IMM.OUT Format

 

The Immunisations Output file format is used to send immunisation data to third-party software packages. The file uses a (|) delimited format as per the following abbreviated example: ExternalID|Patient:SURNAME|Patient:FIRSTNAME|Patient:TITLE|Patient:ADDRESS|...|Sequence|Batch

There is no prescribed limitation on the amount of data that can be sent in each field. The field sizes below are based on the size of the fields in Clinical databases and may change at any time without notification. The following table lists the field names and number of characters currently used in the Clinical databases. Each record is terminated by a CR-LF.

 

There are two different IMM.OUT file formats available;

o       Default format (recommended)

o       Generic format

 

You can select which format you wish to use (Default or Generic) via the Advanced Link Settings of Clinical.

 

 


'Default' Format (recommended)

Field

Size

Notes

External ID

9

Unique identifying code for each patient.

  • May contain letters or numbers in character format.

  • Needs to be unique as it is used as a key to identify patients and their associated medications, history, and so forth.

  • Should be generated by the system when a new patient record is initiated.

Patient Surname

30

Patient's surname. If the patient goes by a single name, this field will be blank.

Patient First Name

30

Patient's first name.

 

For patients who go by a single name;

  • If the FIRSTNAME data is 'ONLYNAME' or '.' or Spaces, it will be identified as being a Single Name when imported into Clinical or Pracsoft (via the Link File Processor, DDE, or the Import Demographics utility).

  • f the FIRSTNAME is 'ONLYNAME' or '.' when imported, it will be converted to an empty string by Clinical/Pracsoft.

  • The 'Delete data in Clinical' option (Link File Processor)  ignores the FIRSTNAME field.

Patient Title

6

Patient's title as recorded in Clinical or Pracsoft.

Patient Date of Birth

8

Date of birth in format dd/mm/yyyy.

Patient ATSI status

1

'Y' or 'N'

Patient Address

40

Street and Number. Can contain up to three lines of information, separated by CSV.

Patient City

30

City or Suburb.

Patient Postcode

4

Post Code.

Patient Chart Number

10

Chart/Record number if recorded in Clinical or Pracsoft.

Patient Pension Number

14

If the patient has a Pension Status of 'Pension/HCC' (as recorded in Clinical or Pracsoft), this field will indicate the patient's Pension Number. However, if the patient's pension status is 'none', this field will be blank.

Patient DVA Number

14

If the patient has a Pension Status of 'Full DVA' or 'Limited DVA' (as recorded in Clinical or Pracsoft), this field will indicate the patient's DVA Number. However, if the patient's pension status is 'none', this field will be blank.

Patient Medicare Number

13

Patient's Medicare Number if recorded in Clinical or Pracsoft.

Patient Medicare Index Number

1

Patient's Medicare Index/Reference Number, if Medicare Number has been recorded in Clinical or Pracsoft.

Doctor Name

30

Practitioner's Name.

Doctor Provider Number

8

Practitioner's Provider Number.

Immunisation Date

10

Date on which immunisation was recorded in Clinical. This is not necessarily the date on which the immunisation was actually administered.

Vaccination Name

40

Name of the recorded vaccination.

AIR Vaccine Code

6

Generated at runtime.

Immunisation Sequence

1

If entered when recording an immunisation. Otherwise this field is left blank.

Immunisation Batch No

20

If entered when recording an immunisation. Otherwise this field is left blank. This number should not contain spaces (can be enforced via the setting 'Enforce AIR Validation rules to batch numbers for the purpose of Medicare Australia claims' within Advanced Link Options).

 

Record size = 345 bytes

Each line contains the following pipe delimited fields:

Patient.ExternalID|Patient.Surname|Patient.Firstname|Patient.Title|Patient.StreetLines|Patient.City|Patient.Postcode|Patient.ChartNumber|Patient.PensionNumber|Patient.DVANumber|Patient.PensionCode|Patient.SafetyNetNumber|Patient.MedicareNumber|Doctor.ProviderNumber|Doctor.Name|Immunisation.Date|Immunisation.Type|Immunisation.Sequence|Immunisation.Batch

 

 


'Generic' Format

Field

Size

Notes

External ID

9

Unique identifying code for each patient.

  • May contain letters or numbers in character format.

  • Needs to be unique as it is used as a key to identify patients and their associated medications, history, and so forth.

  • Should be generated by the system when a new patient record is initiated.

Patient Surname

30

Patient's surname. If the patient goes by a single name, this field will be blank

Patient First Name

30

Patient's first name.

 

For patients who go by a single name;

  • If the FIRSTNAME data is 'ONLYNAME' or '.' or Spaces, it will be identified as being a Single Name when imported into Clinical or Pracsoft (via the Link File Processor, DDE, or the Import Demographics utility).

  • f the FIRSTNAME is 'ONLYNAME' or '.' when imported, it will be converted to an empty string by Clinical/Pracsoft.

  • The 'Delete data in Clinical' option (Link File Processor)  ignores the FIRSTNAME field.

Patient Title

6

Patient's first name.

For patients who go by a single name, this field will be exported as an empty string.

Patient Date of Birth

8

Date of birth in format dd/mm/yyyy

Patient Address

154

Street and Number. Can contain up to three lines of information, separated by CSV.

Patient City

30

City or Suburb

Patient Postcode

4

Post Code

Patient Chart Number

10

Chart/Record number if recorded in Clinical or Pracsoft.

Patient Pension Number

14

If the patient has a Pension Status of 'Pension/HCC' (as recorded in Clinical or Pracsoft), this field will indicate the patient's Pension Number. However, if the patient's pension status is 'none', this field will be blank.

Patient DVA Number

20

If the patient has a Pension Status of 'Full DVA' or 'Limited DVA' (as recorded in Clinical or Pracsoft), this field will indicate the patient's DVA Number. However, if the patient's pension status is 'none', this field will be blank.

Patient Pension Code

1

If the patient has a qualifying Pension Status, this field will indicate the patient's Pension Number. However, if the patient's pension status is 'none', this field will be blank.

Patient Saftey Net Number

14

Safety Net number, if recorded in Clinical.

Patient Medicare Number

12

Patient's Medicare Number if recorded in Clinical or Pracsoft.

Empty

0

Blank.

Empty

0

Blank.

Doctor Provider Number

8

Practitioner's Provider Number.

Doctor Code

6

The User ID, as recorded in Pracsoft.

Immunisation Date

10

Date on which immunisation was recorded in Clinical. This is not necessarily the date on which the immunisation was actually administered.

Vaccine Name

50

Name of the recorded vaccine.

Immunisation Sequence

1

If entered when recording an immunisation. Otherwise this field is left blank.

Immunisation Batch No

15

If entered when recording an immunisation. Otherwise this field is left blank. This number should not contain spaces (can be enforced via the setting 'Enforce AIR Validation rules to batch numbers for the purpose of Medicare Australia claims' within Advanced Link Options).

 

Example: "000000021"|"ANDERSON"|"Penny"|"Mrs"|"Top Floor, Rum Tower, 61 Wallace Street"|"Bundaberg"|"4670"|""|""|""|" "|""|"6288 25344 3"|""|""|"2426621B"|"AP "|"24/10/2016"|"ACTHIB"|"2"|"12345667889"

Note: Each field is encapsulated in quotes.