Data Extraction Specification

Overview

This document outlines the specifications for extracting and delivering healthcare-related data entities from source systems to clients. The extracted data encompasses patient demographics, insurance details, provider information, appointments, and clinical indices among others. Data is delivered securely via SFTP.

Extracted Data Entities

The following data entities can be extracted:

1. Patients: Patient demographic information
2. Patient Insurances: Insurance details for each patient
3. Providers: Information about healthcare providers
4. Fees: Fee structures for various services
5. Facilities: Details about healthcare facilities
6. Referring Providers: Information about providers who refer patients
7. Insurances: Insurance plans and details
8. Charges: All charges which are created along with Date of service.
9. Payments: Details of all the Payments posted in the system
10. Employers: Employer information for patients
11. Appointments: Scheduled appointments for patients
12. EHR Charts Index (EHR CHARTS INDX): Index of Electronic Health Records
13. Patient Documents Index (patient_docs_indx): Index of patient documents
14. CCDA (Consolidated Clinical Document Architecture)

File Format

• CSV (Comma Separated Values) file format for data entities 1-11
• Patient Documents: Provided in their original format, as uploaded by clients.
• EHR Charts: Provided in HTML format.
• CCDA: XML file format

File Naming Convention

Each data entity is stored in a separate file, named as follows:

1. patients.csv
2. patient_insurances.csv
3. providers.csv
4. fees.csv
5. facilities.csv
6. referring_providers.csv
7. insurances.csv
8. employers.csv
9. appointments.csv
10. charges.csv
11. payments.csv
12. ehr charts indx.csv
13. patient_docs_indx.csv

Patient Documents

• Stored in their original format under folder name “patient_docs” (e.g., PDF, DOCX, JPEG, etc.)
• File names will match the corresponding index in patient_docs_indx.csv in which column header “NEW FILE NAME” needs to be referred for file name. EHR Charts Provided in HTML format under folder name “ehr_charts”
• Each chart is stored in a separate HTML file
• File names will match the corresponding index in ehr_charts_indx.csv

Crosswalk Details

Master Data Files

The following files contain master information for the database:

• Fees.csv
• Facilities.csv
• Referring_providers.csv
• Providers.csv
• Insurances.csv

These files do not require cross walking to other files for data validation.

Data Delivery Mechanism via SFTP

1. 1. Step-by-Step Process for Data Delivery via SFTP
      – The client is required to provide the IP address(es) from which they will access and download the data.
      – This IP address must be whitelisted to secularly access SFTP.
   2. IP Whitelisting
      – The provided client IP address is whitelisted on the organization’s SFTP server.
      – Whitelisting ensures that SFTP access is granted only from the specified IP address(es), enhancing security.
      – Whitelisting is enabled for a limited period to permit data extraction.
   3. SFTP Credential Generation and Sharing
      – Once the IP whitelisting is completed, SFTP credentials are generated for the client.
      – These credentials are shared with the client through a secured method using our secured messaging platform.
   4. Client Access and Data Download
      – The client uses the shared SFTP credentials to access the designated SFTP path.
      – Data is made available at a predefined path on the SFTP server for the client to download.
      – Access is available exclusively for the whitelisted IP address(es).

Data Availability and Retention

• Availability Period: The data will be available for download on the SFTP server for 15 days from the date of upload.
• Download Requirement: Clients must download the data within this 15-day period.
• Post-Retention: After 15 days, the data will be permanently removed from the SFTP server and will no longer be accessible.