CSV FAQs

Yes, you must follow local and state mandates for reporting.

If you are reporting your results to NHSN, you do not need to report to DSHS, as NHSN will report your results to the state.

The first step is to register your organization to begin reporting (you can register your facility by completing the CSV Lab Submitter Registration Form.

PHID will reach out to you with instructions for next steps after we receive your registration form and confirm that your CLIA is valid.

Texas DSHS accepts ONLY Electronic Lab Reporting (ELR), either via HL7 or in the DSHS approved CSV (comma separated value) file format. No other form of reporting is accepted at this time.

Since e-mail is not a secure method for protected health information (PHI) transfer, Texas DSHS will not accept reports via this method.

Yes. You are required to submit all COVID-19 test results to the state. Facility Onboarding User Guide will clarify how non-traditional facilities can register to report to the state.

Texas DSHS DOES NOT does not accept phone, mailed, or faxed reports due to data security issues.

Yes, all facilities that will conduct COVID-19 testing are required to be registered. If you have several facilities to register, you can use the bulk registration spreadsheet.

Before we permit you to start sending reports, we first need you to submit a test file. This will help us acknowledge that the submission template guidelines and data dictionary were followed accordingly and successfully.

The Test folder is only used to test your internet connection to the GlobalScape server. All your Test files and Production files should be dropped into Prod folder.

No, you cannot delete files after it is uploaded. Please contact us and we will delete the wrong file from our end.

Test files MUST be a .CSV file and records MUST resemble real data. Utilize the CSV template and enter test records in accordance with the data dictionary. Once test records are entered in the file, the file should be sent for testing using the correct file naming convention (Test_YourFacilityNameHere_CLIA#_DateofSubmission.csv).

You are required to submit ALL test results, including positive, negative and indeterminates, to DSHS. Contact your local health authority for their requirements for reporting.

Results for all COVID-19 tests must be reported:

• Antigen
• PCR (molecular)
• Antibody
• POC - Point of Care (can be antigen, PCR, or antibody)
• COVID-19 results derived from a panel test (e.g., flu A + flu B + SARS CoV 2) 

If the panel test you are conducting tests for COVID-19, in addition to other conditions, you should only report the SARS-CoV-2 component of the panel test. Use the LOINC values specific to the SARS-CoV-2 component (refer to the CDC LIVD Mapping Tool). If the panel test results are for COVID-19, such as IgM and IgG, you would have to fill out two rows on the CSV file – one for each result. Each row should have the LOINC code corresponding to the test component. Do not use the LOINC order code when reporting panel tests.

Yes, results for multiple facilities can be reported in the same file, however, all facilities must be registered. Each facility must use their proper CLIA.

 Yes, all COVID-19 test results can be reported in the same file, however, the appropriate test information (device ID, ordered test name, LOINC code, and LOINC text) must be provided for each individual test.

CSV files should ONLY be formatted using MM/DD/YYYY date format and must not have timestamps. If records are not reported in this format they WILL fail validation. If Date_of_Symptom_Onset is not available, please leave it blank.

Open the Excel file in Notepad and check for any extra commas at the end of each line, if there are any, then those represent extra columns. Remove the extra columns before resubmission.

If DOB is not known, it can be left blank. Filling with any other information like “Unknown” or “99” will cause failure. You may also leave age blank if DOB is unknown.

LOINC is a common language (set of identifiers, names, and codes) for identifying health measurements, observations, and documents. The LOINC website and the CDC LIVD Mapping Tool provide current codes for all reporting.

The combination of manufacturer and model name of the device are adequate device identifiers. You can also use the primary DI number of the device as listed in the Access GUDID website. It is a required field, and it is critical to helping epidemiologists conduct case investigations.

See the data dictionary – for some fields, you can use values like Unknown, UN, or 99999, making sure that the values match the expected format of the field. If you still need assistance, contact COVID-19ELR@dshs.texas.gov for further assistance.

Reports MUST be submitted daily. Timely reporting is extremely important and necessary. If your facility is not open on a weekend or holiday, reports must be submitted on the next business day.

Email your question to COVID-19ELR@dshs.texas.gov detailing your situation. Make sure to include your facility’s CLIA number in the email. We can work to revise and/or correct our contact information for your facility.