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Explanation of HealthStream Import File Specifications

HealthStream Learning CenterTM

HealthStream File Import Specifications Contents

HealthStream, Inc. 209 10th Ave. South Nashville, TN 37203 615.301.3100 1

Contents

Revision History ........................................................................................................ 2

Overview .................................................................................................................. 4

Preparing Demographic Data ..................................................................................... 5

User IDs ......................................................................................................................................... 5

Department Title and Job Title Fields ............................................................................................... 5

Custom Fields ................................................................................................................................. 7

Active Date Fields ........................................................................................................................... 7

Birth Date Fields ............................................................................................................................. 8

Deleting Administrator Accounts through the Demographic Import File .............................................. 9

Student Demographic File Specifications ................................................................... 10

Student Demographic Import File Naming Standards ...................................................................... 15

Education History Import File Specification ............................................................... 16

Education History Import File Naming Standards ............................................................................. 17

Student Job Functions Overview .............................................................................. 20

Utilizing Job Functions ................................................................................................................... 20

Student Job Function Import File ................................................................................................... 21

Student Job Function Import File Naming Standards ....................................................................... 22

Student Job Title to Job Category Import File ........................................................... 23

Student Job Title to Job Category Import File Naming Standards ..................................................... 23

Student Badges – Easy Scan File Specifications ......................................................... 24

Student Badges – Easy Scan Import File Naming Standards ............................................................ 24

Student License File Specifications ........................................................................... 25

Student License Import File Naming Standards ............................................................................... 26

Student User Certification File Specifications ............................................................. 27

Student Certification Import File Naming Standards ........................................................................ 29

Role Import File Specifications ................................................................................. 30

Role Import File Naming Standards ................................................................................................ 30

Student Portfolio Education Import File Specifications ............................................... 32

Imports .................................................................................................................................... 34

Updates .................................................................................................................................... 34

Sending Files to HealthStream ................................................................................. 35

HealthStream File Import Specifications Revision History


Revision History

Date Comments

Prior to 2013 Original Authors

6/12/2013 Several field length changes to date fields.

Added an Import File Naming Standards section after the Demographics data table.

Modified the last page to convey the need to implement secure file transfer protocols.

7/15/2013 Added Revision history section and formatted changes

Updated field lengths per review with Imports Team

9/9/2013 Added Birth date section (p6). This new section which provides information on birth date handling in the import file.

9/16/2013 Updated Certification Management File specification section with additional footnote on

“System Managed” certifications (p20).

10/10/2013 Updated Certification Management File specification section with additional clarifying comments (p20).

12/23/2013 Cosmetic changes to terminology in revision history.

1/15/2014 Updates are as follows: Overview to include all imports available

Student Certification Import Specification – update the purpose for data field position

#10 (Remove) - change made replaced “1” with “Y”.

Added new sections: Education History, Job Title to Category, Competency Statements, Role Import, UserID conversion

Re-titled the document to be the same as filename.

2/3/2014 Added an example to the Student Certification Import File section for Certification field.

2/5/2014 Updated Student Certification Import File section – System-Managed field. In order for the certification to be automatically managed by the system, this field must be set to “Y”

instead of 1.

2/5/2014 Removed Competency Import Specification section.

2/27/2015 Updated the Certification Import Specification System-Managed field. “Y” is only valid for HSTM System Manageable certifying bodies and certifications. All others must be set to

“N“. This field is being validated during import and rejecting “Y” values if not in list. List has been added and needs to be maintained.

3/26/2015 Updated the Demographics Import Specification. Added new data field, Full Time

Equivalent (row 26), for Portfolio.

3/26/2015 Updated the Certification Import Specification. Removed certification prefixes from the

certification names in the System Managed (field 5) so that only the Certification (field 4)

proper name used in the database and for imports is displayed.

HealthStream File Import Specifications Revision History


7/28/2015 Removed three of the erroneous certifications listed under System Managed in the

Certification Import Specification; BLS Instructor, ACLS Instructor, PALS Instructor are

not system-managed.

Removed Change History – Author column.

Corrected the Student Job Title to Job Category Import File Naming Standards

conflicting J1 and P1 reference. Should be P1 for this import. Corrected the Education History Import File Naming Standards conflicting J1 and T2

reference. Should be T2 for this import. Corrected reference from Job Title to

Education History. Corrected the Roles Import File Naming Standards conflicting C1 and R1 references.

Should be R1 for this import. Corrected reference from Certifications to Roles.

Corrected the UserID Conversion Import File Naming Standards conflicting C1 and U1

reference. Should be U1 for this import. Corrected reference from Certifications to UserID History. Added U to filename example.

Corrected all filename date formats to be consistent with file examples as YYYYMMDD

instead of MMDDYYYY.

Corrected several filename examples that were missing file type character after ExtID.

Replaced references to AoKey with ExtID to be consistent.

Removed the step to send an email to [email protected] from the sftp

option for Sending Files to HealthStream. This process is automated and an email for and SFTP or FTP import file is no longer needed.

3/15/2016 Job Function Import - Removed the options for data delimiter. This import requires

a tab delimited text file.

User Demographics Import

o Added new data field, National Provider Identifier (NPI) (row 27), for Portfolio. Clarified conflicting “delimiter” bullet items on page 1 (yellow highlighter).

Modified Required to Optional for fields 23 and 26 to avoid confusion for customers and added the “Required for…” text to the Purpose column in bold

per Import Specification Standards. o Removed “Required for Portfolio” messaging from Purpose as the values are

Optional for Portfolio, as well

Student Portfolio Education Import – created!

8/09/2016 Job Categories - Updated the number of Job Categories from 30 to 67.

UserID Conversion File Specifications - Removed the UserID Conversion File

Specifications section.

mailto:[email protected]

HealthStream File Import Specifications Overview


Overview The purpose of this document is to explain data imports at HealthStream, Inc. Imports are the files sent to HealthStream from a customer to be imported into HealthStream products such as the HealthStream Learning Center, HealthStream Competency Center, or SimManager. HealthStream currently has nine major types of imports:

1. Student Demographics 2. Student Education History 3. Student Job Functions 4. Student Job Title to Category 5. Student Badges – Easy Scan 6. Student Licenses 7. Student Certifications 8. Role Import 9. UserID conversion

The benefits of data imports include:

Automating manual data entry processes.

