Text File Import Specifications for Comprehensive Clinical Assessment Software Application (CoCASA) 12/22/2008 Version 4.0 Introduction: This document describes the steps taken to import data into CoCASA and the acceptable formats and values of the data. The user will create an import template, and use that template to import data that has been extracted from an immunization registry, billing system, patient management system etc. The extracted data must be in the form of an ASCII text file. The ability to import from any format other than an ASCII text file is not available. The following specifications describe the format required for extract files from an immunization registry, a patient information system, etc for use in CoCASA. Information regarding the import process in CoCASA is also included. Extract File Type: The following types of ASCII files can be imported into CoCASA: 1) Fixed width text file In fixed length format, each record is broken up into fields of a specified length. Fields that contain less data than the field size must have trailing blanks added to make the field the required length. 2) Delimited text file using the following delimiters: semicolon, comma, tab, other (user specified). In a delimited format, fields are separated with a semicolon, comma, tab, or other user specified delimiter. Data in the fields can be less the specified length or even empty, and it is optimal not to add trailing blanks to make a field a specified length. If data is not being sent in a particular field its delimiter will still need to be present. Field lengths are as follows: • Text fields are truncated to 255 characters • Phone numbers will accept 10 or 11 numerical characters (If 11 characters, the first number is dropped) • Zip codes are truncated to 5 characters 3) 3) CSV file. CSV stands for Comma Separated Values, sometimes also called Comma Delimited. A CSV file is a specially formatted plain text file which stores spreadsheet or basic database-style information in a very simple format, with one record on each line, and each field within that record separated by a comma. It's important that the individual "records" within a CSV file NOT contain commas when importing data into CoCASA. A required field that is blank or invalid will cause the record to be rejected. Records that contain optional fields with invalid data will still be imported, but the optional fields that had invalid data will be imported as blank. Filler values such as “Unknown” and “Unreadable” should not be sent. If valid data is not available for a field, the field should be left blank. The export file must be placed on a drive accessible to where CoCASA resides in order to be imported. Extract File Format: The text file must be in the format of one record per immunization as opposed to one record per patient. Each line within the file represents a different shot type and shot date with repeating demographic information for the same patient. Importing the Extract File: Before you can import data into CoCASA you must first create an import template in CoCASA. The import template specifies to CoCASA the order of the data fields, the format of your file, and the lengths of the fields within your file. You are also able to share your import template with other CoCASA users*. Required Fields: The following are required fields: o An identifier (either first/last name, chart number, unique ID #1, or unique ID#2) o Date of Birth The user will be able to specify an age range (a ‘from’ date and ‘to’ date, in months or years, and an As Of date) to limit data entry during the Import process. The user will also be required to select an existing provider, and type in a new assessment name to store the imported data. Implementation: Once an import template has been created, subsequent access to the import template is available by choosing File on the main menu, then “Import”, “Using a Template” and then “Choose a Template.” The user then needs to locate the export file. The user will be required