More Importing Features

Revision as of 12:23, 17 August 2023

This page contains additional importing features supported by MedITEX.

Please plan enough time for the preparation of the data import as it usually takes several tries to bring all data in required structure.

Patient demographics import

You need to prepare an import file which is a list in Excel or CSV format where each line is ONE patient.

<a href="/images/Patient_Demographics.xls">Click here</a> to download an example of Patient demographics import file.

The following elements should be included in this file:

	Column name	Column content
1.	PATIENT_ID	Patient ID (64 characters)
2.	PARTNER_ID	Partner ID (64 characters)
3.	DOB	Patient date of birth (Date)
4.	NAME	Patient name (100 characters)
5.	FIRST_NAME	Patient first name (100 characters)
6.	GENDER	Patient gender (1 character - W/M)
7.	POSTCODE	Patient address: postal code (50 characters)
8.	CITY	Patient address: city (50 characters)
9.	STREET	Patient address: street (255 characters)
10.	PHONE	Patient private phone number (50 characters)
11.	LOCATION (CLINIC)	The clinic where the patient is located (250 characters)

Please make sure that your current Patient IDs from your existing data are unique.

Required fields are:

PATIENT ID
DOB
NAME
GENDER (W/M)
PARTNER ID (If couples should be linked)

Cryo storage import

It is mandatory to prepare an import file where each line is ONE straw.

<a href="/images/Cryo_Storage.xls">Click here</a> to download an example of Cryo storage import file.

Before importing, it is important to know that:

The cryo storage dimension must be configured in MedITEX IVF Settings;
Each line is one straw. If you have multiple straws for the same patient, these lines must be duplicated in the file.
The patient demographics must already be imported into the MedITEX Database;
Each line must contain the Patient ID, which is the identification for inserting the cryo information for the correct patient. Important is that Patient ID is unique like already mentioned above;
Type of semen material can be specified in: Native sperm, Prep. Sperm, Tissue, Tissue left, Tissue right, Tissue ambilateral, MESA, MESA left, MESA right, MESA ambilateral, Supernatant, Supernatant left, Supernatant right, Supernatant ambilateral, PESA, TESA, TESE.

The following elements/conditions should be included in the import file:

	Column name	Column content
1.	PATIENT ID	Patient ID number (Integer)
2.	COLLECTION_DATE	Date of sperm collection/follicle aspiration (Date)
3.	FREEZING_DATE	Date of freezing (Date)
4.	STORAGE_DATE	Date of storage (Date)
5.	NO_OOCYTES	Total number of oocytes (Integer)
6.	IVF_PNs	Number of PNs after IVF (Integer)
7.	ICSI_PNs	Number of PNs after ICSI (Integer)
8.	IVF_EMBs	Number of embryos after IVF (Integer)
9.	ICSI_EMBs	Number of embryos after ICSI (Integer)
10.	OVARIAN_TISSUE	Ovarian tissue cryopreservation (OOC/EMB/PN) (0=No, 1=Yes)
11.	SEMEN_MATERIAL	Type of semen material specification (100 characters)
12.	STRAW_ID	Straw ID (50 characters)
13.	CRYO_TECHNIQUE	Cryo technique used (50 characters)
14.	STORAGE_LOCATION	Storage location description e.g. Container/Tank (128 characters)
15.	STORAGE_DIM1	Storage dimension e.g. Tank level (128 characters)
16.	STORAGE_DIM2	Storage dimension e.g. Canister level (128 characters)
17.	STORAGE_DIM3	Storage dimension e.g. Goblet level (128 characters)
18.	POSITION	Straw position (10 characters)
19.	COLOUR1	First color defining the straw (10 characters)
20.	COLOUR2	Second color defining the straw (10 characters)
21.	CRYOPRESERVED_BY	Staff responsible of the cryopreservation (100 characters)
22.	STORED_BY	Staff responsible of the storage (100 characters)

Required fields are:

PATIENT ID
COLLECTION DATE
FREEZING DATE
OVARIAN TISSUE
TYPE OF SEMEN MATERIAL

Cryo contracts

Semen analyses Import

An import file should be prepared as a list where each line will represent ONE complete semen analysis.