Utilizing corporate Human Resources system data such as job functions and custom fields for other purposes in the HealthStream Learning Center.

Leveraging Student License data to manage Continuing Education Credits for course completions.

Managing Student Certification data to lower risk and increase efficiencies.

HealthStream File Import Specifications Preparing Demographic Data


Preparing Demographic Data There are three ways to add student demographic information into the HealthStream Leaning Center (HLC):

Manual Entry: The administrator enters data for each student into the system. This is not practical for large organizations.

Student Self-registration: Students register online, entering their own demographic data. This is an

optional feature.

Data Import File: This is the most commonly-used method. Your organization provides HealthStream

with a student demographic data file that is imported by HealthStream and updated once per week.

The demographic import file is the foundational element for all user data in the HealthStream Learning

Center. Many of the fundamental features of the HLC– Student Groups, Assignments, and Reporting – are based on information from this file. It’s critical that your demographic file have the most data and the best

data available for you to get the best return on your investment with HealthStream. The initial student data

import file will be used to not only import the students’ names in the HLC, but will also define the students’ user IDs, job titles, first and last names, departments, etc. Refer to Student Demographic File Specifications in

this document for more information.

Note: Any changes to user ID formats, department codes, departments, job codes, or job titles after the HLC

data file has been approved and uploaded will result in additional fees. Data files that do not meet the

HealthStream requirements will be returned to your organization for correction.

When the data file is initially imported, and after each subsequent import, the HLC Administrator should run

the Student Import Results report. This report is available to administrators on the Reports tab in the HLC and should be analyzed to identify any data exceptions after each import. Typically, these exceptions require

that any incorrect data be corrected in the source (HR, Payroll, etc.) before the next data import.

User IDs

User IDs MUST be unique in the system. All student activity and the student’s transcript are tied to their

unique ID. User IDs can be changed and users can be inactivated, but user can NEVER be deleted. If you

wish to reuse an ID, you will first have to change the old ID before importing the new student demographic record.

Some HR systems cannot guarantee unique user IDs. For those customers HealthStream has created the Unique Check ID field in the demographics import. This field is an encrypted field that is inaccessible in the

application and is used only during the import process. The Unique Check ID field is an un-editable user ID

field that is helpful if you anticipate ever needing to change or update your user ID’s. It’s an optional filed on your import, but HealthStream recommends organizations take advantage of it as a best practice.

Department Title and Job Title Fields

Department titles and job titles are required for each user in the HLC. These fields can be used to create student groups for assignments and reporting. The HLC automatically creates a new department or job title

when the demographic import file contains a department or job title that dos no already exist in the HLC. This is a convenience for administrators so they do not have to manually create new departments and job titles.

However, this also means variations or misspellings of department names and job titles will create unwanted

departments and job titles in the system. Likewise, if a job title or department is imported with a different department code or job code than what already exists in the HLC, a new department or job title will be

created. Example #1 below illustrates this option.

Example 1: Create New Departments When a New Department Name is Present

A department record with a code of 12345 and a title of Facilities Management already exists in the HLC.

Another department record with a code 12345 is imported, but with a title of Facility Management. The HLC creates another department record called 12345 Facility Management. This will result in students

being placed into two different departments which may actually be the same department.



Below is an example of how the data from different imports are interpreted by the HLC. The initial import

looks like this:

Name User ID Dept Code Dept Title

Jones 157 12345 Facilities Management

In a subsequent update file, the following information is sent:


Smith 187 12345 Facility Management

The records in the systems are changed to:




And now the HLC contains two unique departments:

12345-Facilities Management

12345-Facility Management

When HLC administrators are making assignments, it may be difficult to determine which department title is

correct. This potentially results in categorizing students in both departments. This example is also true for job

records (job coded and titles).

If your organization utilizes unique department codes or job codes internally, you may request that

HealthStream create new departments or job titles only when a new department code or job code is sent in the demographic import file. This can help prevent the accidental creation of unwanted

departments or job titles when a department or job title is misspelled on your import file. Example #2 below

illustrates this option.

Example 2: Create New Departments Only When a New Department Code is Present

A department record named 12345 Facilities Management is imported in the HLC. Another department record with a code 12345 is imported, but with a title of Facility Management. The HLC updates the old

department record to 12345 Facility Management. After the import, there will still be one department record with a code of 12345, but with a title of Facility Management rather than Facilities

Management. Assignments are automatically updated with the new department title.

Below is the information that was originally imported into the system:



In a subsequent update file, the following information is sent:





The records in the HLC system are changed to:


Jones 157 12345 Facility Management


Now the HLC has a single department record: 12345-Facility Management. This is actually the old

department record with the title of Facilities Management, but now with the new title of Facility Management.

Note: If there are two or more spellings of the department title or job title in the same import file, an error, or exception, is created, and none of the student records for department 12345 will be updated or imported

into the HLC.

Custom Fields

HealthStream allows up to four custom fields in the HLC. These fields may be used to import additional demographic data about your users, such as secondary job title. Custom fields provide your organization with

additional flexibility when creating and reporting on assignments. Your organization can use these fields to filter information when creating student groups.

There are two ways to create a custom field in the HLC:

Free Text Box: This is used when the value is unique to each student and viewed only as informational

(for example, a license number).

Drop-down List: A drop-down list is necessary when the value is used across your organization and is

not unique to an individual. The values are displayed in a drop-down list for filtering. For example,

divisions could be included in the drop-down list. This list will either be created during the import process or added manually by an administrator.

