Data Translation Module

How to use this data conversion tool

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Learning Objectives

• What is the Data Translation Module (DTM)?
• Why use the DTM?
• Instructions for using the DTM
• Possible issues using the DTM
• DTM Features
• Examples for using the DTM for the RSR/ADR

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What is the Data Translation Module (DTM)

• Imports flat CSV formatted reports through Provider Data Import.
• CSV files are comma separate variables, records that are separated as different columns by a comma. These are text files that can be reviewed using Excel or Google sheets as a spreadsheet.
• Involves mapping source data columns to CAREWare CSV template fields.
• Accepts data or reports from EMRs, lab systems, CAREWare custom reports, or spreadsheets.
• Runs inside CAREWare, without a separate conversion application.
• Should be managed by CAREWare administrators or data quality specialists

Guide: Data Translation Module

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Why Use the DTM?

• The DTM is easier to setup from the user interface as opposed to server level applications like the HL7 Interface or CAREWare FHIR Interface
• Upload data from other systems.
• Reduce double data entry.
• Retain report layouts for customized import templates.
• Automate imports using a configured server folder for recurring files.

Guide: Provider Data Import

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Instructions for using the DTM

1. Create a DTM Import Setting for the provider and source.
2. Configure DTM Specs for each file format or data type.
3. Edit Field Mappings for the incoming columns.
4. Import manually or through a configured source folder.
5. Review Import History, resolve issues, and verify client records.

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Step 1: DTM Import Settings

• Decide Client Matching Options
• Decide data update settings
• Choose multiple file and automation options
• Configure the DTM Specs

Guide: DTM Import Settings

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Step 2: Configure DTM Specs

• Create a DTM Spec, setting the search string
• Upload a sample file
• Map the column headers

Guide: Configure DTM Specs

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Step 3: Edit Field Mappings

• Import Sample File
• Match columns from source file headers to a CAREWare field.

Example: Service Name belongs in srv_cs_1_def_code.

• Add constant values

Example: Setting the contract name as a default value for imported services

• Set the Match ID column to the correct table.

Guide: Edit Field Mappings

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Step 4: Manual DTM Imports

• Create exp_provider.csv with prv_pk, prv_name, and prv_source. Import Settings
• ZIP exp_provider.csv with the DTM data file. Include the Search String in the data file name. Configure DTM Specs
• Open Provider Data Import, select New Import, and upload the ZIP.

Guide: Importing DTM Files

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Step 5: Review and Process

• Open Import History and select the imported file.
• Open Import Details and review counts, errors, and missing mappings.
• Resolve client matching, field mappings, and value mappings.
• Click Recheck Import after corrections.
• Click Process Import when records are Ready to Process.

Guide: Import History

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DTM Creation Video

Handling possible issues using the DTM

• Compare processed and total counts with the file you sent.
• Spot-check the affected client records for the expected data.
• Wrong source or provider? Check exp_provider.csv and Import Settings.
• File not recognized? Check Search String and the server folder path.
• Wrong destination field? Compare the sample layout with the current file.
• Leading zeros may be dropped by Excel. This may have to be corrected before importing
• Automatic imports require setup maintenance, quality review, and error resolution with some frequency.

Guide: Import History

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Guide: Import Settings

DTM Example Import Issues

Reliable Recurring Imports

• Test a small file before large imports or automation.
• Keep a consistent report layout and document the source’s rules.
• Separate sources that need different matching or update behavior.
• Export a tested DTM Spec to reuse with the same file format.
• After importing a spec elsewhere, verify paths and mappings, then test again.
• If automatic imports are setup, send a test file using the SFTP to the DTM folder on the CAREWare server

Guide: Import DTM Specs

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DTM Features

• Import/Export DTM Specs – Share and store pre-configured DTM Specifications
• Sample File – Used to quickly change the format based on changes to the source data.
• Constant Values – Ability to add import columns with default values. I.e. contract name, funding, test names, etc.
• Automatic Import Folder – Configurable for establishing automatic server level imports
• Multiple File Imports – Allows users to add several files in each upload at once.

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Using the DTM for the RSR/ADR

• Create a DTM Import Setting
• Import RSR/ADR DTM Specs: RSR DTM Specs|ADR DTM Specs
• Use the RSR/ADR sample files for those specs for importing: RSR DTM Sample File|ADR DTM Sample File
• Create an exp_provider.csv file for that setting
• Enter RSR Data in the file.
• Import the records.
• Review the Import History for those records
• Confirm the records exist in the RSR

Guide: Import DTM Specs

Importing DTM Specs

Importing records using Custom Reports for the DTM

Questions and Discussion

• What reports could be run in other systems that would make good imports to CAREWare to save time and improve data completeness?
• Which staff would be responsible for maintaining DTM mappings and review Import History?
• For anyone using the DTM, what kind of issues have come up in the past?

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