Generic ASCII v2 Format

This is a fixed length format. Each line in the file relates to a single patient and consists of a character string terminated with a Carriage return/Line feed pair (ASCII 13 + ASCII 10). The file can contain any number of lines (each line representing a record) as per the following format.

Field Name Length Description
1 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.
2 TITLE 5
3 SURNAME 30
4 FIRSTNAME 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.
5 ADDRESS 40 Street and Number
6 CITY 25 City or Suburb
7 POSTCODE 4
8 DOB 10 Date of birth in format dd/mm/yyyy
9 MC_NO 12 Medicare Number
10 MC_INDEX 1 Medicare Index/Reference Number
11 PENS_NO 14 Pension Number
12 DVA NO 14 DVA Number
13 H_PHONE 14 Home Phone Number
14 W_PHONE 14 Work Phone Number
15 CODE 1 Pension Code

P = Pension/HCC holder

R = DVA yellow card holder

L = DVA white card holder.

Blank = not specified
16 GENDER 1 Blank (Not Stated) - unrecognised data is also handled as if blank.

M (Male)

F (Female)

X (Intersex/Other) - 'O' is also read as 'Other', but never written
17 S_NET 14 Safety net Number
18 RECORD_NO 10 Record Number

This field corresponds to the patient's record in the paper-based files, for example the RACGP filing system.
19 LINK_TO 9 External ID of Head of Family
20 LINKCODE 1 A = Add

U = Update

D = Delete

Fields are buffered with spaces (ASCII 32).

Blank fields can be contained in each line of text as long as the correct positions of the following fields are maintained.

PATIENTS.OUT Format

This file format has been superceded by the TRANSFER.OUT format which is the preferred standard for exporting data from Clinical.

  • File Formats
  • Technical Reference

    The PATIENTS.OUT file was the original default for exporting information from Clinical. It is a fixed length text file conforming to the format specified below.

    Each line in has the following Structure and is terminated by a Carriage return/Line feed pair (ASCII 13 + ASCII 10).

    Field Name Length Description
    1 UR_NO 9 Unique identifying code for each patient *
    2 SURNAME 20
    3 FIRSTNAME 20 All Christian Names
    4 ADDRESS 30 Street and Number
    5 CITY 20 City or Suburb
    6 POSTCODE 4
    7 DOB 10 Date of birth in format dd/mm/yyyy
    8 MC_NO 13 Medicare Number
    9 PENS_NO 14 Pension or DVA Number
    10 PHONE 14 Phone Number
    11 CODE 1 Pension Code - P, R, L or blank **
    12 SEX 1 N (Not Stated), M (Male), F (Female), X (Intersex/Other)
    13 S_NET 14 Safety net Number
    14 RECORD_NO 10 Record or Chart Number ***

    Notes
    A field may be blank, if the information is not recorded in the Clinical Databases, however, the correct position of the fields are maintained (buffered with space character).
    * Unique code identifying a patient - may contain letters or numbers in character format.
    ** P = Pension/HCC holder, R = DVA yellow card holder, L = DVA white card holder.
    *** This field corresponds to the patient's record in the paper-based files, for example the RACGP filing system.

    PIT Format

    The PIT file format is one of two industry standard formats used for the electronic transfer of investigation information such as pathology.

    Clinical also supports the HL7 format for transferring investigation results. For more information on HL7 contact Standards Australia.

    FILE FORMAT SPECIFICATION for QML/S&N Pathology Results Transfer - Version 07 - 1 July 1996

    This document contains a description of the file layout used by Queensland Medical Laboratory (QML) and Drs Sullivan, Nicolaides and Partners (S&N) for pathology results transmissions.

    The file has variable length records, in this document called lines. Each line starts with a 3 digit code followed by a space.

    Line codes ending in '9' are used as separators, either spaces or dashes.

    Line codes 001 - 099 FILE HEADER
    001 - 009 Source lab and run details
    010 - 019 Surgery doctors index
    020 - 029 Patients with results in this run
    Line codes 100 - 399 RESULT REPORT INFORMATION
    100 - 109 Patient details
    110 - 119 Specimen/Medicare reference
    120 - 129 Referring and Copy doctors
    130 - 139 Hospital details
    200 - 299 Result header
    300 - 399 Result details
    Line code 999 FILE TRAILER

