The following article is for community teams importing data into the SSNAP webtool.
See here for guidance on how to get import access for your team.
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 | Ensure that you 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 | Ensure that the team code for the team you wish to import data into is recorded in the SiteCode column in your import file. If this is not included the import will not be successful. You can only import for one team at a time and so this code should be the same for all records in a single file. |
| 4 | Only select 'Match by import identifier' if you have previously imported data into that record via that import identifier and you wish to update the record. |
| 5 | Export the 'Patient_list' file for details of the patients transferred to your team into which records you can import data. |
| 6 | You must import any records transferred to your team (sections 2-3) and any records started by your team (sections 1-3) via two separate import files. |
| 7 | You are not able to import into parts of the record that have been locked. If you wish to update data in a locked section, please request an unlock. For guidance on unlocking records please see here. |
Accessing the import screen
To access the import screen select the team you wish to import into and then select 'import' along the menu bar. If you do not have access and require this, please email ssnap@kcl.ac.uk.
Import file
Please make sure to use the most updated import specification. The import specification can be found here.
Ensure that the team code for the team you wish to import data into is recorded in the SiteCode column in your import file. If this is not included the import will not be successful. You can only import for one team at a time and so this code should be the same for all records in a single file.
For the best results and to best identify any errors within an import please make sure the import file contains ALL fields marked as an import column within the SSNAP import specification. The fields do not have to be populated in the import file.
Please 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.
ImportIdentifier
The ImportIdentifier can be set up as any value, including numeric and alphabetic values. The ImportIdentifier must be different for each patient record – if the same ImportIdentifier is used the webtool will treat this as a change to an existing 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, the Patient Audit Number (S01PatientId) 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.
Do not use the ImportID field.
Preparing to import
In order to retrieve a list of records which have been transferred to your team and necessary data, take the “patient_list” export. This will show the SSNAP ID, NHS number, patient name, DoB and clock start as entered by the inpatient team.
You should enter this data into your import file, all other fields in section 1 can remain blank as the data will be drawn from the inpatient record.
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 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 at the end of this article. 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.
To import the data, we recommend that you select Ignore errors for the import method. This allows importing of partially complete records, e.g. records only complete with initial assessments. If ‘Ignore errors’ is not selected then partially completed records will not be imported as missing data shows as the field being “Required”. This does mean that all errors are ignored, including validation errors, however these are highlight in the error log and the record itself. If you run a test import first these errors can be amended before proceeding.
After ‘Ignore errors’ has been selected press ‘Import’ and the file will be processed.
Import options
If you wish to import into a record that has been transferred to your team make sure the system-generated Patient Audit Number assigned to the record is included in S01PatientId. On the import screen select ‘Update records (Non empty values only)’. This will add the information against this Patient Audit Number in your import file to the record that has been transferred to your team. Matching is performed based on Patient Audit Number, so please ensure this is accurate.
If you do not include a Patient Audit Number in S01PatientId, the system will create a new record for this patient.
If you wish to update a record that you have previously imported please select ‘Update records (Non empty values only)’ and ‘Match by import identifier’. This will update the information in the previously imported record. Matching is performed based on the ImportIdentifier so please make sure this is the same. If a field in your import is blank but is populated in the record, it will not replace this information with a blank.
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. |
Handling existing records (by Id)
These options dictate how to handle when matching records are found.
| Do not import | If an existing record is found, it will not be imported. An error message will be included in the processing report. |
| Update records |
If an existing record is found, only the fields present in the import file will be updated. Other fields in the existing record will remain unchanged. |
Match by Import Identifier
It is essential to include an ImportIdentifier for each patient record. This allows you to identify the record in processing emails, exports and update the record in subsequent imports.
Lock All sections for complete records
If a record in the import file is fully complete selecting this option will lock sections 2 and 3.
You are not able to import into parts of the record that have been locked. If you wish to update data in a locked section, please request an unlock. For guidance on unlocking records please see here.