How to upload data to SWEETBASE

Practical guidelines to upload pseudonymized patient data to SWEETBASE from different software systems

Prof. Reinhard Holl from the University of Ulm, Germany, is the new SWEET IT-partner. Together with Dr Michael Witsch, who is responsible for the preparation of the benchmarking reports, he will collect and statistically analyse all patient data from the SWEET centres.

Since the data uploading process to SWEETBASE is slightly different, depending on which software is being used, we have developed a brief overview to manage your uploads:

DPV

To export data with DPV, the menu item "data exchange" needs to be used to expot and save the file. Subsequently, the exported file has to be uploaded to the server of Prof. Holl’s Team via: SWEETBASE. The team will check all files and get in touch with you if clarification is needed.

DIAMAX

To export data with DIAMAX, the QS-DPV export tool needs to be used. Subsequently, the exported file has to be uploaded to the server of Prof. Holl’s team via: SWEETBASE. The team will check all files and get in touch with you if clarification is needed.

QS-DPV-Export

If the QS-DPV export tool does not show up on your DIAMAX menu, please contact Ulrike Krause from Axaris (This email address is being protected from spambots. You need JavaScript enabled to view it., +49-731-151899-17 or +49-731-151899-22). A local driver (vfpoledb-driver) with Ulrike’s signature will be installed on your computer and all necessary files and information will be sent to you. Configuration can happen over phone or via a remote-session. 

SWEETCONV

It is impossible to use SWEETCONV any longer for converting local database files in order to upload them to SWEETBASE. An easy alternative has been offered instead: upload your original files (same xls-file or txt-file as used for SWEETCONV) directly to the server of Prof. Holl’s team (SWEETBASE). As such, SWEETCONV is not needed any longer. Protection of transmitted data is ensured, and data will be included into the SWEET database in anonymized form only. The team will check all files and get in touch with you if clarification is needed.

OWN LOCAL DATABASE

Create a data file (excel, zip or anything else) with your current data collecting software and upload this file to the server of Prof. Holl’s team (SWEETBASE). Protection of transmitted data is ensured, and data will be included into the SWEET database in anonymized form only. The team will check all files and get in touch with you if clarification is needed.

Software solutions to upload pseudonymized patient data to SWEETBASE

Software solutions to upload pseudonymized patient data to SWEETBASE 

 

For benchmarking and research reasons all SWEET Centres have to upload their patient data to a common database. For this purpose, centres can use their own patient documentation system/database or one of the software solutions described in this article.

After choosing the software solution to enter patient data and after uploading patient data to SWEETBASE, all data will be evaluated and statistically examined by Prof. Reinhard Holl who has long-standing expertise in data-handling and -evaluation. Dr Michael Witsch from the SWEET group (Luxembourg) will evaluate all SWEET data for benchmarking.

In order to allow longitudinal data documentation with comparable parameters for all centres, the following minimum parameters have been defined: age, gender, diabetes type, diabetes duration and HbA1c values.

DPV: Diabetes-Patient-Documentation

by Prof. Dr. Reinhard Holl, University of Ulm, Germany, software is available free of charge: DPV for SWEET

DPV is an electronic data based documentation software for all forms of diabetes for both children and adults. Similar to an electronic medical record, relevant data pertaining to diabetes is documented only once and is available for numerous purposes.

The assortment of features includes:

  • Documentation of all relevant information for care of patients with diabetes
  • Support of everyday patient care by generation of several release documents (doctor’s letters, therapy plans, patient summaries, patient quick status etc.)
  • “Watch dogs”: Reminder for check-ups
  • Interfaces for data import from the hospital information system / practice administration system (BDT, HL7, DPV) and data export (EXCEL, CSV)
  • Benchmarking and internal quality management (flexible statistics tool, cohort comparison, graphical assessment)
  • Export of pseudonymized data for external benchmarking (e.g. SWEET)

DIAMAX

by Axaris – software und systeme GmbH, software is available for purchase

DIAMAX is an ambulant documentation system for diabetes specialists. The software was developed in cooperation with the Deutsche Diabetes Gesellschaft (DDG) and is used in line with DLAN - Diabetes Locale Apprenticeship Network, a project of the DDG. DIAMAX facilitates the cooperative administration of patient data for different chronic disease patterns such as diabetes, gestational diabetes and cystic fibrosis.

The assortment of features includes:

  • Documentation of all relevant information for care of patients with diabetes including core health data, health insurance data and contact management
  • Medical documentation with connection to the medical database
  • Diagnoses management with ICD-Browser and -Thesaurus
  • Prescription writing
  • Designable release documents of all kinds (doctor`s letter, therapy plan, process scheme, patients quick status, general letters, …)
  • Interfaces for existing documentation systems (BDT, chip card import, DIAMAX direktPVS, DIAMAX direktKIS (HL7), XML, …)
  • Query module for determination of patient collectives, statistical analyses and creation of benchmarks
  • Export of pseudonymized data for external benchmarking (e.g. SWEET)

SWEET centres currently using DIAMAX and interested in switching to DPV can contact Dr. Michael Witsch (This email address is being protected from spambots. You need JavaScript enabled to view it.). Data-sets can be moved between both systems.

 

Centers newly participating in SWEET 

We recommend the SWEET-DPV-Documentation software available at https://sweet.zibmt.uni-ulm.de/software.php . You then don’t have to warry about any format details, just export the file with anonymized patient data prior to each deadline and upload the data at https://sweet.zibmt.uni-ulm.de/uploadSweet/ 

If you already have a patient documentation in your institution, or if you download the SWEET-data from a regional or national registry, please provide the data as in this exemplary excel file (link) with separate sheets for data on the center level (parameters in red), the patient level (parameters in blue) and the visit level (parameters in green). Excel, CSV, dbf, XML or SAS are fine.

A list of the current SWEET dataset together with explanations is available in this document.

It is important that the patient identifier (local patient number) remains unchanged over time and is used for one individual patient only.

 

If you have questions, please contact the Ulm team prior to starting your data collection.

 

Centers already participating in SWEET

We ask you not to change the format of your data, numeric or character values, or the names you use for the parameters, without discussing it beforehand with the Ulm team. This makes data import much easier. Also make sure that the patient identifier (local patient number) remains unchanged over time and is used for one individual patient only. Upload your data at https://sweet.zibmt.uni-ulm.de/uploadSweet/

If old records are not part of the file, please send the previous file after correction as well. 

Correction of data

Please make any corrections in your local data and then resend the entire dataset again to Ulm