Active Date Fields

Active Date is the date a student started in their current position. The field is used to control what assignments appear on a student’s My Learning page. Only assignments with a due date after a student’s

Active Date appear on the student’s My Learning page. Anytime a student has a status change that should effect all their assignments, such as changing job titles or departments, the student’s Active Date can be

changed to ensure that the student does not see out of date assignments on the My Learning page. It is

important to note that all outstanding assignments are re-evaluated when a student’s Active Date is changed. The Active Date can be changed via the User Demographic Data import file or manually by an administrator in

the HLC.

If an administrator manually updates a student’s Active Date, the update will remain in place until it is

changed either by the demographic import file or manually by the administrator. If Active Dates are present

for a student on the demographic import file, they will overwrite the Active Date for that student in the HLC.

Note: The Active Date must be equal to or greater than the Hire/Re-hire Date. When a new

student record is imported, the Active Date is defaulted to the Hire/Re-hire date if no Active Date is included in the data import. If a subsequent import is received for the same student that

contains a new Hire/Re-hire Date that is greater than the Active Date field, the Active Date will

be defaulted to the new Hire/Rehire Date.



Birth Date Fields

Birth date can be included in a Demographic import data file and birth date may also be required for certain

Discipline-Licensure data. As such, a demographic import data file could contain a blank birth date while an Administrator may have entered a student’s birth date manually when updating discipline and licensure date

in the HLC student profile. Administrators want the birth date that they manually entered in the Discipline-

License student profile to be retained and not overwritten by an import file if a student’s birth date was left blank or null or contained only space(s).

Example1: Today, if a student has no birth date in the HLC and this student completes ACPE - pharmacy CPE, then birth date is required and is entered in the Discipline-License profile page. This is then also viewable

in the student demographics page but if an import file is processed and birth date is blank, then the HLC birth date field is being overwritten by the import with a blank birth date. This jeopardizes ACPE standing and

pharmacist’s licensure. Therefore, the birth date manually entered in the HLC will be retained and the import

data that is blank will not overwrite it.

Example 2: The student demographic import data would be considered the source of truth if it contained a

valid birth date and therefore should overwrite any birth date entered manually with Discipline and Licensure information.



Deleting Administrator Accounts through the Demographic Import File

In January of 2010 an optional field was added to the demographic import that allows organizations to delete

all administrator accounts for a user throughout their organization. This is useful when someone leaves your organization and you want to eliminate all their access to the HLC. When this field is checked Y (Yes) and the user’s status field is marked as I (inactive), the user’s student account will be inactivated and all their

administrative accounts will be deleted throughout your entire organization. If you choose to delete

administrative accounts through the demographic import, scheduled reports that were created with that

account will still run until the schedule end date of the report has passed.

HealthStream File Import Specifications Student Demographic File Specifications


Student Demographic File Specifications The student demographic import file is the foundational element for all user data in the HealthStream

Learning and Competency Centers. Many of the fundamental features of the HLC and HCC—user groups, assignments, and reporting—are based on information from this file. It’s critical that your student

demographic file have the most data and the best data available for you to get the best return on your investment with HealthStream.

Below are some basic guidelines to consider when preparing your demographic import file:

HealthStream requires a tab-delimited text file.

NOTE: Any delimiter type is possible for the demographic file but we strongly recommend using a tab

delimiter if possible. Zip files and PGP files must be encrypted with a public key in which HSTM will

provide. The public key can be requested from customer service.

HealthStream requires a text file. Microsoft Excel files are NOT acceptable.

Every record must be on a separate line of the file.

Data should not contain punctuation, such as periods, commas, leading spaces, dashes, etc.

All fields must be left-justified.

The file should contain no special characters at the beginning or end of file, such as Ctrl-Z, an invisible

special character that denotes an End-of-File.

The file should contain no column headers.

The file should contain no report headers or footers.

The file must contain either the department code and/or the department title. Populating both fields is

preferred.

The file must contain either the job code and/or the job title. Populating both fields is preferred.

The User ID field must contain alphanumeric characters only. The User ID field may NOT contain

spaces or punctuation.

The NPI field must contain alphanumeric characters only.

All fields, including Custom Fields, are required components of the import file, regardless of whether the

field is actually being used and contains data. Any fields deemed optional must still be present in the file.

If an optional field has no data, use a space for its data value.

If you choose to delete administrative accounts through the HR import, scheduled reports that were

created with that account will still run until the schedule end date of the report has passed.

Note: Any changes to User ID format, Department Codes, Departments, Job Codes or Job Titles after your

HLC data has been approved and imported could result in additional fees. Data files that do not meet the requirements detailed above will be returned to be corrected.



The following file layout defines all fields used in the user demographic database within the HLC and HCC. Use

these guidelines when providing employee data to HealthStream to import new hires and update existing users.

Required fields are shown in bold type.

Position Field Name Field Type Maximum Length Description

1 Institution ID Required 30 Identifies all institutions within your organization and associates users with the proper facilities. Must match the HLC’s code for an institution in the customer’s organization. This value can be found on the Manage Institutions page of the HLC under Institution Information and is called Code. It’s defined by the customer and HealthStream during the implementation process.

2 Last Name Required 30 Last name of the user

3 First Name Required 30 First name of the user

4 Middle Name Optional 30 Middle name or middle initial of the user. If not used, insert a space.

5 User ID Required 255 A user ID is created by your organization and must be a unique identifier for each employee in the database. The user ID cannot be edited once it is imported into the database. If an employee is terminated, their former user ID cannot be used by another employee. If this same employee is rehired, his or her status can be returned to Active status with their old user ID; this preserves the user’s transcript and history.

6 Department Code Optional 30 This field is a user’s primary department code. Department codes are a useful way to track department information when a department title changes. Department code and department title are concatenated into one field in the HLC. HealthStream recommends that each department code be unique to a department title. If you do not use department codes, insert a space.

7 Department title Required 60 This field is a user’s primary department title. Department code and department title are concatenated into one field in the HLC. HealthStream recommends that each department code be unique to a department title.

8 Hire Date Required 8 Date of employee’s first day of employment with your organization. The hire date can be used to create student groups and for making assignments. Format is YYYYMMDD.




