Programme NHS CFH Document Record ID Key Sub-Prog / Project Cervical Screening DOC - 00460 Prog. Director
Owner Jill Jobson Version 1.1
Author Jill Jobson
Version Date 14.11.2012 Status Final
Amendment History:
Version Date Amendment History
0.1 28.05.2012
1
stdraft copy
1.0
31.05.2012
First published version
1.1
14.11.2012
Amendment for Primary Screening Marker
Reviewers:
This document must be reviewed by the following. Indicate any delegation for sign
off.
Name Title / Responsibility Date Version
George Bryant
Support Analyst 30.05.2012
V0.1
Approvals:
This document requires the following approvals:
Name Title / Responsibility Date Version
Mark Hillman
Service Delivery Manager
01.06.2012
1.0
Mark Hillman
Service Delivery Manager
21.11.2012
1.1
Distribution:
Any new version of this document should be distributed to the following recipients:
•
SSD Support Analysts
Document Status:
This is a controlled document.
This document version is only valid at the time it is retrieved from controlled filestore,
after which a new approved version will replace it.
On receipt of a new issue, please destroy all previous issues (unless a specified
earlier issue is baselined for use throughout the programme).
Contents
1 Introduction ... 4
2 Overview ... 4
3 Advance Preparation ... 4
3.1 Support team action ... 4
3.2 User Action ... 4
3.2.1 LD screen ... 4
3.2.2 LF-D Screen ... 4
4 Transfer of file of results to UNIX ... 5
5 Operation of the links software ... 6
5.1 LF Screens ... 6 5.1.1 LF-D Screen ... 6 5.1.2 LF-RG Screen - selection ... 6 5.2 Analysis Jobs ... 6 5.2.1 AJ-PHTC ... 6 5.2.2 AJ-CIN ... 6 5.3 Completion of transfer ... 7 5.3.1 LF-RG Screen ... 7 5.4 TM and MM Screens ... 7
1 Introduction
This document is a user guide intended for use by PCO staff and the support teams. It should be used in conjunction with the software for the LF screen and HA/Pathology Laboratory Links.
2 Overview
This document explains a facility for HA/Pathology Laboratory Links known as Host File Server (HFS).
The user ensures that a file of cervical cytology results received from a laboratory is transferred onto the PCO’s “Exeter (NHAIS) system” box in UNIX. The HFS facility can then be used from the LF screens to transfer the data from UNIX. The NHAIS software will automatically process the data in the same way as all other HA/Pathology Laboratory Links.
3 Advance Preparation
3.1 Support team action
The relevant support team should be contacted to ensure that the necessary advance preparation has been carried out. In order to carry out the HFS transfer the LF screen must be accessible by the relevant screening user(s).
User access to the TM, LD and MM screens is required. The Analysis Jobs PHTC, AJ-CIN and AJ-CLLM must also all be accessible, to ensure that the relevant jobs and reports can be viewed and printed.
In addition, the support utility CYEXE19 should be run. This will ensure that the system is set up for links. See Support Guidance for setting up Laboratory Links
3.2 User Action
3.2.1
LD screen
The LD screen should be accessed for each laboratory that an HFS transfer will be received from. The PCO should have the Results flag set to Y on the LD-NET screen and on page 4 of each laboratory that will be sending laboratory links.
For further information on the LD screen, please refer to the Cervical Screening Reference Manual.
4 Transfer of file of results to UNIX
It is the PCO’s responsibility to transfer the file of results into UNIX. This does not form part of the software supplied by NHS CFH.
The layout used is as outlined in Appendix A. The file naming convention to be used for the UNIX file is as follows:
xxxxxyyy.hfs
where xxxxx – this is the National Laboratory Code yyy - this is the unique number (i.e. 001)
NB All files that need to be uploaded must have the suffix “hfs”.
Each time a file of results is made available it should be transferred into the same default directory. The PCO user will have to ensure that the correct UNIX privileges have been set for this directory. The directory selected (the default directory as set up on the LF-D screen) should have global access to read, write and delete files, (i.e. chmod 777).
5 Operation of the links software
5.1
LF Screens
5.1.1 LF-D Screen
The LF-D Screen should be accessed to ensure that the correct default
directory is set.
5.1.2 LF-RG Screen - selection
The LF screen displays the UNIX files in the directory set on the LF-D screen. The LF screen should be accessed with a key of LF and a qualifier of RG. An example of the LF-RG screen is shown in Appendix B.
This screen is limited to the display 40 files but a paging on facility is available if necessary.
The LF-RG screen displays the UNIX file(s) available. The file(s) for processing should be selected by entering Y against it on the screen. If all files are to be selected then A must be entered at the bottom of the screen.
5.2
Analysis Jobs
5.2.1 AJ-PHTC
On selection from the LF-RG screen, the analysis job AJ-PHTC will be set up on the AJ-Q screen. This converts the data from UNIX and sets up the data for processing by AJ-CIN.
5.2.2 AJ-CIN
The Analysis Job AJ-CIN is automatically placed on the Analysis Job queue on the AJ-Q screen on successful completion of AJ-PHTC. The Analysis Job AJ-CIN will have a description of “LAB TRANSFER LINKS”.
