--- title: MIMS-NE to NZULM Bulk Conversion slug: portal-sub/mims-ne-to-nzulm-bulk-conversion docTags: createdAt: 2026-03-04T12:03:18.504Z --- ## NZULM Overview The New Zealand Universal List of Medicines (NZULM) is the standard source of commonly used information about medicines in New Zealand. It is the primary naming and coding database for medicines in the New Zealand health sector. It was first officially released for use in 2011 and is free to use. It is a dictionary oftrusted, standardised information covering: - the official, standardised name of a medicine - the official code-number of a medicine (or part thereof) - whether a medicine is approved for use in New Zealand - what restrictions, if any, apply - whether it is subsidised and the level of subsidy - any conditions that apply It also includes: - products listed in PHARMAC’s Hospital Medicines List - medicines supplied under Section 29 of the Medicines Act - some commonly available natural remedies.Source: [https://info.nzulm.org.nz](https://info.nzulm.org.nz/) ### NZULM in Profile/HCC Intrahealth will regularly compile and release a NZULM Jaffa file to support the new formulary system in the same way we do for MIMS. Intrahealth also regularly compiles a MIMS-NE to NZULM Cross-Reference Jaffa file to help practices move smoothly from MIMS-NE to NZULM. The Cross-Reference Jaffa file is created based on the mapping table provided by MIMS New Zealand. NZULM is required in order to use ePrescribing in New Zealand. This bulk conversion process is a prerequisite to using ePrescribing. ## Document Objective This document will guide you through converting past prescriptions from MIMS-NE to NZULM in bulk. ## Requirements ### Review Documentation Before starting the conversion, we recommend that you read “NZULM - Key Features”, found [here](https://portal.document360.io/v1/docs/nz-nzulm-key-features), as well as this document right through. ### Backup It is recommended a database backup be performed before starting the conversion process. ### Profile Version Minimum Profile version is Profile 8.4.52.12+. Recommended version is the latest general release, found on our [portal](https://help.intrahealth.com/en/support/solutions/folders/6000238483). ### Environment and Resources It is recommended all other unnecessary running programs be closed, especially if you have a large-sized database. If you are using an SQL database and there are multiple SQL instances running, it is recommended to leave open only the database to be converted. Disable sleep mode on the workstation in Windows settings. It is recommended you initiate the conversion from the Profile client that is located on the same machine as the IHServer to avoid possible network disconnections. ## MIMS-NE to NZULM Conversion ### Process Overview Converting existing prescriptions from MIMS-NE to NZULM includes the following steps: - Obtain a series of Jaffa files and save them locally, ready for import - Import these Jaffa files - Set **Scripts and Instructions** preferences as appropriate - Preview the conversion - Perform the conversion - Where required and applicable, add manual cross-references and convert these prescriptions Details of each steps are provided below. ### Required Jaffa Files You will need to obtain the latest MIMS-NE Jaffa files, NZULM Jaffa file, and the Cross-Reference Jaffa file, as described below. 1. Download and extract the latest MIMS-NE Jaffa files, if you have not already done so. The link to the files is provided by MIMS directly to subscribers every month. 2. Download the latest NZULM Jaffa file from [Intrahealth Solutions Portal](https://help.intrahealth.com/en/support/solutions/folders/6000238275) and extract it locally. 3. Download the latest Cross-Reference Jaffa file from [Intrahealth Solution Portal](https://help.intrahealth.com/en/support/solutions/folders/6000239220) and extract it locally. ### Jaffa Files Import You should now have a set of files as shown in the example below, which you will need to import one at a time, following the standard jaffa file import procedure, provided below: ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/LN3Q2e0XOCPO_JlZAwrH8_kh0qpmxyoldzbcliwsjl5yrw-oydne-ta.png" size="65" isUploading="false" initialPath="assets/KH0qPMxyOLDZBcLIwSJL5yRW-Oy_DNe-tA.