9 Status Required 1 This field identifies whether an employee is Active (A) or Inactive (I). Inactive employees cannot access the HLC.

10 Job Code Optional 15 This field is a user’s primary job code. Job codes are a useful way to track job title information when a job title name changes. Job code and job title are concatenated into one field in the HLC. HealthStream recommends that each job code be unique to a job title. If you do not use job codes, insert a space.

11 Job Title Required 60 This field is a user’s primary job title. Job code and job title are concatenated into one field in the HLC. HealthStream recommends that each job code be unique to a job title.

12 Custom Field #1 Optional 75 This field can be either a free text value or a drop-down list. Each custom field, even if not used by the institution, must exist in the user demographic file. If not applicable, insert a space.




16 User E-mail Address Optional 255 This field contains the user e-mail address. It is a required field if you wish to employ user e-mail notifications with the HLC or HCC. If you do not use this field, insert a space.

17 Unique Check ID Optional 16 If you anticipate that you may need to change user IDs after you initially create your site, you should assign a permanent Unique Check ID This filed is used for mapping changes to user IDs when an organization needs to make changes to user IDs. If you do not anticipate that you will ever need to change your user ID format or values, insert a space.




18 Review Date Optional 8 This field is the date of the employee’s performance review. Format is YYYYMMDD. It can be used as a due date when making assignments. If not applicable, insert a space.

19 Time Zone Optional 6 This field contains the user’s time zone. Format is ET, CT, MT, PT, AKT, or HAT. If not applicable, insert a space.

20 Date of Birth Optional 8 This field is for employee’s date of birth for the employee. Format is YYYYMMDD. It can be used as a due date when making assignments. If not applicable, insert a space.

21 Gender Optional 1 This field represents the gender of the employee. Format is M or F. If not applicable, insert a space. This field is used in the HealthStream Competency Center.

22 Years of Experience Optional 4 This field contains the employee’s number of years of experience in current position. If not applicable, insert a space. This field is used in the HealthStream Competency Center.

23 Supervisor Optional 255 Required for HealthStream Competency Center: This field contains the user ID of this user’s immediate supervisor. The supervisor field is used in the HLC for e-mail notifications. If not applicable, insert a space.

24 Active Date Optional 8 The active date is the date the user is active in their current job. The Active date affects what assignments appear on a user’s My Learning page. Only assignments with a due date after a user’s active date appear on a user’s My Learning page. Format is YYYYMMDD. If not applicable, insert a space.

25 Inactivate All Accounts Optional 1 When this field is checked Y (Yes) and the user’s status field is marked as I (inactive), the user’s student account will be inactivated and all their administrative accounts will be deleted throughout your entire organization. If you choose to delete administrative accounts through the demographic import, scheduled reports that were created with that account will still run until the schedule end date of the report has passed. If not applicable, insert a space.

26 Full Time Equivalent Optional Decimal (6,5) This field is used for an employee’s Full Time Equivalent (FTE) and is strongly recommended for the Portfolio Assistant product. It is optional for other products. If not applicable, insert a space.

27 NPI Optional 10 National Provider Identifier Number. This field contains the NPI for the user.



Student Demographic Import File Naming Standards

Customers sending import files to HealthStream should follow the following file naming standards. This will enable HealthStream to process the files promptly and accurately. The order and format of the filename parts is important, Client Name and ExtID will be provided by your HealthStream contact and are the first two elements in the filename. The date you submit your import file is the next element in the filename and this date must use the format YYYYMMDD. We suggest you add some helpful commentary immediately following the date, for example Update or Initial, so that you can distinguish the file uniquely from other import files. Note that underscores (_) are used to separate the parts of the filename. The file type must be plain text, and the file extension must be txt.

Name: ClientName_ExtId_DateComments.txt Example: ACM_98765_20130528Initial.txt

HealthStream File Import Specifications Education History Import File Specification


Education History Import File Specification The education history import file is essentially the student’s transcript. It contains the history of courses

taken by a student.

HealthStream requires a tab-delimited text file. There are several key items to note in this specification.

All 13 of the fields below are required in your organization’s file.

An optional field is a field that must be included in the file, but the data in that specific field is optional.

If an optional field has no data, it should be filled with a space.

The file should contain no column headers, report headers or footers.

Position Type Field Max

Length Description

1 Required Institution ID 30 Your organization’s Inst ID must match the HLC’s code for an institution in the customer’s organization. This value is defined by HealthStream and the customer when the institution is defined.

2 Required User ID 255 This is the User ID that a student uses to access the HLC. User IDs must be in the HLC prior to importing the historical data.

3 Required Course Title 255 This is the title of the Other Learning Event or course in the HLC to be associated with the Learning Event. Course title must be an exact match with the HLC course title for an association to be created.

4 Optional Course Identifier

255 This is the course identifier of the Other Learning Event or course in the HLC and it should be associated with the Learning Event. Course identifier must be an exact match with the HLC course title for an association to be created. If not applicable, insert a space.

5 Optional Course Group Name

255 This field is reserved for future use. Insert a space.

6 Required Associated with Course in HLC

1 Flag to denote whether the historical completion being imported should be associated with a course in the HLC with the given Course Title and Course ID in fields #3 & 4. Valid values are either 0 or 1, if using Table A below this should be set to 1, if Table B then it should be set to 0. NOTE: Anytime this is marked with a 1, the import will ignore fields #9-13.

NOTE: Use Table A if the Course Titles in your Learning Event file are going to be associated with a course in the HLC.

Table A: Learning Events Associated with Courses in the HLC

Position Type Field Length Description

7 Required Score 10 Integer value to represent the student’s score for this Learning Event. Scores must be in the range of 0 to 100. If a score does not exist, HealthStream recommends using 100, as the score will appear on the student’s transcript.

8 Required Complete Date

10 Date the student completed the Learning Event. Must be in YYYYMMDD or MM/DD/YYYY format.



Table A: Learning Events Associated with Courses in the HLC


9 Leave blank Accrediting Body Name

255 Accrediting/Approving Body name in the HLC. Must be built in the HLC prior to importing the Learning Event. Insert a space, as the import process will automatically incorporate this information from the course in the HLC.