AJ-CIN processes the data received from the laboratory and performs automatic matching where possible.
When the AJ-CIN process is complete it will have a status of “AWAITS PRINTING”. The print queue should be accessed and the report printed.
5.3
Completion of transfer
5.3.1 LF-RG Screen
On successful completion of the Analysis Job AJ-PHTC the UNIX file name suffix is changed from “.hfs” to “.complete”. This change will show that the file has been processed. If for any reason an error occurs after AJ-PHTC has run the file can easily be renamed back to the “.hfs” suffix and then re-selected via the LF-RG screen. AJ-PHTC will then process the information again.
Maintenance of the UNIX directory must be undertaken by the PCO. It is important to maintain this and regularly remove “.complete” files only following successful “backup” of the Exeter system.
5.4
TM and MM Screens
The TM screen will be accessible on completion of AJ-CIN if Transfer Control was requested for the laboratory (on the LD screen). The TM screen is used to verify the data received from the laboratory. When update is requested from the TM screen, a further entry of AJ-CIN will be placed on the Analysis Job Queue. This will have a description of “TRANSFER CONTROL UPDATE”. It is advised that this Analysis Job is not suspended and is allowed to run to completion.
The MM screen will be accessible if any manual matching is required. Further details on the TM screen and MM screen should be obtained from the Cervical Screening User Reference Manual.
6 UNIX file layout
O – Optional
C – Conditional
M – Mandatory
NOTE: Spaces must be inserted if data does not exist.
Header Record (1 per file) Number of Characters Extract Number Description 3 1,3 Must be *H* 1 alphanumeric
4 Local laboratory code used by PCO.
5 numeric 5,9 Reference number – right justified with leading zeros. 6 numeric 10,15 Date from – format DDMMYY
6 numeric 16,21 Date to – format DDMMYY
179 22,200 Not used - spaces
Data Record (1 record per patient – many patient records per file) Number of Characters Extract Number Description 14 alphanumeric
1,14 (O) NHS Number – left justified with trailing spaces. Note: NHS number should be used whenever it is available as this will facilitate matching on the PCO system.
8 numeric 15,22 (M) Laboratory slide number.
Note: Slide number should be in the format used by the laboratory.
6 numeric 23,28 (M) Date of test – format DDMMYY. 20
alphanumeric
29,48 (M) Patient’s surname – left justified with trailing spaces. 20
alphanumeric
49,68 (M) Patient’s forename- left justified with trailing spaces. 20
alphanumeric
69,88 (M) Patient’s previous name – left justified with trailing spaces. 8 numeric 89,96 (O) Patient’s date of birth – format DDMMCCYY.
8 97,104 Not used – 8 spaces.
1
alphanumeric
105 (O) Smear result code – must be either a result code or space. Note: A space should only be used for a logged smear or if result code is not applicable (e.g. action code “H”).
1
alphanumeric
106 (C/O) Action Code – Must be a national standard action code or a space.
Note: A space should only be used for a logged smear – in all other cases an action code must be entered.
6
alphanumeric
119,124 (M) Sender code – left justified with trailing spaces. Sender code must be as known to the HA. Must be on the HA’s Sender Details File if Source Code is not 1. Must be on the HA’s GP Details File if Source Code is 1.
Note: A HA could use a GP code starting with zero, in which case that zero must not be suppressed.
If sender is a GP the sender code may be local GP code as defined by the HA or national GP code.
60
alphanumeric
125,184 (O) Patient’s address – left justified with trailing spaces. At present only the first eight characters are used for matching against the HA database.
2 numeric 185,186 (C) Repeat interval.
Number of months for repeat smear, leading zeros where
applicable. Spaces if repeat interval is not applicable for the action code used.
11
alphanumeric
187,197 (O) NHS extra.
This is used if the NHS Number field is not long enough (e.g. for old Scottish NHS numbers).
Trailing spaces or space filled.
1 198 Not used
1 alpha 199 (O) HPV Primary Indicator. 1 numeric 200 (O) Infection code.
Value 1 to 7 as on HMR101 form, with 7 meaning multiple infections.
Value can be 0, 9 or U if sample has been HPV tested. Space if not applicable.
Trailer Record (1 per file) Number of Characters Extract Number Description 3 1,3 Must be *T*
8 numeric 4,11 Record count, right justified with leading zeros.
LF]GP Links HFS Transfer Screen Qualifier[D ]
Set Default Directory
This Screen allows you to specify the source/destination UNIX directory to be used to transfer Reconciliation Download data to/from the mini computer using FTP (File Transfer Protocol).
The directory reference must both start and finish with the "/" character and must be the full directory reference e.g. /tmp/. A default directory must be entered before the LF Screen can be used to send/receive reconciliation information using FTP.
The default directory is also used by the LF-RG screen for the
transfer of Cervical Screening LAB results using the Host File Server. Directory[/screening/ ]
LF] HFS Unix File Display Qualifier [RG ]
RECEIVED GENERAL SCREEN
This screen displays the UNIX file(s) available for conversion. Enter 'Y' against the file to be converted,
OR select 'A' at the bottom of the screen for all files. 00200001 [ ] 00200002 [ ] 00200003 [ ] 00200005 [ ] 00200006 [ ]
