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Check-It 2 Data Checker User Guide
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1. fo Data Explorer Specificatii gie Right click on a cell to show additional information Check It 2 User Documentation 8 of 11 Use the features of the Data Explorer Grid to rapidly locate the source of your errors f X Episode Record GivenMame DoE PostCod Sex Admissiond vw 01041926 3040 l 210724006 17021969 3044 z2 10082006 05071954 3760 1 13082006 12111929 3055 z 27072006 E Validation Summary e Results by Record Type EJ Error Summary io Error Detail 1 Error Detail Episode Id 18081946 3747 1 03082006 17101948 3690 z 02082006 14041946 32305 z2 07082006 ___ Frrvaiseslaass Je Iusoszo0e Error Detail Data Excl Highlighted Error cell ial NN 1 sy 3141 2 14082006 14087006 SSS er qe PI Il PT PostCode Line Number 449 1 Exceptions e ace cursor on cell to po Critical ED Not a valid postcode or 9999 or 88858 View Specifications see error descriotion OTE en Eo a Te 04081933 3053 2 15082006 a m gi Right click on a cell to show additional information By right clicking an error cell and selecting the Show additional information option you can see a detailed explanation of the format and edit rules applied to the field the value found in the field and why it failed the edit check m Additional Details Additional Details Field Name PostCode Field Name PostCode Data Value
2. o Data Value jo 1234 1234 Exceptions Exception E007 Not a valid postcode or 9999 or 8888 Exceptions Exception E007 Not a valid postcode or 9999 or 8888 Action taken to record Critical Action taken to record Critical PostCod Field Propert Rules applying to PostCode ostLode 7 Sng lf Not UtilsLibrary IsBlank CurrentRecord Postcode then be The patient residential post i 4 code lookupPostcode_ UtilsLibrary ValueFromLookup Justification Not Specified lookupCodeVersion Code Version Code th Start 90 ValidateLog LogException EOO 7 i a 4 DataT ype Alpha Numeric NegativesAllowed False Mandatory True Format ValidateLog LogException EOO 7 Repetition LookupT able Current Record PostCode 0 a LookupField IsBlank 0 False Current Record PostCode 0 ValueFromLookup Postcode lookupCodeVersion Code w FrequencyT ableR ange ExceptionCodeF off ailedF ormat Check It 2 User Documentation 9 of 11 Checking Data Frequencies To compare the frequencies of field values in the current data file with the previous year s data supply use e the Field Frequencies Report for a list of each field the field values provided each value s description the last year s frequency current frequency and percentage difference F Checkit 2 D Temporary 0607 Test Files AHCA WTIP ESWIPAT_ACT_0506 txt i File Options Reports Windows Help Report ESWIPA
3. e the links in the list of Last validated files if any or e the link to Choose another file to validate and follow the normal windows file loading mechanisms 3a If you selected more than one specification at Step 1 Select the file you wish to check from the Choose File screen and click the Next button Mi Choose a file to validate Look in FHE est k ACT PHE ESTOS06 Select file EE EHE Check It 2 User Documentation 3 of 11 Then select the data format of the file you wish to check from the Choose Data Format screen and click the Validate button PA Choose a file to validate Confirmation File Name O S Temporary S0607 Test Files W4HO4 amp 4PHE est 40T_ PHE_ESTO506 tet Data File Establishments Establishment Level Estest Select format Establishments System Level E steps Morbidity Morb National Outpatient Care Outpatient wating Time Census MTE Waiting Time Patent WTP Cime JY ea 3b If you selected only one specification at Step 1 Select the file you wish to check and click the Validate button Fd Choose a file to validate fx Look in PHE est Select file ACT _PHE_ESTOS06 File Name ACT PHE ESTOSO6 tet 4 A Validation Summary Report will be generated Please note large files gt 1 million records to may take more than an hour to run This is because Check I t 2 carries out exhaustive checks on every field and every record in the
4. frequency to print and view a list of the types of errors that occurred and their frequency to print and view a list of all errors by line number with the field value error type and error details to print and view a list of each field the field values provided each value s description the previous frequency current frequency and percentage difference Please note this report lists the frequencies of all field values provided without regard to the field s validity to view and sort summarised details of what errors occurred and their frequency to view sort and group a detailed list of all errors by line number with the field value error type and error details to view and print graphs and grids of the frequencies of data values provided for each data field and if available compare with previous frequencies Please note these graphs and grids display the frequencies of all field values provided without regard to the field s validity to view and sort all records This view allows you to filter the data by critical identified and good records All records and fields containing errors are highlighted for easy identification 11 of 11
