Exporting study information

Exporting to csv and xlsx sheets

If you are logged in as a user in the exportgroup or the admingroup, the export links will be available near the top of the modality filter pages in the OpenREM interface.

For each modality you can export to a single-sheet csv file or a multi-sheet xlsx file. In addition, there is an export tailored to the NHSBSP dose audits requirements.

If you are logged in as a user in the pidgroup you will also have a choice of exporting with patient name and/or patient ID information included in the export (if any is recorded in the database). See Patient identifiable data for more details.

The xlsx export has multiple sheets. The first sheet contains a summary of all the study descriptions, requested procedures and series protocol names contained in the export:

CT export front sheet

This information is useful for seeing what data is in the spreadsheet, and can also be used to prioritise which studies or protocols to analyse based on frequency.

The second sheet of the exported file lists all the studies, with each study taking one line and each series in the study displayed in the columns to the right.

CT export all data sheet

The remainder of the file has one sheet per series protocol name. Each series is listed one per line. If a single study has more than one series with the same protocol name, then the same study will appear on more than one line.

Fluoroscopy exports

Fluoroscopy csv exports only report study level information — this includes summary dose information for fluoroscopy exposures and acquisition exposures, but not information about individual exposures.

Fluoroscopy xlsx exports contain the following sheets:

  • Summary sheet
  • All data sheet with groups of exposures
  • One sheet per acquisition protocol with one row per exposure including all the details of that exposure.

Exposures are considered similar and put in the same group if they are, relative to the first exposure of a group:

  • same plane (for bi-plane systems)
  • same protocol
  • same field size (mag, not collimation)
  • same pulse rate
  • same filter material and thickness
  • within 5° in both directions (primary and secondary)
  • of the same ‘event type’ (Fluoroscopy, Stationary Acquisition, Stepping Acquisition, Rotational Acquisition)

The minimum, maximum and mean of all the remaining factors are presented for each group along with the common factors. Where a factor is not available in the source RDSR, that factor is not considered.

The grouping process for the all data sheet takes a lot of time compared to the other exports. However, we hope that this is a useful way of comprehending the study. Other modalities have all the series for any one study detailed in full on one long row — this is not possible when one study might have 400 exposures!

The majority of systems report kV, mA and pulse width information as a mean value per exposure. Some systems report this information on a per pulse basis instead. In this circumstance, in the web interface you will see the list of pulses, but in the export the mean value (after excluding any zero values) is calculated first and this value is then used.

Exports page

Clicking the link for an export redirects you to the Exports page, which you can also get to using the link at the top right of the navigation bar:

Exports list

Whilst an export is being processed, it will be listed in the first table at the top. The current status is displayed to indicate export progress, and is updated every two seconds. You can stop an export early by using the abort button; you will not be able to download anything in this instance.

Once a study is complete a new table of recently completed exams is created and you will be able to download the file.

When the export is no longer needed, it can be deleted from the server by ticking the delete checkbox and clicking the delete button at the bottom:

Deleting exports

Specific modality export information

NHSBSP dose audits

This export is specific to the UK NHS Breast Screening Programme and generates the source data in the format required for the dose audit database developed by the National Co-ordinating Centre for the Physics of Mammography.

It has been modified to clean up the data to remove exposures that are unlikely to be wanted in the submitted data, such as exposures with any of the following in the protocol name:

scout, postclip, prefire, biopsy, postfire, stereo, specimin, artefact

The view codes have been modified to match the NCCPM convention, i.e. medio-lateral oblique is recorded as OB instead of MLO. The other codes are mapped to the ACR MQCM 1999 Equivalent code.

Each patient is numbered from starting from 1. Each view for any one patient has a unique view code, so if a second cranio-caudal exposure is made to the left breast the view codes will be LCC and LCC2.

The survey number is left as 1. This needs to be modified as appropriate. The easiest way to do this in Excel is to change the first two or three rows, select those cells that have been changed, then double click on the bottom-right corner of the selection box to copy-down the value to all the remaining cells below.

The data can then be copied and pasted into the NCCPM database.

If there are a mixture of 2D and tomography exposures, providing you can separate them by virtue of the filter used, then you should further prepare the data as follows:

  1. Copy the sheet to a new sheet
  2. In the first sheet, filter for the target and filter combination used for used for the tomographic exposures and delete those rows.
  3. In the second sheet, filter for the target and filter combinations used for 2D exposures and delete those rows.
  4. Change the survey number on the 2D sheet and the the survey number on the tomographic sheet as appropriate, with the tomographic survey number bing one more than the 2D survey number.

Where patients have had both 2D and tomographic exposures in the same study, NCCPM will be able to match them up as they will have the same patient number in both surveys.

PHE 2019 CT survey and IPEM/PHE 2019 paediatric CT survey

This export is specific to the UK Public Health England (PHE) CT dose survey and exports the data in the correct format to copy and paste into the spreadsheet provided by PHE. More information about the survey and copies of the data collection spreadsheet can be found on the CT User Group (CTUG) website. The same export function is also suitable for the UK Paediatric CT Dose Survey launched by the IPEM paediatric optimisation working party in collaboration with PHE. The spreadsheet and instructions for this survey can also be found on the CTUG website.