    PIT - Line Description

    File Header
    Line Description Content Position Size (bytes) Format Comments
    001 Source lab heading 'QUEENSLAND MEDICAL LABORATORY PATHOLOGY REPORTS' or 'DRS SULLIVAN NICOLAIDES AND PARTNERS PATHOLOGY REPORTS' 05-
    <control type> 62-63 2 Not used
    <format version number> 64-65 2 '07'
    <date of version> 67-76 10 '01/07/1996'
    002 Blank line <spaces> 05-
    003 Report run detail 1 'Report Run Number :' 05-
    <run number> 24-27 4
    'Created:' 29-
    <run date> 40-49 10
    'at' 55-56
    <run time> 61-68 8 HH:MM:SS
    004 Report run detail 2 'Surgery' 05-
    <surgery ID> 14-18 5
    'Reports:' 21-
    <report from date> 30-39 10 DD/MM/YYYY
    <report from time> 41-48 8 HH:MM:SS
    'to' 51-
    <report to date> 55-64 10 DD/MM/YYYY
    <report to time> 66-73 8 HH:MM:SS
    <rerun indicator> 76 5 'Rerun' or <spaces>
    006 Hospital run detail 'Hospital:' 05-
    <hospital code> 17- <=5
    <hospital name> 32-64 32
    009 End of heading lines <dashes> 05-
    010 Surgery doctor <doctor name> 05-36 32 <title> <Initial>> <Surname>> (QML) <title> <1st name> <Initial> <Surname> S&N
    <code> 40- <=5 QML or S&N doctor code
    <provider number> 50- 8
    019 End of Surgery doctors <dashes> 05-
    020 Patient heading line 'Your ref.' 05-
    'Patient Name' 17-
    'Lab Ref.' 48-
    'Test' 64-
    021 Patient detail <your reference> 05- <=12
    <patient name> 17- <=32 <Surname>,<christian name>
    <lab reference> 48- <=12
    <test performed> 64-
    029 End of patient heading <dashes> 05-
    RESULT REPORT INFORMATION
    Line Description Content Position Size (bytes) Format Comments
    100 Patient name 'Start Patient :' 05-
    <patient name> 27- <=32 <Surname>,<christian name> <initial>
    101 Patient Address <street>,<town> <state> <pcode> or QML
    <street>,<town> <pcode> 27- S&N
    104 Birth details 'Birthdate:' 27-
    <birthdate> 38-47 10 DD/MM/YYYY
    'Age:' 52-55
    <age prefix> 57 1 'Y', 'M' or 'D' Y=years, M=months, D=days
    <age> 58-60 3 Age in years, months or days
    'Sex:' 64-67
    <sex> 69 1 'F' or 'M'
    105 Patients phone number 'Telephone:' 27-
    <telephone number> 38- 16
    109 Blank line <spaces> 05-
    110 Surgery/Hospital reference 'Your Reference :' 05-
    <reference number> 27- <=16
    111 Laboratory reference <lab>' Reference :' 05- <lab> = "QML" or "S&N"
    <reference number> 27- <=16
    112 Medicare number 'Medicare Number:' 05-
    <medicare number> 27- 10
    115 Phone Enquiries 'Phone Enquiries:' 05-
    <consulting pathologist> 27- <=32 <Initial> <Surname>(/<Initial> <Surname>..)
    <phone number> 60- <=12
    119 Blank line <spaces> 05-
    121 Referring doctor 'Referred by :' 05-
    <doctor name> 27- <=32 <title> <initial> <Surname> (QML)
    <title> <1st name> <init.> <Surname> (S&N)
    122 Copy doctor 'Copy to :' 05-
    <doctor name> 27- <=32 <title> <initial> <Surname> (QML)
    <title> <1st name> <init.> <Surname> (S&N)
    123 Receiving doctor 'Addressee :' 05- Initially only used by S&N
    <doctor name> 27- <=32 <title> <initial> <Surname> (QML)
    <title> <1st name> <init.> <Surname> (S&N)
    <provider number> 61- 8
    129 Blank line <spaces> 05-
    130 Hospital ward 'Ward :' 05-
    <ward> 27- <=32
    131 Automatic ward print 'Auto ward print:' 05-
    <print indicator> 27- 1 "Y" or "N"
    139 Blank line <spaces> 05-
    RESULT HEADER
    Line Description Content Position Size (bytes) Format Comments
    200 Result header 'Start of Result:' 05-
    201 Specimen type 'Specimen :' 05- Not used by S&N
    <specimen type> 27-
    203 Request date 'Requested :' 05-
    <Request date> 27- 10 DD/MM/YYYY
    204 Collection date 'Collected :' 05-
    <Collection date> 27-36 10 DD/MM/YYYY
    <Collection time> 39-43 5 HH:MM
    205 Test name 'Name of Test :' 05-
    <test name> 27-
    206 Report date & time 'Reported :' 05-
    <Report date> 27-36 10 DD/MM/YYYY
    <Report time> 39-43 5 HH:MM
    207 Confidentiality indicator 'Confidential :' 05-
    <confidential indicator> 27- 1 "Y" or "N"
    208 Test category 'Test Category :' 05-
    <category indicator> 27- 1 "R" = Routine, "U" = Urgent
    209 Blank line <spaces> 05-
    210 Normal result indicator 'Normal Result :' 05-
    <normal result indicator> 27- 1 "Y" or "N"
    211 Requested Tests 'Requested Tests:' 05-
    <tests> 27-100 Free form
    212 Request complete indicator 'RequestComplete:' 05-
    <request complete indicator> 27- 1 "Y" or "N" 'Y' if this report completes tests requested.
    299 Blank line <spaces> 05-
    RESULT DETAILS
    Line Description Content Position Size (bytes) Format Comments
    301 Result line <results> 05- Free form
    309 Blank line <spaces> 05-
    311 Cumulative result line <results> 05- Free form
    319 Blank line <spaces> 05-
    390 End of report this patient 'End of Report :' 05-
    399 End of Report separator <dashes> 05- Line codes 100 - 399 are repeated for each patient results.
    FILE TRAILER
    Line Description Content Position Size (bytes) Format Comments
    999 End of file 'END OF LISTING - Run Number:' 05- Details repeated from file header.
    <run number> 33-36 4
    <run date> 39-48 10 DD/MM/YYYY
    <run time> 51-58 8 HH:MM:SS