5. Check It 2 User Documentation 6 of 11 If there are errors identified in the file then use the Error Detail grid view to get further information about the errors Check It2 D Check It 2 Test files Test file 1 phdb L ax M Eie Edit Options Reports Windows Help Error Detail RecondName 2 4 nenons Ta P Actor LineNo Episodeld FieldName EmorCode Description s DataValue B Validation Summary a3 616074 SecondarnMB Stern Not a valid MBS 4 amp D04 Code 403014 E Pea up dT dentify 616285 Principal BES Iter W040 Hot a valid MBSZ4D4 Code 403004 esults ecor AR Identify 616285 heatreT ime CkTS Prerequisite fields tailed so field 0070 T 3 Pi Start Page l E Eror Summary 616265 PrincipalMBSltemDate CkT9 Prerequisite fields failed so field 09082006 E Error Detail Identify 378 616285 CKI9 Prerequisite fields failed so field Multiple E Eror Detail Episode Id 616466 PrincipalMB Stem wodd Not a valid MESADA Code 03064 616466 TheatreTime CkT9 Prerequisite fields failed so field 0050 Grid View F identi 383 616466 PrincipalMBSltemDate CkT3 Prerequisite fields failed so field 07082006 d identi 383 616466 SRT Prerequisite fields failed so field Multiple JE Results by Record Type 616288 incipalMBSItem w040 Nota valid MBS ADA Code 403064 Hiao 616288 CkT9 Prerequisite fields failed so field 0225 407 me Error Detail a tl Field Frequencies 16371 econdayMBSltem2 E043 ot a
6. Check it 2 Data Checker AHCA HCP PHDB ugh ey i i a fe i be wc K Tint k ae i Australian Government Department of Health and Ageing User Guide Check Iit 2 User Guide Introduction The Check It 2 application has been developed by the Australian Government Department of Health and Ageing to assist state and territory health departments to comply with the annual data submissions required under the Australian Health Care Agreements The Check It 2 application checks that data files are in the correct format and contain values that are consistent with the National Health Data Dictionary In addition to the Validation Summary Report which identifies whether the files pass or fail the application contains a number of reporting and viewing functions to identify any errors that are occurring their frequency location and cause State and territory officers are also able to check the frequencies of field values against their previous year s supply Check It 2 will NOT modify or amend data but will assist in the early detection and correction of any errors for more accurate and efficient data reporting Please note Check It 2 has been developed according to the agreed data supply specifications and tested with sample data However issues may be identified as states and territories run real life data through the software If you think that Check It 2 is reporting errors incorrectly we would appreciate your as
7. T_ACT_0506_txt_RF Validation Summary Error Summary Error Detail Rs Data validation Casemls Ntormation Field Frequencies Report systems 27 September 2006 Field Frequencies g Axstralian Gevtrnmme Drogas Inumia Health and Ageing Error Summary Dataset Waiting Time Patient 22 12 2005 Filename C V4AHCA 0506 Test FiletATP State _0506 txt Error Detail Field Frequencies Data Explorer Data Previ Current Percentage E WTP Value Description Frequency Frequency Difference Summa P ClinicalUrgency File FAILED with 5 records 4 admission within 30 days desirable 3737 196 1807 marked as critical 2 admission within 90 days desirable 6702 3427 3 admission atsome time in the futur 5860 116 4952 ExtendedwWait 0 ZNE extended wait p 1922 5095 other patient 3936 4882 4907 ZNE cataract extraction o cholecystectomy 0 coronary artery bypass graft 0 cystoscory 0 haemorrhoidectomy 0 hysterectomy 0 inguinal herniorhaphy 0 myringotomy 0 1 0 prostatectomy e the Field Frequencies Grid View for a graph or grid of the current and previous frequencies of values provided for each field To alternate between the graph and grid view select the appropriate icon Checkit 2 D Temporary 0607 Test Files AHCAWWIPUSWIPAT ACT 0506 1x1 Resionhottemcwal session al some Gene in the huee scceplable 116 982 Suge pay 0 1 adewesion within 30 days dessable J admission amp some time in the Aue
8. Tz 14 Data File Summary Data file ummary A Identified Records 118 2446 summary File FAILED with 72 records P marked as critical m emiga 2 Error Summary Count Field Code Description 34 FrincipalDiagnosis E049 0 Not a walid ICD 10 AhM code 16 DRG E035 Not a walid AR DRG code 11 ProcedureCodes E048 Hot a walid ICD 10 A i code a ProcedureCodes2 E048 Hot a walid ICD 140 AMi code 3 Diagnasisl odes E049 4 Wot a walid ICD 410 Sh4 of Morphology code z Procedure Codes E048 Hot a walid ICD 10 AM code 1 EmploymentStatusPulE015 4 Cannot be blank if establishment sector is 4 Data 1 SeparationDate E0 76 1 Greaterthan 30 June 2006 of less than 1 July 2005 q ProcedureCodess E048 Hot a walid ICD 10 AhM code specifications Identified Court Field Code Description View Specifications Residence woo SLA does not match curent ASGC wersion CkTg Prerequisite fields failed so field was not checked Postcode widd Unidentified Fostcode The Validation Summary Report contains the following information Compliance indicator to identify whether the file PASSED or FAILED Data File Summary to identify the number of lines read the number of records found checked the number and percentage of o Critical records records with at least one critical error which must be corrected for the file to pass These records may also contain identified warning errors o Identified records records with at least one