<a href="/images/Semen_Analysis_Import.xlsx">Click here</a> to download an example of Semen analysus import file.

Before importing, it is important to know that:

The patient demographics must already be imported into the MedITEX Database;
Each line must contain the Patient ID, which is the identification for inserting the semen analysis information for the correct patient. It is important to know that Patient ID must be unique;
The staff must be inserted in the system in order to properly assign them in the appropriate fields of the semen analysis.

The following elements/conditions could be included in the import file:

1.	PATIENT_ID	Patient ID number (Integer)
2.	SAMPLE_ID	Sample ID number (64 caracters)
3.	COLLECTION_DATE	Date of sperm collection (Date) Preferred format: dd.mm.yyyy hh:mm
4.	PURPOSE	Purpose of sample collection (128 characters) 0 = Semen analysis, diagnostics 1 = IVF 2 = ICSI 3 = Insemination 4 = Cryopreservation 5 = Control 6 = IMSI 7 = IVM 8 = Fertility preservation 9 = PICSI 11 = Other A sperm sample can have several collection purposes. If it is the case, the purposes’ ID’s should be separated by a “,”. E.g.: 0,3,8,11
5.	FOR_DONATION	If the sample is marked for donation (Boolean) 0 = No 1 = Yes
6.	COLLECTION_METHOD	Method of sample collection (Integer) 0 = Not specified 1 = antegrade ejaculation 2 = retrograde ejaculation 3 = Cryo sperm 4 = MESA 5 = frozen/thawed MESA 6 = PESA 7 = frozen/thawed PESA 8 = TESE 9 = frozen/thawed TESE 10 = Electrostimulation 11 = Spermatocele 12 = Donor 13 = TESA 14 = frozen/thawed TESA 15 = ESA 16 = frozen/thawed ESA 23 = Micro-TESA 24 = Micro-TESE Please note that only one ID referring to sample collection method should be chosen.
7.	COLLECTION_PLACE	Place of sample collection (Integer) 1 = At home 2 = At clinic
8.	COLLECTION_DIFFICULTIES	Sample collection difficulties (200 characters)
9.	ABS_PERIOD	Abstinence period [days] (Integer)
10.	ANALYSIS_START	Analysis start time (Time) Format: hh:mm:ss
11.	ANALYSED_BY	Username of the staff performing the sperm sample analysis (113 characters) These usernames must be inserted in the system from MedITEX Administration.
12.	APPEARANCE	Sperm sample appearance (128 characters) 0 = Not specified 1 = Normal 2 = Transparent 3 = Flocculent 4 = Yellowish 5 = Hemospermia 6 = Colloidal particles 7 = Colloidal plaque 8 = Debris A sperm sample can have several appearances. If it is the case, the appearances’ ID’s should be separated by a “,”. E.g.: 0,3,5,8
13.	SMELL	Sperm sample smell (Integer) 1 = Typical 2 = Foul 3 = Other
14.	VISCOSITY	Sperm sample viscosity (Integer) 0 = Normal 1 = Increased 2 = Lowered
15.	LIQQUEFACTION_TIME	Sperm sample liquefaction time [minutes] (Integer)
16.	AGGLUTINATION	Sperm agglutination (Boolean) 0 = No 1 = Yes
17.	TREATMENT	Sperm treatment (200 characters)
18.	SCORE	Sperm sample score (10 characters)
19.	NA_VOLUME	Native sperm sample volume in [ml] (Decimal(4,2))
20.	NA_PH	Native sperm sample PH (Decimal(4,2))
21.	NA_CONCENTRATION	Native sperm sample concentration [Mio/ml] (Decimal(5,3))
22.	NA_VITALITY	Native sperm sample vitality [%] (Decimal(5,2))
23.	NA_LEUCOCYTES	Native sperm sample leucocytes [Mio/ml] (Decimal(9,4))
24.	NA_ROUND_CELLS	Native sperm sample round cells [Mio/ml] (Decimal(9,2))
25.	NA_QUANTIFICATION	If native sperm sample quantification is possible (Integer) 1 = Yes 2 = No
26.	NA_PEROXIDASE	Native sperm sample peroxidase-positive cells [10^6/ml] (Decimal(5,2))
27.	NA_IMMUNOBEAD	Native sperm sample immunobead test [% adherent] (Decimal(5,2))
28.	NA_MAR	Native sperm sample MAR test [% adherent] (Decimal(5,2))
29.	NA_MAR_IGG	Native sperm sample MAR test - IgG [%] (Decimal(5,2))
30.	NA_MAR_IGA	Native sperm sample MAR test - IgA [%] (Decimal(5,2))
31.	NA_WHO_AB	Native sperm sample WHO AB [%] (Decimal(5,2))
32.	NA_WHO_C	Native sperm sample WHO C [%] (Decimal(5,2))
33.	NA_WHO_D	Native sperm sample WHO D [%] (Decimal(5,2))
34.	NA_NORMAL_FORMS	Native sperm sample normal forms [%] (Decimal(5,2))
35.	NA_HEAD_DEF	Native sperm sample head defects [%] (Decimal(5,2))
36.	NA_NECK_MID_DEF	Native sperm sample neck and midpiece defects [%] (Decimal(5,2))
