More Importing Features

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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.

 

Contents

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.

Click here 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.

Click here 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;
  • 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 collected 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

Semen analyses Import

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

Click here 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 (Integer)
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.

Click here 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 downloaded here
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.

Click here to download an example of Referrers import file.

 

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

   Column name  Column content
1. SURNAME Referrer surname (50 characters)
2. FIRSTNAME Referrer first name (50 characters)
3. TITLE Referrer title (20 characters)
4. DOB

Referrer date of birth (Date)

Preferred format: dd.mm.yyyy
5. SPECIALISATION

Referrer specialisation (265 characters)
6. SALUTATION_AS

Referrer salutation as (Integer)

1: GP

2: JP

3: Male doctor

4: Female doctor

5: MCC
7. STREET

Referrer address: street and no. (100 characters)
8. POSTCODE Referrer address: postcode (8 characters)
9. CITY Referrer address: city (50 characters)
10. PHONE Referrer phone number (40 characters)
11. FAX Referrer fax (40 characters)
12. EMAIL Referrer email (100 characters)
13. REFERRER_CODE Referrer code (30 characters)
14. NOTE Referrer note (500 characters)
15. ADDRESS_SALUTATION Referrer salutations of address (200 characters)
16. LETTER_SALUTATION Referrer salutations for letter (200 characters)
17. REFERRER_CLINIC_NAME Referrer clinic name (200 characters)
18. REFERRER_CLINIC_CODE Referrer clinic code (25 characters)

 

  • Not all fields are required;
  • Mandatory fields are:
    • SURNAME
    • FIRSTNAME
    • REFERRER_CODE

 

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