Importing data into the new webtool (ambulance trusts)

The following article is for ambulance trusts importing data into the SSNAP webtool. 

Importing tips

1	Make sure to use the most updated import specification. The import specification can be found at the end of this article.
2	Populate the ImportIdentifier field with your unique import identifier. It is essential that you include an ImportIdentifier for each patient record. Do not use the ImportID field.
3	If the acute hospital imported their data then the ImportIdentifier field will already be populated. Please replace this with your own unique import identifier.
4	Ensure that your ambulance team code is recorded in the SiteCode column in your import file. If this is not included the import will not be successful.
5	You must ensure that your import file contains the correct system-generated CaseId for each record you are importing.
6	The option 'Update Records (Non empty values only)' should be selected for every ambulance import. Do not select 'Match by Import Identifier' or 'Replaced Records (May cause data loss)'.

 

**Current, temporary functionality issues with the import function (note: fixes under development, issues will be addressed in upcoming releases)**

• Please do not use the option 'Replace Records (May cause data loss)'. This will overwrite all data within the record, including replacing data with blanks if the new file contains blank fields and removing the data from the clinical audit (onset/arrival dates and patient identifiers). 
• Please do not use the option 'Match by Import Identifier'.  Imports need to match on CaseId to link data to the acute hospital data and so this option should not be used. We have asked our web developers to remove these options.
• Currently 'Lock Complete Records' will not lock the records. To lock a record you must enter the record under Study Records and manually lock the record. Our web developers are working on fixing this issue. 

Accessing the import screen

To access the import screen select 'Import' along the menu bar. If you do not have access and require this, please email [e-mail]. 

 

Import file

IMPORTANT: Importing on the new system matches each record based on a system-generated CaseId. You must ensure that your import file contains the correct system-generated CaseId for each record you are importing.

• If you use the wrong CaseId, then the data will be imported into the wrong record. 
• If you do not include a CaseId, then a new record will be made which will be unlinked to hospital data. 

The new system does not match records based on a combination of arrival date and patient identifiers as per the old system. 

To find a list of patients that have been assigned to your ambulance trust and their CaseId, an export must be taken. On the export screen, 'Clock Start Time' should be selected from the drop-down and the date range set to the month you wish to import for:

Select 'Export study data to csv' (do not select 'Export locked study data to csv'). The export contains all the patients recorded as having a stroke in the chosen time period and assigned to your ambulance trust. The export contains:

1. CaseId in column D
2. CAD number as recorded by the acute hospital in column U
3. Onset and arrival date and time as recorded by the acute hospital in columns AG-AJ
4. Patient identifiers as recorded by the acute hospital in columns AK-AO

 

To make an import file you can either:

1. Complete the empty fields in the export file and re-import the file. You must not change the SiteCode or CaseId assigned to a record. 
2. Create a new import file that contains (as a minimum) the required import fields. The required import fields can be found in the import specification (attached below). This file must contain the SiteCode and CaseId from the exported file. You must not change the SiteCode or CaseId assigned to a record.

Please make sure you refer to the most updated import specification for accepted values.

Import identifier

Please populate the ImportIdentifier field with your unique import identifier. The ImportIdentifier can be set up as any value, including numeric and alphabetic values. The ImportIdentifier must be different for each patient record. The ImportIdentifier cannot be a patient identifier, so it must not include name or NHS number. We would recommend that once records have been imported, that the Patient Audit Number (PatientId) assigned to the record is recorded in your local system against the ImportIdentifier. The SSNAP helpdesk team will refer to patient records using the Patient Audit Number assigned by the webtool rather than the ImportIdentifier.

If the acute hospital imported their data then the ImportIdentifier field will already be populated. Please replace this with your own unique import identifier. 

Do not use the ImportID field. 

Performing an import

On the import screen select 'Choose file' and locate your desired import file. The contents of the file are then shown on the import screen. Green signifies the cell contains an accepted value and orange that the cell contains a value that is not accepted. In cases where the question cannot be blank, orange will also indicate a blank cell. 

The default selection on the import screen is 'Test import'. Running a test will allow you to identify any serious errors with the import file before you proceed to import the data into the webtool. When you are ready to run the test press 'Import' and the file will be processed. 

Errors are shown in the final column on the import screen. Types of errors you may encounter are listed below. You will also receive a processing email with this information once an import has been completed (including test imports). The website shows the question number the error relates to, however the processing email shows the full field name. The processing email reports errors and import status against the ImportIdentifier. 

If you are happy with the outcome of the test import then you can proceed to import the data. The option 'Update Records (Non empty values only)' should be selected for every ambulance import.

 

Importing options

The option 'Update Records (Non empty values only)' should be selected for every ambulance import. If this is not selected then the data will not import into the records assigned to your trust. 

We have asked our web developers to remove both the following options:

• 'Replace Records (May cause data loss)'. This will overwrite all data within the record, including replacing data with blanks if the new file contains blank fields and removing the data from the clinical audit (onset/arrival dates and patient identifiers). 
• 'Match by Import Identifier'. Imports need to match on CaseId to link data to the acute hospital data and so this option should not be used. 

Currently 'Lock Complete Records' will not lock the records. To lock a record you must enter the record under Study Records and manually lock the record. Our web developers are working on fixing this issue. 

Importing methods

Test import	Simulates an import without saving any data. It only performs validations and returns any errors found.
Stop on missing data or warning	The import will not proceed if any data is missing or if warnings occur. No data will be saved.
Stop on warning	The import will be halted if any validation warnings are found (e.g., time validation warnings), and no data will be imported.
Stop on error	The import will be halted if any validation errors occur (e.g., missing required fields). No data will be imported.
Skip error records	Records with errors will be skipped, while valid records will be imported.
Ignore errors	The import will proceed regardless of validation errors. Errors will be included in the processing email sent upon completion.

Types of errors

Validation error	e.g. S01AMBT_DeparturePatientLocationDateTime : must be after arrival at patient location.	This error means that the field does not meet the validation rules of the webtool. The correct validation is clearly stated and the field (or another field if it's a date/time validation) should be updated.
Required error	e.g. S01AMBT_CallConnectedDateTime : Required.	This means that the question is required to be answered in order for the record to be fully complete and locked.
Comparison value not entered	e.g. S01AMBT_ArrivalPatientLocationDateTime : 'Comparison not entered 999 call.	This means that a question included in the validation for the highlighted question has not been answered.
Duplicate record	e.g. Matching record exists, and overwrite is declined.	For ambulance trusts this error typically means that 'Update Records (Non empty values only)' has not been selected. The system is therefore trying to create a new record for this patient but cannot as a record already exists. To resolve this issue please select 'Update Records (Non empty values only)'. The data will then be imported into the appropriate record.