IWeb logo  IWeb 5.17.5 User Guide

Import Files (Upload)

Files can be imported (uploaded) directly to the state registry. The options that display depend on your user access level and permissions. The following options are available:

There are different file specifications depending on the billing system.

Once the file is imported by the facility, the state will import it into the registry.

TIP: A scheduler, such as the Microsoft Scheduler, can be used to set up automatic running/processing of files or reports, such as the DTT imports.  

Batch Vaccinations

When importing batch vaccinations, the vaccination that ends up in the master record is the one that contains the most information. (For example, the specific vaccine type, administered shot, lot number, combination vaccine, etc.) A procedure is used to score the immunization to determine if the incoming or existing shot is the "winner" for the master record. The score is determined as follows:

Administered shot (historical is null) 1
Specific vaccine type 2
Has a lot number 3
Combination vaccine 1
Total possible score 7

DTT/HL7

This option (Imports > DTT/HL7 from the menu) allows users to send patient information files that original in the facility's patient management system (or other source that matches the import type requirements). This includes Remote Clinic contraindications and ENCD data. Users need the DTT Imports and the Define Profile permissions, and must select an organization after logging in to IWeb, in order for the Imports > DTT/HL7 link to appear in the menu.

NOTE: ENCD is used to notify the state when a person under the age of 18 has died. This data can be accepted in order to stop mailings from being sent to deceased children. The ENCD file is loaded through the DTT and run through the normal deduplication logic. All records from this file will be marked with an inactive status of deceased. If a record already exists for the patient, that record is updated. If a record does not exist, a new record is created.  

The following tasks can be performed from the DTT/HL7 Import window:

The maximum import file size is 100 MB.

The DTT will commit 50,000 records to the database at one time, which is about every ten minutes. This varies, however, depending on machine speed and how many columns are in the DTT profile.

A relatively new feature of the application allows new DTT profiles to be created in order to include Patient School and Grade information.

The fields, options, and buttons on the DTT/HL7 Import page are as follows:

Field/Option/Button Description

Select Import Profile

Select an import profile from the drop-down list (example: HL7 Batch). This field is required.

Select File

Click the Choose File button, navigate to the file to be imported, and select it. This field is required.

Do not change current patient ownership or public data

Select this option to prevent imported vaccination data from changing the organization/facility ownership of a patient. If this option is selected, all patients continue to be owned by their previous organization/facility.

Click here to decrement vaccine inventory

Select this option to allow the imported data to decrement the vaccine inventory. If this option is not selected, no changes are made to the vaccine inventory.

Import

Click this button to import the selected file using the selected import profile. Note that the import may take several minutes, depending on the size of the file. Even if it appears as if the application has stopped working, the file is still being imported and canceling or closing the page stops the import.

Clear

Click this button to clear the Select Import Profile and Select File fields and start over.

Print Data Profile Report

Select an import profile and click this button to print the data profile report. If no information is available or if a data profile report cannot be created for an import profile, a message appears.

Define Data Profile

Click this button to create a new import profile. See Create a New Import Profile below.

View Import Logs

Click this button to view a list of previously imported DTT files and their errors.

Create a New Import Profile

To create a new import profile, click the Define Data Profile button on the DTT/HL7 Import page, which opens the DTT Profile Creator - Add/Select Profile page. Select an existing profile from the drop-down list to use as a template (optional) and enter a name for the new import profile, then click Continue. On the DTT Profile Creator - Select Format page that opens, enter the information and select the appropriate options. The available fields and options on this page are as follows:

Field/Option Description

Sample Line

Enter a sample line for the DTT/HL7 import. This information is required.

Tab Delimited

Select this option if the file (and the sample line) are tab-delimited.

Delimited

Enter a delimiter character (such as a pipe | symbol), after which the option is automatically selected.

Fixed Width

If the file (and sample line) are delimited by fixed widths, enter the field lengths (separated by commas), after which the option is automatically separated.

After entering the information, click the Evaluate Sample Line button. The DTT Profile Creator - Assign Fields page opens to allow you to define each field. Each of the fields from the sample line appear in the first column. For each field, select the field definition from the drop-down list, select the Requires Additional Field Defs option if the field requires additional definitions, and then select the data format from the drop-down list in the last column, if applicable (i.e., for dates and full name ordering). Click Submit Definitions when finished on this page.