    Control Commands

    In the report, control commands can be embedded and will have the following format: <tilde><control command>(<control command>...)<tilde>

    where

    <tilde> = '~' <control command> = 4 character command

    One or more control commands can occur between the tildes. The control commands required initially are : FGnn = Set foreground (text) colour to nn

    where

    nn = numeric value 00 - 99 04 = Red * (see note below) 99 = Default SBLD = Start bold EBLD = End bold SUND = Start underline EUND = End underline

    Full list of colour codes are given below, but initially only red and "default" is required.

    Example 1:

    ~FG04~WARNING~FG99~ (display/print WARNING in red, then switch back to default colour)

    Example 2:

    ~FG04SBLD~RED AND BOLD~FG99EBLD~ (display/print RED AND BOLD in red and bold, then switch to default colour and end bold)

    The red colour (FG04) is in the S&N reports used for highlighting purposes, and can be replaced by other highlighting such as bold, underline and so forth if so chosen.

    Following control commands may be required in the future and are included here only as information. If any of the commands below are in fact going to be used you are updated well in advance of implementation date.

    BGnn = Set background colour to nn

    where nn = numeric value 00 - 99 as defined below

    FOff = Set font to ff

    where ff = numeric value 00 - 99 yet to be defined

    PIpp = Set pitch to pp

    where pp = numeric value 00 - 99 yet to be defined

    SBLK = Start blinking

    EBLK = End blinking Colour codes (nn) used for the FGnn and BGnn commands are :

    00 = Black 06 = Brown 12 = Light Red
    01 = Blue 07 = Light Grey 13 = Light Magenta
    02 = Green 08 = Dark Grey 14 = Yellow
    03 = Cyan 09 = Light Blue 15 = White
    04 = Red 10 = Light Green
    05 = Magenta 11 = Light Cyan 99 = Default

    Example of PIT File

    Example of file transfer layout

    In the following example the spacing between content items differs from a printed or imported result. This is due to the limitations of the HTML language used to prepare this example for publication in the Help System.

    001 DRS SULLIVAN NICOLAIDES AND PARTNERS PATHOLOGY REPORTS 07 01/07/1996002003 Report Run Number: 24 Created: 01/08/1996 at 12:40:23004 Surgery: 09111 Reports: 31/07/1996 12:11:23 to 01/08/1996 12:40:23009 ---------------------------------------------------------------------------010 Dr Tomas C Testing TCT03 1034572J019 ---------------------------------------------------------------------------020 Your Ref. Patient Name Lab Ref. Test021 230462123 PATIENT,PETER 123-456789 BIOCHEMICAL PROFILE029 ---------------------------------------------------------------------------100 Start Patient : PATIENT,PETER101 12 EASY ST, HOME TOWN QLD 4567104 Birthdate: 20/05/1945 Age: Y51 Sex: M105 Telephone: 07 3333 4444109110 Your Reference : 230462123111 S&N Reference : 123-456789112 Medicare Number: 1456733421115 Phone Enquiries: B CAMPBELL/T GAFFNEY 07-3778666119121 Referred by : Dr Tomas C Testing122 Copy to : Dr Conrad P Copydoctor123 Addressee : Dr Tomas C Testing 1034572J129200 Start of Result:201 Specimen :203 Requested : 31/07/1996204 Collected : 31/07/1996 12:00205 Name of Test : BIOCHEMICAL PROFILE206 Reported : 01/08/1996 08:34207 Confidential : N208 Test Category : R209210 Normal Result : Y211 Requested Tests: BIOCHEMICAL PROFILE, SECTION212 RequestComplete: N299301 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX301 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX301 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX301 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX301 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX301 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX301 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX309311 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX311 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX311 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX311 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX319390 End of Report :399 ---------------------------------------------------------------------------999 END OF LISTING - Run Number: 24 01/08/1996 12:40:23