to select an existing provider and type in a new assessment name to store the imported data. An age range of interest may be specified if the user wishes. If no age range is specified, all records are imported. Any records outside the specified age range of interest are discarded. CoCASA will then process and import the data within the file into an immunization history record for each patient found in your file. Data Values to use when Importing Data into CoCASA The following tables list the values that can be used to import data into CoCASA from a text file through the use of an import template. Any records with invalid values for required fields will throw an exception and will be logged in the error log (ImportErrorLog.txt) in folder where CoCASA is installed. Any records with invalid values for optional fields will import, but the optional field with an invalid value will be blank. The tables in the following section list the IDs and the descriptions that can be used when importing data. Data can be imported through the use of an ID or a description. If a description is used, either the full description or a portion of the full description that represents a unique value (starting from the first character of the description) must be used. The values are not case sensitive. For example, in the case of Race, the full description for Asian would be “Asian.” Alternatively, a portion of the full description that provided a unique value could be used. For “Asian” that would be “As” at a minimum. If only “A” is used, then the data might be imported as “Asian” or as “American Indian or Alaska Native” since both start with “A.” The tables below list the IDs and Descriptions that can be used to import data into CoCASA when using a template to import from a text file. Demographic Fields Ethnicity ID Description 0 1 Not Hispanic or Latino 2 Hispanic or Latino 98 Unknown Race ID Description 0 1 White 2 Asian 3 Black or African-American 4 American Indian or Alaska Native 5 Native Hawaiian or Other Pacific Islander 98 Unknown 99 Other Race Gender ID Description 0 1 Male 2 Female 98 Unknown Date of Birth Date fields can take one of 3 different formats: 1. Valid date format, such as 12/31/1999, 12-31-1999, 12/31-1999, dec 31 1999, dec. 31 1999, or December 31 1999. If the year portion has only 2 characters and it is more than 1 month after today’s date, it will convert the year to 19XX (e.g. if the today’s date is Sep 4, 2006, then Dec 31 06 would convert to 12/31/1906). If the year portion has only 2 characters and it is before 1 month after today’s date, it will convert the year to 20XX (e.g. if today’s date is Sep 4, 2006, then Sep 12 06 would convert to Sep 12, 2006). 2. 8 digit number beginning with year, such as 19991231 for 12/31/1999. 3. 8 digit number ending with year, such as 12311999 for 12/31/1999. However, all date fields should be in same format. You cannot have a mix of different date formats. Insurance Type ID Description 0 1 Medicaid 2 Medicare 3 Medicare Advantage 4 Uninsured 5 Private 98 Unknown For the State field, the following abbreviations will be imported. The full description (e.g. “Georgia”) is not accepted. State Abbreviation Abbreviation Abbreviation AK KY OH AL LA OK AR MA OR AS MD PA AZ ME PR CA MH PW CO MI RI CT MN SC DC MO SD DE MP TN FL MS TX FM MT UT GA NC VA GU ND VI HI NE VT IA NH WA ID NJ WI IL NM WV IN NV WY KS NY Patient Status Fields VFC Eligibility Categories ID Description 0 1 Medicaid 2 American Indian or Alaska Native 3 Not VFC-Eligible 4 Underinsured 5 Uninsured The following fields can have values of yes, no, unknown, or be left blank. Head Start Participant Receive Medicaid Receive TANF (AFDC) Receive WIC Selected by HEDIS Moved Or Gone Elsewhere (MOGE) Adult on catch up schedule Child on catch up schedule No immunization history ID Description 0 1 “yes”, “y”, “true”, or “t” 2 “no”, “n”, “false”, or “f” 98 “unknown” or “u” A date for MOGE can also be imported. The format for the MOGE date can be any of the formats as