Forms: Data Export Instructions

Modified on Thu, 15 May at 4:49 PM

To access the Forms: Data Export, please click on the Reports & Dashboards icon in the left-hand navigation menu. Once on the Reports & Dashboards page, click the Forms: Data Export tab.

On the Forms: Data Export tab,

Click the Add button on the right-hand side to start a new report.
Select the Organization from the drop-down menu
Select the Program from the drop-down menu
Select the form(s) to be included in the export
Select ‘All’ for all date ranges or specify a time frame with the date selectors
Select one of the following options:

Don’t remove empty columns
Remove empty info and null flavor columns (Recommended default option)
Remove all empty columns

As appropriate, please check the box next to the option to include the following:

Export tabular responses in a separate file (Questions completed in a table format will be exported in a separate file)
Include Participant Name (participant’s name is not included in the default download)
Include Demographics (Gender, Race, Ethnicity, and Zipcode)
Include Medical Record Numbers / IDs (including student IDs)
Include bhworks ID (unique ID auto generated for every participant profile created)
Email me when the report is ready

Click ‘Create Report’.

The amount of time to download and compile the report will depend on the amount of data included. If you selected ‘Email me when the report is ready’, you will receive a notification once the report is available.

All reports are downloaded as a CSV file.

The following information is included in all data exports, except for Gender, Race, and Ethnicity (unless selected in the previous steps):

field_name	Description
form_response_id	Unique identifier (number) for the screening record
form_name	Name of the form
form_version	Version number of the form
form_state	State/status of the form
first_name	Participant's first name
middle_name	Participant's middle name
last_name	Participant's last name
patient_alias	Participant's Alias / Also Known As (if applicable)
Medical Record Numbers	MRNS will show here
encounter_id	Participant's Encounter ID
bhworks_id	Participants ID number within bhworks
gender	Participant's gender
race_white	Participant's Race is White
race_black_african_american	Participant's Race is Black / African American
race_native_hawaiian_or_pacific_islander	Participant's Race is Native Hawaiian or Pacific Islander
race_asian	Participant's Race is Asian
race_american_indian_or_alaskan_native	Participant's Race is American Indian or Alaskan Native
race_other	Participant's Race is Other
race_unknown	Participant's Race is Unknown
race_two_or_more_races	Participant's Race is Two or More Races
race_declined_to_answer	Participant's Race was Declined to Answer
ethnicity	Participant's Ethnicity
date_of_birth	Participant's Date of Birth
zipcode	Participant's Zipcode
primary_insurance_provider	Participant's Primary Insurance Provider
provider_name	Participant's Provider's name
screening_service_provider_name	Participant's Service Provider Name
screening_service_provider_email	Participant's Service Provider Email
screening_organization_name	Participant's Organization Name
screening_organization_state	Participant's Organization State
screening_organization_zipcode	Participant's Organization Zipcode
screening_organization_position	Participant's Screening organization longitude and latitude
screening_location_name	Participant's Screening Location Name
screening_location_city	Participant's Screening Location City
screening_location_state	Participant's Screening Location State
screening_location_zipcode	Participant's Screening Location Zipcode
screening_location_position	Participant's Screening Location longitude and latitude
screening_location_type	Participant's Screening Location Type
managing_organization_name	Managing Organization's name
managing_organization_state	Managing Organization's state
managing_organization_zipcode	Managing Organization's zip code
managing_organization_position	Managing Organization's longitude and latitude
submitted_by	Name of user that submitted form
started_at	Date form was started
user_updated_at	Date form last updated
finalized_at	Date form was finalized
days_since_first_entry	Days since form's first entry
days_since_last_entry	Days since form's last entry
screened_by	Staff username who started the form
locale	Language
task_name	Name of Task
task_list_name	Name of Task List
task_completed_at	Date and Time Task was completed
task_completion_date	Date task was completed
task_status	The status of the task
program	Name of program
age	Participant's Age at the time of screening (calculated from Date of Birth)
created_at	Date and Time the form was started
timedout_count	Count of number of times user was timed out
assigned_at	Date and Time form was assigned
total_time	Total time it took to complete form
active_time	The time the user was active in the form
segments	Order Number in which the form was entered (if form was entered more than once)
location	Longitude and latitude
last_completed_page_number	Number of last page completed
last_completed_section_title	Name of last section of form completed
last_completed_variable_name	Last completed variable name

For additional information on the exported file template, please download the below attachment.

Attachments (1)

pdf

Form Data Ex....pdf
72 KB