37.	NA_TAIL_DEF	Native sperm sample tail defects [%] (Decimal(5,2))
38.	NA_ERC	Native sperm sample excess residual cytoplasm ERC [%] (Decimal(5,2))
39.	NA_MULT_DEF	Native sperm sample multiple defects [%] (Decimal(5,2))
40.	NA_TZI	Native sperm sample teratozoospermia index TZI (Decimal(5,2))
41.	AP_VOLUME	After preparation, sperm sample volume in [ml] (Decimal(4,2))
42.	AP_CONCENTRATION	After preparation, sperm sample concentration [Mio/ml] (Decimal(5,3))
43.	AP_VITALITY	After preparation, sperm sample vitality [%] (Decimal(5,2))
44.	AP_LEUCOCYTES	After preparation, sperm sample leucocytes [Mio/ml] (Decimal(9,4))
45.	AP_ROUND_CELLS	After preparation, sperm sample round cells [Mio/ml] (Decimal(9,2))
46.	AP_QUANTIFICATION	After preparation, if sperm sample quantification is possible (Integer) 0 = Not specified 1 = Yes 2 = No
47.	AP_ICSI	After preparation, if ICSI is possible (Integer) 0 = Not specified 1 = Yes 2 = No This should only be filled if the previous quantification was NOT* possible.*
48.	AP_PEROXIDASE	After preparation, sperm sample peroxidase-positive cells [10^6/ml] (Decimal(5,2))
49	AP_IMMUNOBEAD	After preparation, sperm sample immunobead test [% adherent] (Decimal(5,2))
50.	AP_MAR	After preparation, sperm sample MAR test [% adherent] (Decimal(5,2))
51.	AP_MAR_IGG	After preparation, sperm sample MAR test - IgG [%] (Decimal(5,2))
52.	AP_MAR_IGA	After preparation, sperm sample MAR test - IgA [%] (Decimal(5,2))
53.	AP_WHO_AB	After preparation, sperm sample WHO AB [%] (Decimal(5,2))
54.	AP_WHO_C	After preparation, sperm sample WHO C [%] (Decimal(5,2))
55.	AP_WHO_D	After preparation, sperm sample WHO D [%] (Decimal(5,2))
56.	AP_NORMAL_FORMS	After preparation, sperm sample normal forms [%] (Decimal(5,2))
57.	AP_HEAD_DEF	After preparation, sperm sample head defects [%] (Decimal(5,2))
58.	AP_NECK_MID_DEF	After preparation, sperm sample neck and midpiece defects [%] (Decimal(5,2))
59.	AP_TAIL_DEF	After preparation, sperm sample tail defects [%] (Decimal(5,2))
60.	AP_ERC	After preparation, sperm sample excess residual cytoplasm ERC [%] (Decimal(5,2))
61.	AP_MULT_DEF	After preparation, sperm sample multiple defects [%] (Decimal(5,2))
62.	AP_TZI	After preparation, sperm sample teratozoospermia index TZI (Decimal(5,2))
63.	PREP_DATE	Preparation date of the sperm sample (Date) Preferred format: dd.mm.yyyy hh:mm
64.	PREP_BY	Name of the staff performing the sperm sample analysis (113 characters) This will be properly imported once the staff members are inserted in the system.
65.	PREP_METHOD	Preparation method of the sperm sample (Integer) 1 = None 2 = Density gradient 3 = Swim-up 4 = Wash / centrifugation 5 = Incubation 6 = Glass wool filtration 7 = Migration / sedimentation 8 = Concentration 9 = Unknown 10 = Other 11 = Mechanical 12 = Enzymatical 13 = Density gradient plus swim-up 14 = Pellet resuspended 15 = MACS A maximum of 4 methods can be allowed. In case of more than 1 method, the methods’ ID’s should be separated by a “,”. E.g.: 1,3,5,8
66.	DNA_FRAG	Sperm sample DNA fragmented [%] (Decimal(5,2))
67.	DIAGNOSIS	Sperm sample diagnosis (128 characters) 1 = Normozoospermia 2 = Aspermia 3 = Azoospermia 4 = Azoospermia obstructive 5 = Azoospermia not obstructive 6 = Oligozoospermia 7 = Asthenozoospermia 8 = Teratozoospermia 9= Hyperzoospermia 10 = OAT I 11 = OAT II 12 = OAT III 13 = Cryptozoospermia 14 = Viskopathy 15 = Necrozoospermia 16 = Globozoospermia 17 = Hypospermia 18 = Haematospermia 19 = Pyospermia 20 = Other 21 = Dispermia lieve 22 = Dispermia moderata 23 = Dispermia severa 24 = Necrospermia 25 = Eiaculazione Retrogada 26 = Aneiaculazione 27 = Anorgasmia 28 = Polyzoospermia 34 = Hyperspermia A sperm sample can have several diagnoses. If it is the case, the diagnoses ID’s should be separated by a “,”. E.g.: 1,3,10,18
68.	FINDING	Sperm sample diagnosis finding status (Integer) 1 = Normal 2 = Abnormal
69.	TIME_COLL_USAGE	Time between sperm sample collection and usage (Time) Format: hh:mm:ss
70.	NO_MOT_SPERM_INSEM	Number of motile sperms inseminated [Mio.] (Decimal(9,2))
71.	NOTE	Semen analysis note (500 characters)
72.	VOL_INSEM	Volume inseminated [ml] (Decimal(9,3))
73.	24H_MOT	Sperm sample 24h motility rate[%](Decimal(5,2))

