Health Human Resources Minimum Data Set …...iii Health Human Resources Minimum Data Set Guide—Text File Format Version 2.0 | July 2012 Preface The Canadian Institute for Health

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Health Human Resources Minimum Data Set Guide—Text File Format

Standards and Data Submission

Our VisionBetter data. Better decisions. Healthier Canadians.

Our MandateTo lead the development and maintenance of comprehensive and integrated health information that enables sound policy and effective health system management that improve health and health care.

Our ValuesRespect, Integrity, Collaboration, Excellence, Innovation

Table of Contents

Preface .......................................................................................................................................... iii

Foreword ....................................................................................................................................... v

This Guide ............................................................................................................................... v

Section 1: Introduction .................................................................................................................. 1

1.1 Background .................................................................................................................... 1

1.2 Purpose of the Guide ..................................................................................................... 3

1.3 CIHI’s Data Quality Framework ...................................................................................... 3

Accuracy ........................................................................................................................ 3

Comparability ................................................................................................................. 3

Relevance ...................................................................................................................... 4

Timeliness ...................................................................................................................... 4

Usability .......................................................................................................................... 4

Section 2: Health Human Resources Minimum Data Set ............................................................. 5

2.1 Purpose of the Health Human Resources Minimum Data Set ....................................... 5

2.2 Health Human Resources Minimum Data Set ................................................................ 5

2.3 Health Human Resources Minimum Data Set—Core Subset of Data Elements ......... 10

Section 3: Health Human Resources Data Dictionary ................................................................ 11

3.1 Purpose of the Health Human Resources Data Dictionary .......................................... 11

3.2 Health Human Resources Data Dictionary ................................................................... 11

Section 4: Health Human Resources Data Technical and Submission Specifications ............... 28

4.1 Purpose of the Health Human Resources Data Technical and Submission Specifications Section .................................................................................................. 28

4.2 Data Technical Specifications ...................................................................................... 28

File Characteristics ....................................................................................................... 28

Record Layout .............................................................................................................. 28

Data Technical Specifications ...................................................................................... 29

4.3 Data Submission Specifications ................................................................................... 41

Guidelines for Data Submission ................................................................................... 42

Data Acceptance Rules or Edit Checks ....................................................................... 43

File Layout and File Submission .................................................................................. 43

Example File Name ...................................................................................................... 45

Record Layout .............................................................................................................. 45

Sample Control Record ................................................................................................ 46

Record Layout .............................................................................................................. 47

4.4 Other Potential Data Sources....................................................................................... 47

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Section 5: Appendices ................................................................................................................ 48

Appendix A—Canadian Province/Territory Codes ................................................................ 48

Appendix B—Country Codes ................................................................................................ 49

Appendix C—Post-Secondary Canadian Education Institution Codes ................................. 56

Appendix D—Education Field of Study Codes ...................................................................... 63

Appendix E—Employment Organization Type Codes .......................................................... 65

Appendix F—Submitting Organization Identifier Codes ........................................................ 66

Appendix G—Other Potential Data Sources ......................................................................... 67

Appendix H—CIHI Core Subset of Data Elements ............................................................... 68

References .................................................................................................................................. 71

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Version 2.0 | July 2012

Preface

The Canadian Institute for Health Information (CIHI) is an independent, pan-Canadian, not-for-profit organization working to improve the health of Canadians and the health care system by providing quality health information.

CIHI’s mandate, as established by Canada’s health ministers, is to coordinate the development and maintenance of a common approach to health information for Canada.

To meet this mandate, CIHI’s core functions include the coordination and promotion of national health information standards and health indicators, the development and management of health databases and registries, the funding and facilitation of population health research and analysis, the coordination and development of education sessions and conferences, and the production and dissemination of health information research and analysis.

The Health Human Resources Minimum Data Set Guide—Text File Format is one example of a common approach in the development of national health information standards. Any questions regarding this guide or establishing a database should be directed to

Program Specialist, Health Human Resources Canadian Institute for Health Information 495 Richmond Road, Suite 600 Ottawa, Ontario K2A 4H6

Phone: 613-241-7860 Email: [email protected]

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Foreword

Health care provider groups should review this document carefully prior to undertaking any work related to database system development.

This Guide

The Health Human Resources Minimum Data Set Guide—Text File Format includes some background information, the Health Human Resources Minimum Data Set, the Health Human Resources Data Dictionary and the Health Human Resources Data Technical and Submission Specifications and Appendices.

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Section 1: Introduction

The Health Human Resources Minimum Data Set Guide—Text File Format, referred to as “the guide” throughout this document, was developed to assist organizations in developing HHR databases that are consistent with national standards and that provide opportunities to make comparisons between jurisdictions and professions. The guide is not intended to provide the steps to build a database; rather, it introduces the standards to be used for collecting, processing and reporting health human resources data.

The Health Human Resources Minimum Data Set Guide—Text File Format is divided into five sections:

Section 1 includes pertinent background information and the purpose of the guide, and introduces CIHI’s Data Quality Framework.

Section 2 explains the purpose of the Health Human Resources Minimum Data Set (HHR MDS) and summarizes the minimum data set—the list of data elements—and corresponding permissible values and introduces a core subset of data elements.

Section 3 comprises the Health Human Resources Data Dictionary (HHR DD), which defines each data element and corresponding values and includes a statement indicating the rationale for inclusion of the data element in the minimum data set.

Section 4 sets out the Health Human Resources Data Technical and Submission Specifications (HHR DTSS), which relate to collecting and processing a record on each individual registrant. It includes the purpose of the data technical specifications and the record layout for each data element, including the representation class, the permissible values and/or format. It also includes information on data submission specifications for both the receiving and submitting organizations. The last section provides information on other potential sources of data as an alternative to establishing a national or centralized database.

Section 5 includes the appendices.

1.1 Background

The collection and reporting of health human resources (HHR) data helps governments to, among other things, plan for the numbers of needed health care providers and understand their distribution to inform their recruitment and retention strategies. Various other stakeholder groups also benefit from access to data, including the federal government, health care provider organizations, health care service delivery organizations and the Canadian public.

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Stakeholders have investigated and articulated the issues surrounding data collection and reporting. For example, under the direction of the Conference of Deputy Ministers of Health, the Advisory Committee on Health Delivery and Human Resources developed A Framework for Collaborative Pan-Canadian Health Human Resource Planning1 to facilitate pan-Canadian HHR planning. This framework outlined some of the issues relating to HHR data:

HHR planning has tended to focus on a few health care occupations, rather than on the full health care workforce;

Planning has been conducted with limited data;

All jurisdictions have been investing resources in developing HHR data, which without collaboration could lead to duplication and lack of data comparability; and

There is a lack of high-quality, timely and comparable data on all major health care occupations.

The framework also outlined some of the issues relating to HHR data standards:

A lack of national data standards, including common definitions and approaches to collecting data; and

Inconsistent data on HHR productivity, workload and utilization.

The framework’s Action Plan stated the need to develop “a minimum data set . . . to guide HHR data collection and standards for collecting comparable data on new professional groups.”2

Some work has already been done to address this objective. In 2004, CIHI consulted major stakeholders to identify and validate HHR priority information needs and related indicators and to ascertain which data elements should be collected in a standardized fashion across Canada. From this, CIHI identified the general data needed to support the information-based functions of HHR (monitoring, evaluation, planning and policy research) and published it in the Guidance Document for the Development of Data Sets to Support Health Human Resources Management in Canada,3 which was released in February 2005. From 2004 to 2008, CIHI developed five HHR databases on pharmacists, occupational therapists, physiotherapists, medical radiation technologists and medical laboratory technologists.

These new databases complement existing HHR databases on physicians, registered nurses (including nurse practitioners), licensed practical nurses and registered psychiatric nurses. In addition, CIHI also maintains a database of aggregate data on 18 other health care professions, which includes information related to workforce supply, training/graduates, gender and age.