9. accepta 2 adman within IO days desirable Please note the field frequency report graphs and grid display the frequencies of all current field values without regard to their validity If previous frequency values are not available the default situation the frequency report is also not available and the graph and grid display current values only Check It 2 User Documentation 10 of 11 Features Check It 2 has a number of features to provide you with information about your data file Reports present information in a print friendly format while the Grid Views allow you to sort the data by group ascending descending order field value error type etc and to export data Reports Validation Summary Error Summary Error Detail Field Frequencies where available Grid Views Error Summary Error Detail Field Frequencies Data Explorer Check It 2 User Documentation to print and view e the data file compliance indicator passed or failed the number of lines read the number of records found checked the number and percentage of good records ie records with no errors the number and percentage of critical records ie records with at least one critical error which may also contain identified warning errors e the number and percentage of identified records ie records with at least one identified warning error but no critical errors e the types of errors that occurred and their
10. identified warning error and no critical errors o Good records ie records with no errors Error Summary to identify the types of errors critical or identified by field code description and their frequency From this screen you can also Select Reports to view and print data error information Select Grid Views to view and sort data error information Select Specifications to view the data file specifications Select Page view to scroll through the pages of the report Select Screen view to select screen view options eg zoom Check It 2 User Documentation 5 of 11 What to do if your file fails 1 Use the Reporting Grid Views and Specifications functions located in the left hand column of the screen to identify e the types of errors and their frequency e where the errors have occurred e why the errors have occurred 2 Once you have identified the errors go back to your original data file to correct them Note all critical errors must be corrected for the data file to PASS 3 Re run the amended data file through Check It 2 Please alert the Department of any errors that you think are being incorrectly flagged or are inconsistent with the data specifications or are impossible to address How to find your errors After completing the validation process the Validation Summary Report is displayed u Check It2 D Check It 2 Test files Test file 1 phdb M Eile Options Reports Windows Help Sta
11. ion 7 of 11 The LineNo column will identify the line number in the file which contains the error By clicking in the LineNo cell you can jump to the particular line in the Data Explorer view The Data Explorer view Regardless of how you get there the data Explorer view provides you with the ultimate mechanism for locating and identifying your errors In this view you can e identify the line on which the error occurs e locate the cell in which the error occurs e see the value that is in error e get an explanation of why it is an error e find the unique record identifier that will link the record back to your original source data MH Check It2 D Check It 2 Test files Test file 1 phdb Eie Edit Options Reports Windows Help L X Start Page Search for _Errors arr a m Good Critical identified Episode Record Action LineNo FundMembershit FPayerI W EpisodeldD FamilyWame Reports Good 433 IN 615974 434 IN 616140 B Validation Summary IN 516149 e Results by Record Type IN 616160 e Error Summary IN 6l16259 Error Detail IN 616311 1 Eror Detail Episode Id IN 616327 IN 6l 331 DY 6l 6504 IN 6l6515 Fe Results by Record Type SI 616533 IN 616536 IN 6l 6 s54 IN 616560 SI 6l 6 s IN 6l se a IN 616601 A IN 6l 6 6oz IN 616603 View Specifications 6l660s5 616606 Error Summary E Error Detail z Field Frequencies
