CHSP Stage 3 Bulk Import Tool

Considering the recent confirmation from DEX that providers must submit the new Stage 3 fields for all data from 1 July 2026 onwards, Nightingale has developed an export/import tool to allow for bulk updates to both attended, and rostered appointments to capture all the DEX required fields.

This tool will include appointment fields to help you with identifying what has occurred/will occur, as well as the new DEX reportable fields to be populated for claiming purposes.

Note: This functionality will be released to all Nightingale environments on Monday 3rd August 2026.

How to Run

The report will be available from Admin Tools > DEX > Bulk Update DEX Fields

Exporting File

Attendance

1. Set the Record Type as Attendance
2. Set the desired date range 
   • This is likely 1st July 2026 up until "today" when you are running the file, as there will be no attendances in the future
3. Click to Download

Roster

1. Set the Record Type as Roster
2. Set the desired date range 
   • This is likely 1st July 2026 up until a future date that reflects when the furthest new recurrence might have been created (e.g. 3 months from now)
     • Only the first non-attended appointment in a recurrence will be exported. Any DEX updates applied to this appointment will automatically apply to ALL appointments in the recurrence series
       • This will also update any non-attended appointments in the recurrence before 1 July, so it is important to ensure all CHSP appointments prior to 1 July have already been attended before you download the roster file to make updates
   • This will pick up any past visits (i.e. before today) that have not yet been Attended so that these can be updated
3. Click to Download

Importing File

1. Populate the import fields as explained below
2. Select either Attendance or Roster button depending on the file type you are uploading
3. Click to Choose File and select your updated file with all required fields populated
4. Click to Process

Error Message

Once the upload has processed, it will clarify if there were any validation problems that prevented certain records from updating. If so, you will be able to click Download error CSV to review the issues.

This CSV will output the same file that was uploaded, but filtered to only those rows with validation issues, and the final column for Error Message will be populated to explain why the upload failed.

You will be able to make any updates needed based on the error message directly into the Error CSV and then upload this file again to update the impacted appointments.

If any errors remain, you will need to repeat this process until all records load successfully.

Report Content

Column Header	Notes	Type of Field
Attendance ID	These fields are purely for reference.  Do not change any of these fields or the import will not know which attendance to update	Non-updatable field
Roster ID
Client
Funding
Staff/Group
Date
Start
Finish
Units
Status
Recurrence	These columns will only populate when running the Roster file, not the Attendance file These columns will indicate if a rostered appointment is a one-off, or what the recurrence pattern is (e.g. Weekly, Monthly, etc.), as well as the start and end date of the recurrence
Series Start
Series End
Moderation
Service Type	These columns will populate the DEX Service Type & Service Type Group mapped to the funding item
Service Type Group
Applicable Fields	These columns will indicate which of the below DEX fields are applicable and mandatory to complete for the relevant row
Mandatory Fields
DEX Outlet	DEX fields to be updated through the bulk update functionality. If any of the DEX reportable fields have already been populated on the appointment, this data will be visible in the export.	Updatable field
DEX Outlet Activity Name
DEX Subcontractor delivered
DEX Volunteer involved
DEX Session location
DEX Texture modified
DEX Meals cooked offsite
DEX Meals provided
DEX Meal count main
DEX Meal count light
DEX Meal count dessert
DEX Meal count beverage
DEX Meal count snack
DEX Engagement time minutes
DEX Trip distance km
DEX Trip travel time minutes
DEX Overnight
Error Message	This column will populate automatically in the Error file after import if there are any validation issues with the importer	Auto-updated field

Pre-filled logic

If the below fields have not been populated at the appointment/funding item level, Nightingale will provide some default logic to assist you with the required bulk updates. These defaults can be overridden as required if they do not suit your reporting requirements:

• DEX Outlet
  • If only one DEX outlet exists for your organisation, this will be pre-filled in this column
• Session location
  • If the Attendance/Roster is for a Group Appointment, this will be prefilled as Community, else it will be left blank
• Overnight
  • If the end time of the service crosses midnight, this will be prefilled as Yes, else it will be left blank

How to populate the import file

For all remaning updatable fields, these will need to be populated by your organisation based on your specific rules. Some recommendations to assist with the bulk updates are listed below for each of the remaining fields:

1. DEX Outlet
   • Every row must be populated with the applicable DEX Outlet for the appointment. If any rows are blank, it means that no DEX Outlet has been set against the Funding Item or the Appointment for the applicable row, and your organisation has more than one DEX Outlet available to choose from
   • Filter to all rows where DEX Outlet is blank and populate with the applicable outlet for the client and service
     • If you are not sure what the valid options are for DEX Outlet for your organisation, you will need to download the Outlet Reference file available in Admin Tools > DEX > Bulk Update DEX Fields (the Download reference csv button)
       