CIHI also maintains and supports other databases, such as health spending databases—for example, the National Health Expenditure Database (NHEX) and the Canadian MIS Database (CMDB)—and health services databases—for example, the Discharge Abstract Database (DAD) and the National Ambulatory Care Reporting System (NACRS). In total, CIHI maintains and supports 30 databases, giving CIHI extensive experience in the development and maintenance of databases and standards including health, financial and statistical standards.

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1.2 Purpose of the Guide

Some health care provider groups who do not currently provide data to CIHI have expressed interest in developing databases themselves that are comparable nationally and are consistent with CIHI standards. As such, CIHI developed the guide to assist these organizations so that they are able to populate and build a database by incorporating health human resources standards that are consistent with CIHI standards.

The guide was created using a common approach in the development of health information standards related to health human resources. It contains the HHR MDS needed for relevant analysis of HHR supply only. It does not contain data elements related to HHR requirements (needs data).

The HHR MDS complements the table “Priority Information Needs, Indicators and the Data Elements Required to Support Compilation of Health Human Resources Information in Canada,” which can be found in the Guidance Document for the Development of Data Sets to Support Health Human Resources Management in Canada;3 as well, it is consistent, to the extent possible, with the minimum data sets, data dictionaries, and data technical and submission specifications of current CIHI data holdings.

These standards could be used to assist those organizations that would like to collect health care provider data to collect data themselves and to align current data holdings with comparable national standards.

1.3 CIHI’s Data Quality Framework

CIHI has a framework for data quality in which data are evaluated for accuracy, comparability, relevance, timeliness and usability. The HHR MDS found in Section 2 of this document has been designed with a view to collecting data that meets these five criteria.

Accuracy

HHR data sets are expected to have a high degree of accuracy. Accuracy can be maintained by limiting the scope of data collected to information that is normally reported as a condition of licensure or data that is well understood and that does not place a high response burden on those who report. Variables that require estimation (for example, average hours of work) will normally have a higher margin of error than variables based on objective standards (such as exact recorded hours). Consequently, objective and readily available information is preferred in HHR databases.

Comparability

Data that is comparable and relevant across provinces/territories and within the majority of workforce participants is preferred to data that applies to only a relatively small number of the workforce. When considering the appropriateness of data elements such as second or third employment (Employment category), or education beyond the level required as a condition of practice (Education category), it is advisable to consider the proportion of the workforce to which



the data elements will apply. If only a small proportion of registered health care providers have secondary employment or supplementary education, for example, the comparability of that data will be limited and the value of collecting the data should be carefully considered.

Relevance

The data elements and their definitions, including the associated permissible values listed in the HHR Data Dictionary in Section 3 of this document, have been included with a view to capturing key characteristics of the HHR workforce. They are meant to apply to a number of different health care occupations and the range of data elements collected may not be the same for each occupation. Data elements within the category of Identifiers and Demographics Information should normally be available for all persons registered in the database. In the Education category, post-basic education will be relevant in some occupations but not in others.

In its record-level data sets, CIHI normally limits analysis of employment characteristics to just primary employment, without examining secondary or other employments. Analysis of data in the Education category is normally limited to education required for licensure or entry to practice. The highest level of post-basic education is important in occupations where educational standards are evolving but may have limited analytical value in occupations where there is a fixed level of education required for licensure and where advanced education may be characteristic of those who are employed in administrative or teaching positions.

Timeliness

HHR supply databases maintained by CIHI are normally updated annually with data supplied by health care provider associations/societies or licensing bodies. Most data from these organizations is based on their internal reporting requirements for renewal of licenses or memberships and usually is obtained from questionnaires sent to members of the occupation on fixed dates. Experience has shown that several months are required for quality checking and validation of data, including follow-ups with individual respondents when necessary. Therefore, it could take an organization close to a year to release data after it has been collected.

Usability

Usability of HHR databases is a function of data content and the information requirements of stakeholders. Planning and monitoring of the HHR workforce are the main purposes of HHR databases. The information framework and variables suggested in this document, combined with accurate reporting, should provide databases that are usable for planning purposes. Additional information requirements for individual occupations can be incorporated in databases if data of acceptable quality is available.

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Section 2: Health Human Resources Minimum Data Set

2.1 Purpose of the Health Human Resources Minimum Data Set

The Health Human Resources Minimum Data Set (HHR MDS) contains data elements considered relevant for analyses of HHR supply. At this point, it does not include data elements associated with the demand or requirements for HHR. CIHI developed the HHR MDS within the framework of priority information needs identified in the Guidance Document for the Development of Data Sets to Support Health Human Resources Management in Canada.

The HHR MDS aims to provide standards based on ISO 11179 compliance recommendations that will assist health care provider organizations in yielding standardized comparative data and reports on demographic, geographic, education, employment and migration information for health care providers in Canada.

2.2 Health Human Resources Minimum Data Set

Presented in Table 1 below are 84 data elements that make up the HHR MDS. These data elements are grouped into six categories:

Identifiers and Demographic Information;

Geography and Related;

Education;

Employment, Both Historical and Current (General and Specific);

Migration; and

Other.

It should be noted that the list of data elements presented in the HHR MDS below is not all inclusive; it identifies only those data elements that may be compared at a national level. Additionally, some of the data elements presented below may not be applicable to each health care provider group.

For data elements that are not included in the HHR MDS and which organizations wish to include in their own minimum data sets, regarding naming convention guidelines, data formats, data types, permissible values, missing values and default values for invalid values, please direct your inquiries to [email protected].



Table 1: Health Human Resources Minimum Data Set

Data Element Permissible Value(s)

Identifiers and Demographic Information

Provider Registration Identifier Number (National or Provincial/Territorial Registration Number or Suitable Alternative)

Provider Gender Code Female

Male

Undifferentiated

Not Applicable

Unknown

Provider Birth Year Date (Four-Digit Year)

Not Applicable

Unknown

Provider Birth Province Code (Canadian Province/Territory Codes)

Not Applicable

Unknown

Provider Birth Country Code (Country Codes)

Not Applicable

Unknown

Geography and Related

Provider History Residence Province Code (Canadian Province/Territory Codes)

Not Applicable

Unknown

Provider History Residence Country Code (Country Codes)

Not Applicable

Unknown

Provider Registration Province Code (Canadian Province/Territory Codes)

Provider Concurrent Registration Province Code (Canadian Province/Territory Codes)

Not Applicable

Unknown

Provider Previous Registration Province Code (Canadian Province/Territory Codes)

Not Applicable

Unknown

Provider Previous Registration Country Code (Country Codes)

Not Applicable

Unknown

Provider Initial Registration Province Code (Canadian Province/Territory Codes)

Not Applicable

Unknown

Provider Initial Registration Year Date (Four-Digit Year)

Not Collected

Unknown

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Table 1: Health Human Resources Minimum Data Set (cont’d)


Education

Provider Basic Education Level Code Equivalency Certificate

Diploma

Baccalaureate

Master’s

Doctorate

Not Applicable

Unknown

Provider Basic Education Graduation Year Date (Four-Digit Year)

Not Applicable

Unknown

Provider Basic Education Graduation Institution Code

(Canadian Institution Education Codes)

Other Canadian Institution

Non-Canadian Institution

Not Applicable

Unknown

Provider Basic Education Graduation Province Code

(Canadian Province/Territory Codes)

Non-Canadian Location

Not Applicable

Unknown

Provider Basic Education Graduation Country Code

(Country Codes)

Not Applicable

Unknown

Provider Post-Basic Education Level Code 1, 2, 3 Diploma

Post-Secondary Certificate

Baccalaureate

Master’s

Doctorate

Not Applicable

Unknown

Provider Post-Basic Education Graduation YearDate 1, 2, 3

(Four-Digit Year)

Not Applicable

Unknown

Provider Post-Basic Education Graduation Institution Code 1, 2, 3

(Canadian Education Institution Codes)

