Dental Data Requirements | Buxton Knowledge Base

Data Requirements - Locations

Notes:

All locations with addresses.

File name: Locations_YYYYMMDD.csv

Format: Excel file or .csv

Optional Site Characteristics that may be included: Size in square feet, FTE count, Room Count

Sample:

LOCATION_NBR	LOCATION_NM	ADDRESS1	CITY	STATE	ZIPCODE	TYPE	STATUS	OPEN_DT	CLOSE_DT
1	Buxton	2651 S. Polaris Dr.	Fort Worth	TX	76135	General	Open	1/1/1994
2	Capitol	1100 Congress Ave.	Austin	TX	20500	Ortho	Open	7/4/1976
3	Location	123 Fake St. Unit 1	Fort Worth	TX	76135	Endo	Closed	6/2/1986	1/9/1986

Overview:

Location_Nbr: Unique identifier for each location that will match up to performance or patient files.

Location_Nm: Unique name for each location. This will be the name that is displayed in the Buxton platform (SCOUT) and any analysis reports.

Type: Location type that may be relevant for analysis. This might include types for dental specialty or facility type, etc.

Status: Open, Closed, Pipeline

Latitude: Optional field, locations’ latitude

Longitude: Optional field, locations’ longitude

Sqft: Optional field, size in square feet

FTE: Optional field, count of provider FTEs

Exam_Room_Count: Optional field, count of location exam rooms

Data Requirements - Monthly Performance

Notes:

Summed monthly performance per location. This is typically monthly visits count.

File name: Performance_YYYYMMDD.csv

Format: Excel file or .csv

All locations listed in this file should be in the locations file.

Need at least 1 full year of performance data.

Sample**:

LOCATION_NBR	MONTH	DEPARTMENT	TOTAL	UNITS
1	1/1/2025	Cleaning	2010	Visits
1	2/1/2025	Cavity	1978	Visits
2	1/1/2025	Checkup	357	Visits
2	2/1/2025	Braces	402	Visits

** Sample patient data is illustrative only and does not represent actual patient data.

Overview:

Location_Nbr: Matching unique identifier for location from Locations table.

Department: Any performance breakouts you have, e.g. dayparts, dental service, etc. These should match the departments in the monthly performance file. If unable to provide consumers by department, this column/field values can be denoted as “Overall”.

Data Requirements – Consumers (if applicable)

Notes:

Consumers are patients from prior 12-month period.

File name: Consumers_YYYYMMDD.csv

Format: Excel file or .csv

All locations listed in this file should be in the locations file.

Sample**:

LOCATION_NBR	DEPARTMENT	FIRSTNAME	LASTNAME	ADDRESS	CITY	STATE	ZIPCODE
1	Cleaning	Emma	Reynolds	2914 Oakwood Dr	San Diego	CA	92104
1	Cleaning	Liam	Foster	1258 Maple St	Austin	TX	78701
2	Checkup	Ava	Mitchell	473 Lakeview Ave	Orlando	FL	32801
2	Braces	Noah	Carter	847 Willow Lane	Denver	CO	80203

** Sample patient data is illustrative only and does not represent actual patient data.

Overview:

Location_Nbr: Matching unique identifier for location from Locations table.

Data Audit Compliance Checklist

The following checklist denotes common points of failure for the data acquisition process. By confirming that your data complies with each of the items below, you can help ensure that your data is accepted and moves forward in the data transfer process. If you have any questions or concerns regarding any of the items below, please contact your Buxton team.

General

· File headers are included in all files, matching the layout above.

Locations

· Address information is complete and provided for each location

· Open date is provided for each location, if possible

Monthly Performance

· All open locations are present in the monthly performance file

· Each location present in the monthly performance file is also present in the location file

· At least 12 months of monthly performance data is provided

· Locations are not missing any monthly performance data

· Data is not provided for future months

· Any required breakouts by Type are included

Consumers

· Duplicate patient records are not present

· Address information is complete for at least 90% of patient records

· All location numbers in this file join to the locations file

Tags: Dental, Dental Data Requirements, Data Requirements, Data Updates, Audit, Field Name