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/KH0qPMxyOLDZBcLIwSJL5yRW-Oy_DNe-tA.png" position="flex-start" showCaption="false"} :::hint{type="danger"} **Note** If you already have the latest MIMS-NE then you do not need to import the first two files. If unsure, go to **Organisation/Preferences/Scripts and Instructions**. Your **Default Rx System** at this stage will be **MIMS-NE**. Check if your **Validity Period** is the current month. ::: 1. Go to **Organisation/Import and Export/Import Jaffa File**. 2. Select the first extracted Jaffa file. 3. Press **Open**. 4. In the Jaffa File Import window, press **Start**. :::hint{type="danger"} **Note** During the NZULM Jaffa file import, errors such as those shown below will be listed and can be ignored. They simply indicate that the medication names are too long and are truncated to 253 characters. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/PD1N4RUJ_B53hkC_mrJML_tvnv1cwpdlmafeaffqrtedi2v9pyagv4w.png" size="96" isUploading="false" initialPath="assets/TvNv1CWpDlMafeafFQrT_edI2v9pyaGV4w.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/TvNv1CWpDlMafeafFQrT_edI2v9pyaGV4w.png" position="flex-start" showCaption="false"} ::: ### Scripts and Instructions Preferences Now that the NZULM formulary has been imported, you will need to select it in the preferences and set appropriate settings. ### Global Preference Set NZULM as the default formulary for all users. 1. Login as a system administrator. 2. Go to **Organisation/Preferences/Scripts and Instructions** 3. In the **Default Rx System** field, select **NZ Universal List of Medicines** from the dropdown list. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/uGdXu3KiDRTSYPSYdfsNa_w0xzhyz3evheptcclwy8aewexvozrea.png" size="100" isUploading="false" initialPath="assets/W0XzHYz_3_EVHePt_CCLwy8aEwEXvozreA.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/W0XzHYz_3_EVHePt_CCLwy8aEwEXvozreA.png" position="flex-start" showCaption="false" indent="2"} ### Individual/Role Based Preferences Warning settings may need to be reviewed and – if appropriate – updated by each individual user (if your site uses individual-based settings) or for the role, by a system administrator (if your site uses role-based settings). Follow the procedure below to ensure that warnings come up when medications interact or when the patient has adverse reactions recorded. :::hint{type="danger"} **Note** Contact us if your organisation uses role-based settings and you need assistance in adapting the procedure below. ::: 1. Log in as the user who needs to set warnings preferences. 2. Go to **Organisation/Preferences/Scripts and Instructions**. 3. In the **Drug Interactions** field, ensure that the **NZF Interaction** option is selected. 4. In the **Adverse Reactions** field, ensure that the **Yes** option is selected. 5. Check the **Show alert dialog with script warnings** checkbox. 6. Check the **Warn with alerts on ordering** checkbox. ### Conversion Preview Go to **Control Centre/Bulk Updating/Usual Medications**, **Prescriptions**, **Instruction Templates**, **Adverse Reactions (MIMS-NE to NZULM)** to see the mapping between MIMS-NE and NZULM. It is important to understand what is displayed in this view before starting the bulk conversion to NZULM. ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/1Zfgf50iWAF7V_411GXdL_ju8qo4f5cxivlmyateshx3tvp-fsekbf8q.png) - **Count** column shows how many times the selected item has been used - **MIMS-NE Rx Description** shows the MIMS-NE description of the item - **NZULM Rx Description** shows the NZULM item to which the MIMS-NE item has been mapped and by which it will be replaced on completion of the conversion :::hint{type="danger"} **Note** Only brands will show here, even if medications were prescribed generically. The generic prescriptions will still display as generic in **Usual Scripts**, and **Prior Scripts**, after the conversion. ::: If the **NZULM