Other Canadian Institution


Not Applicable

Unknown

Provider Post-Basic Education Graduation Province Code 1, 2, 3



Not Applicable

Unknown





Provider Post-Basic Education Graduation Country Code 1, 2, 3

(Country Codes)

Not Applicable

Unknown

Provider Education Outside Domain Education Level Code 1, 2, 3

Diploma


Baccalaureate

Master’s

Doctorate

Not Applicable

Unknown

Provider Education Outside Domain Education Field Code 1, 2, 3

(Education Field of Study Codes)

Not Applicable

Unknown

Provider Education Outside Domain Graduation Year Date 1, 2, 3

(Four-Digit Year)

Not Applicable

Unknown

Provider Education Outside Domain Graduation Province Code 1, 2, 3



Not Applicable

Unknown

Provider Education Outside Domain Graduation Country Code 1, 2, 3

(Country Codes)

Not Applicable

Unknown

Employment—Historical

Provider Employment Initial Province Code (Canadian Province/Territory Codes)

Not Applicable

Unknown

Provider Employment Initial Year Date (Four-Digit Year)

Not Applicable

Unknown

Employment—Current General

Provider Employment Status Code Employed in Current Provider Role Type

Employed in Current Provider Role Type on Leave

Employed Outside of Current Provider Role Type

Retired

Unemployed

Not Applicable

Unknown

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Provider Other Occupation Activity Status Code Seeking Employment Only in Current Provider Role Type

Seeking Employment Only in Occupations Outside the Current Provider Role Type

Seeking Employment in Any Occupation

Not Seeking Employment

Not Applicable

Unknown

Provider Employment Annual Earned Hours (Four-Digit Hours)

Not Applicable

Unknown

Provider Employment Sector Code Public

Private

Mix

Not Applicable

Unknown

Employment—Current Specific

Provider Employment Category Code (for First, Second and Third Employment)

Permanent Employee

Temporary Employee

Casual Employee

Self-Employed

Other—Not Elsewhere Classified

Not Applicable

Unknown

Provider Employment Full-Time/Part-Time Status(for First, Second and Third Employment)

Part-Time

Full-Time

Not Applicable

Unknown

Provider Employment Province Code (for First, Second and Third Employment)



Not Applicable

Unknown

Provider Employment Country Code (for First, Second and Third Employment)

(Country Codes)

Not Applicable

Unknown

Provider Employment Postal Code (for First, Second and Third Employment)

(Six-Digit Postal Code Assigned by Canada Post)

Not Applicable

Unknown

Provider Employment Organization Type Code(for First, Second and Third Employment)

(Employment Organization Type Codes)

Not Applicable

Unknown





Provider Employment Multiple Site Indicator(for First, Second and Third Employment)

Yes

No

Not Applicable

Unknown

Provider Employment Position Code (for First, Second and Third Employment)

Manager

Supervisor

Staff

Consultant

Educator

Researcher

Sales

Other

Not Applicable

Unknown

Migration

Provider History Employment Country Code (Country Codes)

Not Applicable

Unknown

Provider History Employment Postal Code (Six-Digit Postal Code Assigned by Canada Post)

Not Applicable

Unknown

Provider History Previous Employment Province Code



Not Applicable

Unknown

Provider History Previous Employment Country Code

(Country Codes)

Not Applicable

Unknown

Provider History Previous Employment Postal Code


Not Applicable

Unknown

Other

Organization Registration Number Type Code Active, Full

Active, Other

Inactive

2.3 Health Human Resources Minimum Data Set—Core Subset of Data Elements

Of the HHR MDS data elements listed in Table 1 above, CIHI has identified a core subset of data elements that are collected across its HHR databases. Please refer to Appendix H for the list.

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Section 3: Health Human Resources Data Dictionary

3.1 Purpose of the Health Human Resources Data Dictionary

The purpose of this section of the guide is to provide the definitions for each data element, the corresponding permissible values and a brief rationale for inclusion of the data element in the HHR MDS.

3.2 Health Human Resources Data Dictionary

In Table 2 below, the data elements are presented in the same order and under the same six categories as found in the HHR MDS. The field number for each data element is included. In the areas of education and employment, some of the data elements relate to three field numbers, which are all provided. These field numbers correspond to those listed in Table 3 (Health Human Resources Data Technical Specifications), found in Section 4 of this document.

Table 2: Health Human Resources Data Dictionary

Data Element—Definition Permissible Value(s)


The number and demographic characteristics of health care providers who are registered or licensed or who otherwise are part of the available health workforce provide important information. For example, they permit an examination of how age and sex can influence workforce participation.

1. Provider Registration Identifier NumberA lifetime registration number, or suitable alternative, that uniquely identifies a health care provider within a particular jurisdiction. This number is a lifetime unique identifier assigned by the submitting organization for administrative purposes.

(National or Provincial/Territorial Registration Number or Suitable Alternative)

Rationale: This number is needed to uniquely identify a professional within a particular jurisdiction and to follow changes specific to that individual over time. A unique individual identifier is important for analyses of health care provider supply and characteristics.

A national unique identifier allows for unduplicated counts of providers who may register in more than one province/territory. If a national unique identifier is not available, a provincial/territorial identifier should be used.

2. Provider Gender Code The reported sexual category of a registrant, at the time of registration or renewal, used for administrative purposes.

Female—An individual who reports belonging to the cultural gender role distinction of female.

Male—An individual who reports belonging to the cultural gender role distinction of male.

Undifferentiated—An individual whose gender cannot be uniquely defined as male or female, such as hermaphrodite.

Not Applicable—Data element is collected but does not apply or is not collected and/or not submitted.

Unknown—Data collector or data submitter is unable to obtain the required information for a specific data element.

Rationale: Necessary for the calculation of gender-related workforce indicators (for example, proportion of the workforce that is female).



Table 2: Health Human Resources Data Dictionary (cont’d)


3. Provider Birth Year Date Year of birth of the registrant.

(Four-Digit Year)



Rationale: Necessary for the calculation of age-related workforce indicators (for example, the average age of the workforce).

4. Provider Birth Province Code The Canadian province/territory of birth of the registrant.




5. Provider Birth Country Code The country of birth of the registrant.

(Country Codes)



Rationale: Necessary for the analysis of the immigration patterns of the workforce. Information on a registrant’s province/territory and country of birth can be used (in comparison with other data elements) to assess the internationally educated workforce.


Geography is important in a country the size of Canada, and understanding the distribution of health personnel (for example, in terms of rural or urban choice of practice/employment setting) and how this distribution relates to geography is important to workforce planning and policy development.

6. Provider History Residence Province CodeThe Canadian province/territory of residence at the time of registration or renewal.


Non Applicable—Data element is collected but does not apply or is not collected and/or not submitted.


7. Provider History Residence Country CodeThe country of residence at the time of registration or renewal.

(Country Codes)



Rationale: Necessary for analysis of the geographical distribution of the workforce. Information on a registrant’s province/territory and country of residence can be used (in comparison with other data elements such as Provider Registration Province Code) to reduce the level of double-counting of registrants registered in more than one Canadian jurisdiction.

8. Provider Registration Province CodeThe Canadian province/territory of current registration at the time of registration or renewal.


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9. Provider Concurrent Registration Province CodeThe Canadian province/territory of the secondary registration at the time of registration or renewal with the current registration or renewal.




10. Provider Previous Registration Province CodeThe Canadian province/territory of the previous registration in another Canadian province/territory at the time of registration or renewal.




11. Provider Previous Registration Country CodeThe country of the previous registration at the time of registration or renewal.

(Country Codes)



12. Provider Initial Registration Province CodeThe first Canadian province/territory in which a registrant became registered in Canada with a Canadian province/territory health care provider regulatory body or professional association.




13. Provider Initial Registration Year DateThe first year in which a registrant became registered in Canada with a Canadian province/territory health care provider regulatory body or professional organization.

