NHS Complaints
Instruction on how to validate and extract data to ISD
For third party users
Document contacts: Name: Frank Clarke, Information Analyst, NHS Complaints
E-mail:
[email protected]
Index
Chapter
1.1
1.2
1.3
1.4
2.2
2.3
2.3.1
Extraction of data into csv format………………………………………………………………
Save file in a local area………………………………………………………………………………
Logging onto SWIFT…………………………………………………………………………………….
Downloading File………………………………………………………………………………………..
Submitting Complaints Data……………………………………………………………………….
Errors…………………………………………………………………………………………………………..
Error Samples……………………………………………………………………………………………..
Page
3
4
4
4
5
6
6
1.1
Extraction of data into .csv format
In your complaints computer system an option should be available to select
the quarterly complaints for the required time period and also the edition of
the complaints submission.
It depends on you software provider (Datix, Answers, ISD System etc…) how
this extraction is carried out.
Please contact you Complaints software provider if you cannot find an
option in you computer to extract your data
1.2 Save file in a local area
Save the CSV file extracted from the system and save it in a local area. This
is the file that will be sent to ISD’s Complaints National Database (Universe)
via SWIFT.
1.3 logging onto SWIFT
-
use the link :- https://apps.nhsnss.scot.nhs.uk/swift/loginT.do
to logon onto swift
If don’t have a username or password please contact ISD Complaints
email helpdesk at [email protected]
- Click logon.
2.1 Downloading file
-
Click on UPLOAD DVL FILE in the left hand column.
In the next screen click on Browse to select the Comma Separated
value (CSV) file created in step 1.2 (see screen below)
UPLOAD DVL FILE
2.2 Submitting Complaints data
-
Click on submit when file has been selected.
System takes a few seconds to load and validate the file.
If no errors were found a screen similar to the one below should
appear.
2.3 Errors
2.3.1 Examples of Error messages
- Error: submitting a non CSV file.
- Error message:
LINE_NO : ERROR_MESSAGE
1 : Problem reading header record - remember that the 1st noncommented line must be the header record (example header:HEADER,S1C1,B120H,200403,1). If usin
g a spreadsheet DO NOT put the whole header in a single field, use a field for each value. Also be s
ure to send the csv version, and NOT the xls (binary) version (save as... csv). ORA0000: normal, successful completion
1 : Problem reading header record - the Edition field must contain only numeric characters
99999 : Unbalanced double-quote characters (") found on multiple rows
-
The file validated was a .xls Excel file. Need to create a comma
separated .csv Excel file.
Create the comma separated file using the ‘save as type’ option in
Excel.
Go to step 2.1, browse the CSV file and click on submit.
-
Error: Wrong submission number
-
In this case I get a new error message as I didn’t change the
submission number.
Error message:
-
The file has 1 error, detailed below...
LINE_NO : ERROR_MESSAGE
1 : Incorrect edition, found:1, expecting: 2. WARNING! Think carefully before changing the edition if you are not trying to load edition 1, then THE DATA WILL BE REPLACED with the data in this file.
-
Change load edition to 2
Go to step 2.1, browse the CSV file and click on submit.
- Error : Dates out of sequence
-
Error message:
LINE_NO : ERROR_MESSAGE
4 : RULE: DATE SEQUENCE: RECEIVED_DATE must be on or before ACKNOWLEDGED_DATE, which m
ust be on or before RESPONSE_DATE
-In
this case the date of a complaint acknowledged is earlier than
the date when the complaint was received. Need to input the
correct dates.
- Go to step 2.1, browse the CSV file and click on submit.
Error: non-existent issue code
-
Error message:
LINE_NO : ERROR_MESSAGE
9 : ISSUE_RAISED1:AAA10#ISSUE_RAISED1#ISSUE RAISED: Does not exist in allowable list of values for this
data_item
-
Correct code for Issue
Go to step 2.1, browse the CSV file and click on submit