| Exchange Data Details |
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Purpose |
The Exchange Data Details screen allows you to review data exchange response files, input/output files, log information regarding users who have reviewed files, and detailed job summary information.
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Exception Job: Information Provided |
Exception Job:
The following screen indicates that the Registry encountered an internal problem while attempting to process your data exchange request.
Check the Announcements section on the GRITS Home Page for any current data exchange issues that may have caused the exception. **Contact the GRITS Help Desk to research a data exchange exception if no explanation is given in the GRITS Announcements.**
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Error Job: Information Provided |
Error Status:
This following screen indicates the data exchange request could not be processed due to formatting errors in the data file(s) you have uploaded. GRITS provides links to the original file(s) you submitted, so you can view, download, fix and resubmit the data exchange request.
Review the format of the file(s) you submitted. **Contact the GRITS Help Desk for additional assistance if needed.**
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Completed Job: Information Provided |
For completed data exchange jobs, the screen is divided into three sections: Download Files, Download Log and Summary Information.
Download Files section: This section contains data exchange response files and output files available to users to download. Response files are generated by GRITS listing job summary detail information and error messages for data exchange request. Output files have client and immunization data, are created by GRITS, and are intended to update external applications.
Download Log section: This section contains log information pertaining to users who have downloaded Response files and Output files for review. The downloaded file name, user name, and download date are displayed.
Summary Information section: This section displays summary information for a processed data exchange job.
Processed - Number of clients, immunizations and comments processed.
Accepted: Number of clients, immunizations and comments accepted.
New: Number of clients, immunizations and comments in a data exchange upload that were not previously in the Registry and were inserted as a result of the upload.
Updated: Number of clients, immunizations and comments in a data exchange upload that already exist in the Registry and are updated as a result of the updated.
Already in GRITS: Number of clients, immunizations and comments in a data exchange upload that already exist in the Registry but are NOT updated as a result of the upload
Rejected: Number of clients, immunizations and comments rejected
Pending: Number of clients, immunizations and comments in a data exchange upload that result in the temporary storage of pending client data. Pending data is stored when a client in an upload matches more than one existing client in the Registry; pending clients are an indicator that duplicate client records may exist in GRITS. Contact the GRITS Help Desk to review and merge pending client data.
Inventory Updated: (Deduct from Inventory Users ONLY): Number of immunizations that were successfully deducted from inventory.
Inventory Not Updated: (Deduct from Inventory Users ONLY): Number of immunizations that were NOT successfully deducted from inventory.
No Client Match - Number of immunizations and comments that do not match a client in a Flat File upload. These unmatched immunizations and comments are NOT processed and are NOT loaded into the Registry.
Total - Total number of clients, immunizations and comments in a data exchange upload. (Includes Processed and Not Client Match rows.)
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Completed Job: Flat File |
The Flat File format consists of three fixed length ASCII text files: a Client file, Immunization file and (optional) Comment file. A Record Identifier is present in each file to tie the data together.
Provider organizations may have the following processing types: "Bidirection" or 'Single direction" (GRITS to Provider-GRITS to PO) or (Provider to GRITS-PO to GRITS)
Bidirection Processing types: Returns up to 4 files types below.
Client file: This file contains the information for the clients that have been updated since the last data exchange.
Comment file: This file contains the information for the clients comments that have been updated since the last data exchange.
Immunization file: This file contains the information for the clients immunizations that have been updated since the last data exchange.
Response file: A file which is used for bidirectional and Provider to GRITS transfers: this response file tells information about all of the clients that were in the batch that was just processed.
- How many clients were added to the database
- How many clients were rejected
- How many immunizations were added or rejected
Single direction Processing type: (Provider to GRITS-PO to GRITS) will generate a single response file.
Single direction Processing type: (GRITS to Provider-GRITS to PO): returns the 3 files types below.
Client file, Comment file, Immunization file
For example: If the last data exchange was on March 12th, and a client received a shot that was added using the browser on March 15th, then if the next batch upload occurred on March 18th, the client would show up in the client, immunization and (optional) comment files.
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Completed Job: HL7 File |
The HL7 File format: The ANSI HL7 standard is widely used for data exchange in the health care industry. The CDC has worked with HL7 developers to create a set of messages that permit exchange of immunization data, that will be used for client and immunization record exchanged between the registry and outside systems.
Provider organizations may have the following processing types: "Bidirection" or 'Single direction" (GRITS to Provider-GRITS to PO) or (Provider to GRITS-PO to GRITS)
Bidirection Processing types: will return up to 2 file types below.
Output file A file that contains information on the clients, including immunizations and comments since last data exchange.
Response file: A file that indicates the outcome of the processor's attempt to load the file sent by a provider.
- It will indicate if a message / record was successfully incorporated into GRITS.
- It will indicate if the message had some errors that did not prevent the record from being inserted/updated, but some information was not included in the insert / update.
- It will also indicate which records were not accepted and the error that caused the rejection.
Single direction Processing type: (Provider to GRITS-PO to GRITS) will generate a single response file.
Single direction Processing type: (GRITS to Provider-GRITS to PO): will generate a single output file (if any) clients or immunizations changed since last updated.
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Completed Job: HMO Query File |
HMO Query, will return two files a Demographic (client) file and a Immunization file, to the HMO and will be created for all accepted queries.
Demographic file: These files contain the demographic information for the clients that have been updated since the last batch upload.
-- The demographic (client) and immunization files will be fixed length text records with no record delimiter.
-- The demographic (client) information will be provided to the HMO as it appears on GRITS.
Immunization file: These files contain the information for the clients immunizations that have been updated since the last data exchange.
-- The immunization information will be a complete history from all immunization providers on the GRITS.
*Note*
An Exception file will be posted only if an exception occurs.
Exception file: These files contain the exception information for the clients, immunizations, and comments that have been updated since the last batch upload.
-- An exception file will be provided to the HMO for queries that could not be processed.
-- An exception file will be posted only if an exception occurs.
-- The exception file will be fixed length text file.
The following Exceptions may be generated:
Chart Number not found for this organization in GRITS (includes Medicaid client).
Demographic information (Name, DOB) does not match information in GRITS database.
More than one chart number was found for the organization submitting the query.
Invalid client id type identifier (must be M or C).
Date of Birth is not a valid date.
Query record is blank or empty.
Query record is too short or too long.
A provider organization other than the one making the request has not given consent to distribute immunization information.
There are no immunizations for the client.
Existing Client ID/Client ID Type in the query file.
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Functionality |
To review input and output files, press the blue, underlined file name.
To return to the previous screen, press the Cancel button.
To get the latest download log information, press the Refresh button.