(Four-Digit Year)



Rationale: Provides a baseline indication of initial entry into the health care provider workforce within Canada. Information on a registrant’s current/concurrent/previous province/territory of registration can be used (in comparison with other data elements) to reduce the level of double-counting of registrants registered in more than one Canadian jurisdiction and about the extent to which health care providers provide services outside the province/territory or country in which they reside.

Education

Monitoring basic information on the education attainment of the workforce can allow for the examination of the sequencing and timing of different educational attainments (for example, initial education in the profession of interest, highest education in the profession of interest and highest education outside of the profession of interest) of the workforce. Year of graduation for basic education in the profession is also used to generate an indicator for the maximum length of time in the workforce (in other words, the number of years since graduation from basic education in the profession). Looking at province/territory of graduation allows for the examination of a jurisdiction’s capacity to retain health care providers trained in the jurisdiction and can also be used to target recruitment efforts (for example, to specific Canadian schools, provinces or countries).





14. Provider Basic Education Level Code Initial post-secondary education program used to prepare a health care provider for practice. This refers to initial education in the health care provider profession used, in whole or in part, for consideration of licensure (regulatory body) or registration (mandatory or voluntary membership association) as a health care provider in Canada.

Equivalency Certificate—Equivalency Certificate, below the level of a baccalaureate, conferred by a college or university (or comparable institution). This refers to direct-entry diplomas resulting from programs completed at a Canadian hospital or equivalent. This refers to direct-entry diplomas resulting from programs completed at a Canadian community college and collège d’enseignement général et professionnel (cégep).

Diploma—Diploma below the level of a baccalaureate, conferred by a college or university (or comparable institution).

Baccalaureate—An undergraduate degree conferred by a university or comparable institution. This refers to direct-entry degrees in the health care provider profession.

Master’s—A graduate-level professional university degree or equivalency degree. This refers to direct-entry degrees in the health care provider profession.

Doctorate—A post-graduate-level professional university degree or equivalency degree. This refers to direct-entry degrees in the health care provider profession.



Rationale: This data element is used to monitor changes in the basic educational attainment of the workforce. A range of levels is included to accommodate situations where basic education may differ from the Canadian standard (usually diploma or baccalaureate), or cases where post-graduate degrees qualify as entry-level without having to complete a diploma program. Entry-level education in this context is the initial education required by the health care provider to practise as a health care provider in Canada. Entry-level education will vary among health care provider professions.

15. Provider Basic Education Graduation Year DateYear of completion of basic education program used to prepare a health care provider for entry into practice.

(Four-Digit Year)



Rationale: Collecting this information permits an examination of the sequencing and timing of different educational attainments (initial education in the profession of interest, highest education in the profession of interest and highest education outside of the profession of interest) of the workforce. Year of graduation for basic education in the profession can also be used to generate an indicator for the maximum length of time in the workforce (meaning the number of years since graduation from basic education in the profession).

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16. Provider Basic Education Graduation Institution Code Name of Canadian college or university of completion of initial education program used to prepare a health care provider for practice.


Other Canadian Institution—Other Canadian institution of graduation for basic education not otherwise specified.

Non-Canadian Institution—Institution of graduation was outside of Canada.



17. Provider Basic Education Graduation Province Code Canadian province/territory of completion of initial post-secondary education used to prepare a health care provider for practice.


Non-Canadian Location—Location of graduation was outside of Canada.



18. Provider Basic Education Graduation Country Code Name of country of completion of initial education program used to prepare a health care provider for practice.

(Country Codes)



Rationale: Collecting the Canadian institution name of graduation, or country of graduation, permits the identification of the college/university/institution where basic education in the health care provider profession was completed.

It allows monitoring of the composition of the workforce in terms of place of education (Canadian versus international) and analysis of provincial/territorial capacity to retain provincial/territorial graduates.

19. 24. 29. Provider Post-Basic Education Level Code 1, 2, 3 Other post-secondary education achieved in the health care provider profession, which resulted in a diploma or a degree. (This includes any post-basic health care provider profession education leading to a diploma or a degree, for example, “laddering,” “upgrade” or degree completion education.) 1, 2, 3

Diploma—Diploma below the level of a baccalaureate, conferred by a college or university (or comparable institution).

Post-Secondary Certificate—Non-diploma/degree certificate or equivalent conferred by a college or university (or comparable institution).

Baccalaureate—An undergraduate degree conferred by a university or comparable institution. This refers to direct-entry degrees in the health care provider profession.

Master’s—A graduate-level professional university degree or equivalency degree. This refers to direct-entry degrees in the health care provider profession.

Doctorate—A post-graduate-level professional university degree or equivalency degree. This refers to direct-entry degrees in the health care provider profession.







Rationale: This data element is used to monitor changes in the educational attainment of the workforce.

20. 25. 30. Provider Post-Basic Education Graduation Year Date 1, 2, 3 Year of completion of post-basic education in health care provider profession. 1, 2, 3

(Four-Digit Year)



Rationale: Collecting the year of completion of other education in the health care provider profession permits monitoring trends in the sequencing and timing of the health care provider educational attainments.

21. 26. 31. Provider Post-Basic Education Graduation Institution Code 1, 2, 3 Name of Canadian institution of completion of post-basic education in health care provider profession. 1, 2, 3


Other Canadian Institution—Other Canadian institution of graduation for post-basic education not otherwise specified.

Non-Canadian Institution—Institution of graduation was outside of Canada.



22. 27. 32. Provider Post-Basic Education Graduation Province Code 1, 2, 3 Canadian province/territory of completion of post-basic education in health care provider profession. 1, 2, 3





23. 28. 33. Provider Post-Basic Education Graduation Country Code 1, 2, 3 Name of country of completion of post-basic education in health care provider profession. 1, 2, 3

(Country Codes)



Rationale: Collecting the Canadian institution, or country of graduation, permits the identification of the location where post-basic education in health care provider profession was completed and allows monitoring of the Canadian- versus internationally educated composition of the workforce and analysis of provincial/territorial capacity to retain provincial/territorial graduates (for provinces/territories with education programs).

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Other Education

34. 39. 44. Provider Education Outside Domain Education Level Code 1, 2, 3 Level of post-secondary education obtained in a field of study outside the health care provider profession. Education may have been acquired prior to or subsequent to entrance into the health care provider profession. 1, 2, 3

Diploma—Diploma or equivalent, below the level of a baccalaureate, conferred by a college or university (or comparable institution). This refers to education outside of the health care provider profession.

Post-Secondary Certificate—Non-diploma/degree certificate or equivalent conferred by a college or university (or comparable institution). This refers to education outside of the health care provider profession.

Baccalaureate—An undergraduate degree conferred by a university or comparable institution. This refers to education outside of the health care provider profession.

Master’s—A graduate-level university degree or equivalent degree. This refers to education outside of the health care provider profession.

Doctorate—A post-graduate-level university degree or equivalent degree. This refers to education outside of the health care provider profession.



Rationale: This data element is used to identify and monitor the level of educational attainment outside the field of the health care provider profession and to augment a health care provider’s education profile.

35. 40. 45. Provider Education Outside Domain Education Field Code 1, 2, 3

Field of study other than that related to a health care provider profession. 1, 2, 3

Reflects education outside of basic and post-basic health care provider profession education.

(Education Field of Study Codes)



Rationale: Collecting the field of study associated with education completed outside of the health care provider profession allows for analysis of the type of post-secondary training that a professional has obtained outside of their primary health discipline.

36. 41. 46. Provider Education Outside Domain Graduation Year Date 1, 2, 3 Year of completion of education in a field other than that related to the health care provider profession. 1, 2, 3

(Four-Digit Year)



Rationale: Collecting the year of completion of education in a field other than that related to the health care provider profession permits monitoring trends in the sequencing and timing of different educational attainment outside the field of the professional’s primary health discipline.