The introduction and guidance tabs of the PHE data collection spreadsheet should be read and the ‘Your details’ sheet completed. Then the ‘Patient and Protocol data 1’ sheet should be copied and renamed appropriately for each protocol and scanner combination that you will be submitting. The first 142 rows of each sheet should be filled in manually with all the details for that protocol, though looking at study data in OpenREM may help to answer some of the questions.

The CT studies should then be filtered in OpenREM; by date (ideally previous 12 months, no older than 2017), by scanner (each scanner and protocol combination should be a new sheet), by age of (minimum of 16 for the PHE adult survey), and by study description (or combination of factors to specify a particular protocol).

Finally the studies should be filtered to have exactly the right number of each type of acquisition for that protocol. This might be one spiral, one localiser and two stationary (bolus tracking) acquisitions for example. Localisers do not appear in the export so are less important to specify, but more localisers than usual might indicate a deviation from the standard protocol.

The export can then be started and monitored in the normal way by clicking on the ‘PHE 2019 survey’ button. The resulting export will be in xlsx format, with one header row. The data from row 2 onwards can be copied and pasted directly into row 150 (152 for paed survey) onwards of the Patient and Protocol sheet of the adult PHE data collection spreadsheet. The adult survey starts in column A, the paediatric survey starts in column B. Column AL (AM for paed survey) is for patient comments, and OpenREM uses this cell to record the series types that have been exported for each study. This can therefore be used to double check the data is as you expect it to be. If the protocol has more than four series excluding localisers, the data is continued in the same format from column AM (AN for paed) onwards.

PHE 2019 X-ray, fluoroscopy and interventional radiology survey

As with the PHE and IPEM CT surveys, the PHE exports on the radiography and fluoroscopy modality filter pages are designed to paste directly templates provided by PHE via the Medical-Physics-Engineering JiscMail e-mail list or available direcly from PHE.

The spreadsheets provided are:

Planar Radiography Survey:

  • PHE_Dose_PR_Patient_xxxxx.xlsx Individual patient records - OpenREM export is designed for this
  • PHE_Dose_PR_Patient_X26_xxxxx.xlsx Individual patient records, specifically for skeletal surveys
  • PHE_Dose_PR_System_xxxxx.xlsx System mean and median - OpenREM does not support this summary format directly

IR and Fluoroscopy Survey:

  • PHE_Dose_IR_Fluoro_Patient_xxxxx.xlsx Individual patient records - OpenREM export is designed for this
  • PHE_Dose_IR_Fluoro_System_xxxxx.xlsx System mean and median - OpenREM does not support this summary format directly

As with the CT surveys, care should be taken to read and fill in the instructions and questions asked in the templates.

For the radiography survey, there are two types of studies asked for:

  1. Single-projection studies - for example the sheet Abdomen_AP_DAP_by_record
  2. Multi-projection studies - for example the sheet Abdomen_exam_DAP_by_record

For studies in the former category, select your data as appropriate on the Radiography filter page, making use of the ‘Num. events total’ filter to ensure all selected studies have just one exposure. Then use the ‘PHE 2019 Survey: Projection’ button to export the data. If any exams do have more than one exposure, the export will continue with a warning, and only include the first exposure of each study in the export.

For multi-projection studies, filter as before, setting the ‘Num. events total’ filter if the exam normally has a specific number of views, and export using the ‘PHE 2019 Survey: Study’ button. If any of the studies have more than eight exposures, the export will automatically format the data to suit the template designed for skeletal studies. This allows for up to 20 exposures. However, you will need to request the ‘bespoke’ template from PHE as it was not distributed in the original email!

The exported spreadsheet has a header row at the top. Copy from the second row onward and paste into the relevant sheet in the PHE template in row 7.

For The fluoroscopy survey, select the studies as appropriate and use the ‘PHE 2019 Survey’ button to export the data. The resulting data should be copied into the PHE_Dose_IR_Fluoro_Patient_xxxxx.xlsx as follows:

  1. Select the exported data from column A through to column AQ, row 1 though to the last row of the exported data
  2. Select the cell A1 and choose the full Paste Special menu - Ctrl+Alt+V or right-click Paste Special -> Paste Special. Then select Paste ‘Formulas’ and ‘Skip Blanks’.

This will paste the correct DAP and time units into row 4 along with the exported data into row 7 onwards. The DAP units exported using the radiography exports (cGy·cm²) and fluoroscopy (Gy·m²) may not correspond to the units normally used on your system, but the exported values will be correct for the units stated.

Opening csv exports in Excel

If the export contains non-ASCII characters, then Microsoft Excel is unlikely to display them correctly by default. This issue does not occur with Libre Office which defaults to UTF-8 – behaviour with other applications will vary.

To correctly render characters in csv files with Excel, you will need to follow the following procedure:

  1. Open Excel.
  2. On the Data tab of the ribbon interface, select From Text in the Get External Data section.
  3. Select your exported csv file and click Import
  4. Ensure that Data Type Delimited is selected.
  5. Change the File origin from to 65001 : Unicode (UTF-8) – the easiest way to find it is to scroll right to the bottom of the list, then move up one.
  6. Click Next >
  7. Change the delimiter to just Comma
  8. Either click Finish or Next > if you want to further customise the import.