Part of Community Services Data Set (CSDS) guidance
Handling rejects and warning messages
How do I see my reject and warning messages
The reject and warning messages are available from the SDCS cloud portal within the Validation and Data Quality files, respectively.
The files can either be viewed as CSV files or as JSON files. The files will contain an entry of every occurrence of a reject and warning message. If therefore, as an example, 10000 records have been entered into the CYP003AccommType and each entry is missing the LocalPatientID entry, then the Validation file will contain 10000 entries.
The Validation CSV should appear like the spreadsheet below when opened.
How should I approach fixing these messages
The first hurdle is handling a rejected submission. The reasons for a file being rejected are known as File-level Rejects and these are shown within the Validation file. Once located within the Validation file, the Error Code can be matched to an entry within the File_level Rejects sheet of the TOS. Doing this will then provide a fuller description of the message.
Submissions can still be accepted as processed even though some of the records may have been rejected. Again, all such reject messages are in the Validation file. The error codes can again be looked-up within the TOS. When records are rejected, there can be a cascade effect on other tables. An example of this is having records rejected on the CYP001MPI table, which then cascades to reject the associated records in such as the CYP003AccommType table. The Validation file would then contain reject messages for both the CYP001MPI entries and the CYP003AccommType entries. It is therefore important to work back through the reject messages to establish the source of the issue. Usually then fixing the source issue results in the associated table entries no longer being rejected.
Finally, is to look at any warning messages. These messages are contained within the Data Quality file. A warning message tells us that the row of data, along with the values entered, have been accepted as part of the submission, but the value entered is not as expected. An example of this is on such as the OrgID_GP field of the CYP002GP. If the submission contained a GP code that is no longer active then a warning would be given, but the record would still be accepted.
Examples of file level rejects messages
| Code | Message | Description |
|---|---|---|
| CYPREJ000 | Failed Content Check. Demographics Table is empty | The CYP001MPI table does not contain any records. As this is a mandatory table, having no entries in this table will result in the submission being rejected |
| CYPREJ005 | Failed NHS Number Check. File contains invalid NHS numbers | The NHSNumber field of the CYP001MPI table is populated with one or more values that do not pass the Modulus-11 check |
| CYPREJ007 | Failed Date of Birth Check. File contains invalid dates of birth | There is one or more values entered in the DateOfBirth field of the CYP001MPI table that do not conform to the validation rule |
Examples of reject messages
| Code | Message | Description |
|---|---|---|
| CYP00104 | Record rejected - Local Patient Identifier (Extended) is blank | The LocalPatientID field of the CYP001MPI table has been left blank. That field is mandatory and cannot be left blank |
| CYP00214 | Record rejected - Start Date (GMP Patient Registration) is before the Person Birth Date | The date entered in the GPRegistration_StartDate field of the CYP002GP table is before the birth date of the person |
| CYP00003 | File rejected - Data Set Version Number has incorrect value for current ruling data set | The value entered in the Version field of the CYP000Header table is not as expected |
Examples of warning messages
| Code | Message | Description |
|---|---|---|
| CYP00126 | Warning - Person Stated GendWarning - Discharge Letter Issued Date (Mental Health and Community Care) is after the Reporting Period End Date Code contains an invalid national code | The Gender field of the CYP001MPI table has been populated with a value other than what has been listed within the TOS |
| CYP00111 | Warning - NHS Number is blank | The NHSNumber field of the CYP001MPI table has not been populated |
| CYP10145 | Warning - Discharge Letter Issued Date (Mental Health and Community Care) is after the Reporting Period End Date | The Discharge_LetterIssuedDate field of the CYP101Referral table is populated with a date that is after the Reporting Period End Date |
Last edited: 22 September 2022 9:22 am