Rx Description** column is empty, then there is no mapping for the selected item, which means that it will not be converted. There are several reasons why a MIMS-NE item may not be mapped to an NZULM item: - The medication is expired in the MIMS-NE formulary - The medication is not available in the NZULM formulary - The mapping is not available in the mapping table provided from MIMS New Zealand - Multiple mappings are found in the mapping table - It is a group ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/2OZxCcB7qlJ95_wqSgM2G_o4gygt2iy8rbk8p9kqpqzxlmjrpiqyx-og.png" size="10" isUploading="false" initialPath="assets/o4gyGt2iy8RBK8p9kqpqZxlmjRPiQyx-og.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/o4gyGt2iy8RBK8p9kqpqZxlmjRPiQyx-og.png" position="flex-start" showCaption="false" indent="2"} :::Paragraph{indent="1"} or chemical ::: ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/xH3jj_67B5p4QlMMx_y77_3k42nmlttvlez5719wuvbgdvm66r9qi4vq.png" size="10" isUploading="false" initialPath="assets/3k42NMlTTvLeZ5719WuVbGdVM66R9Qi4VQ.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/3k42NMlTTvLeZ5719WuVbGdVM66R9Qi4VQ.png" position="flex-start" showCaption="false" indent="2"} :::Paragraph{indent="1"}  added in Adverse Reactions. There is no group or chemical level mapping in the mapping table provided ::: :::hint{type="danger"} **Note** Sometimes the mapping is not provided simply because the medication name in the two formularies is slightly different. In these cases, the mapping can be added manually, and the prescription converted. See [Add Manual Cross References](https://portal.document360.io/v1/docs/nz-mime-me-to-nzulm-bulk-conversion#add-manual-cross-references) section for more information. ::: ### Inclusions and Exclusions - The bulk conversion converts medications linked to MIMS-NE found in **Usual Scripts**, **Prior Scripts** and **Adverse Reactions**. Instruction Templates are also converted. - **Discontinued** prescriptions are not converted. - **Ad-Hoc** prescriptions are not linked to any formulary and will not be converted. ### Adverse Reactions Descriptions for **Adverse Reactions** will not be updated. However, after converting from MIMS-NE to NZULM, Profile can still check **Adverse Reactions** for allergy warnings. Currently, there is no generic concept of preparations or packages available to be added in **Adverse Reactions**. ### Prescriptions by Package If a medication was prescribed by package, both the package as well as the preparation on which it is based will be listed. If the mapping to either the preparation or the package is missing, neither will convert. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/agCs_wIlL89Q_GXqBS6ug_onel5mw79xas-pehttgtzlyspokmmq-8q.png" size="71" isUploading="false" initialPath="assets/ONel5Mw7_9xaS-PEHtTGtzlYsPoKMMQ-8Q.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/ONel5Mw7_9xaS-PEHtTGtzlYsPoKMMQ-8Q.png" position="flex-start" showCaption="false"} You will need to manually [add the missing cross-reference](https://portal.document360.io/v1/docs/nz-mime-me-to-nzulm-bulk-conversion#add-manual-cross-references) and press **Process** to convert them. ### Workflow :::hint{type="danger"} **Note** It is expected that this process will take anywhere from 1 hour to 8 hours for most organisations. ::: 1. Press **Process All** on the toolbar. A confirmation dialog box is displayed. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/MMRwxahGF6Kasa6UwL7CY_5b2jd2lepwt7ae8wejmqrbwcrm9s6eyng.png" size="100" isUploading="false" initialPath="assets/5b2j_d2lEpWt7AE8WeJmqrBWCRm9S6EYng.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/5b2j_d2lEpWt7AE8WeJmqrBWCRm9S6EYng.png" position="flex-start" showCaption="false" indent="2"} 2. Press **Yes**. The **Processing all** window will display a progress bar. Once finished, a completion dialog box will show. This indicates a successful conversion. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/OYeypUBLC5btu3LmtLwQq_7ikt1hwddp8wrujso20ske4ugoo75jkg.png" size="63" isUploading="false" initialPath="assets/7IKt1Hw_dDp8wRujSO20SKE4UgOO_75jkg.