The article answers the following questions :
Consult this article
for getting started with HD4DP.
Consult first the site https://support.healthdata.be
for any question about csv even if through the following, some useful articles will be sometimes referred.
How should I create a CSV File?
Several methods can be used for creating a .csv file :
- Download the .csv file for your datacollection on https://www.healthdata.be/dcd/#/collections
- Consult this article first
- Use a spreadsheet (e.g. Microsoft Excel, OpenCalc)
- Save the document using one of the 2 following methods :
- Use the spreadsheet and make sure the file saved use semi-column (;) as separator to fitting the standard of healthdata.be. Depending of the spreadsheet used, the creation of the .csv file containing semi-columns as file separators, could be carried out in 2 steps :
- save the file as .csv file containing commas as column separators
- edit the .csv file with a text editor and replace the commas by semi-column
- Copy the data in a note editor and save it as .csv file
- on Microsoft : notepad, notepad++
- on Macintosh : textedit;app
How to find the technical requirements for a field in the registration ?
- Postal code missing : use the value 999
- Postal code for people living abroad : 9999
- Consult the registration requirements for each field in the data collection definition, as shown below :
- Field Type e.g. text, boolean, choice, date, patient
- CSV column_name
- Required : 'true' means that is a mandatory field and it has be present within the .csv extract
How can I upload a CSV file in HD4DP?
Consult this article
How should I best proceed to upload CSV files in HD4DP ?
- Test your .csv file filling by uploading at most 10 records in order to make sure all the fields are correctly filled in:
- Check the progress bar (consult this article for customizing the list view)
- Analyze the errors displayed and correcting these errors from the application
- correct the .csv file using a spreadsheet software
- submit again until you will not get any errors
- create, fill in and send the final .csv file
How to perform a massive deletion of records with HD4DP?
- If your HD4DP version is not yet version 1.10.3 (consult this website for getting informed with HD4DP version ), contact firstname.lastname@example.org
- For future releases, the functionality is available
How should I treat NISS code with leading zeros when creating my CSV?
For treating leading 0s of a national registry number (NISS), you can fill in the field 'patient_id' by adding a simple quote (') before the leading zeros as follows:
- as is : 0007788..
- to be: '0007788...
We advice the use of Excel TEXT
function for formatting your NISS field for adding leading zeros. You can consult the following article
for more information.
How should I update a big CSV extract (>100 records) ?
Use the FASTTRACK extraction way as explained in this article
Can I use both Windows or Macintosh file for creating a CSV file ?
- From the HD4DP version 1.10.3, you create your CSV file can either on Windows or Macintosh
- For older versions, you can create a CSV on Macintosh buy you have to save it on a Windows environment before uploading it in HD4DP
How should I format the date fields within my CSV extract ?
The date format has to be dd/mm/yyyy, therefore make sure the date format is correct by consulting your .csv file before uploading. Open the file with a text editor and not a speadsheet and check the format date.
How should I proceed with deceased patient ?
- Put a value in the field 'patient | deceased'
- TRUE if patient deceased
- FALSE if patient alive
- Put the date of death in the field 'patient_id | date_of_death' if the patient is deceased
How can I fix errors with the automatic generation of patient_id ?
- If you do not dispose of a national number of the patient, a patient_id will be generated automatically. This is called a 'codepat' and you can find more information in the article What is a codepat and how is it calculated?
- If you use a codepat, you shoud use the substrings function for extracting the name and first name from the codepat field to fill in the strings from the 'CODEPAT':
- patient_id | name
- patient_id | first_name
- Below, an example of use of substring functions directly applied on the'CODEPAT' for carrying this information extraction
- patient_id | name = MID(cell,9,2)
- patient_id | first_name =MID(cell,11,2)
- patient_id | generated has to set to 'TRUE'
- patient_id | sex has to be set to 'M' (Male) or 'F'(Female)
- Test this procedure using the following csv extract, you should get the 'patient_id' filled in automatically
- Pay attention cases when the substring function returned values as DE, DU IN, LA, LE, OP in the field 'patient_id | name', you should add one characteristic
e.g. LE could become LEE or DE could become DEE
Which norm of country code should I use in my CSV extract ?
Fill in the field 'NATION' using the the 2-digits ISO standard 3166alpha2
How can I make sure that there is no spaces in cells left empty ?
Make sure there is no spaces in cells left empty by searching the 'SPACE' characters (e.g. CTRL-F and push on the SPACE touch).
Remove all the spaces in cells left empty by replacing all the 'SPACE' characters by an empty string '' (e.g. CTRL-H and replace the 'SPACE' characters by an empty field '').
The decimal separator must be the comma (e.g. 1,78 ; 1,89)
What are the postal codes not supported ?
|1007||Assemblée de la Commission Communautaire Française|
|1005||Assemblée Réunie de la Commission Communautaire|
|1008||Chambre des Représentants|
|1046||European External Action Service|
|1041||International Press Center|
|1035||Ministère de la Région de Bruxelles Capitale|
|1031||Organisations Sociales Chrétiennes|
|1012||Parlement de la Communauté française|
|1006||Raad van de Vlaamse Gemeenschapscommissie |
|1009||Senat de Belgique|
|1048||Union Européenne - Conseil|
What values to use when postal code is missing or for patient living abroad ?
- Missing postal code : 999
- Patient living abroad : 9999