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There are several good ways to export data out of CAREWare, through these processes may be quite complicated for novice users. This page summarizes the four most common methods and provides links to relevant documentation.
Provider Data Export (PDE)
The Provider Data Export (PDE) allows users to export their clinical data to be sent to other electronic health record applications or other instances of CAREWare. The PDE currently supports CSV, MDB, and SQL PDE formats.
The three supported versions of the PDE format can be reviewed below:
Note: The MDB format is to be deprecated from the CAREWare system by June 2025. At that point, CAREWare will no longer have that option for exports.
A description of the CSV Specifications can be accessed here.
Many users export data via the PDE for reporting purposes. The PDE includes filtering options and table selection options to narrow the scope of the export to match reporting criteria of the provider or external organizations that rely on HIV records. These exports can have the clients' PII data excluded while relying on other client matching or client identification options like a medical record number, customized client ID, an encrypted UCI, an encrypted eURN, or the URN.
For instructions for the PDE process click here.
Provider Data Exports can also be configured to occur automatically on a schedule. Here are instructions to configure PDE schedules.
SQL Exports
CAREWare includes functionality to export data to SQL manually and as regular scheduled exports. When data is exported from the CAREWare SQL database cw_data, the records are exported to a new database called cw_pdi. The cw_pdi database is created by CAREWare using the SQL PDI template. Records exported to that database can be accessed using tools in SQL like queries or procedures to send that data to another database for reporting, to build reports in that instance, or as a bridge to other medical record systems.
For additional information about the SQL PDI format, click here.
Custom Reports
Custom Reports can be used for reporting purposes and they can be used as a tool to export data in a customized way. Custom reports include the option to export results in a CSV format, similar to the PDE CSV option, however using columns that are customized by the user instead of the predefined template produced in the PDE process. The column headers can be edited to match reporting preferences of other systems or to match data elements preferred for importing processes for those systems.
For instructions on creating custom reports click here.
Custom Reports can also be configured to occur automatically on a schedule. Here are instructions to configure CSV Report Data Exports.
Print or Export
The Print or Export button can be seen on nearly every page in CAREWare that contains a list. If a list is missing that button, let us know so we can add it. The Print or Export menu includes an option to print as CSV. That means that any list in CAREWare can be exported as a CSV file using the pre-built headers from the list as column headers in the exported file. That means that pre-built reports in CAREWare, RSR client lists for specific questions, client lists from performance measures, or clinical reports for client data can be exported as a CSV file.
Any exported CSV files can be converted as an import file for CAREWare using the Data Translation Module. That means that any report exported as CSV can be used to build import files for other CAREWare systems, other systems that use databases that support CSV format like SQL, or may be uploaded to other systems that access CSV formatted data for imports.
For additional instructions for the Data Translation Module click here.
For additional instructions for importing data into CAREWare click here.