37. 42. 47. Provider Education Outside Domain Graduation Province Code 1, 2, 3 Canadian province/territory in which education was completed in a field of study other than that related to the health care provider profession. 1, 2, 3





38. 43. 48. Provider Education Outside Domain Graduation Country Code 1, 2, 3 Country in which education was completed in a field of study other than that related to the health care provider profession. 1, 2, 3

(Country Codes)



Rationale: Collecting the province/territory and country of graduation permits the identification of where education outside the health care provider profession was completed and allows monitoring of the education composition (Canadian versus international) of the workforce and analysis of provincial/territorial capacity to retain provincial/territorial graduates.

Employment

An understanding of employment characteristics, as well as the nature of labour force participation of health care personnel (for example, whether personnel are working full-time or part-time), can help inform policy decisions from the national/provincial/ territorial level (for example, more educational seats to produce more health care personnel could be funded) to the site of employment (for example, more full-time positions could be made available).

Employment—Historical

49. Provider Employment Initial Province CodeThe first province/territory in which a registrant began working as a health care provider in Canada.




Rationale: Identifies the initial Canadian jurisdiction of employment as a health care provider.

50. Provider Employment Initial Year DateThe year in which a registrant began working as a health care provider in the primary health discipline in Canada for the first time.

(Four-Digit Year)



Rationale: Provides a baseline indication of initial entry into the Canadian health care provider occupation workforce. Year of initial employment can be used to generate a proxy indicator for length of time in the workforce (for example, years since initial employment as a health care provider) and, in combination with other data elements on education, can be used to examine transitions into and out of the work lifecycle.

19






51. Provider Employment Status Code At the time of registration or renewal, registrant’s work status (employed or unemployed).

Employed in Current Provider Role Type— Employed in an occupation directly related to health care provider practice.*

Employed in Current Provider Role Type on Leave—Employed in an occupation directly related to health care provider practice,* and not working as a result of an official leave (for example, maternity/paternity leave, leave of absence, etc.).

Employed Outside of Current Provider Role Type—Employed in an occupation unrelated to health care provider practice.*

Retired—Withdrawn from occupation, point where employment has ended.

Unemployed—Not employed.


Unknown—Data collector or data submitter is unable to obtain the required information for a specific data element. * The scope defining employment directly related to

practice is determined by the individual licensing/ membership organizations.

Rationale: Necessary for the calculation of work status–related employment indicators (for example, proportion of the workforce employed in an occupation directly related to the health care provider practice but currently on leave).

52. Provider Other Occupation Activity Status CodeActivity status of registrants not currently employed in the occupation or not employed.

Seeking Employment Only in Current Provider Role Type—Currently unemployed or employed in a non–health care provider occupation and seeking employment in a health care provider occupation as a health care provider or in a health care provider–related field.

Seeking Employment Only in Occupations Outside the Current Provider Role Type—Currently unemployed or employed in a health care provider occupation as a health care provider or in a health care provider–related field and seeking employment in a non–health care provider occupation or health care provider–related field.

Seeking Employment in Any Occupation—Currently unemployed and seeking employment in a health care provider occupation as a health care provider, in a health care provider–related field or in an occupation other than health care provider.

Not Seeking Employment—Not currently employed and not seeking employment.



Rationale: Collection of this information permits the differentiation between those registrants (either an employee or self-employed) who are employed or unemployed. Capturing this data element provides opportunities to estimate the available registered workforce in different ways. When assessed in combination with other data elements, an estimation of the capacity of the available workforce can be determined.





53. Provider Employment Annual Earned HoursThe total annual earned hours of work in all employment(s) in the health care provider occupation. Earned hours include worked and benefit hours for which personnel have received or will receive salaries.i

(Four-Digit Hours)



Rationale: Collection of earned hours can be a measure of capacity (available supply of personnel) and can be used to estimate the number of full-time equivalents in relation to comparable head count data. The collection of these data elements is especially important in situations of casual or self-employed work arrangements, where the parameters of worked, benefit and purchased hours are not prescribed by an employer/employment contract.

54. Provider Employment Sector Code Public—Refers to health care spending by governments and government agencies. It is subdivided into four levels: provincial government sector, federal direct sector, municipal government sector and social security funds.ii

Private—Includes out-of-pocket expenditures made by individuals for health care goods and services; the health insurance claims paid to individuals by commercial and not-for-profit insurance firms, as well as the cost of administering those claims; non-patient revenues received by health care institutions, such as donations and investment income; private spending on health-related capital construction and equipment; and health research funded by private sources.ii

Mix of Public and Private—Includes work in both the public and private sectors.



Rationale: Necessary for the calculation of sector-related employment indicators (for example, proportion of the workforce employed in the public sector).

i. Canadian Institute for Health Information. Standards for Management Information Systems in Canadian Health Service

Organizations [CD]. Ottawa, ON: CIHI; 2011. ii. Canadian Institute for Health Information. National Health Expenditures Trends, 1975 to 2010. Ottawa, ON: CIHI; 2010.

http://www.cihi.ca. Accessed September 22, 2011.

21






First Employment—The employment, with an employer or in a self-employed arrangement, that is associated with the highest number of usual weekly earned hours.

Second Employment—The employment, with an employer or in a self-employed arrangement, that is associated with the second highest number of usual weekly earned hours.

Third Employment—The employment, with an employer or in a self-employed arrangement, that is associated with the third highest number of usual weekly earned hours.

Earned hours include worked and benefit hours. (Note: Earned hours also include purchased hours. However, in this context, earned hours would be self-reported by the health care provider and not the health care organization. As such, health care service providers would report all of their hours whether or not they were hired by a third-party payer.)

Worked hours include regular scheduled hours, overtime, call back, coffee breaks and worked statutory holiday hours. Worked hours do not include the lunch hour and standby hours.

Benefit hours include vacation, statutory holiday, sick leave, education hours received and the percentage of gross pay received in lieu of benefits, which may be paid to part-time staff.

Knowledge of whether or not health care personnel have more than one employer is useful in workforce planning, especially in conjunction with data on permanent/casual and full-time/part-time employment. Where persons have more than one employer, data on a second employment provides a more complete picture of workforce characteristics.

Similar information on tertiary employers can be collected if relevant for the organizations that collect health care provider data for a third employment. In occupations where this may be a common practice, it would be useful in workforce planning.

55. 63. 72. Provider Employment Category Code (for First, Second and Third Employment)

Employment category at the time of registration or renewal, for first employment.

First employment refers to the employment, with an employer or in a self-employed arrangement, that is associated with the highest number of usual weekly earned hours.

Employment category at the time of registration or renewal, for second employment.

Second employment refers to the employment, with an employer or in a self-employed arrangement, that is associated with the second highest number of usual weekly earned hours.

Employment category at the time of registration or renewal, for third employment.

Third employment refers to the employment, with an employer or in a self-employed arrangement, that is associated with the third highest number of usual weekly earned hours.

Permanent Employee—Status with employer is permanent with an indeterminate duration (no specified end date) of employment and guaranteed or fixed hours of work per week.

Temporary Employee—Status with employer is temporary with fixed duration of employment, based on a defined start and end date, and guaranteed or fixed hours of work per week.

Casual Employee—Status with employer is on an as-needed basis, with employment that is not characterized by a guaranteed or fixed number of hours per week.

Self-Employed—A person who engages independently in the profession, operating his or her own economic enterprise. The individual may be the working owner of an incorporated or unincorporated business or professional practice, or an individual in a business relationship characterized by a verbal or written agreement(s) in which the self-employed individual agrees to perform specific work for a payer in return for payment.

Other—Not Elsewhere Classified—Provider employment category, not elsewhere classified.







Rationale: The employment category permits the differentiation between those in an employee–employer work relationship and those who are self-employed. For registrants in an employee–employer work relationship, the distinction between permanent, temporary and casual employment (in combination with other data elements such as employment status and hours worked) provides an indication of changes in the conditions of employment for a profession (for example, a change to more temporary rather than permanent work arrangements with employers). When assessed in combination with other data elements, an estimation of the capacity of the available workforce can be determined.