10 Leave blank Course Provider Name

255 The Course Provider Name in the HLC must be in the HLC before importing the Learning Event. Insert a space, as the import process will automatically incorporate this information from the course in the HLC.

11 Leave blank Accredited Provider Init

Date

30 This is the initial date that corresponds to the accredited provider, for the CE credit associated with this Learning Event. Insert a space, as the import process will automatically incorporate this information from the course in the HLC. Must be in YYYYMMDD or MM/DD/YYYY format.

12 Leave blank Accredited Provider

Expiration Date

30 This is the expiration date that corresponds to the accredited provider, for the CE credit associated with this Learning Event. Insert a space, as the import process will automatically incorporate this information from the course in the HLC. Must be in YYYYMMDD or MM/DD/YYYY format.

13 Leave blank Credits 30 This is the decimal value that represents the number of credits that will be granted to the student for this Learning Event. Insert a space, as the import process will automatically incorporate this information from the course in the HLC.

Education History Import File Naming Standards

Customers sending import files to HealthStream should follow the following file naming standards. This will enable HealthStream to process the files promptly and accurately. The order and format of the filename parts is important. The first part of the filename, T2 followed by a dash (-), signifies that this file is an Education History specific import file. The next two elements in the filename, Client Name and ExtID, will be provided by your HealthStream contact. The letter T, signifying student education history data, follows the ExtID. The date you submit your import file is the next element in the filename, and this date must use the format YYYYMMDD. We suggest you add some helpful commentary immediately following the date, for example Update or Initial, to distinguish the file uniquely from other import files. Note that underscores (_) are used to separate the parts of the filename. The file type must be plain text, and the file extension must be txt.

Name: T2-ClientName_ExtIDT_DateComments.txt Example: T2-ABCOrg_12345T_20070628Update.txt



NOTE: Use Table B if the Course Titles are going on your student transcripts only.

Table B Learning Events on the Transcript Only


7 Required Score 10 Integer value to represent the student’s score for this Learning Event. Scores must be in the range of 0 to 100. If a score does not exist, HealthStream recommends using 100, as the score will appear on the student’s transcript.

8 Required Complete Date

30 Date the student completed the Learning Event. Must be in YYYYMMDD format.

9 Optional Accrediting Body Name

255 Accrediting body name in the HLC. Must be built in the HLC prior to uploading the Learning Event. Information in the Learning Event file must match exactly to that in the HLC. If not applicable, insert a space.

10 Optional Course Provider Name

255 Course provider name in the HLC. Must be built in the HLC before uploading the Learning Event. Information in Learning Event file must match exactly to that in the HLC. If not applicable, insert a space.

11 Optional Accredited Provider Init

Date

30 This is the initial date that corresponds to the accredited provider, for the CE credit associated with this Learning Event. Information in Learning Event file must match exactly to that in the HLC. If not applicable, insert a space.

12 Optional Accredited Provider

Expiration Date

30 This is the expiration date that corresponds to the accredited provider, for the CE credit associated with this Learning Event. Information in Learning Event file must match exactly to that in the HLC. If not applicable, insert a space.

13 Optional Credits 30 This is the decimal value that represents the number of credits that will be granted to the student for this Learning Event. Information in Learning Event file must match exactly to that in the HLC. If not applicable, insert a space. NOTE: If there is a value in this field then Accreditation information - fields 9 thru 12 should be populated.

HealthStream File Import Specifications Student Job Functions Overview


Student Job Functions Overview Job functions are a list of optional student demographic criteria that can be added to the HLC. Job functions

provide another criterion for student searching and sorting in addition to the standard search and custom fields. Job functions are maintained at the Enterprise level of an organizational hierarchy and can be used to

create profile student groups at any level of the hierarchy, including the Enterprise level.

Students can have an unlimited number of job functions. Job functions give enterprise administrators another

criterion for creating student groups in addition to job categories. . When job title mapping is not standardized across an organization, job category-driven profile groups may not reach everyone in the intended audience

of an enterprise assignment. Job functions can be useful in situations where job title mapping may not work.

HealthStream can enable the job functions feature in your organization by request. Once enabled, an enterprise administrator must manually enter the desired job functions list. Once entered, a job function

import file can be uploaded to the HLC that will match student user ID to the desired job function(s). Each job function associated with a student will also have a job function effective date. The job function import file

allows administrators to add or delete job functions from a student record. Students can have an unlimited

number of job functions. Once the job functions feature is enabled, an additional field is created on the Add a Group Assignment and Add an Individual Assignment pages, allowing assignment due dates that are

relative (x days before/after) to the job function effective date.

Utilizing Job Functions

Notes:

The job functions feature is enabled by request.

The customer organization must decide what job functions will be used and/or what each job function

represents (for example, secondary job title, job code, Basic Life Saving education required, etc.).

Once the job functions feature is enabled, an enterprise administrator must manually enter the

organization’s list of job functions into the HLC. NOTE: A HealthStream best practice is to centrally manage your organization’s job function list.

Job functions appear at all levels of the enterprise.

Ongoing maintenance of job functions can be facilitated via a data import file. Job functions can be added

or deleted from each student record.

Students can have an unlimited number of job functions.

Job functions can be utilized along with other criteria to create profile student groups for assignments and

reports.



Student Job Function Import File

Job functions are a user definable field that can be used for creating student groups. The Job Function Import

file assigns users to job functions that have been pre-defined in the HLC. Users may have an unlimited number of job functions.

The Job Function Import file must be a tab delimited text file. Here are the fields in the file in order as they

must be within the file. Required fields are also shown in bold type.



2 User ID Required 255 This is the user ID that a student uses to access the HLC. User IDs must be in the HLC prior to an import of the Job Function Import file. User IDs cannot be created with this import.

3 Job Function Name Required 255 An exact match must exist in the job function master list for your Organization that’s created by an administrator using the HLC.

