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Agency Information Management System 1 of 19 July 2014
Contents
Contents
File Specifications
Year
Period
Campus Code/Agency Identifier
Registrar Type Code
Clinic Identifier
Public Individual Service Events
DVA Individual Service Events
MBS Individual Service Events
Other Individual Service Events
Group Sessions
Public Group Service Events
DVA Individual Service Events
MBS Group Service Events
Other Individual Service Events
File Specifications
The format of the file is specified as follows:Field Name / The name of the field in the text file.
Data Element Name / The name of the data element that populates the field.
Agency Information Management System 1 of 19 July 2014
S10 Flat File SpecificationField Name / Data Element Name / Element type / is Repeatable
Year / Year / Character / No
Period / Period / Integer / No
AgencyID / Campus Code/AgencyIdentifier / Code / No
RegistrarTypeCode / Registrar Type Code / Code / No
ClinicID / Clinic Identifier / Code / No
PublicIndividualServiceEvent / Public individual service events / Integer / No
DVAIndividualServiceEvent / DVA individual service events / Integer / No
MBSIndividualServiceEvent / MBS individual service events / Integer / No
OtherIndividualServiceEvent / Other individual service events / Integer / No
GroupSessions / Number of Group Sessions / Integer / No
PublicGroupServiceEvent / Public Group service events / Integer / No
DVAGroupServiceEvent / DVAGroupservice events / Integer / No
MBSGroupServiceEvent / MBSGroupservice events / Integer / No
OtherGroupServiceEvent / OtherGroupservice events / Integer / No
Example:
Year1213(2012 – 2013 Financial year)
Period1(July)
AgencyID99999
RegistrarTypeCodeCA
ClinicIDUROL
PublicIndividualServiceEvent52
DVAIndividualServiceEvent2
MBSIndividualServiceEvent10
OtherIndividualServiceEvent0
GroupSessions10
PublicGroupServiceEvent5
DVAGroupServiceEvent2
MBSGroupServiceEvent1
OtherGroupServiceEvent5
When sending in data use csv format i.e. send one record per line with each element delimited by a single ‘,’ as follows:
1213,1,99999,CA,UROL,52,2,10,0,10,5,2,1,5
1213,1,99999,CA,MED1,30,4,20,2,2,1,12,1,1
As per csv conventions any field containingpunctuation characters, including spaces, should be enclosed in double quotes. This will only apply to the Clinic Identifier.
Make sure you provide the correct agency identifier for each record.
Key points to remember:
- Each field is to be delimited by a single comma i.e. ‘,’
- All fields sent must have a value.
- A separate file must be sent for each period.
Agency Information Management System 1 of 19 July 2014
Year
Identifying and definitional attributesFully Qualified Name / Year
Definition / The financial year in which the sessions/service events occurred.
Submission attributes
Reported By / All agencies
Format / YYYY
Location / YEAR
Representational attributes
Representation Class / Character
Value Domain / A four digit number of the format Y1Y2 representing the financial year. For example:
1011 / 2010 – 2011 financial year
1112 / 2011 – 2012 financial year
1213 / 2012 – 2013 financial year
1314 / 2013 – 2014 financial year
1415 / 2014 – 2015 financial year
The first two digits represent the beginning of the financial year; last two digits indicate the end of the financial year.
Period
Identifying and definitional attributesFully Qualified Name / Period
Definition / The period in which the sessions/service events occurred.
Submission attributes
Reported By / All agencies
Location / PERIOD
Representational attributes
Representation Class / Code
Value Domain
Code / Description
1 / July
2 / August
3 / September
4 / October
5 / November
6 / December
7 / January
8 / February
9 / March
10 / April
11 / May
12 / June
Campus Code/Agency Identifier
Identifying and definitional attributesFully Qualified Name / Campus Code/Agency Identifier
Definition / The identifier of the agency to which the clinic is registered.
Submission attributes
Reported By / All agencies
Location / AgencyID
Representational attributes
Representation Class / Code
Value Domain / The agency identifier is the code shown to the right of the ‘Agency’ field on the S10 form. It will usually correspond to the VAED campus code for the hospital.