56. 64. 72. Provider Employment Full-Time/Part-Time Status (for First, Second and Third Employment)

At the time of registration or renewal, for first employment, the official full-time/part-time status of an individual with an employer. If the official status is unknown, the classification is based on usual earned hours.


At the time of registration or renewal, for second employment, the official full-time/part-time status of an individual with an employer. If the official status is unknown, the classification is based on usual earned hours.


At the time of registration or renewal, for third employment, the official full-time/part-time status of an individual with an employer. If the official status is unknown, the classification is based on usual earned hours.


Part-Time—Official status with employer is part-time or usual hours of work are less than 30 hours per week.iii

Full-Time—Official status with employer is full-time or equivalent or usual hours of work are equal to or greater than 30 hours per week.iii



Rationale: For those in an employee–employer relationship or self-employed, this data element permits identification of some basic conditions of employment. When assessed in combination with other data elements, such as annual earned hours, an estimation of the potential capacity of the available workforce can be determined (for example, calculating full-time equivalents [FTEs]).

iii. Definitions of “full-time” and “part-time” are adapted from Statistics Canada. Full-time employment—persons who usually work

30 hours or more per week at their main or only job. Part-time employment—persons who usually work less than 30 hours per week at their main or only job. Source: Statistics Canada. The Canadian Labour Market at a Glance, 2003. http://www.statcan.ca. Updated November 18, 2004. Accessed August 12, 2005.

23





57. 65. 73. Provider Employment Province Code (for First, Second and Third Employment)

The Canadian province/territory of first, second, third employment at the time of registration or renewal.





Non-Canadian Location—Registrant is employed outside of a Canadian province/territory.



58. 66. 74. Provider Employment Country Code (for First, Second and Third Employment)

The country of first, second or third employment at the time of registration or renewal.




(Country Codes)



Rationale: Necessary for analysis of the geographical distribution of the workforce. Information on a registrant’s location of employment is used (in comparison with other elements) to reduce the level of double-counting of registrants registered in more than one Canadian jurisdiction. Collecting a location for up to three employments (first, second and third) provides an indication of the proportion of the workforce registering and or living in Canada but conducting most of their employment activity outside of Canada.





59. 67. 75. Provider Employment Postal Code (for First, Second and Third Employment)

At the time of registration or renewal, the postal code assigned by Canada Post for registrant’s first, second and/or third employment. The postal code reflects the service delivery–level worksite when available, with employer or business office postal code provided as an alternate (for example, if employer or business office location is different than service delivery–level worksite, and only the employer or business office postal code is available). Service delivery–level worksite refers to the location where the registrant is directly engaged in their health care provider area of practice: direct service, administration, education, research or sales.







Rationale: Full postal code is collected in order to examine geographic distribution at all of the desired units of analysis (national, provincial/territorial and sub-provincial/territorial area) and to investigate geographic concepts relevant to health planning (for example, urban and rural distribution of the health workforce).

25





60. 68. 76. Provider Employment Organization Type Code (for First, Second and Third Employment)

The place of employment for a registrant’s first, second and/or third employment, whether an employee or self-employed, at the time of registration or renewal. This is at the service delivery–level. Service delivery–level refers to the location where the registrant is directly engaged in their health care provider area of practice: direct service, administration, information systems, education, research or sales.







Rationale: This data element provides an indication of the setting in which the professional engages in employment activity and permits monitoring of changes in the setting of employment activity over time. Collection of this element allows an examination of, among other information, the number of professionals engaged in employment activity in the community versus a hospital or residential care setting.

61. 69. 77. Provider Employment Multiple Employment Site Indicator (for First, Second and Third Employment)

An indicator that specifies whether or not a registrant works at more than one site of practice for a single employer within a given employment.




Yes

No



Rationale: Collection of this data element allows for the identification of registrants working at different work sites for the same employer, that is, within a single employment. It distinguishes those who work at multiple sites within a single employment from those who work at multiple sites because they hold more than one employment (meaning two or more separate employers).





62. 70. 78. Provider Employment Position Code (for First, Second and Third Employment)

At the time of registration or renewal, the main role within the first employment (for registrants with multiple roles within first employment, reflects the role associated with the most worked hours).




Manager—Major role is in management. Role may involve the management of a particular program, as in a first-level management position, up to the senior most management positions.

Supervisor—Major role is in the supervision of staff.

Staff—Major role is in the provision of direct health care provider services.* (Includes relief staff.)

Consultant—Major role is to provide advice on health care provider profession and/or services. (Includes applications specialist.)

Educator—Major role is as an educator for a particular target group.

Researcher—Major role is in knowledge development and dissemination of research.

Sales—Major role is in sales.

Other—Position that is not otherwise identified.


Unknown—Data collector or data submitter is unable to obtain the required information for a specific data element. * Direct health care provider services refers to direct

involvement in the performance of health care provider procedures.

Rationale: This data element provides an indication of the role that the professional plays within an employment setting. It allows for a more precise differentiation of those professionals primarily involved in direct service provision compared with those professionals involved in other roles, for example, as educators.

Migration

Migration is defined as movement between countries (emigration, immigration), between provinces/territories within Canada, or between communities within a province/territory. Migration can also be inferred by comparing present location with location of graduation.

79. Provider History Employment Country Code The country in which a registrant began working as a

health care provider.

(Country Codes)



80. Provider History Employment Postal Code The postal code in which a registrant began working

as a health care provider in Canada.




81. Provider History Previous Employment Province Code The previous province/territory in which a registrant was working as a health care provider in Canada.


Non-Canadian Location—Registrant is employed outside of a Canadian province/territory.



27





82. Provider History Previous Employment Country Code The previous country in which a registrant was working as a health care provider.

(Country Codes)



83. Provider History Previous Employment Postal Code The previous postal code in which a registrant began working as a health care provider in Canada.




Rationale: Information about migration is important to understand movements of members of the workforce between Canada and other countries and to understand interprovincial/-territorial migration trends. Information on movements from or to rural and urban areas can also be tracked if sufficient information is available (postal code of employment can be converted to urban and rural geographic classifications).

Other

Active and inactive employment status contains information about whether or not health care providers are active in their profession. For inactive personnel, when combined with other data elements, contains reasons for leaving the workforce (other than migration).

84. Organization Registration Number Type CodeAt the time of registration or renewal, the class of license/registration issued to a registrant by a regulatory body or other professional organization.

Active, Full—Refers to a general professional practice licence or registration type with no limitations, restrictions or conditions. Includes professional practice licences that authorize a registrant, based on the assessment and issuance by a regulatory body, to engage in professional practice, as defined by the relevant laws, regulations and/or policies associated with a specific jurisdiction.

Active, Other—Refers to professional practice licences or membership types with special conditions not otherwise specified (for example, provisional and restricted licence types). Includes professional practice licences that authorize a registrant, based on the assessment and issuance by a regulatory body, to engage in professional practice, as defined by the relevant laws, regulations and/or policies associated with a specific jurisdiction.

Inactive—Type of registration that does not permit a registrant to engage in professional practice without further consideration and/or licensure by the regulatory body, within a particular jurisdiction, as defined by the relevant laws, regulations and/or policies associated with a specific jurisdiction.

Rationale: Collection of permits separating the short-term licence component of the workforce where required for analysis, monitoring of workforce transitions from active to inactive, as well as more accurate reporting of attrition (for example, the collection of inactive data allows for the differentiation of registrants maintaining registration but changing from active to inactive, from registrants who are registered and do not re-register).



Section 4: Health Human Resources Data Technical and Submission Specifications

4.1 Purpose of the Health Human Resources Data Technical and Submission Specifications Section

The purpose of this section of the guide is to provide

The technical specifications for organizations/jurisdictions wishing to build their own database using standards that are consistent with CIHI health human resources standards; and

Data submission specifications for organizations/jurisdictions either receiving or submitting data into a national/centralized database.

