NPDA User Guide: How to submit your data by uploading a CSV

Transcription

1 NPDA User Guide: How to submit your data by uploading a CSV Page 0 of 10

2 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 In order to ensure that the data you enter provides results in 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: Do s Do make sure that All rows of data have an NHS number, patient demographic details, a PDU number and a visit date or admission date (if the latter is applicable). Data is recorded for pertaining to each patient visit at which an outcome has been recorded or care process received. All data entered are in the formats specified in the Dataset Guide, for example: o Date: dd/mm/yyyy o Categorical data: enter only the specified number or letter that corresponds to the relevant category/type o Numeric variables: enter only the numeric value, do not include measurement type (mmol/mol or %) e.g o Postcode, PZ code and GP practice code are all in correct format Data are in the correct columns and have not been switched around. Please pay particular attention to the height and weight columns, as these recordings are easily mistaken for each other. A header row is included in the csv file (if not we will lose the first line of data when it is extracted). Name your csv file starting with your PZ code i.e. PZ100 NPDA data 1718.csv. Don ts Please ensure that No typos or unnecessary text are included in any columns e.g. null, unknown, new patient. No columns have been added to the csv template provided. Consistent demographic information is entered for each per patient (where possible) e.g. one type of diabetes is recorded against all records pertaining to each patient, one diagnosis date, e.t.c. Page 1 of 10

3 Submitting your data via 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). Page 2 of 10

4 Description of available functions on the NPDA Import data (CSV) page Allows you to test the data that you have uploaded and populate the Data Quality Test import? Yes Report (DCR) without submitting your data onto the system. Allows you to upload and submit your data to the system and populate the Test import? No Data Quality Report (DCR). Existing Records Delete and start afresh Existing Records Update & Append Allows you to override the previous data file that you have uploaded on the system. Please choose this option if it is your first upload to the system. Prevents previous data from being overwritten and allows you to add additional rows of data to your submission via CSV Step 3 A dialogue box will appear to help locate and upload your CSV. Warning: Please ensure the CSV file that you are uploading is saved in the following format in order for the system to recognise the file: PZ code as the first part of the file name i.e. PZ000 Bedrock. Page 3 of 10

5 Step 4 Locate your file, select options Test Import file: No, and Existing Records: Delete and start afresh, then choose import CSV. Please allow the system time to upload your file due your CSV file size. Once your CSV has uploaded a list of your patient data will appear in the Data Quality Report (DQR) table. Page 4 of 10

6 Understanding your Data Quality Report The Data Quality Report (DQR) will highlight the following areas within your data: errors within the demographic information out of range dates erroneous entries into fields it The Data Quality report 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. Step 5 A summary of the data uploaded to the system including the number of errors identified will appear lower down the page. Whilst the DQR provides details of the errors and the option to download from the system in.csv format by selecting the CSV icon. Page 5 of 10

7 Step 6 There are two options to choose from to amend the identified formatting errors, or to add missing data. Option one - make changes to the original CSV file and re-upload it to the system, overwriting your original submission. Option two amend the errors directly on the system by navigating to the Demographics record management to view, add, delete and amend your patient records. For more information on amending your data directly on the system, please read the Questionnaire User guide. Please note that any further uploads of data via csv will overwrite these changes so only use option 2 after your final csv upload. Step 7 Access the Data Completeness Report (DCR) User guide to obtain more information on how to use the report to check your data for completeness against the 7 key processes and other processes and to receive a summary of your patient s outcomes. Extracting your data from the system A new function of the system will allow you to extract the data you have uploaded onto the system via CSV. Step 1 To extract and download your data from the system from the home screen select the clinical tab, then Data Extraction within the drop-down menu. Page 6 of 10

8 Step 2 A chronological list of CSVs submitted by your unit will appear on the screen. Step 3 You will be prompted to set-up a password of 7-characters or more in order to download the files. The password does not have to be the same as your login. Once you have successfully entered a password, select the Download button. The CSV file will then downloaded as a zipped and encrypted file. Page 7 of 10

9 Step 4 To access and unencrypt the downloaded file, right-click on the zipped folder and select 7-zip and Extract files. (Note: Depending on the available software, units may different extraction software such as Winrar and Winzip). Step 5 A dialogue Extract box will appear where you will be prompted to enter a Password. Enter the same password that was set-up in Step 3 of this document. After entering your password a decrypted file will be created in the same folder location as the extracted file. Page 8 of 10

10 Reference materials Quick reference guide Registering onto the NPDA system Submitting your data via Questionnaire How to navigate the Data Completeness Report (DCR) How to use the query builder Useful links Website: Page 9 of 10