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/7IKt1Hw_dDp8wRujSO20SKE4UgOO_75jkg.png" position="flex-start" showCaption="false" indent="2"} 3. Press **OK**. 4. Press **Refresh**. Converted prescriptions will no longer display. ### Manual Cross Referencing As previously mentioned, for some medications the cross-reference mapping will not be available but can be added manually, as appropriate. These manually mapped prescriptions can then be converted individually. :::hint{type="danger"} **Note** Manual cross-referencing may require clinical input. ::: 1. Select the relevant medication line and press **Cross Reference** on the toolbar. The Formulary – NZ Universal List of Medicines window will open with the MIMS-NE medication name automatically entered in the field. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/TkemqJSRU-HJ-1zcEGroi_qfsf6srkcqv1xahek7uxvt9qbtwoeyrbhg.png" size="98" isUploading="false" initialPath="assets/qFsf6srkcqV1xAhEk7uxvT9qBtWoeYrbhg.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/qFsf6srkcqV1xAhEk7uxvT9qBtWoeYrbhg.png" position="flex-start" showCaption="false" indent="2"} 2. Adjust the search as necessary, then select the appropriate preparation or package that matches the MIMS-NE medication and press **OK**. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/QW-63dTC9rnVpDCN4KLAd_57g7eu0tridswaeycfxlppzw0vukaeriq.png" size="80" isUploading="false" initialPath="assets/57g7eU0tRIDsWAEYcFXLPPZW0VUkaer_IQ.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/57g7eU0tRIDsWAEYcFXLPPZW0VUkaer_IQ.png" position="flex-start" showCaption="false" indent="2"} :::Paragraph{indent="1"} The cross-mapped prescription will now show in the NZULM Rx Description column. ::: 3. Press ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/EJKMp36gJZy83Vb-auJoj_tm1puqz5jbbt7b0k5hmbnbolayykyc3wba.png" size="10" isUploading="false" initialPath="assets/tM1puqz5JbBt7b0K5HmBnboLayYkYC3wBA.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/tM1puqz5JbBt7b0K5HmBnboLayYkYC3wBA.png" position="flex-start" showCaption="false" indent="2"} :::Paragraph{indent="1"}  to convert this prescription. ::: :::hint{type="info"} **Hot Tip** Editing the text of the medication to search could be as simple as removing a letter (e.g. an additional ‘s’) or changing the dosage and/or quantity information, as the difference between MIMS-NE and NZULM is sometimes subtle. ::: ### Additional Information ### ‘Prescribe by Brand’ flag The NZULM formulary has flags for medications that must be prescribed by brand. If these medications were prescribed generically using MIMS-NE, they will not be converted to NZULM. For example: ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/7p2lGxLQCUPAhDyCg8mjD_hkwzrx4um8zomoxgk-ika6ete1g4awrvsq.png" size="68" isUploading="false" initialPath="assets/HkWzrX4UM8ZOMoxgk-IkA6eTE1g4AwrvsQ.png" githubPath="en/Medication Management/Prescriptions - New Zealand/assets/HkWzrX4UM8ZOMoxgk-IkA6eTE1g4AwrvsQ.png" position="flex-start" showCaption="false"} For these medications, it is recommended to discontinue the old prescription and prescribe a new branded medication from the NZULM formulary. ### Medication Name Display On conclusion of the conversion, the NZULM medication name will display in the **Scripts** view of the Medical Record or Case, in the **Scripts** panel of encounters as well as in the **Rx Info** for that order. However, in the **Encounter action link**, the MIMS-NE medication name will still be displayed. ### Related Documentation Your users are now ready to use the prescribing module using NZULM, following their usual workflows. Please refer to “[Key Features of NZULM](https://portal.document360.io/v1/docs/nz-nzulm-key-features)” for more information. *** ## Attachments ::File{src="https://api.qa.archbee.co/api/presign/zICxj0dnLereb6UUrBA3-/FkiqGeFLMjw9tid4bgdhN_6000245185-mims-ne-to-nzulm-bulk-conversion.pdf" label="MIMS-NE to NZULM Bulk Conversion.pdf" initialPath="../../../attachments-export/6000245185-MIMS-NE%20to%20NZULM%20Bulk%20Conversion.pdf" githubPath="attachments-export/6000245185-MIMS-NE to NZULM Bulk Conversion.pdf"}