4.2 Data Technical Specifications

This section deals with file characteristics and record layout. Detailed information about the 84 data elements is presented in Table 3, “Data Technical Specifications.”

File Characteristics

Registration data is entered into the database in a file that is created—a plain (ASCII) text file without delimiters (such as tabs or commas). The file extension must be .txt.

The file consists of detailed records (individual record–level data). If all the data elements listed in the HHR MDS were collected for one health care provider, the record would be 323 characters in length. Each record can potentially describe the demographic, education, employment and geographic characteristics, as well as migration data, of a single health care provider.

Record Layout

Table 3, below, provides the detailed information required to create records in a sequential file.

Notes

1. Data User: Enter the values as provided in Table 3 below, regardless of length; the software should ensure that the lengths for the values of each data element are correct.

2. Vendor: Design the system to ensure that there is padding for each data element to accommodate the various lengths of each of the values.

29



3. All Fields: The value/and or format must be provided according to the assigned value:

Field 2 (Provider Gender Code)—Assign value of

– “F” if registrant is a female;

– “M” if registrant is a male;

– “UN” if registrant is undifferentiated;

– “NA” (not applicable) if the data element is not collected and/or not submitted; and

– “UNK” if the gender is unknown (the registrant has not provided the information).

Field 3 (Provider Birth Year Date)—Insert 1980 if registrant born that year (4 characters in length).

Field 4 (Provider Birth Province Code)—Insert ON if Ontario. If registrant born outside of Canada, insert NA—Not Applicable.

Field 14 (Provider Basic Education Level Code)—Insert code CD if the level is a Diploma, POSTG if the level is Doctorate.

4. Definitions

Provider Employment Full-Time/Part-Time Status

Definitions of “full-time” and “part-time” are adapted from Statistics Canada.iv

Full-time employment—Persons who usually work 30 hours or more per week at their main or only job.

Part-time employment—Persons who usually work less than 30 hours per week at their main or only job.

5. Missing Values

Not Applicable—A data element is collected but is not relevant for the registrant or a data element is not collected and/or not submitted by the organization.

Unknown—Information not provided by the registrant for a particular data element.

Data Technical Specifications

In Table 3 below, the 84 data elements are presented in the same order as found in the HHR MDS and Health Human Resources Data Dictionary (HHR DD). It includes the field number for each data element, the start byte, the length and type for each data element, as well as the values and/or format to be inserted in the text file.

iv. Source: Statistics Canada. The Canadian labour market at a glance, 2003. http://www.statcan.ca. Updated November 18, 2004.

Accessed August 12, 2005.



Table 3: Data Technical Specifications

Field Number Data Element

Start Byte Length Type

Representation Class Layout

Minimum Length

Maximum Length

Permissible Values and/or Format

1 Provider Registration Identifier Number

1 16 Character Number 16 16 (National or Provincial/Territorial Registration Number or Suitable Alternative)

2 Provider Gender Code

17 3 Character Code (Valid Gender in Format A{AA})

1 1 F: Female

M: Male

UN: Undifferentiated

NA: Not Applicable

UNK: Unknown

3 Provider Birth Year Date

20 4 Character Date (Valid Year in Format YYYY)

4 4 Four-Digit Year

NA: Not Applicable

UNK: Unknown

4 Provider Birth Province Code

24 3 Character Code (Valid Province in Format AA{A})

2 3 Canadian Province/Territory Codes—Appendix A

NA: Not Applicable

UNK: Unknown

5 Provider Birth Country Code

27 3 Character Code (Valid Country in Format AA{A})

2 3 Country Codes—Appendix B

NA: Not Applicable

UNK: Unknown

6 Provider History Residence Province Code



NA: Not Applicable

UNK: Unknown

7 Provider History Residence Country Code



NA: Not Applicable

UNK: Unknown

8 Provider Registration Province Code



NA: Not Applicable

UNK: Unknown

9 Provider Concurrent Registration Province Code



NA: Not Applicable

UNK: Unknown

31



Table 3: Data Technical Specifications (cont’d)




Minimum Length

Maximum Length


10 Provider Previous Registration Province Code



NA: Not Applicable

UNK: Unknown

11 Provider Previous Registration Country Code



NA: Not Applicable

UNK: Unknown

12 Provider Initial Registration Province Code



NA: Not Applicable

UNK: Unknown

13 Provider Initial Registration Year Date


4 4 Four-Digit Year

NA: Not Applicable

UNK: Unknown

14 Provider Basic Education Level Code

54 5 Character Code (Valid Education in Format AA{AAA})

2 5 EC: Equivalency Certificate

CD: Diploma

BD: Baccalaureate

GD: Master’s

POSTG: Doctorate

NA: Not Applicable

UNK: Unknown

15 Provider Basic Education Graduation Year Date


2 4 Four-Digit Year

NA: Not Applicable

UNK: Unknown

16 Provider Basic Education Graduation Institution Code

63 8 Character Code (Valid Institution in Format AA{AAAAA})

8 8 Canadian Education Institution Codes—Appendix C

00000010: Other Canadian Institution

00000020: Non-Canadian Institution

NA: Not Applicable

UNK: Unknown







Minimum Length

Maximum Length


17 Provider Basic Education Graduation Province Code



20: Non-Canadian Location

NA: Not Applicable

UNK: Unknown

18 Provider Basic Education Graduation Country Code



NA: Not Applicable

UNK: Unknown

19 Provider Post-Basic Education Level Code 1



CD: Diploma

BD: Baccalaureate

GD: Master’s

POSTG: Doctorate

NA: Not Applicable

UNK: Unknown

20 Provider Post-Basic Education Graduation Year Date 1

82 4 Character Date (Valid Year in Format YYYY)NA UNK

4 4 Four-Digit Year

NA: Not Applicable

UNK: Unknown

21 Provider Post-Basic Education Graduation Institution Code 1





NA: Not Applicable

UNK: Unknown

22 Provider Post-Basic Education Graduation Province Code 1

94 3 Character Code (Valid Province in Format AA{A})20 NA UNK



NA: Not Applicable

UNK: Unknown

23 Provider Post-Basic Education Graduation Country Code 1



NA: Not Applicable

UNK: Unknown

33







Minimum Length

Maximum Length





CD: Diploma

BD: Baccalaureate

GD: Master’s

POSTG: Doctorate

NA: Not Applicable

UNK: Unknown



4 4 Four-Digit Year

NA: Not Applicable

UNK: Unknown






NA: Not Applicable

UNK: Unknown





NA: Not Applicable

UNK: Unknown




NA: Not Applicable

UNK: Unknown




CD: Diploma

BD: Baccalaureate

GD: Master’s

POSTG: Doctorate

NA: Not Applicable

UNK: Unknown



4 4 Four-Digit Year

NA: Not Applicable

UNK: Unknown







Minimum Length

Maximum Length







NA: Not Applicable

UNK: Unknown





NA: Not Applicable

UNK: Unknown




NA: Not Applicable

UNK: Unknown

34 Provider Education Outside Domain Education Level Code 1

146 5 Character Code (Valid Education Outside Domain in Format AA{AAA})


CD: Diploma

BD: Baccalaureate

GD: Master’s

POSTG: Doctorate

NA: Not Applicable

UNK: Unknown

35 Provider Education Outside Domain Education Field Code 1

151 3 Character Code (Valid Education Outside Domain in Format AA{A})

2 3 Education Field of Study Codes—Appendix D

NA: Not Applicable

UNK: Unknown

36 Provider Education Outside Domain Graduation Year Date 1


4 4 Four-Digit Year

NA: Not Applicable

UNK: Unknown

37 Provider Education Outside Domain Graduation Province Code 1




NA: Not Applicable

UNK: Unknown

35







Minimum Length

Maximum Length


38 Provider Education Outside Domain Graduation Country Code 1



NA: Not Applicable

UNK: Unknown


164 5 Character Code (Valid Education Outside Domain in Format AA{AAA})


