Extracting and submitting data

Owned by Alanna Connolly (Unlicensed)
Last updated: 20-12-2022 by Le-Tisha Kable
4 min read

Palliative care services participating in PCOC submit data at the following times:

  • January - February (for the previous July – December reporting period)

  • July - August (for the previous January – June reporting period)

Data extracts are loaded into the database for the purpose of data validation and quality checking. Data quality reports are produced automatically and sent to services promptly so that identified data errors can be reviewed, corrected and resubmitted before being included in the national database.

Data can be submitted outside these reporting periods at the discretion of PCOC. If you would like to submit data outside the above reporting period for data validation and quality checking, please contact PCOC.

Extracting data from palCentre

To extract your data, click on the 'Extract' option in the navigation menu bar.

The extraction form will appear. The default extraction folder is in the 'Documents' folder on your computer. If you wish to store the extracts somewhere else, click on 'Browse' select where you'd like to save the extracts.

Then click on generate extracts at the bottom of the form.



The data has now been extracted. A pop-up window as below will appear with options to continue data entry, open the extract folder or open the submission platform.

 





Submitting data to PCOC

After successfully generating extracts, click on the 'Open submission platform' button in the pop-up window.





This will launch the Secured Online Submission portal (SOS).

  1. Log into SOS by entering your email address and clicking 'Sign In'.
    Please leave 'I am an admin' unticked. 





2. Click on the facility you wish to submit data for (most users will only have one option). 

3. After selecting the facility you wish to submit data for you will be presented with a popover shown below to the left. Once you click on "Choose file" you'll have a file browser window open up shown below on the right. To easily navigate to the folder where you extracted the palCentre data follow the steps below.

4. Open back up palCentre and you should see the following. All you need to use is the pop up not the content behind it so if your screen looks slightly different it will still work.



5. Start off by closing the Success tab with the X button

6. Right click on the folder text box and select "Select All" from the options



7. Right click the now highlighted text box and select "Copy" from the options. You now have the address where the extracted files are.



8. Return to the file browser. Click on the address bar to highlight it.



9. Right click on the highlighted address and select "Paste" from the options, then hit Enter on the keyboard . This will paste the address where the extracted files are located. 



10. The bowser will then open with a similar page as below. If part of the file name is hidden like in the image below, hover over the file name to get the full file name or follow the below steps.





A. Right click on the Name header to get options

B. Click on the "Size All Columns to Fit" option to reveal the full name



C.  You should now be able to view the files full name as in the below image.



        11. Now if you clicked "Choose file" for Patient then double click on the file with Patient in it's full name. This will take you back to the pop up for you to select a new category to submit the relevant data. Once you have selected the correct file for the correct categories you can then click "Submit".