Exporting, editing and re-uploading patient data

If you are updating a patient record for extended S17 leave, we recommend you use the following process, to minimise the burden of manual entry:

1. Update current record on the user interface following the update record guidance, to reflect the patient’s care before they go on extended S17 leave.  Check that Q13 and Q14 have valid codes for provider and site, and ensure it is successfully saved (that is, that all questions have valid v4 codes).
2. Download Current Patients extract AT v.4 from the CAP AT Reporting menu. Delete all records except the one(s) for the patient(s) you wish to amend, and save as a csv file with an appropriate filename in the format Patient_filename.csv.
3. Update Gender fields to v4 if necessary (Q3a and 3b).  Note: CAP is case-sensitive, so codes must be entered in correct case (for example, 'Y' not 'y').
4. Copy record (so you have 2 rows the same for each patient you are editing).
5. Edit the first row to close the record according to the close record guidance (fields Q49 = date patient went on extended S17 leave and Q50 = 15).
6. Edit the second row to create the new record for the period on leave, according to the open new record guidance.
7. Save the updated file.
8. Upload through the File Submission Dashboard on CAP.

If you have already closed the record in the user interface, you can still use the file upload process to create the new record covering the period of extended S17 leave (to reduce manual entry).  The record you have closed will no longer appear in the Current Patients extract so you will need to download the Full Patient Extract v4 report to obtain the data:

1. Identify the relevant record in the Full Patient Extract v4.  This file has a row for each period that the record was open on the system, so identify the most recent copy (highest number in column A (Period)).  Delete all other records from the file.
2. Delete column A (Period).  This column does not exist in the Current Patients extract or the upload template, so a file with this column in will not upload successfully.
3. Save as a csv file with an appropriate filename in the format Patient_filename.csv
4. Update Gender fields to v4 if necessary (Q3a and 3b). 
5. Edit the row to create the new record for the period on leave, according to the open new record guidance.  You will also need to remove values from Q41r, Q49 and Q50 as these related to the closure of the previous record.
6. Save this version of the file.
7. Upload through the File Submission Dashboard on CAP.

Please note the following points when uploading data to avoid errors:

• the file must be in .csv format, and with a filename starting Patient_ or patient_
• the file must be in the correct format, either a Current Patients extract AT v.4 downloaded from the CAP, or the Patient status submission template v4
• all v4 questions must be answered, including the new Gender questions
• all questions must have v4 valid codes.  If uploading an old record that you have not manually updated since April 2024 you will need to check all v4 questions have valid answers to avoid upload errors
• CAP is case sensitive, so codes must be entered in correct case (for example, 'Y' not 'y')
• Q13 and Q14 (hospital provider and site questions) must match a current valid site on the Master Provider and Site List (MPSL).  If the upload fails, copy and paste the relevant values for the five provider and site fields from the published list into your upload template