listed for the Date of Birth. However, all date fields in the same file must be in the same format. If a valid MOGE date is imported, then the MOGE field is automatically set to “Yes.” Risk Factor Fields The following fields can have values of yes, no, unknown, or be left blank. Alcoholism Asplenia Asthma Cancer drugs Clotting factor concentrate recipient Developmentally disabled person Diabetes mellitus Heart disease Hemodialysis HIV Infection Hodgkins disease Leukemia Liver disease - chronic or cirrhosis Lung disease - chronic, not asthma Lymphoma Metabolic Disorders Organ transplant Radiation therapy Renal disease/nephrotic syndrome Sickle cell disease Stem cell transplant recipient Steroids, Long term Terminal complement component deficiency ID Description 0 1 “yes”, “y”, “true”, or “t” 2 “no”, “n”, “false”, or “f” 98 “unknown” or “u” Diagnostic Screening and Testing Events The following fields can have values of yes, no, unknown, or be left blank. Anemia Testing Blood Sugar Testing Cholesterol Screening Colonoscopy Hepatitis C Testing HIV Testing Lead Screening Lipid Testing Mammography Pap Smear PSA Testing STD Testing TB Screening ID Description 0 1 “yes”, “y”, “true”, or “t” 2 “no”, “n”, “false”, or “f” 98 “unknown” or “u” Each Diagnostic Screening and Testing Event has a corresponding date field that can be imported. The format for these dates can be any of the formats as listed for the Date of Birth. However, all date fields in the same file must be in the same format. If a valid date is imported, then the corresponding Diagnostic Screening and Testing Event is automatically set to “Yes.” Counseling Events The following fields can have values of yes, no, unknown, or be left blank. Alcohol Cessation Counseling Anemia Counseling Dietary Counseling HIV Counseling Lead Counseling STD Counseling Tobacco Cessation Counseling ID Description 0 1 “yes”, “y”, “true”, or “t” 2 “no”, “n”, “false”, or “f” 98 “unknown” or “u” Other Risk Factor The following fields can have values of yes, no, unknown, or be left blank. Aspirin therapy, long term Blood or body fluid exposure - lab Chronic Illness College student in dormitory Community service worker Contacts (household) of high-risk person Contacts in Meningococcal outbreak Contacts of HBV person - household or sexual Day care worker Geographic risk - resides in risk area Health care worker (HCW) Injection drug use Inmate, long-term correctional facility Lab exposure to HepB Lab exposure to meningococcal Lab exposure to polio Men who have sex with men, MSM Military recruits of the U.S. Multiple sex partners Newborn of HBV positive mother Non-injection drug use Pregnant or planning to become pregnant Rubella non-immune woman, non-pregnant Travel (internationally) to risk area Worker, developmentally disabled Worker with (non-human) HAV+primates Worker/resident, any long term care facility ID Description 0 1 “yes”, “y”, “true”, or “t” 2 “no”, “n”, “false”, or “f” 98 “unknown” or “u” Reasons Not Given History of Varicella (chicken pox) ID Description 0 1 “yes”, “y”, “true”, or “t” Using "yes", "true", "y", "t", "1" will import one record to Reason Not Given for Varicella, with “History of Varicella (chicken pox)” as the reason not given and the patient’s first birthday as the date. All other values will be ignored. Antigens Shot Type Literal strings, CPT codes, and CVX codes are all valid formats for Shot Type. However, all shot types must be in the same format (either literal strings, CPT codes, or CVX codes). You may not use a mix of literal strings, CPT codes, or CVX codes. For specific literal strings, CPT codes, and CVX codes that are accepted, please see the section below entitled “CPT code / CVX code for text file import” and “Literal strings for CoCASA text file import.” Shot Date The format for the Shot Date can be any of the formats as listed for the Date of Birth. However, all date fields in the same file must be in the same format. You cannot have a mix of different formats. Manufacturer The ID, the