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HL7 Import Process
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Jeff Murray’s Programming Shop, Inc.  


Processing HL7 Messages in the PDI


Several changes were made to the import processing of HL7 data to make it more like other data source types in the Provider Data Import (PDI). This guide covers two methods of processing HL7 data imports:  Import by Provider in Central Administration and imports within the provider.

Imports from Central Administration using Import by Provider

Users can rapidly import all data received from an import source type per provider using Import by Provider. The general process is to:

  1. Review and resolve any errors or mappings with clients first.
  2. Refresh counts.
  3. Review each row of record types for errors and mapping.
  4. Refresh the counts.
  5. Repeat steps 3-4 until all errors and mappings are resolved in a row of record type.
  6. After all issues are resolved to your satisfaction, click the process import link, and the data is then added to client records.

Resolving client records  

Follow these instructions to resolve client records:


  1. Log into Central Administration.
  2. Click Administrative Options.
  3. Click Data Import and Export Features.
  4. Click Provider Import.
  5. Click Import History By Provider.




Depending on your import requirements, there may be several different types of imports to process. Look at the Source column to determine which import to process. The source name is based on the initial file that is received for the HL7 import.


If unsure which sources are HL7, check this in Administrative Options by following these instructions: 


  1. Click Administrative Options.
  2. Click Data Import and Export Features.
  3. Click Provider Import.
  4. Click Import Settings.


In this example, the provider has three HL7 import sources that have been configured:



To process HL7 files using Import by Provider, follow these instructions:


  1. Click Administrative Options.
  2. Click Data Import and Export Features.
  3. Click Provider Import.
  4. Click Import by Provider.
  5. Click the HL7 row.
  6. Click Import Details.



Total Records –The total number of records in the file in all dispositions: processed, ready to process, and errors.

Ready to Process – Records that are mapped and lack any data errors.

Errors – Records that require a resolution, which could be missing mappings or other data issues.

Missing Mappings – Records that CAREWare has not mapped to CAREWare values.  If these mappings are resolved, those records can be imported.

Records Processed – Records that CAREWare has successfully imported.


Note: Client records must be resolved first. All other record types (labs, medications, etc.) depend on having the client record referenced. Otherwise the error remains until the client record matching is complete.

Resolving Client record errors

Client errors are most commonly resolved my adding the records or matching them to existing clients. If clients cannot be added and are not available for mapping, this indicates that there is an underlying data problem that needs to be resolved outside of the Provider Data Import interface. The incoming record can also be deleted.


To resolve an unmatched client record, follow these instructions:


  1. Select the Client row in Import Details. 
  2. Click Manual Client Matching



Adding as New Client


Follow these instructions to add the client as a new client:


  1. Select the client row.
  2. Click Potential Matches.


In the case shown below, CAREWare is unable to identify a potential match to the client. To include this client in the import, the client needs to be added as new client.


  1. Click Add as New Client.




If CAREWare finds the client in the system, the client appears as a potential match. There are a couple of options for matching the incoming client to an existing record.


Match to Client – This option only updates the Client ID to whatever the incoming record has.


Match and Update Existing Client – This option updates all the CAREWare data (address, name changes, etc.) to match the incoming HL7 record.



NOTE:  When a client’s record is matched (automatically or manually) and the client’s data is imported, the client’s Client ID is always updated.



Delete Client – If the client in the import is not needed, should not be added, or matched an existing client, that client’s record can be deleted or simply left alone. Deleting a client deletes all associated records from the holding tanks for the unmapped client.


After all records have been resolved (or do not need to be resolved), click Refresh Counts and allow CAREWare to reprocess the import.


NOTE: This step is critical after a data type is resolved before proceeding to the next steps.

Other Import Record Types

Other record types have similar procedures as with clients.  Look through the different record types and decide to resolve or ignore any errors or missing mappings. Screening results, for example, might need to be mapped to values already set up in CAREWare. After the records are resolved, click Refresh Counts.

Imports within the provider

Users without Central Administration access can do their HL7 imports within the provider. Managing import history in the provider is more granular in the import process because each row in CAREWare’s import history is relevant to only one HL7 message. Processing HL7 messages in this way is typically more time consuming since most providers receive multiple HL7 messages daily.

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