (including your recycle bin). The extracted file is not ed or shared over any unsecure server (including RCPCH) Step 1 Open the Data Extraction page via the Clinical tab. Step 2 Locate the file you wish to download which you can do either by identifying by the date and time uploaded, or searching in the tool bar Step 3 To download your file

13 Type in your chosen password where indicated (arrow). Do not press enter Locate your ZIP file (by when you uploaded it) Click on the Download button within the same row as the file that you wish to download. Step 3 To extract your CSV file, you will need to have either Winzip or 7-zip installed on your computer to be able to extract the file. Locate the folder that your zip file has been downloaded to. Right-click on the zip file itself (do not click into it) Select Extract Here from the 7-zip/Winzip menu and enter your chosen password from Step 2.

14 Step 4 Re-enter the same password as the one that you originally chose in step 3. Enter your chosen password from step 3 Step 5 This will extract your file into your Downloads folder (or wherever your default download folder is located). N.B. The name of the file will be the same as the original zip file.

15 Further information More information and guides can be found on the NPDA Data Submission Information page. If you have any queries or comments, please contact the NPDA Team