Abbreviation, the full Description (or a unique portion thereof starting at the beginning) can be used to import data. Manufacturer ID Abbr. Description 0 1 BAH Baxter HC Corp. 2 BPC Berna Products Corp. 3 NOV Novartis 4 MBL Massachusetts Biological Labs 5 MIP Bioport Corp. 6 MSD Merck & Co. 7 OTC Organon Teknika Corp. 8 PD Parkedale Pharmaceuticals 9 PMC sanofi pasteur 10 SKB GlaxoSmithKline 11 WAL Wyeth/Lederle 12 MED MedImmune 13 INTC Intercell AG Lot Number Any text string can be imported into Lot Number. * This option eliminates the need for individual users within one grantee area to recreate the same import template. One template can be created and shared among all users. Import templates will be accepted from outside agencies. These import templates can be sent to the CoCASA help desk at CDC/NIP for inclusion in the next update to CoCASA. Once the software is updated and released, the import templates received will be available in the downloaded version of CoCASA. CPT code / CVX code for text file import Note: Any text within ( ) refers to a brand name. If the shot type equals… then the shot date will populate the following antigen(s) and include the brand name (if applicable) for each component. CPT code HL7/CVX code Antigens (Trade Name) 90581 24 Anthrax (BioThrax) 90585 19 BCG 90586 19 BCG 90632 52 Hep A (Havrix) 90633 83 Hep A (Havrix) 90634 84 Hep A (Havrix) 31 Hep A 90636 104 Hep A Hep B (Twinrix) 90645 47 HIB (HibTITER) 90646 46 HIB (ProHIBiT) 90647 49 HIB (PedvaxHIB) 90648 48 HIB 90649 62 HPV (GARDASIL) 118 HPV 90655 15 Influenza 90656 15 Influenza 90657 15 Influenza 90658 15 Influenza 90659 16 Influenza (Fluzone) 90660 111 Influenza (FluMist) 90665 66 Lyme Disease (LYMErix) 90669 100 PCV 90675 18 Rabies 90676 40 Rabies (Imovax Rabies ID) 74 Rotavirus 119 Rotavirus 90680 116 Rotavirus (RotaTeq) 90690 25 Typhoid (Vivotif Berna) 90691 101 Typhoid (Typhim Vi) 90692 41 Typhoid 90693 53 Typhoid 91 Typhoid 90696 DTaP Polio (Kinrix) 90698 120 DTaP HIB Polio (Pentacel) 90700 20 DTaP 106 DTaP 107 DTaP 90701 01 DTP 90702 28 DT 90703 35 Tetanus 112 Tetanus 90704 07 Mumps 90705 05 Measles 90706 06 Rubella 90707 03 MMR 90708 04 Measles Rubella (MR-Vax II) 38 Mumps Rubella (Biavax II) 90710 94 MMR Varicella (ProQuad) 90711 DTP 90712 02 Polio 90713 10 Polio 89 Polio 90714 113 Td 90715 115 Tdap (Boostrix) 90716 21 Varicella 90717 37 Yellow Fever 90718 09 Td 90719 Diphtheria 90720 22 DTP HIB 90721 50 DTaP HIB 102 DTP HIB Hep B 90723 110 DTaP Hep B Polio (Pediarix) 90724 88 Influenza 90726 90 Rabies 90728 19 BCG 90730 85 Hep A 90731 45 Hep B 90732 33 PPV 109 PPV 90733 32 Meningococcal (Menomune-A/C) 103 Meningococcal 108 Meningococcal 90734 114 Meningococcal (Menactra) 90735 39 Japanese Encephalitis 90736 121 Herpes Zoster (Zostavax) 90737 17 HIB 90740 44 Hep B 90743 43 Hep B 90744 08 Hep B 90745 42 Hep B 90746 43 Hep B 90747 44 Hep B 90748 51 HIB Hep B (Comvax) 75 Smallpox (Dryvax) 105 Smallpox (Dryvax) Literal strings for CoCASA text file import Note: Any text within ( ) refers to a brand name. If the shot type equals… then the shot date will populate the following antigen(s) and include the brand name (if applicable) for each component. Anthrax Anthrax BioThrax Anthrax (BioThrax) BCG BCG Mycobax BCG (Mycobax) Tice BCG (Tice) Diphtheria Diphtheria DT DT DTP DTP Tri-Immunol DTP (Tri-Immunol) Tritanrix DTP Hep B (Tritanrix) Tetramune DTP HIB (Tetramune) Tetracoq DTP Polio (Tetracoq) Pentacoq DTP Polio HIB (Pentacoq) DTaP, Dta DTaP Acel-Imune DTaP (Acel-Imune) Adacel DTaP (Adacel) Certiva DTaP (Certiva) Daptacel DTaP (Daptacel) Infanrix DTaP (Infanrix) Tripacel DTaP (Tripacel) Tripedia DTaP (Tripedia) TriHIBiT DTaP HIB (TriHIBiT) Kinrix DTaP Polio (Kinrix) Pediarix, Px DTaP Hep B Polio (Pediarix) Pentacel DTaP HIB Polio (Pentacel) Hexavac DTaP Polio Hep B HIB (Hexavac) DTwP DTwP Hep A, HepA Hep A Hepatitis A, HepatitisA Hep A Havrix Hep A (Havrix) Vaqta Hep A (Vaqta) Twinrix Hep A Hep B (Twinrix) Hep B, HepB, Heb Hep B Hepatitis B, HepatitisB Hep B HB,HBV Hep B