A full list of VAED campus codes can be found in:
Registrar Type Code
Identifying and definitional attributesFully Qualified Name / Registrar Type Code
Definition / A code indicating the type of the agency submitting data.
Submission attributes
Reported By / All agencies
Location / RegistrarTypeCode
Representational attributes
Representation Class / Code
Value Domain / All agencies will set this value to ‘CA’ unless otherwise specified.
Clinic Identifier
Identifying and definitional attributesFully Qualified Name / Clinic Identifier
Definition / The unique identifier of a clinic. This matches the clinic identifier used when the clinic was registered.
Submission attributes
Reported By / All agencies
Location / ClinicID
Representational attributes
Representation Class / Character
Value Domain / Valid clinic identifier registered for the agency.
Note: To check all valid clinic identifiers for an agency, log onto the HealthCollect portal and run the ‘Non-Admitted Clinic Listing’ report.
Public Individual Service Events
Identifying and definitional attributesFully Qualified Name / Public Individual Service Event
Definition / The count of the number of public individual service events that occurred for the clinic within the specified year and period.
Submission attributes
Reported By / All agencies
Location / PublicIndividualServiceEvent
Representational attributes
Representation Class / Integer
Value Domain / A valid integer greater than or equal to 0.
DVA Individual Service Events
Identifying and definitional attributesFully Qualified Name / DVA Individual Service Event
Definition / The count of the number of DVA individual service events that occurred for the clinic within the specified year and period.
Submission attributes
Reported By / All agencies
Location / DVAIndividualServiceEvent
Representational attributes
Representation Class / Integer
Value Domain / A valid integer greater than or equal to 0.
MBS Individual Service Events
Identifying and definitional attributesFully Qualified Name / MBS Individual Service Event
Definition / The count of the number of MBS individual service events that occurred for the clinic within the specified year and period.
Submission attributes
Reported By / All agencies
Location / MBSIndividualServiceEvent
Representational attributes
Representation Class / Integer
Value Domain / A valid integer greater than or equal to 0.
Other Individual Service Events
Identifying and definitional attributesFully Qualified Name / Other Individual Service Event
Definition / The count of the number of other funded individual service events that occurred for the clinic within the specified year and period.
Submission attributes
Reported By / All agencies
Location / OtherIndividualServiceEvent
Representational attributes
Representation Class / Integer
Value Domain / A valid integer greater than or equal to 0.
Group Sessions
Identifying and definitional attributesFully Qualified Name / Group Sessions
Definition / The count of the number of group sessions that occurred for the clinic within the specified year and period.
Submission attributes
Reported By / All agencies
Location / GroupSessions
Representational attributes
Representation Class / Integer
Value Domain / A valid integer greater than or equal to 0.
Public Group Service Events
Identifying and definitional attributesFully Qualified Name / Public Group Service Event
Definition / The count of the number of public group service events that occurred for the clinic within the specified year and period.
Submission attributes
Reported By / All agencies
Location / PublicGroupServiceEvent
Representational attributes
Representation Class / Integer
Value Domain / A valid integer greater than or equal to 0.
DVA Group Service Events
Identifying and definitional attributesFully Qualified Name / DVA Group Service Event
Definition / The count of the number of DVA group service events that occurred for the clinic within the specified year and period.
Submission attributes
Reported By / All agencies
Location / DVAGroupServiceEvent
Representational attributes
Representation Class / Integer
Value Domain / A valid integer greater than or equal to 0.
MBS Group Service Events
Identifying and definitional attributesFully Qualified Name / MBS Group Service Event
Definition / The count of the number of MBS group service events that occurred for the clinic within the specified year and period.
Submission attributes
Reported By / All agencies
Location / MBSGroupServiceEvent
Representational attributes
Representation Class / Integer
Value Domain / A valid integer greater than or equal to 0.
Other Group Service Events
Identifying and definitional attributesFully Qualified Name / OtherGroup Service Event
Definition / The count of the number of other funded group service events that occurred for the clinic within the specified year and period.
Submission attributes
Reported By / All agencies
Location / OtherGroupServiceEvent
Representational attributes
Representation Class / Integer
Agency Information Management System 1 of 19 July 2014