     • The values populated in the upload file must be an exact match for your available DEX Outlet Names
2. DEX Outlet Activity Name
   • Every row must be populated with the applicable DEX Outlet Activity Name for the appointment. If any rows are blank, it means that no DEX Outlet (with the corresponding Activity Name mapped to the funding item) has been set against the Funding Item or the Appointment for the applicable row, and your organisation has more than one DEX Outlet Activity Name available to choose from
   • Filter to all rows where DEX Outlet Activity Name is blank and populate with the applicable outlet activity name for the client and service
     • If you are not sure what the valid options are for DEX Outlet Activity Name for your organisation, you will need to download the Outlet Reference file available in Admin Tools > DEX > Bulk Update DEX Fields (the Download reference csv button)
     • The values populated in the upload file must be an exact match for your available DEX Outlet Activity Names
3. DEX Subcontractor delivered
   • Filter based on "Mandatory Fields" contains Subcontractor delivered
   • Filter to Staff that are Subcontractors and set to Y, then set all others to N
   • If you have no subcontractors in use at your organisation, set all to N
4. DEX Volunteer involved
   • Filter based on "Mandatory Fields" contains Volunteer involved
   • Filter to Staff that are Volunteers and set to Y, then set all others to N
   • If you have no volunteers in use at your organisation, set all to N
   • For all other funding items where Volunteer involved is not mandatory, leave blank
5. DEX Session location
   • Filter based on "Mandatory Fields" contains Session location
   • If any group appointments should not report as Community, then filter to Group appointments (based on Staff/Group column) and override the prefill to Home as needed on applicable appointments
   • If there are any standard operational rules that indicate if an appointment occurred in the Home vs Community, populate these accordingly. For example:
     • If all “Individual Social Support” services typically occur in the community, then filter by DEX Service Type Group = Individual Social Support, and set to Community
     • Or if only certain services (e.g. Accompanied Activities) typically occur in the community, then filter by DEX Service Type  to the relevant specific Service Types, and set to Community
     • Then set all remaining blank rows where Session location is mandatory as Home
   • For all other funding items where Session location is not mandatory, leave blank
6. DEX Texture modified
   • Filter based on "Mandatory Fields" contains Texture modified
   • Filter to any clients that are known to require texture modified meals, and set to Y, then set all others in with the relevant mandatory field to N
   • For all other funding items where Texture modified is not mandatory, leave blank
7. DEX Meals cooked offsite
   • Filter based on "Mandatory Fields" contains Meals cooked off-site
   • If all meals are externally sourced, then set to Y for all, else populate with Y or N as required for each appointment
   • For all other funding items where Meals cooked off-site is not mandatory, leave blank
8. Meals provided
   • Filter based on "Mandatory Fields" contains Meals provided
   • If there are any standard operational rules that indicate if a meal was provided, populate these accordingly. For example: 
     • If meals are always provided as part of Centre Based Care, then filter to this Service Type and set to Y for all
   • If there are no standard operational rules that indicate if a meal was provided, then populate with Y or N as required for each appointment
   • For all other funding items where Meals provided is not mandatory, leave blank
9. The below logic applies to all the Meal Type columns:
   • DEX Meal count main
   • DEX Meal count light
   • DEX Meal count dessert
   • DEX Meal count beverage
   • DEX Meal count snack
   • Filter based on "Mandatory Fields" contains Meal counts
   • Filter based on "Service Type" equals Meal Delivery
     • Populate the Meal count columns with the applicable quantity of each meal type for each appointment based on what was delivered to the client
     • If no meals of a certain type were provided for the appointment, set the value to 0
   • Clear filter and then filter based on “Meals provided” is set to Y
     • Populate with the applicable quantity of each meal type for each appointment based on what was delivered to the client
     • If no meals of a certain type were provided for the appointment, set the value to 0
   • For all other funding items where Meal counts is not mandatory, leave blank
10. DEX Engagement time minutes
    • This field is optional as part of the DEX Stage 3 changes, it is not mandatory to report
      • Engagement time should reflect any direct "face to face" time that occurs between the employee providing the transport or delivering the meal, and the client receiving this service.
    • If you wish to report on this optional field but do not have the information recorded for July in a format that is easy to reference, Nightingale strongly encourages you to leave these fields blank for July and begin capturing against the applicable appointments for August 2026 onwards
    • If you do have the information recorded in a format that is easy to reference, then:
      • Filter based on "Applicable Fields" contains Engagement time
      • Populate with the applicable engagement time for each appointment in minutes (must be a whole number, not a decimal)
11. DEX Trip distance km
    • This field is optional as part of the DEX Stage 3 changes, it is not mandatory to report
      • Trip distance should reflect the amount KMs travelled by the employee providing the transport with the client receiving the service.
    • If you wish to report on this optional field but do not have the information recorded for July in a format that is easy to reference, Nightingale strongly encourages you to leave these fields blank for July and begin capturing against the applicable appointments for August 2026 onwards
    • If you do have the information recorded in a format that is easy to reference, then:
      • Filter based on "Applicable Fields" contains Trip distance
      • Populate with the applicable trip distance for each appointment in KMs
12. DEX Trip travel time minutes
    • This field is optional as part of the DEX Stage 3 changes, it is not mandatory to report
      • Trip time should reflect the amount of time spent purely on transport (i.e. not engagement time) between the employee providing the transport and the client receiving this service.
    • If you wish to report on this optional field but do not have the information recorded for July in a format that is easy to reference, Nightingale strongly encourages you to leave these fields blank for July and begin capturing against the applicable appointments for August 2026 onwards
    • If you do have the information recorded in a format that is easy to reference, then:
      • Filter based on "Applicable Fields" contains Trip travel time
      • Populate with the applicable trip time for each appointment in minutes (must be a whole number, not a decimal)
13. DEX Overnight
    • Filter based on "Mandatory Fields" contains Overnight
    • Any visits where the Finish time crosses midnight should already be prefilled to Y. If any of these should NOT report as overnight, then override the value to N
    • For all other appointments set to N as the visit has not been scheduled overnight based on the Start and Finish times in Nightingale
    • For all other funding items where Overnight is not mandatory, leave blank