4 Effective Date of Job Function

Required 8 This field is the date on which the job function will be effective. Format is (YYYYMMDD).

5 Remove Optional 1 When this field contains a Y (Yes), the job function is removed from the user identified in the row of data. If not applicable, insert a space.



Student Job Function Import File Naming Standards

Customers sending import files to HealthStream should follow the following file naming standards. This will enable HealthStream to process the files promptly and accurately. The order and format of the filename parts is important. The first part of the filename, J1 followed by a dash (-), signifies that this file is a Job Function specific import file. The next two elements in the filename, Client Name and ExtID, will be provided by your HealthStream contact. The letter J, signifying student job function data, follows the ExtID. The date you submit your import file is the next element in the filename, and this date must use the format YYYYMMDD. We suggest you add some helpful commentary immediately following the date, for example Update or Initial, to distinguish the file uniquely from other import files. Note that underscores (_) are used to separate the parts of the filename. The file type must be plain text, and the file extension must be txt.

Name: J1-ClientName_ExtIdJ_DateComments.txt Example: J1-ACM_98765J_20070628Update.txt

HealthStream File Import Specifications Student Job Title to Job Category Import File


Student Job Title to Job Category Import File The Job Title to Job Category Import file allows the import of job titles and job codes to map to one of the 67 HealthStream job categories. The import file should be a tab delimited text file. Here are the fields on the file in order as they must be on the file.

Position Field Type Format Length Description

1 Institution ID

Required Alphanumeric 30 Must match the HLC’s code for an institution in the customer’s organization. This value is defined by HealthStream with the customer when the institution is defined.

2 Job Code * Optional

Alphanumeric 15 * If job codes are used in the HLC institution, this is a required field and an exact match must exist for each institution.

3 Job Title Required Alphanumeric 60 An exact match must exist in the HLC for each institution.

4 Job Category

Required Alphanumeric 50 Must match the HLC’s Job Categories.

Student Job Title to Job Category Import File Naming Standards

Customers sending import files to HealthStream should follow the following file naming standards. This will enable HealthStream to process the files promptly and accurately. The order and format of the filename parts is important. The first part of the filename, P1 followed by a dash (-), signifies that this file is a Job Title to Job Category specific import file. The next two elements in the filename, Client Name and ExtID, will be provided by your HealthStream contact. The letter P, signifying student job title/category data, follows the ExtID. The date you submit your import file is the next element in the filename, and this date must use the format YYYYMMDD. We suggest you add some helpful commentary immediately following the date, for example Update or Initial, to distinguish the file uniquely from other import files. Note that underscores (_) are used to separate the parts of the filename. The file type must be plain text, and the file extension must be txt.

Name: P1-ClientName_ExtIdP_DateComments.txt Example: P1-ABCHospital _12345P_20070628.txt

HealthStream File Import Specifications Student Badges – Easy Scan File Specifications


Student Badges – Easy Scan File Specifications Easy Scan allows HLC administrators and instructors to scan student badges to record class attendance

directly into the HLC. Scanners are used to extract the students’ information from their badge. Scanning can be accomplished by:

s within the classroom setting.

The Student Badge Import file should be a tab delimited text file. Here are the fields in the file in order as

they must be in the file.

Required fields are shown in Bold type.

Position Field Type Length Description 1 Institution

ID Required 30 Identifies all institutions within your organization and associates

users with the proper facilities. Must match the HLC’s code for an institution in the customer’s organization. This value can be found on the Manage Institutions page of the HLC under Institution Information and is called Code. It’s defined by the customer and HealthStream during the implementation process.

2 User Id Required 255 This is the user ID that a student uses to access the HLC. User IDs must be in the HLC prior to an import of Easy Scan badge data. User IDs cannot be created with this import.

3 Badge Identifier

Required 100 This is the specific portion of the student’s card identifier that will be used to recognize them in the system.

Student Badges – Easy Scan Import File Naming Standards

Customers sending import files to HealthStream should follow the following file naming standards. This will enable HealthStream to process the files promptly and accurately. The order and format of the filename parts is important. The first part of the filename, E1 followed by a dash (-), signifies that this file is a Student Badge – Easy Scan specific import file. The next two elements in the filename, Client Name and ExtID, will be provided by your HealthStream contact. The letter E, signifying student badge data, follows the ExtID. The date you submit your import file is the next element in the filename, and this date must use the format YYYYMMDD. We suggest you add some helpful commentary immediately following the date, for example Update or Initial, to distinguish the file uniquely from other import files. Note that underscores (_) are used to separate the parts of the filename. The file type must be plain text, and the file extension must be txt.

Name: E1-ClientName_ExtIdE_DateComments.txt Example: E1-ACM_98765E_20070628.txt

HealthStream File Import Specifications Student License File Specifications


Student License File Specifications The Student License Import file is a separate, optional file customers can provide to HealthStream so

HealthStream can add license, state and discipline information about users to the HLC. Students also have the ability to manually edit their discipline and license information from the My Profile tab of the HLC. If your

organization plans on importing and maintaining license and discipline information, you may want to have the feature that allows students to manually edit their license and discipline information turned off.

This file should be a tab delimited text file. Here are the fields (columns) on the file in the order they must be on the file. Required fields are in Bold. Optional fields must still be included in the file. If an optional field is

not used, use a space for its data value.

Required fields are also shown in bold type.



2 User ID Required 255 This is the user ID that a student uses to access the HLC. User IDs must be in the HLC prior to an import of license information. User IDs cannot be created with this import.

3 Discipline Required 100 Must be one of the disciplines from HealthStream’s predefined list of disciplines.

4 State Required 2 Standard state abbreviations.

5 License Number Optional 255 User’s license number. If not applicable, insert a space.

6 Expiration Date Optional 8 License expiration date. Format is (YYYYMMDD). If not applicable, insert a space.

7 Remove Optional 1 When this field contains a Y (Yes), the license information is removed for the user identified in the row of data. If not applicable, insert a space.