Mandatory fields are:

PATIENT ID
SAMPLE_ID
COLLECTION_DATE

Insurance Import

It is possible to import insurance companies by providing a spreadsheet with the information described on this section.

An example of this file can be downloaded from the link below. This document contains the insurance information about one insurer.

<a href="/images/Insurance.xls">Click here</a> to download an example of Insurance information import file.

The structure of this file is described in the table below:

	Column name	Column content
1.	IN_NAME	Insurer name (50 characters)
2.	IN_INSURER_NO	Insurer number (30 characters)
3.	IN_ADDRESS	Insurer address (255 characters)
4.	IN_EMAIL	Insurer email (50 characters)
5.	IN_PHONE	Insurer phone (50 characters)
6.	IN_FAX	Insurer fax (50 characters)
7.	IN_COUNTRY	Insurer country (numeric code related to the country) The list of countries and corresponding codes can be <a href="/images/Countries.xls">downloaded here</a>
8.	IN_CLINIC_ID_NUMBER	Insurer clinic ID number (defined by the clinic itself)
9.	IN_IS_INSURANCE	Insurer / Funder (1 = insurer, 0 = funder)
10.	IN_IS_ECLAIM_BILLING	E-claim billing (1 = yes, 0 = no)

Not all fields are required;
Required fields are:
- IN_NAME
- IN_INSURER_NO

Referrers Import

An import file which is a list in Excel or CSV format where each line is ONE referrer should be preparred for this purpose.

<a href="/images/ReferrersImport.xlsx">Click here</a> to download an example of Referrers import file.