Create Custom CSV Layout Screen

 Purpose

The purpose of the Create Custom CSV Layout screen is to allow a provider to specify their own flat file format for loading files into ImmTrac2.  Training and experience with Data Exchange is required to use this feature.

 View Custom CSV Layout

To view a custom csv layout, follow these steps:

  1. Select the Custom CSV File Template Name from the drop-down menu.

  2. Click the View button.

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 Create New Custom CSV Layout

To create a New Custom CSV Layout, follow these steps:

  1. Click the Create new layout button.

  2. Enter the Template Name.

  3. Select whether the template will be used Globally or just for the provider organization by using the Global Template drop-down menu.

  4. Select whether a Header row will be included with the CSV File.

  5. Select the fields and the order in which they will be specified for the CSV files.

  6. Click the Save button.

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 Edit Custom CSV Layout

To edit a custom layout, follow these steps:

  1. Select the Custom CSV File Template Name that needs to be edited from the drop down menu.

  2. Click the Edit button.

  3. Change the Template Name.

  4. Change whether the template will be used Globally or just for the provider organization by using the Global Template drop down menu

  5. Change where a Header row will be included with the CSV File.

  6. Change the fields and the order in which they will be specified for the CSV files.

  7. Click the Update button.

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 Information Provided

The following table shows the required input fields on the screen:

Required Fields

Field Name

Description

Custom CSV File Template Name

The name of the custom template.

Record Identifier (under Client File)

Record Identifier, used to link the client's Immunization, Comment or Event records to the client.

First Name

Client's first name.

Last Name

Client's last name.

Birth Date

Client's date of birth.

Record Identifier (under Immunization File)

Record Identifier, used to link the client's immunization record to the client.

NDC Code

NDC Code of the Immunization File, either NDC Code, Trade Name, CPT Code, CVX Code or Vaccine Group need to be entered.

Trade Name

Trade Name of the Immunization File, either NDC Code, Trade Name, CPT Code, CVX Code or Vaccine Group need to be entered.

CPT Code

CPT Code of the Immunization File, either NDC Code, Trade Name, CPT Code, CVX Code or Vaccine Group need to be entered.

CVX Code

CVX Code of the Immunization File, either NDC Code, Trade Name, CPT Code, CVX Code or Vaccine Group need to be entered.

Vaccine Group

Vaccine Group of the Immunization File, either NDC Code, Trade Name, CPT Code, CVX Code or Vaccine Group need to be entered.

Vaccination Date

Vaccination Date of the Immunization File.

Record Identifier (under Comment File)

Record Identifier, used to link the client's comment record to the client.

Comment Code

Comment code of the Comment File.

Record Identifier (under Event File)

Record Identifier use to link the client's event record to the client.

Event Code

Event Code of the Event File.

Priority Group

Priority Group of the Event File.

Other Fields

Field Name

Description

Client Status

Client Status of the Client in the file.

Middle Name

Client's middle name.

Name Suffix

Client's name suffix.

Death Date

The date on file for the client's death.

Mothers First Name

First Name of the Client's mother.

Mothers Maiden Last Name

Last Name of the Client's mother.

Mothers HBsAg Status

HBsAg Status of the Client's mother (Hepatitis B Surface Antigen)

Sex Gender

Client's gender.

American Indian or Alaskan Native

American Indian or Alaskan Native Race identified on the Client record.

Asian

Asian Race identified on the Client record.

Native Hawaiian or Other Pacific Islander

Native Hawaiian or Other Pacific Islander Race identified on the Client record.

Black or African-American

Black or African-American Race identified on the Client record.

White

White Race identified on the Client record.

Other Race

Other Race identified on the Client record.

Ethnicity Code

Ethnicity Code on the Client record.

Social Security Number

Client's Social Security Number.

Contact Allowed

Status of whether the Client can be contacted.

Client ID

Client's ID number.

Medicaid ID

Client's Medicaid ID number.

Responsible Party First Name

First name of the person responsible for the Client.

Responsible Party Middle Name

Middle name of the person responsible for the Client.

Responsible Party Last Name

Last name of the person responsible for the Client.

Responsible Party Relationship

Relationship between the Client and the person responsible for the Client.

Street Address

Client’s street address.

Other Address Line

Other Address Line.

PO Box Route Line

Client's PO Box.

City

City listed in the Client's address.

State

State listed in the Client's address.

Zip

Zip code listed in the Client's address.

County

County of the Client.

Phone

Phone number listed in the Client's record.

Sending Organization

Sending Organization in the file.

Administration Route Code

Administration Route Code in the Immunization file.

Body Site Code

Body Site Code in the Immunization file.

Reaction Code

Reaction Code in the Immunization file.

Manufacturer Code

Manufacturer Code in the Immunization file.

Immunization Information Source

Immunization Information Source in the Immunization file.

Lot Number

Lot Number in the Immunization file.

Provider Name

Provider Name in the Immunization file.

Administered By Name

Administered By Name in the Immunization file.

Sending Organization

Sending Organization in the Immunization file.

Vaccine Eligibility

Vaccine Eligibility in the Immunization file.

Begin Date

Begin Date in the Comment file.

End Date

End Date in the Comment file.

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 Functionality

The following table describes the buttons available on the Create Custom CSV Layout screen.

Command Button

Description

Displays the detailed field information and order for all the fields in the custom CSV layout chosen from the drop down menu.

Displays the CSV Layout page that will be edited.

Displays a new CSV Layout template.

Validates all required fields are entered correctly and saves the New CSV Layout that was developed.

Validates all required fields are entered correctly and saves the edited CSV layout.

Returns to the previous screen.

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