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, exam room count
Sample:
LOCATION_NBR | LOCATION_NM | ADDRESS1 | CITY | STATE | ZIP | TYPE | STATUS | OPEN_DT | CLOSE_DT |
1 | Buxton | 2651 S. Polaris Dr. | Fort Worth | TX | 76135 | Primary Care | Open | 1/1/1994 |
|
2 | Capitol | 1100 Congress Ave. | Austin | TX | 20500 | Urgent Care | Open | 7/4/1976 |
|
3 | Location | 123 Fake St. Unit 1 | Fort Worth | TX | 76135 | OB/GYN | Closed | 6/2/1986 | 1/9/1986 |
Overview:
Location_Nbr: Unique identifier for each location that will match performance and 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 medical 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 | Internal Medicine | 3120 | Visits |
1 | 2/1/2025 | Internal Medicine | 3257 | Visits |
2 | 1/1/2025 | Overall | 6500 | Visits |
2 | 2/1/2025 | Overall | 7037 | Visits |
Overview:
Location_Nbr: Matching unique identifier for location from Locations table.
Department: Any performance breakouts you have, e.g. dayparts, medical specialty, etc. from the patient’s most recent encounter. If unable to provide patients by department, the value for this column can be denoted as “Overall”.
Units: Visits
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 | Internal Medicine | Emma | Reynolds | 2914 Oakwood Dr | San Diego | CA | 92104 |
1 | Internal Medicine | Liam | Foster | 1258 Maple St | Austin | TX | 78701 |
2 | Overall | Ava | Mitchell | 473 Lakeview Ave | Orlando | FL | 32801 |
2 | Overall | 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.
Department: Any performance breakouts you have, e.g. dayparts, medical specialties, 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 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: Healthcare, Healthcare Data Requirements, Data Requirements, Data Updates, Audit, Field Name