Importing a CROWNWeb Data Quality Improvement Report.csv File into Excel

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1 Importing a CROWNWeb Data Quality Improvement Report.csv File into Excel Description: The CROWNWeb Data Quality Improvement reports are delivered to organizations as commaseparated value or.csv files. The.csv file can be imported into an Excel spreadsheet for easier reading and information management. This guide provides instructions for importing data from a.csv file into Excel. Note: Some NRAA HIE EMR vendors have processes set up to retrieve these reports from the Activator, import them into Excel and place the reports in a secure location where their customers can retrieve them. Please check with your EMR vendor to learn whether they provide this service. Process: Step 1: Locating the CROWNWeb Data Quality Improvement Reports CROWNWeb Data Quality Improvement reports are delivered to either the NRAA Report folder of the Activator Prod-In directory (or directly into the Prod-In directory) in the form of a pipe-delimited.csv file. Note: If you do not have access to the Activator please contact your EMR vendor for instructions on where to locate these reports. 1

2 Step 2: Saving the CROWNWeb Data Quality Improvement Reports Once the CROWNWeb Data Quality Improvement report.csv files have been located in the Activator directory, copy and paste them from the directory into a new folder on your computer or on a secure shared network folder where other team members can access this information. When the reports are successfully saved they may then be deleted from the Activator directory. Important: Some of the CROWNWeb Data Quality Improvement reports (such as the Near Match report) contain personal identifiable information (PII) or protected health information (PHI). Therefore, these reports should be managed in accordance with your organization s policies for handling information that contains PII or PHI. Step 3: Importing the CROWNWeb Data Quality Improvement Report.csv File into Excel The data from the CROWNWeb Data Quality Improve report.csv file can easily be imported into and saved as an Excel file. The following provides step-by-step instructions for the data import process. 1. Open a new workbook in Microsoft Excel. 2. Go to the Data tab in Excel, select Get External Data From Text. 2

3 3. Browse to and open the folder where you saved the CROWNWeb Data Quality Improvement report.csv file. 4. Select the CROWNWeb Data Quality Improvement report.csv file you want to import data from and click Import. 3

4 5. Follow the prompts in the Text Import Wizard. Step 1 of 3 asks, Choose the file type that best describes your data. Select Delimited, then click Next. 4

5 6. Step 2 of 3 of the Text Import Wizard asks to indicate the type of Delimiter in the file. Check Other (uncheck Tab, which is the default checkmark) and then in the box to the right of Other insert a or pipe. This character can be entered by hitting the Shift key and then the Backslash \ key on your keyboard. The Backslash key is typically located directly above the Enter key. When the pipe is entered into the box, the data displayed in the Data preview window will align into columns. Click on Next. 5

6 7. Step 3 of 3 of the Text Import Wizard defaults to General for Column data format. Click on Finish. 6

7 8. The Text Import Wizard pops up a dialogue box asking if the data should be imported into cell A1 of the Excel spreadsheet. This is the default. Click OK if you want the data to be inserted into the spreadsheet at this location or you can change the location. Once you determine the location, then click OK. 9. The Text Import Wizard then imports the data from the.csv file and into the Excel spreadsheet with the columns and data aligned. Save the spreadsheet with the same file name as the CROWNWeb Data Quality Improvement report.csv file for easy reference and in the same folder set up for saving the CROWNWeb Data Quality Improvement reports. 7

8 10. The first row of the CROWNWeb Data Quality Improvement report spreadsheet contains the following information: a. The row title (HDR) or Header b. The type of report NRAA_REPORT c. The name of the report this example is a MISSING_2728 report d. The URL link to a User Guide explaining the report (Note: The User Guides for all the CROWNWeb Data Quality Improvement reports are posted on the NRAA HIE web site.) e. The number of records in the report f. The date and time the report was sent The second row of the CROWNWeb Data Quality Improvement Report spreadsheet lists the column headers for the data contained in the report. Document History Version Date Document Update Prepared by Approved by /18/2014 Initial draft Kelly Llewellyn Sue Merk 8