Data Translation Module (DTM) import settings have a unique option, Configure DTM Specs. That option is used to create DTM specifications, which are instructions for which files CAREWare handles in the data translation process and how they are handled. Each DTM import setting can have multiple DTM Specs, each configured for a different data type (ex. Labs), purpose (ex. RSR), or source (ex. EPIC). It is ideal to separate sources by creating different import settings rather than by creating different DTM Specs. Most providers using the DTM create distinct DTM Specs for different data types like one for labs and one for services, although a single DTM Spec can be used to upload a single file with multiple data elements. For example, a DTM Spec could be created for importing demographics information, insurance records, services, and labs. Doing so would reduce the number of files needed to process to get those records in, however could complicate troubleshooting errors. It is a lot easier to identify the causes of errors, when the data imported is all of the same data type.

 

To manually add DTM Specs, follow these instructions:

 

1. Click Configure DTM Specs.

 

 

2. Click Add.

 

 

3. Enter the Spec name.

4. Enter a Search String.

5. Click Save.

 

Spec Name – Name of the given Spec.

Uses Header – If the top row of the CSV File contains Headers, this must be checked.

Search String – Refers to the file name. The imported zipped file name must include the Search String value. Example: If the search string is Lab, then the file name must contain the work lab in it and the word lab needs to be separated by spaces from other text in the name of the zipped file. So the name of the file could be Monthly lab reports March 2024.zip, however could not be MonthlylabreportsMarch2024.zip.

Source Folder – Complete Path of the folder to check for files. Used for folder file drops. File folder path must be set up on the CAREWare server.

 

Each DTM Spec needs mappings completed, mapping columns from the sample file to columns in CAREWare where that data should be imported to. The Number of Mappings informs a user of how many columns have been mapped between the sample source file and the CAREWare database.

 

 

Edit – Click to make changes to the DTM Spec name, header setting, search string value, or file folder location.

Add – Click to create a new DTM Specification.

Delete – Click a DTM Spec and then click Delete to remove a DTM Spec.

Edit Field Mappings – Click to upload a sample source file and complete mappings.

Export DTM Spec – Click to export the settings for a DTM Spec, which can be imported in another instance of CAREWare or provider.

Import DTM Spec – Click to import a DTM Spec from another provider or instance of CAREWare.

Back – Click to return to the DTM import setting menu.

Print or Export – Click to print the list.

Hide/Show Columns – Click to adjust which columns are visible in this list.

 

These mappings tell CAREWare which column in the import file is the equivalent of a column in CAREWare. Example: a column in the import file may have a header of MSM, however it may be mapped to cln_risk_msm, which is the name of the column in the CAREWare CSV template for HIV Risk Factor for MSM clients.

 

To complete the mapping process for a DTM Spec, follow the instructions for Edit Field Mappings here.