    TRANSFER.OUT Format

  • File Formats
  • Technical Reference

    The Transfer.out file is a pipe delimited ("|" ASCII 124) text format containing patient demographics and is the preferred standard for transferring data from Clinical or into MedicalDirector Pracsoft when linked to a third-party package.

    Each line in the file relates to a single patient and consists of a character string terminated with a single Carriage return/Line feed (ASCII 13 + ASCII 10). The file can contain any number of lines (each line representing a different patient record) as per the following format and is usually created in a shared data directory.

    Field Position Name Max Field Length Description
    1 LinkingID 9 Unique identifying code for each patient 1
    2 Title 5 Patient's Title
    3 Surname 30 Patient's Surname
    4 FirstName 30 Patient's First name.

    For patients who go by a single name, this field will be exported as an empty string.
    5 Address Details 40 Street and Number
    6 City 25 City or Suburb
    7 PostCode 4 Postcode
    8 DOB 10 Date of birth in format dd/mm/yyyy 4
    9 MedicareNo 12 Medicare Number
    10 MedicareNo Ref 1 Medicare Index/Reference Number
    11 Pension Number 14 Pension Number
    12 DVA Number 14 DVA Number
    13 Phone (Home) 14 Home Phone Number
    14 Phone (Work) 14 Work Phone Number
    15 Pension Code 1 Pension Code – P, R, L or blank 2
    16 Gender 1 Blank (Not Stated)

    M (Male)

    F (Female)

    X (Intersex)

    O (Other)
    17 SafetyNet No 14 Safety Net Number
    18 Chart No 10 Record Number 3
    19 Head of Family 9 ExternalID of the Head of Family record
    20 LinkCode 1 A, U - Add, Update

    Each Field is separate with a pipe (ASCII 124)

    Blank fields should be kept as blank

    Each field accepts a maximum number of characters you may use as many or as few characters as you wish, provided you do not exceed the maximum. It is not necessary to pad out fields with blank spaces in order to meet the maximum number of characters.

    May contain letters or numbers in a character format. This field needs to be unique as it is used as a key to identify patients and their associated clinical history. The system generating the Patients.in should not recycle this ID for other patients

    P = Pension/HCC holder R = VA yellow card holder L = DVA white card holder

    This field corresponds to the patient's record in the paper-based files, e.g. the RACGP filing system.

    If no date is available, spaces should be used as a place holder.

    VISITS.OUT Format

  • File Formats
  • Technical Reference

    The VISITS.OUT file format is used to transfer data relating to Medicare items selected during consultation from Clinical.

    This file is usually created in a shared data directory. On leaving a patient's record, a single line is added to this file containing any Medicare items recorded during the consultation (by clicking the Medicare button on the progress notes page). Fields within each line are separated by a pipe '|' (ASCII Character 124).

    Fields of the Visits.OUT file format
    Position Name Notes
    1 ExternalID Patient identifier generated by billing program
    2 SURNAME
    3 FIRSTNAME Patient's First name.

    For patients who go by a single name, this field will be exported as an empty string.
    4 TITLE
    5 ADDRESS
    6 CITY
    7 POSTCODE
    8 CHART_NO Patient's paper record number.
    9 PENS_NO Pension number.
    10 DVA_NO Veteran's affairs number.
    11 PENSCODE Pension code.
    12 S_NET Safety net number
    13 MC_NO Medicare number.
    14 MC_INDEX Medicare card line number.
    15 PROV_NO Doctor's provider number.
    16 DR_NAME Doctor's name.
    17 VISITDATE Date of the visit.
    18 ITEMLIST The list of Medicare item numbers selected, with NNAC appended if the Not normal aftercare check box was checked.
    19 DURATION Duration of the visit as recorded by the MDW timer at the time the Save button is pressed.
    20 NOTES Contents of the "Notes" field on the Medicare window.