If a field was marked as requiring additional field definitions, the next page that opens is the DTT Profile Creator - Required Mappings page. On this page, click a link and entire the mapping code in the code field for the related description(s). Click Submit Data Mappings when finished on that page. After all fields that require additional mappings have been mapped, click the Next button (on the DTT Profile Creator - Required Mappings page).

The next page to open is the DTT Profile Creator - Define Default Value page, where default values can be assigned to individual fields. To assign a default value to a field, select the field from the Field Definition drop-down list, enter the default value in the Default Value field, and click Add New Default. The default value is saved and appears in the DTT Stored Default Values list on the page. Continue adding default values to fields as needed. When finished with this page, click Save Profile to save the entire import profile. The DTT/HL7 page reopens and the new import profile appears in the Select Import Profile drop-down list.

Lead Module

Authorized users can import lead files. Click the Imports > DTT/HL7 link to open the DTT/HL7 Import page. Select the lead profile from the Select Import Profile drop-down list. (To define the data profile, click the Define Data Profile button, enter the required information, and click Evaluate Sample Line. Map the fields to the database fields and click Submit Definitions when finished.) Browse and select the file to import, then click Import. Click View Import Logs to verify the results.

Solutions to Common ACS Errors

The DTT import process will correctly identify the records with the following common problems from the ACS file:

State-Configurable Options for HL7 Uploads

There are several state-configurable options that can be configured to help with DTT/HL7 imports/uploads.

Additional Fields

A state-configurable option is available that may require the following fields to be entered when performing a DTT import: Patient VFC Status, Patient Race, Patient Ethnicity, and Patient Gender (sex).

Prevent Short Names from Overriding Full Names

A state-configurable option can be set to prevent short names from overwriting full names during a batch DTT/HL7 import. For example, if "Chris" is imported, the short name "Chris" does not overwrite the full name "Christopher."

Prevent Unnamed Baby Names from Overriding Existing Names

Another state-configurable option can be set to prevent incoming unnamed babies (i.e., Baby, Baby Boy, Baby Girl, Newborn Boy, Girl, FC1, FC2, FC3, MC1, MC2, MC3) to overwrite demographic information. This option operates as though the user selected the Do Not Overwrite Demographic Information flag when importing via the DTT.  For more information, see the Update Settings section of the HL7 Uploads Settings topic.

Deduplication Date Merging

The vaccination deduplication logic merges and treats the vaccination date as the same date if the dates are within the number of dates set (via a state-configurable administrative property - see the Administration Settings topic for more information). The current logic for checking if vaccinations are on the same day continues to check only against the current date for that direct data entry. This new logic applies to deduplication of batch loads and any scenario where vaccinations are re-linked.

Decrement Lots Given at Facilities

If the Allow Imports to Decrement IRMS Inventory option is enabled for the facility (see Search/Add/Edit Facilities), IRMS-associated lots are able to be decremented by immunizations given at facilities, especially for RPMS sites using the HL7 Realtime data upload.

If inventory is imported into HL7 or DTT with this decrement option selected, the logic will first look at the facility for available inventory and, if no inventory exists, the inventory will be decremented at the IRMS level.

If no inventory exists for either the facility or the IRMS, the import line will show an error with the existing message that the inventory cannot be decremented.

If the facility does not have the Allow Imports to Decrement IRMS Inventory option is not selected (disabled), the existing functionality will apply. The facility must have inventory or else the line will show an error.

Import Lots from the Fishbowl File

The DTT field names beginning with "Lot Import" are used to import the actual inventory information. This functionality was added during H1N1 to allow the registry to interface with external inventory systems used to track the SNS inventory. More than likely, this is not currently used by any state because inventory is added through the ordering system. However, this functionality could be used to import inventory from a particular provider from an Excel file or text file. A potential use for this would be to quickly populate the initial inventory for a new provider. Refer to the DTT Specification Guide for more information.

Lot Number and Manufacturer Code reference the details of the dose used for a specific administered shot.

To load the Fishbowl file into the DTT, follow these steps:

  1. Log in as a Registry Client user. If necessary, select the Organization (IRMS) and Facility.

  2. Click Facilities > Search/Add on the menu. Search for the facility and click on the arrow next to the facility's name on the list.

