This page lists responses to frequently asked questions about the Fixus MDS Aggregator.
General Questions
What is the Fixus MDS Aggregator?
The Fixus MDS Aggregator is a purpose-built module designed to support lead agencies in the collection, validation, and aggregation of Minimum Data Set compliant data from external service providers. It streamlines the process of receiving data from distributed systems, ensuring consistency, accuracy, and compliance with reporting requirements.
This module plays a central role in environments where service delivery is distributed across multiple agencies, each using their own case management systems. By acting as a central integration point, the MDS Aggregator allows the lead agency to maintain control over client and episode data, while enabling participating agencies to submit their service contact and assessment records through structured, secure uploads.
Key features include:
- Support for multiple minimum data sets
- Automated validation and error logging
- Support for distributed episode workflows and program stream mapping
- Custom field handling and advanced access controls
- End-to-end tracking of reporting periods and submissions
Who can use the Fixus MDS Aggregator?
Only agencies with the MDS Aggregator module enabled can use the MDS Aggregator.
What type of data does the MDS Aggregator process?
The aggregator can process a range of data depending on the minimum data set being supported.
How does the Distributed Episode Workflow function?
- The lead agency creates a reporting period.
- Referrals are received and converted into episodes within the Fixus platform.
- Agencies copy the episode information from Fixus into their own system including key identifiers.
- Agencies then manage these episodes in their own systems and add detail as required by the MDS being supported.
- Agencies submit their MDS extract to the Fixus MDS Aggregator.
- Fixus matches records using the key identifiers (Step 3).
- A combined MDS report can be generated and submitted to the MDS portal.
Supported MDS types
PMHC V4 – The Primary Mental Health Care Minimum Data Set (PMHC MDS) will provide the basis for PHNs and the Department of Health to monitor and report on the quantity and quality of service delivery, and to inform future improvements in the planning and funding of primary mental health care services funded by the Australian Government.
What types of Import Modes are supported?
The Fixus MDS Aggregator supports multiple import modes to accommodate various data submission workflows and quality assurance strategies. These modes determine how incoming records are handled based on whether they already exist in the system.
Import or Update
This is the most flexible mode. It allows the system to:
- Create new records when no matching ID is found.
- Update existing records when a matching ID is found, based on the selected Duplicate ID Handling option.
Applicable Duplicate ID Handling options:
- Update – Existing records are updated with the values from the import file.
- Skip – Existing records are left unchanged; only new records are created.
- Reject – If a duplicate ID is found, the entire import is cancelled.
Import New Only
This mode is used when the goal is to only add new records. It ensures that no existing data is modified.
- If a record with a matching ID already exists, it is treated based on the selected Duplicate ID Handling option.
- No updates to existing records are allowed in this mode.
Applicable Duplicate ID Handling options:
- Skip – Duplicate records are ignored.
- Reject – The entire import is rejected if any duplicate ID is detected.
Update Existing Only
This mode strictly updates existing records and will not create any new records, even if valid data is provided for a record that doesn’t already exist in the system.
- This is typically used when correcting or re-submitting known records.
- The districted workflow process will provide this as the only option for PMHC submissions.
Applicable Duplicate ID Handling options:
- None – The system expects that all incoming records already exist. Any unmatched ID will be ignored or logged as an error.
Data Submission & Validation
What file formats are supported for uploads?
The Fixus MDS Aggregator currently supports ZIP (containing CSV files) and Excel (.xlsx) file types but can support the same file format as the supported MDS.
Are there file size limits for uploads?
The Fixus platform will support the size file as dictated by the MDS.
What happens if a submission fails validation?
If an uploaded file fails validation:
- Errors are logged and displayed in Fixus.
- The file will not be processed until errors are resolved.
- The uploader is notified about the issues that need correction via email.
What are the validation steps for submitted data?
The aggregator validates data in the following sequence:
- Payload Check – Ensures data is present.
- Submission Upload Record – Verifies metadata and uploader details.
- Document Verification – Ensures at least one valid file is included.
- File Type & Size Check – Confirms correct file format and size limits.
- Loading the File – Reads file data into memory.
- Format-Specific Validation – Ensures required file types exist.
- Data Reading & Logging – Checks each record for compliance against the supported MDS.
- Record Processing – Verifies required fields and relationships.
What happens if duplicate records are found?
- If duplicate detection is enabled, processing will stop to prevent duplicate records from being added.
- If duplicate detection is not enabled, existing records may be updated based on the provided data.
How are referral IDs assigned during episode creation?
When an episode is created through an MDS Aggregator upload:
- The Referral ID is set using the Episode Key from the upload.
- It is prepended with the Identifier Prefix from the agency configuration.
- This prevents duplicate Referral IDs from being introduced.
What is the Program Stream Mapping process?
The Program Stream Mapping process categorises incoming records based on predefined rules:
- Override Program Stream Code – If set, all records are assigned to this stream.
- Program Stream Column Check – If the uploaded record has a valid stream column, it is used.
- Mapping Table Lookup – If no stream is found, Fixus assigns one based on a pre-configured mapping.
- Default Program Stream Code – If all else fails, a default stream is assigned.
What happens if no program stream can be assigned?
If no program stream can be determined, the record is flagged for review and the process fails.
Does the Fixus platform support additional fields?
Yes, you can add additional columns to the client and episode data sets in the form of “custom_{field name}”. The “field name” must match a custom field created in the Fixus platform.
Permissions & Access Control
Can agencies update episodes in Fixus?
This depends on the lead agency’s configuration:
- Some lead agencies only allow external agencies to update records but not modify episodes.
- Access control settings can restrict episode modifications while still allowing data to be updated.