Data Automation FAQs, Troubleshooting & Resources

Doctor Care Anywhere is transitioning to SFTP to enable secure employee data uploads. "SFTP is a secure file transfer protocol and is an optimal way of securely transferring files." This approach provides upload history, real-time error tracking, and improved data accuracy through validation checks.

Clients gain the ability to securely upload employee data, review historical uploads, and benefit from enhanced accuracy in data processing through the new SFTP system.

The company provides how-to videos, guides, and FAQs with step-by-step instructions. Additionally, "your Customer Success Manager will also be available to provide on hand support and training."

Accounts lock when unexpected record volumes are uploaded. Users cannot upload files until data validity is confirmed. After correction or validation and filename updates, contact your Customer Success Manager for assistance.

Files go to Doctor Care Anywhere's SFTP. Coordinate with your IT and InfoSec teams regarding approved SFTPs. Once established, you'll receive unique login credentials and an account number beginning with “ACC.”

The folder structure includes:

• Client folders: Delta, Full
• DCA folders: Account Status, Content Rejected Files

"You may only place files in the ‘Delta’ or ‘Full’ folders."

Files cannot be removed after placement. Contact accountmanagement@doctorcareanywhere.com to request IT desk assistance.

Yes. A template exists with export instructions for creating properly formatted tab-separated CSV files, detailed in the Client Data Specification document.

Follow Client Data Specification guidelines. "Files with incorrect naming convention, missing or incorrect data will be rejected and placed under review."

Key requirements include:

• Files process strictly by date/time in filename order
• Multiple files require unique filenames
• Each filename timestamp must be later than the previous processed file
• Files cannot be resubmitted with earlier timestamps
• Resubmitted files need new, later timestamps

"The data automation process is currently configured to process files at 6 AM and 1 PM." This occurs daily.

Each client receives configured email notifications at a single address. "The automated email will either inform you, if the upload has been successful, rejected or placed under review." Rejection emails include error guidance.

Filenames require:

1. Unique account number (e.g., ACC-000011293)

2. File type (FULL or DELTA)

3. Date in American format (e.g., 2023_10_01)

4. Time in 24-hour format (e.g., 18_53_01)

5. TXT extension

Example: ACC-000011293_DELTA_2022_11_17_23_34_01.txt

For assistance, email accountmanagement@doctorcareanywhere.com without attachments or personal information.

Doctor Care Anywhere uploads error files to the FromDca > ContentRejectedFiles folder. Common issues include missing emails, incorrect dependent counts, and overly long names.

To access and review errors in Excel:

1. Right-click the rejected file

2. Select "Download (F5)" then "Download"

3. Open a blank Excel document

4. Select "Data," then "Get Data from Text/CSV"

5. Select the file and import

6. Load data

"If there is an error with the data in one of the columns, a number will be shown in the final column (Total Validation)." This number indicates error count.

After corrections, "a new filename must be used for any corrected file as Doctor Care Anywhere cannot accept duplicated filenames."

Both the client and Doctor Care Anywhere receive email notifications. "Every column is required by every client, and in the order specified by the Client File Specification." Some columns may remain blank but must be included. Refer to the specification document, correct issues, and resubmit with a new filename.

Follow the steps in the automated email. If a file with a matching name already exists, update and reupload your most recent file. "When uploading a file, the time and date must be updated with each upload."

A 'File Error' could stem from two causes:

• The filename may have already been submitted
• The account rules are not configured

Verify data accuracy and rename the document using the current upload date and time.

Investigate potential issues:

• Incorrect column headers
• Missing columns
• Columns in wrong sequence

Ensure all columns match the provided data template format and remove unnecessary spaces.

Possible errors include:

• Missing emails
• Incorrect dependent numbers
• Names exceeding length limits

Doctor Care Anywhere uploads a document to the SFTP identifying errors. Access the 'From DCA' folder, then 'ContentRejectedFiles' to review the file.

This indicates "you have made changes to 10% of the total population within the file." This safety mechanism requires confirmation. Contact your Customer Success Manager to approve processing or report suspected errors. Reupload corrected files with updated timestamps.

A rejected file won't be processed. Verify the filename is unique and all data is accurate, then reupload.

"Your file has successfully passed all validation checks and is now awaiting uploading within our system. No further action from you is needed at this time."