Most delays in analytics commissions come from incomplete exports, not from the analysis itself. A short preparation checklist reduces back-and-forth and keeps your project within the quoted timeline.
Discharge and census exports
For bed turnover work, export at minimum: admission date, discharge date (or null if still admitted), ward code, patient class, and primary diagnosis group if available. Ensure ward codes match your nursing station whiteboard labels — aliases like "Med A" vs "3A" must be documented in a lookup table.
Date formats
ISO format (YYYY-MM-DD) is preferred. If your HIS exports DD/MM/YYYY, note that explicitly. Mixed formats in one file are the most common cause of miscounted length-of-stay bands.
Redaction without losing structure
Patient names and identifiers can be removed or hashed. Do not remove ward codes, dates, or admission/discharge pairs — those fields carry the analytical value. Replace names with sequential IDs if your privacy officer requires it.
Outpatient registers
Include session code, appointment time, registration timestamp, consultation start (if captured), and attendance flag. Empty timestamp columns are acceptable if noted — we adjust scope rather than guessing.
Transfer method
We accept encrypted zip files via agreed secure links or hand delivery at our Klang office. Do not send unencrypted patient data by standard email. Your IT team may prefer SFTP — we accommodate facility policies.
Before you send
- Confirm the export covers the full reporting period with no gap weeks
- Attach a one-page ward code glossary if aliases exist
- Note any weeks where the HIS was offline or migrations occurred
- Designate one ward manager as contact for field-name questions