12. rt Page Report Test file 1 phdb ValidationSummary ep ld 4 bbl 1 ofl E Validation Summary l Data validation e Results by Record Type i adams ntomaton carol Validation Summary Report mi unstruliun Guivernmend e Error Summary Tamirat Fakih rah Apt Wer 1 2 0 3 2 0 12007 e Error Detail Dataset Private Hospital Data Bureau 17 10 2006 Error Detail Episode Id Filename DACheck t 2 Test files Test file 1 phdb Grid View er a File PASSED with 23 of 1040 episode records marked as critical Lines Read 1044 Fe Results by Record Type Records Found Checked 10 44 Good Records 957 2 Ee Error Summary Critical Records 23 2 Identified Records 61 6 Error Detail Ee Field Frequencies Ee Data Explorer Critical Count Record Type Field Code Description y 13 Episode Record SecondanhbSltem E043 Hot a valid MESADA Code ai z Epizode Record SecondamnMiBSltem3 Ets Hot a valid MESADA Code summary Episode Record SecondamMBSitem EO43 Not a walid MESADA Code opecificatio Et Episode Record SecondamyhMbSltemG EO Mot a valid MESADA Code Episode Record MentalHealthStatus E024 Hot 12 3 orS Wiew Specifications Episode Record TransteringProvider E019 Hot a valid Commonwealth provider number or 0 Episode Record PostCode Eno Not a walid postcode of 9999 of 8855 Episode Record FrosthesisCharge E043 Not a numeric or blank when Bundled Charges is zi Episode Record EEOOS ICU Charge but no ICU days recorded Identified
13. selected file Before processing very large files it may be beneficial to check only a subset of the file to identify and correct any obvious faults without having to wait for a full data set to process As the data is being processed you can view a progress bar with an estimated time to completion and a pie chart indicating the number of scanned records that are good critical or identified The progress display also contains a cancel button that can be used to stop the processing at any time Any errors identified up until that point will be displayed in the reports Check It 2 User Documentation 4 of 11 The Validation Summary Report Page view Screen view Md Checklit 2 D Temporary W607 Test Files AHCA WMorbidity MORBO506_NSW_pu_new txt Reports Reports Report MORBO506_NSW_ 1_new_txt_RS E d oi x oft A EO m BEIE Validation Summary Error Summary Data validation cami norm ator oe Validation Summary Report system a A Gs eran acne Piga lend el Kralik aad Aeng 26 September 2006 Field Frequencies Grid Views a p Eror Summary Error Detail Dataset Morbidity OF 05 2006 Filename O TemporarnWeo Test Files QAHCA MorbiditMORBOSOG NSW pu ne wtst Error Detail X File FAILED with 72 records marked as critical Compliance Indicator Field Frequencies pene oe s500 Ei Data Explorer Records Found Checked 500 Good Records 310 624 z Critical Records
14. sistance by notifying us as soon as possible in order to confirm and correct faults immediately Contact us For more information contact Classification Management and Statistics Section Healthcare Services Information Branch Acute Care Division MDP 501 GPO Box 9848 Canberra ACT 2601 Phone 02 6289 1085 Fax 02 6289 3673 Check It 2 User Documentation 2 of 11 How to check a file 1 From the opening screen select the specifications for the types of file s you wish to check during the session Ei Checkit 2 Slee ee hen Data Validation System Specifications found for Tick the specification to make tt available Emergency Department ED 07 09 2006 Establishments Establishment Level Estest 07 09 2006 Establishments System Level Estsys 6 12 2005 Morbidity Morb 07 09 2006 National Outpatient Care Outpatient 13 09 2006 Waiting Time Census WTC 07 09 2006 Waiting Time Patient YVTP 22 12 2005 Select specifications Last validated file s click on file to re validate C AHCA 0506 Test Files PHE est PHE_ lt STATE gt _0506 txt Estest data C AHCA 0506 Test Files Morbidity MORB_ lt STATE gt _0506 txt Morb data C AHCA O506 Test Files ED ED_ lt STATE gt _0506 txt ED data C AHCA O506 Test Files Outpatient Outpatient_ lt STATE gt 0506 txt Outpatient data Choose another file to validate Open file 2 Open a file you wish to check using either e the File drop down menu
15. valid MES ADA Code 40301A tl G G N 616557 aii EW Q06 Accommodation Charge exceed Multiple G N G F z Data Explorer rinci E Princi a T Identify 616288 PrincipalMBSltemDiate CkT9 Prerequisite fields failed so field 05082006 Identify 16288 KTS Prerequisite fields failed so field Princi 16577 wD40 ot a valid MBS ADA Code 16577 ckTS 616577 EO Multiple SSS Se c A Specifications Identify To locate a particular error for example the Postcode error in the sample above choose the particular error code from the drop down list in the ErrorCode column This will filter the grid view to include only those records that have that error code Check It2 D Check It 2 Test files Test file 1 phdb Sie iv File Edit Options Reports Windows Help Error Detail RecordName gt Reports pe E i ae Actior LineNo Episodeld FieldName w Enorlode Description se Dataalue e Validation Summary Pi Start Page E RecordName Episode Record Results by Record T B esults by Record Type Critical 449616595 Edo Not a valid postcode or 9999 or Oo O Eror Summary Error Detail 1 Error Detail Episode Id Grid Views Ee Results by Record Type PES Error Summar a gt Eror Detail TE Field Frequencies HAEl Data Explorer Customize L The DataValue column will display the field value that is causing the error Check It 2 User Documentat
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