HealthStream File Import Specifications Student License File Specifications


Student License Import File Naming Standards

Customers sending import files to HealthStream should follow the following file naming standards. This will enable HealthStream to process the files promptly and accurately. The order and format of the filename parts is important. The first part of the filename, L1 followed by a dash (-), signifies that this file is a Student License specific import file. The next two elements in the filename, Client Name and ExtID, will be provided by your HealthStream contact. The letter L, signifying student license data, follows the ExtID. The date you submit your import file is the next element in the filename, and this date must use the format YYYYMMDD. We suggest you add some helpful commentary immediately following the date, for example Update or Initial, to distinguish the file uniquely from other import files. Note that underscores (_) are used to separate the parts of the filename. The file type must be plain text, and the file extension must be txt.

Name: L1-ClientName_ExtIdL_DateComments.txt Example: L1-ACM_98765L_20070628.txt

HealthStream File Import Specifications Student User Certification File Specifications


Student User Certification File Specifications The user certification import file is a convenient method to load your employee’s current certification information into the HealthStream Learning Center. These certifications are used for group assignments, associated reports and certification management in the HLC. HealthStream requires a tab-delimited text file. Every record must be on a separate line on the file and data should not contain special character combinations. The file should not contain special characters at the beginning or end of file, such as Ctrl-Z, an invisible special character that denotes an End-of-File. The file should not contain column headers, report headers or footers.

The file name should be using the following format: o Name - C1-ClientName_ExtIDC_DateComments.txt o Example - C1-ABC_12345C_20130425.txt

All fields are required components of the import file, regardless of whether the field is actually being used and contains data. Any fields deemed optional must still be present in the file. If an optional field has no data, use a space for its data value. If the student already has a certification in the HealthStream system with the same information noted below in the import file, then the existing certification record in the system will be updated. Institution ID, User ID, Certifying Body, Certification, Country, State (only if the certification is state-specific). The following file layout defines all fields used in the user certification import within the HLC. Use these guidelines when providing employee certification data to HealthStream to add or update existing user certifications.



Required fields are also shown in bold type.

Position Field Name Field Type Max. Length

Description

1 Institution ID Required 30 Must match the HLC’s code for an institution in the customer’s organization. This value is defined by HealthStream with the customer when the institution is defined.

2 User ID Required 255 This is the user ID that a student uses to access the HLC. User IDs must be in the HLC prior to an import of certification information. User IDs cannot be created with this import.

3 Certifying Body Required 255 Certifying Body Name. Must match the predefined list of Certifying Bodies in HLC.

4 Certification Required 255 Certification Name. Must match the predefined list of Certifications in HLC. This will be the name of the certification after the acronym and hyphen (if present) in the Certification dropdown. For example, in the HLC for the certification “BLS – Basic Life Support”, the certification name will be “Basic Life Support”.

5 System Managed Required 1 Is this certification system-managed? To be automatically managed by the system? If Yes, then Y. If No, then N (default). As of 2/11/2015, only the following are supported System Managed Certifications: Certifying Body: American Heart Association (AHA) Certifications:

Basic Life Support Advanced Cardiovascular Life Support Pediatric Advanced Life Support

All other certifications must be set to N. For more information on system managed certifications, please refer to footnote below.

6 Expiration Date Required 8 Certification Expiration Date. Format is YYYYMMDD. The Expiration Date is required if the certification requires it. As of 09/17/2013, only AHA and NRP/NRP Instructor certifications require it.

7 Certification Number Optional 255 Certification Number. If not applicable, insert a space.

8 Country Required 50 Must match the predefined list of countries in HLC.

9 State Optional 2 Standard State Abbreviations. If not applicable, insert a space.

10 Remove Optional 1 When this field contains a Y (Yes), the associated user certification record is deleted. If not applicable, insert a space.

Footnotes:

1. System managed certifications = certifications that will be earned/updated in the system via an

associated course completion. For more information, please refer to the “Certification Management” topic in the HLC online help.

2. If a student already has a certification in the HealthStream system with the same information noted below in the import file, then the existing certification record in the system will be updated.

Institution ID, User ID, Certifying Body, Certification, Country, State (only if the certification is

state-specific).



Student Certification Import File Naming Standards

Customers sending import files to HealthStream should follow the following file naming standards. This will enable HealthStream to process the files promptly and accurately. The order and format of the filename parts is important. The first part of the filename, C1 followed by a dash (-), signifies that this file is a Student Certification specific import file. The next two elements in the filename, Client Name and ExtID, will be provided by your HealthStream contact. The letter C, signifying student certification data, follows the ExtID. The date you submit your import file is the next element in the filename, and this date must use the format YYYYMMDD. We suggest you add some helpful commentary immediately following the date, for example Update or Initial, to distinguish the file uniquely from other import files. Note that underscores (_) are used to separate the parts of the filename. The file type must be plain text, and the file extension must be txt.

Name: C1-ClientName_ExtIdC_DateComments.txt Example: C1-ACM_98765C_20070628.txt

HealthStream File Import Specifications Role Import File Specifications


Role Import File Specifications The User Role Import file is a separate, optional file allowing an enterprise (organization) administrator the ability to automatically assign roles to existing users without the need to promote the users manually within the HLC. This file should be a tab delimited text file. Here are the fields (columns) on the file in the order they must be on the file. Required fields are in Bold. Optional fields must still be included in the file. If an optional field is not used, use a space for its data value.

Role Import File Naming Standards

Customers sending import files to HealthStream should follow the following file naming standards. This will enable HealthStream to process the files promptly and accurately. The order and format of the filename parts is important. The first part of the filename, R1 followed by a dash (-), signifies that this file is a Role specific import file. The next two elements in the filename, Client Name and ExtID, will be provided by your HealthStream contact. The letter R, signifying role data, follows the ExtID. The date you submit your import file is the next element in the filename, and this date must use the format YYYYMMDD. We suggest you add some helpful commentary immediately following the date, for example Update or Initial, to distinguish the file uniquely from other import files. Note that underscores (_) are used to separate the parts of the filename. The file type must be plain text, and the file extension must be txt.