Engerix-B Hep B (Engerix-B) Recombivax HB Hep B (Recombivax HB) GENHEVAC B PASTEUR Hep B (GENHEVAC B PASTEUR) Heptavax Hep B (Heptavax) Herpes Zoster Herpes Zoster (Zostavax) Zoster Herpes Zoster (Zostavax) Shingles Herpes Zoster (Zostavax) Zostavax Herpes Zoster (Zostavax) HIB, HBOC, PRP HIB Hemophilus, Haemophilus HIB ActHIB HIB (ActHIB) HibTITER HIB (HibTITER) OmniHIB HIB (OmniHIB) PedvaxHIB, Pdv HIB (PedvaxHIB) ProHIBiT HIB (ProHIBiT) Comvax, Cvax HIB Hep B (Comvax) Hiberix HIB (Hiberix) HibImune HIB (HibImune) HIB-Immune HIB (HIB-Immune) HPV HPV (GARDASIL) GARDASIL HPV (GARDASIL) Influenza Influenza FluShield Influenza (FluShield) Fluvirin Influenza (Fluvirin) FluMist Influenza (FluMist) Fluogen Influenza (Fluogen) Fluzone Influenza (Fluzone) Flu-Imune Influenza (Flu-Imune) Flu-Immune Influenza (Flu-Immune) Flu Influenza Japanese Encephalitis Japanese Encephalitis J-Vax Japanese Encephalitis (J-Vax) JE-Vax Japanese Encephalitis (JE-Vax) LYMErix Lyme (LYMErix) Lyme Lyme Measles, Mea, Me Measles Attenuvax Measles (Attenuvax) M-M-Vax Measles Mumps (M-M-Vax) MR-Vax II Measles Rubella (MR-Vax II) M/R Measles Rubella Moraten Measles (Moraten) Meningococcal Meningococcal Meningitec Meningococcal (Meningitec) Menjugate Meningococcal (Menjugate) Neis Vac-C Meningococcal (Neis Vac-C) Menomune-A/C Meningococcal (Menomune-A/C) A/C/Y/W-135 Meningococcal (A/C/Y/W-135) menin Meningococcal MCV4 Meningococcal (Menactra) Menactra Meningococcal (Menactra) Priorix MMR (Priorix) M-M-R II MMR (M-M-R II) Virivac MMR (Virivac) MMR MMR MMRV MMR Varicella (ProQuad) ProQuad MMR Varicella (ProQuad) Mumps, Mum, Mu Mumps Mumpsvax Mumps (Mumpsvax) Biavax II Mumps Rubella (Biavax II) PCV, CPNU, PNU7 PCV Prevnar PCV (Prevnar) Polio, Pol, IPV, OPV Polio Ipol Polio (Ipol) PolioVax Polio (PolioVax) Orimune Polio (Orimune) PPV PPV Pnu-Imune 23 PPV (Pnu-Imune 23) Pneumovax 23 PPV (Pneumovax 23) Rabies Rabies Imovax Rabies ID Rabies (Imovax Rabies ID) Imovax Rabies (Imovax) RabAvert Rabies (RabAvert) Rabie-Vax Rabies (Rabie-Vax) Rabipur Rabies (Rabipur) Rabivac Rabies (Rabivac) RVA Rabies (RVA) Rotavirus Rotavirus RotaShield Rotavirus (RotaShield) RotaTeq Rotavirus (RotaTeq) Rota Rotavirus Rubella, Rub, Ru Rubella Meruvax II Rubella (Meruvax II) Rudivax Rubella (Rudivax) Smallpox Smallpox Dryvax Smallpox (Dryvax) Td Td Ditanrix Td (Ditanrix) Td-Rix Td (Td-Rix) Tdap Tdap (Boostrix) Boostrix Tdap (Boostrix) Tetanus Tetanus Tevax Tetanus (Tevax) Typhoid Typhoid Typhim Vi Typhoid (Typhim Vi) Vivotif Berna Typhoid (Vivotif Berna) Varicella, Cpx, VZV Varicella Chick, VCL Varicella Varilrix Varicella (Varilrix) Varivax Varicella (Varivax) Varivax II Varicella (Varivax II) Varivax III Varicella (Varivax III) Var Varicella Yellow Fever Yellow Fever YF-Vax Yellow Fever (YF-Vax) If the shot type contains all then the shot date will populate the of the following strings following antigen(s) and include the brand anywhere within the literal name (xxxxx) for each component. If no string… (xxxxx) is specified, then no brand name is imported. "MMR" & "V" MMR Varicella (ProQuad) "ProQuad" MMR Varicella (ProQuad) "DTP" & "ActHIB" DTP HIB (ActHIB - only for the HIB component) "DTaP" & "IPV" & "HIB" DTaP Polio HIB (Pentacel) "DTaP" & "Hep" & "B" & "IPV" DTaP Hep B Polio (Pediarix) "DTaP" & "HIB" DTaP HIB "DTaP" & "IPV" DTaP Polio (Kinrix) "DTP" & "IPV" & "HIB" DTP Polio HIB "DTP" & "HIB" & "Hep" & "B" DTP HIB Hep B "DTP" & "HIB" DTP HIB "DTP" & HBOC" DTP HIB "HIB" & "Hep" &"B" HIB Hep B (Comvax) "Hep" & "A" & "Hep" &"B" Hep A Hep B "HepB" Hep B "HepA" Hep A "Hep" & "B" Hep B "Hep" & "A" Hep A "HIB" HIB "Flu" Influenza "ActHIB" HIB (ActHIB) "CVAX" HIB Hep B (Comvax) "CPX" Varicella "POX" Varicella "Chick" Varicella "POL" Polio "DTaP" DTaP "DTP" DTP "MMR" MMR "HBOC" HIB "PRP" HIB "HBV" Hep B "HB" Hep B "M/R" Measles Rubella "HEB" Hep B "Pediarix" DTaP Hep B Polio (Pediarix) "Px" DTaP Hep B Polio (Pediarix) "PCV" PCV "PPV" PPV "CPNU" PCV "Pneumo" & "Poly" PPV "Pneumo" & "Con" PCV "Pneumo" & "Ch" PCV "Var" Varicella