  3. On the Facility Maintenance (Detail) page for that facility, click Edit.

  4. Enter a value in the External Facility Inventory ID field to map the Fishbowl facilities to the IRMS/facilities in IWeb and click Save. The External Facility Inventory ID must be unique across all facilities, or the "This External Facility Inventory ID is already in use by <IRMS/Facility>" error message will appear if a duplicate is found.

The DTT Import option now allows users to run a lot number file when an IRMS is not selected. However, all other file types will still require an IRMS.

The following fields have been added to the DTT Profile Creator:

Field Description

Lot Import Facility ID

Enter the unique ID that matches the ID defined on the Facility page. This field is required.

Lot Import Manufacturer Code

Enter the manufacturer code. This field is required.

Lot Import Lot Number

Enter the lot number. This field is required.

Lot Import Expiration Date

Enter the expiration date. This field is required.

Lot Import Publicly Supplied

Select whether or not the lot is supplied publicly. Set to N if this information is not sent.

Lot Import Dose Count

Enter the dose count. This field is required.

Lot Import CPT Code
Lot Import CVX Code
Lot Import Vaccine Code

Enter at least one of these: CPT code, CVX code, and/or vaccine code.

Lot Import Action Code

Enter the mapping for valid action codes in the system. This field is required. This can also be set as a default value for the entire file (existing functionality).

Lot Import Update Type

Select the update type:

  • Create - If this option is selected and the Lot Number already exists (based on the current checks for uniqueness, which are lot number, manufacturer, publicly supplied, etc.), an error occurs indicating that the Lot already exists.
  • Update - If this option is selected and the Lot Number does not already exist (based on the current checks for uniqueness), an error occurs indicating that the Lot does not exist.
  • Create or Update - This is the default.

The DTT Import detects and processes the Lot Import file type. The Lot Import file must not include other values (e.g., vaccination, patient information, etc.). If a Lot Import field is sent with non-Lot Import fields, the file will display an error indicating that the Lot Number information must be imported in a separate file.

If the Lot Import file is in the correct format, the fields are validated and the Lot Number Log is populated.

HL7 Realtime

This option (Imports > HL7 Realtime from the menu) allows authorized users to upload patient information via HL7 in "realtime" (as it happens).

VTrckS Upload

This option is used to import the Vaccine Order History file.

Upload Temperature Data

Information about temperature can be uploaded into the application for tracking purposes. This link is not available in versions of IWeb where SSO and the stand-alone VOMS application are enabled.

Enable/Disable the Upload Temperature Data Option

The Upload Temperature Data option must be set in order to be able to upload the data. To set this option for an Organization (IRMS):

  1. Log in.
  2. Click Organization (IRMS) > Search/Add on the menu.
  3. Enter criteria to search for the specific Organization (IRMS) and click Search.
  4. If a list of Organizations appears in the search results section, click the arrow button next to the correct name; otherwise, the specific Organization (IRMS) Maintenance (Details) page will open. Click the Edit button on this page.
  5. Scroll down to the Vaccine Management section toward the bottom.
  6. Select the Upload Temperature Data option and click Save.

To disable the option, follow the above instructions to return to the page, select the option remove the checkmark from the checkbox, and click Save.

Temperature Monitoring Data Profile

To set the temperature monitoring settings and data profile information, follow these steps:

  1. Log in.
  2. Click Imports > Temperature Upload on the menu.
  3. On the main page, select Cold Storage.
  4. The Select Import Profile field should be empty ("--select--"). To create the first Import Profile, click Define Data Profile.
  5. Enter a name for the new profile and click Continue.

Import Temperature Monitoring File

Assuming you are already logged in, follow these steps to import the file:

  1. Click Import Menu > Temperature Upload on the menu.
  2. Select the Cold Storage Unit for which you are importing temperatures.
  3. Select your Import Profile from the data logger.
  4. Select the file.
  5. Click Import.

To verify the file was successfully uploaded and imported, follow these steps:

  1. Click Import Menu > Temperature Upload on the menu.
  2. Click View Logs.
  3. On the View Logs screen, click the arrow button next to the log you want to view. A message appears at the top describing a successful upload or any errors.

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