Position Field Field Type Max. Length

Purpose

1 Institution ID Required 30 Must match the HLC’s code for an institution in the customer’s organization. This value is defined by HealthStream with the customer when the institution is created.

2 User ID Required 255 This is the user ID that a student uses to access the HLC. User IDs must be in the HLC prior to an import of role information. User IDs cannot be created with this import.

3 Department Code Optional 30 This field is a user’s primary Department Code. If the department information is NOT included for a user they will be granted role permissions at the institution level. If the department information is included for a user they will be granted role permissions at the department level only. If not applicable, insert a space.

4 Department Name Optional 60 This field is user’s primary Department Name. If not applicable, insert a space.

5 Role Name Required 50 This field specifies the Role Name to create or grant user access to.

6 Role Type Required 50 Specifies the type of role Possible values (Student, Administrator)

7 Remove Optional 1 When this field is checked Y (Yes) then the user will be removed from the role specified. Otherwise the user will be added to the role. If not applicable, insert a space.

HealthStream File Import Specifications Role Import File Specifications


Name: R1-ClientName_ExtIdR_DateComments.txt Example: R1-ABCHospital _12345R_20070628.txt

HealthStream File Import Specifications Student Portfolio Education Import File Specifications


Student Portfolio Education Import File Specifications The Student Portfolio Education import file is a convenient method to load or update your

employee’s portfolio education information into the HealthStream Learning Center. The import contains the educational degrees and diplomas from high school through higher education.

There are several key items to note in this specification.

HealthStream requires a tab-delimited text file.

Excel files are NOT acceptable.

All 15 of the fields below are required in your organization’s file.

Every record must be on a separate line of the file.

Data should not contain punctuation, such as periods, commas, leading or trailing

spaces, dashes, etc. Data should not contain special character combinations that lead to SQL injection.

All fields must be left-justified.

The file should contain no special characters at the beginning or end of file, such as. Ctrl-

Z, an invisible special character that denotes an End-of-File.

The file should contain no column headers.

The file should contain no report headers or footers.

The UserID field must contain alphanumeric characters only.

The UserID may NOT contain spaces or punctuation.

Entire rows that are detected as duplicates will be ignored in the HLC.

The file name should be using the following format: o Name - F1-ClientName_ExtIDF_DateComments.txt o Example - F1-ABC_12345F_20130425.txt

All fields are required components of the import file, regardless of whether the field is actually

being used and contains data. Any fields deemed optional must still be present in the file. If an optional field has no data, use a space or leave a blank for its data value.

Data files that do not meet the requirements detailed above will be returned to be

corrected.



The following file layout defines all fields used in the student portfolio education import within

the HLC.

Use these guidelines when providing employee portfolio education data to HealthStream to

import new hires and update existing users’ portfolio education.

Required data fields are bolded.

Position

Field Field Type

Max. Length

Purpose

1 Institution

ID

Required 30 Must match the HLC’s code for an institution in

the customer’s organization. This value is defined

by HealthStream with the customer when the

institution is defined.

2 User ID Required 255 This is the user ID that a student uses to access the

HLC. User IDs must be in the HLC prior to an

import of education information. User IDs cannot

be created with this import.

3 Degree

Level

Required 128 Degree Level.

This is the level achieved by the student. Must

match the predefined list of Degree Levels in HLC.

4 Field of

Study

Required 255 Field of study.

Must match the predefined list of Fields of Study in

HLC.

5 Other Field

of Study

Description

Optional 255 Other Field of Study Description.

If not applicable, insert a space.

6 School

Name

Optional 255 School Name.

7 City Optional 255 City.

8 State Optional 2 Standard State Abbreviations.

9 Country Optional 50 Country.

Must match the predefined list of Countries in HLC.

10 Degree in

progress

Optional 1 Degree is in progress. Enter Y for Yes if the student is

currently pursuing the degree. If not, enter N for No.

11 Start Month Optional 2 Degree Start Month.

Format is <month number>, i.e. January = 01

12 Start Year Optional 4 Degree Start Year.

Format is <year>, i.e. 2014

Must be a valid year and no greater than current year.

13 Completion

Month

Optional 2 Degree Completion Month.

Format is <month number>, i.e. January = 01




Position

Field Field Type

Max. Length

Purpose

14 Completion

Year

Optional 4 Degree Completion Year.

Format is <year>, i.e. 2014

Must be a valid year and no greater than current year.

If entered, then Completion Month and Year must be

the same or greater than the Start Month and Year.


15 Remove Optional 1 When this field is checked Y (Yes), the associated

user portfolio education record is deleted. If not

applicable, insert a space.

Imports

If a record is imported not matching all of the following columns, then create new record: Institution ID, User ID, Degree level, Field of Study (Positions 1-4).

Updates

If a record is imported matching all of the following columns, then update existing record: Institution ID, User ID, Degree level, Field of Study (Positions 1-4).

HealthStream File Import Specifications Sending Files to HealthStream


Sending Files to HealthStream The filename should begin with your organization name, which will be provided by your HealthStream contact.

The organization name should be followed by the Ext_ID and then the date on which you are sending the file. The date should be formatted as YYYYMMDD. Your Ext_ID will be provided to you.

For example, a file completed and sent to HealthStream on January 15, 2010, from Happy General Hospital, Ext_ID 60100, would be named HappyGeneralHospital_60100_20100115.txt.

There are three ways to send files to HealthStream:

SFTP: HealthStream will provide a Secure FTP site and login name and password. SFTP differs from FTP

in that all information passed back-and-forth is encrypted.

FTP: Current HealthStream customers with FTP accounts can continue to use unsecured FTP. However,

HealthStream recommends Secure FTP.

E-mail: Email is not a recommended option. If you must use email, then E-mails containing import files

should be sent to [email protected]. HealthStream recommends that you encrypt the file before attaching to an email.

For file security purposes, HealthStream can provide a PGP encryption key that you can use to encrypt the file.

mailto:[email protected]

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