An export is the raw data that has been input into the webtool under clinical case management or imported into the SSNAP webtool. The data in the export is used for KCL data analysis centrally, but it can also be used for analysis locally.
Hospitals/teams should always check the data that is entered into the webtool; the export file can be used to double‐check the records, particularly before data submission deadlines for SSNAP reports.
Only patient records that have been locked or closed can be exported from the webtool. The data is exported as a CSV file, a type of file that opens in Excel; you can save it as an Excel file if you prefer.
You can find the export option in Clinical > Export.
This will take you to the following screen:
Export clinical page explained
Team ‐ If you are registered for more than one team you will be able to select which team you wish to export records for.
Stroke proforma (Full) – To export the full stroke proforma N.B. If you have a older version of Excel (Excel 2003 or earlier), you will not be able to export the full proforma and will need to export the proforma in sections as older versions of Excel have a limit of 256 columns per worksheet:
Stroke proforma (Sections 1‐3) – To export sections 1‐3 (useful if you only wish to look at the first 72h information)
Stroke proforma (Sections 4‐7) – To export sections 4‐7 (useful if your team has not entered any of the first 72h information)
Stroke proforma (Section 8) – To export section 8 (useful if you only wish to view the six month follow‐up assessment information)
N.B. We would advise that where it is possible (i.e. if you have Excel 2007 or later), the full proforma should be used.
Stroke other information ‐ To export the custom fields section (Section 9). N.B. This can be linked to the stroke proforma using the PatientId
Stroke comments (list by question) – export comments in question order (one comment per row), which allows monitoring of issues with particular questions
Stroke comments (list by patient) – export comments by patient (one patient per row, comments in columns), which allows monitoring of issues with particular patient records
TIA/Other proforma ‐ TIA and Other records can be exported seperately as the proforma is different and more limited.
Include transferred ‐ Ticking this includes records transferred from this team to another team, even if the record has not been locked (this is the only instance where unlocked records will appear in the export, and is allowed because the transferred records are closed to that team and cannot be edited).
Date range – This is a useful function for selecting patients admitted between a particular date range. For example you can check admissions for a particular reporting period (for example admissions between 1 December – 31 March).
Once you have decided which data you would like to export, you can press the below button to generate the export:
NOTE: You can now encrypt data files before exporting them from SSNAP. Full instructions can be found here: Encrypted download functionality when exporting data files from SSNAP
You will then be able to view a file which looks similar to below:
Depending on the version of Microsoft Office, and the amount of data that you export, your file may look slightly different.
At the bottom of this page, you can download the 'Export User Guide Header Rows and Key' which provides detailed information on each column in your export. An example is provided below:
Each column has the same title as in the export, but then further information is provided on the contents of each column, what this represents, and question numbers.
Understanding Transferred Records
By ticking ‘include transferred’ on the webtool export page, this means that records that were transferred FROM your hospital before being locked appear (usually if patients are transferred within 72 hours)
All records that are locked appear in the export, this occurs if the record has been locked in previous hospital but not if the record was started by your hospital, transferred and then locked in a subsequent hospital.
All records state which hospital ‘created’ the record to begin with. If a record is transferred FROM your team TO another, the following fields will NOT be BLANK