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The Data Translation Module (DTM) is designed to parse flat text files in a CSV format so that they can be easily imported through the Provider Data Import (PDI). After required configuration and mapping processes are complete, this utility can be automated setting CAREWare to monitor for incoming files in a specified folder on the CAREWare server.
These flat text files can be from reports exported from an EMR, they can be records from custom reports in CAREWare, or they can be from client level data stored in spreadsheets. By importing these records, users can eliminate double data entry between an EMR and CAREWare, use the results of custom reports to create client level data without having to manually enter it, and skip the manual entry process speeding up data entry and increasing data completeness.
The DTM files can be configured in any way familiar to the user or in any way that make sense for EMR or CAREWare reports. CAREWare is simply reading the column headers and the column order when determining where those data elements are placed in the CAREWare system.
Example: An EMR creates a report showing clients services, labs, and insurance records. The report includes the following data elements:
First Name, Last Name, DOB, Gender, Sex at Birth, Address, City, State, Zip Code, HIV Status, Service Name, Service Date, Service Cost, Lab Name, Lab Date, Lab Result, Insurance Name, and Insurance Start Date.
In CAREWare, the user needs most of this information, however not all of it. The user can upload that report as a sample of future import files, map only the columns that are required, and configure CAREWare to read column headers like Service Name and convert that into the correct column in CAREWare, which would be called srv_cs_1_def_code.
In the DTM Spec, those columns could be mapped as such:
First Name = cln_first_name
Last Name – cln_last_name
DOB = cln_dob
Gender = cln_gender_cs_code
Address = Unmapped
City = Unmapped
State = Unmapped
Zip Code = Unmapped
HIV Status = Unmapped
Service Name = srv_cs_1_def_code
Service Date = srv_date
Service Cost = srv_price
Lab Name = tst_cs_1_def_code
Lab Date = tst_date
Lab Result = tst_cs_1_value
Insurance Name = ins_as_cs_1_def_code
Insurance Start Date = ins_as_date
In this example, the user is leaving the sex at birth, HIV Status, and other demographics fields unmapped. Any unmapped field is skipped. Those fields can be mapped later if they should be included in future imports.
Note: In some cases, fields are left unmapped and skipped because a provider prefers not to use those values from an EMR or a lab. Fields like a client's address may be more accurate acquiring them from a case manager than a lab, so the provider may prefer to have the case managers update that manually or import them from another source.
The other fields are mapped to the correct columns in CAREWare and therefore would function for importing those records. In this example, a single report from an EMR can be used to import a clients demographics information, services, labs, and insurance in a single file.
To import DTM files, complete the following steps:
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Create a DTM Import Setting.
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Configure DTM Specifications for the import file.
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Edit Field Mappings for the import file.
Once these steps are completed, future client level data files can be imported using the same settings as long as the format of those files remain the same. If there are changes to column headers or the column order, the steps under Edit Field Mappings would have to be repeated account for those changes.
A provider can have as many DTM Specs in a single DTM import settings as they choose. Some providers prefer to create separate DTM Specs for each type of data ex. one for services, one for labs, and one for medications. Providers can have as many import settings for the DTM process as well. Typically a separate import setting is setup for each source of data. Ex. One for an EMR, one for a lab, and one for a local clinic that sends over case management records. Another reason to setup separate import settings is due to the update rules in the import settings. It may be a preference to update Demographics from one source of data so the always update option may be selected for one source, while never update may be selected for another source. It may be that the provider is matching clients on an EMR's ID using the Client ID field or a custom field, however for a case mangement office, they may need to match clients on the client's URN fields using the eURN option. When sources need to match clients of different fields, they either need a different import setting or users need to change those settings for each import. It is better to have separate settings than to manually chnage them for each import. Especially when the import process is setup to be automated, then it is necessary.
