Provider Data Exports can be scheduled for regular intervals as a means of reporting data for a specified period or for creating and automated process to synchronize client level data with another CAREWare instance or medical system. These scheduled exports include settings for the frequency, the location, and the client level data tables.

 

Scheduled exports include all of the filtering options for the Provider Data Export process, so it can be used to get reports on clients by age, by funding source, or to get a list of RSR clients and the records entered for those client during a specified period. This can be useful for generating reports for multiple client level tables at once as custom report options limit lists to one table at a time for most report types. Example: A custom report needs to be set to a specific table like the services report type or labs report type. A provider data export can use a single set of client filters to get a list of clients labs and services during a specified date span.

 

Scheduled exports have the same options for the Export Format, which means that data can be exported as CSV matching the custom report option or exported to SQL PDI for systems that are setup to pull data from SQL or systems that have a bridge setup communicating with the SQL instance across the network. In Central Administration, these export options can also include multi-provider exports. An example of that option could be to export all providers RSR client level data as separate distinct counts. This can display the unduplicated count of clients in exp_client, as well as show how many clients have Outpatient Ambulatory Health Services and required labs in a single report for each provider included in the export.

 

To create an export schedule, follow these instructions:

 

1. Log into Central Administration.

2. Click Administrative Options.

3. Click Provider Data Import and Export Features.

4. Click Provider Data Export.

5. Click Scheduled Exports.

 

 

 

6. Click Schedule New Exports.

7. Complete the form. For additional information about Schedule New Export settings click here.

8. Click Save.

 

Once saved, the task is added to the Scheduled Exports list.

 

In the initial setup process, some settings are left to be completed under other tabs like the export configuration and schedule.

 

Follow these instructions to complete the export configuration:

 

1. Click the export schedule to highlight it.

2. Click View Export Configuration.

 

 

Once on this page, click any button at the top to edit those settings.

 

Edit Configuration – Grants access to make changes to the settings on this page.

Edit Providers – Each provider checked is included in the scheduled export.

Edit Funding Filter – Filters exported services based on the funding sources active for the contracts for those services.

Edit Client Filter – Filters the clients to be included in the export using custom report filter options. Only clients included in the export have client level data exports like services, labs, or medications.

Edit Custom Fields – Sets the custom fields to be included in the exported template as well as the location and client level data included for those custom fields. If a custom field case manager is selected for the location exp_service, that custom field is included with the services for those clients.

Edit Schedule – Grants access to make changes to the frequency of this scheduled export.

 

Editing the schedule can be completed under Export Configuration or back on the Scheduled Exports page. To edit the schedule, follow these instructions:

 

1. Click Edit Schedule.

2. Click Edit.

3. Select a Starting date.

4. Select a Repeat Type.

 

 

The Repeat Type determines how often the exports occur. Each Repeat Type includes additional options based on that frequency.

 

Daily – Includes options to schedule the exports on certain days of the week.

 

 

Weekly – Includes a setting Every, which specifies the first, second, third, or fourth week. In addition, there is a setting Week(s) On to specify which day(s) in that week the export is to occur.

 

In this example, the export occurs on the first week of each month on Sunday.

 

 

Monthly – Includes a setting Every, which specifies the frequency by months to export. Example: Selecting 3 results in the export occurring every 3 months. In addition, there is a setting Month(s) On, which includes an option to specify which day and week the export is to be included on during the month the export occurs.

 

 

Once the schedule is saved, the export process begins at the next interval on the Next Scheduled Export time/date.

 

 

The files are exported to the file folder location set under Common Storage Values in the setting PDI_ExportDirectory. That file folder location is on the CAREWare Business Tier server.