CD: Diploma

BD: Baccalaureate

GD: Master’s

POSTG: Doctorate

NA: Not Applicable

UNK: Unknown




NA: Not Applicable

UNK: Unknown



4 4 Four-Digit Year

NA: Not Applicable

UNK: Unknown





NA: Not Applicable

UNK: Unknown




NA: Not Applicable

UNK: Unknown




CD: Diploma

BD: Baccalaureate

GD: Master’s

POSTG: Doctorate

NA: Not Applicable

UNK: Unknown




NA: Not Applicable

UNK: Unknown







Minimum Length

Maximum Length




2 4 Four-Digit Year

NA: Not Applicable

UNK: Unknown





NA: Not Applicable

UNK: Unknown




NA: Not Applicable

UNK: Unknown

49 Provider Employment Initial Province Code



NA: Not Applicable

UNK: Unknown

50 Provider Employment Initial Year Date


4 4 Four-Digit Year

NA: Not Applicable

UNK: Unknown

51 Provider Employment Status Code

207 3 Character Code (Valid Employment Status in Format AA{A})

2 3 10: Employed in Current Provider Role Type

20: Employed in Current Provider Role Type on Leave

30: Employed Outside of Current Provider Role Type

50: Retired

60: Unemployed

NA: Not Applicable

UNK: Unknown

37







Minimum Length

Maximum Length


52 Provider Other Occupation Activity Status Code

210 3 Character Code (Valid Occupation Activity Status in Format AA{A})

2 3 10: Seeking Employment Only in Current Provider Role Type

20: Seeking Employment Only in Occupations Outside the Current Provider Role Type

30: Seeking Employment in Any Occupation

40: Not Seeking Employment

NA: Not Applicable

UNK: Unknown

53 Provider Employment Annual Earned Hours

213 4 Character Number (Valid Number in Format NNNN)

4 4 Four-Digit Hours

NA: Not Applicable

UNK: Unknown

54 Provider Employment Sector Code

217 3 Character Code (Valid Sector Code in Format AAA)

3 3 PUB: Public

PRI: Private

MIX: Mix of Public and Private

NA: Not Applicable

UNK: Unknown

55 Provider Employment Category Code (for First Employment)

220 3 Character Code (Valid Employment Category in Format AA{A})

2 3 PE: Permanent Employee

TE: Temporary Employee

CS: Casual Employee

SE: Self-Employed

OTH: Other—Not Elsewhere Classified

NA: Not Applicable

UNK: Unknown

56 Provider Employment Full-Time/Part-Time Status (for First Employment)

223 3 Character Code (Valid Full-Time/Part-Time in Format AA{A})

2 3 PT: Part-Time

FT: Full-Time

NA: Not Applicable

UNK: Unknown

57 Provider Employment Province Code (for First Employment)




NA: Not Applicable

UNK: Unknown







Minimum Length

Maximum Length


58 Provider Employment Country Code (for First Employment)



NA: Not Applicable

UNK: Unknown

59 Provider Employment Postal Code (for First Employment)

232 6 Character Code (Valid Postal Code in Format ANANAN)

6 6 (Six-Digit Postal Code Assigned by Canada Post)

NA: Not Applicable

UNK: Unknown

60 Provider Employment Organization Type Code (for First Employment)

238 3 Character Code (Valid Position in Format AA{A})

2 3 Employment Organization Type Codes—Appendix E

NA: Not Applicable

UNK: Unknown

61 Provider Employment Multiple Site Indicator (for First Employment)

241 3 Character Code (Valid Multiple Site in Format AA{A})

2 3 10: Yes

20: No

NA: Not Applicable

UNK: Unknown

62 Provider Employment Position Code (for First Employment)


2 3 10: Manager

15: Supervisor

20: Staff

30: Consultant

40: Educator

50: Researcher

55: Sales

OTH: Other

NA: Not Applicable

UNK: Unknown

63 Provider Employment Category Code (for Second Employment)




CS: Casual Employee

SE: Self-Employed


NA: Not Applicable

UNK: Unknown

64 Provider Employment Full-Time/Part-Time Status (for Second Employment)

250 3 Character Code (Valid Full-Time/Part-Time in Format AA{A})

2 3 PT: Part-Time

FT: Full-Time

NA: Not Applicable

UNK: Unknown

39







Minimum Length

Maximum Length


65 Provider Employment Province Code (for Second Employment)




NA: Not Applicable

UNK: Unknown

66 Provider Employment Country Code (for Second Employment)



NA: Not Applicable

UNK: Unknown

67 Provider Employment Postal Code (for Second Employment)



NA: Not Applicable

UNK: Unknown

68 Provider Employment Organization Type Code (for Second Employment)



NA: Not Applicable

UNK: Unknown

69 Provider Employment Multiple Site Indicator (for Second Employment)


2 3 10: Yes

20: No

NA: Not Applicable

UNK: Unknown

70 Provider Employment Position Code (for Second Employment)


2 3 10: Manager

15: Supervisor

20: Staff

30: Consultant

40: Educator

50: Researcher

55: Sales

OTH: Other

NA: Not Applicable

UNK: Unknown

71 Provider Employment Category Code (for Third Employment)




CS: Casual Employee

SE: Self-Employed


NA: Not Applicable

UNK: Unknown







Minimum Length

Maximum Length


72 Provider Employment Full-Time/Part-Time Status (for Third Employment)

277 3 Character Code (Valid Full-Time/Part-Time Status in Format AA{A})

2 3 PT: Part-Time

FT: Full-Time

NA: Not Applicable

UNK: Unknown

73 Provider Employment Province Code (for Third Employment)




NA: Not Applicable

UNK: Unknown

74 Provider Employment Country Code (for Third Employment)



NA: Not Applicable

UNK: Unknown

75 Provider Employment Postal Code (for Third Employment)



NA: Not Applicable

UNK: Unknown

76 Provider Employment Organization Type Code (for Third Employment)



NA: Not Applicable

UNK: Unknown

77 Provider Employment Multiple Site Indicator (for Third Employment)


2 3 10: Yes

20: No

NA: Not Applicable

UNK: Unknown

78 Provider Employment Position Code (for Third Employment)


2 3 10: Manager

15: Supervisor

20: Staff

30: Consultant

40: Educator

50: Researcher

55: Sales

OTH: Other

NA: Not Applicable

UNK: Unknown

79 Provider History Employment Country Code



NA: Not Applicable

UNK: Unknown

41







Minimum Length

Maximum Length


80 Provider History Employment Postal Code



NA: Not Applicable

UNK: Unknown

81 Provider History Previous Employment Province Code




NA: Not Applicable

UNK: Unknown

82 Provider History Previous Employment Country Code



NA: Not Applicable

UNK: Unknown

83 Provider History Previous Employment Postal Code



NA: Not Applicable

UNK: Unknown

84 Organization Registration Number Type Code

322 2 Character Code (Valid Registration Number in Format AA)

2 2 14: Active, Full

24: Active, Other

34: Inactive

4.3 Data Submission Specifications

The purpose of this section of the document is to provide the data submission specifications for data submission into a national/centralized database.

This section includes information on the following:

Data Submission Specifications

– Guidelines for data submission

– Data acceptance rules or edit checks

– File layout and file submission

– Record layout

Other Potential Data Sources

Submitting organizations submitting data to a national or centralized database may wish to adopt the specifications as outlined in this document, which are consistent with CIHI’s HHR data standards.



Guidelines for Data Submission

The submitting organizations may consist of provincial regulatory bodies (supplying licensing membership data for their respective province) and/or national/provincial professional organizations.

Annual Collection Date

An annual collection date should be established between the receiving and submitting organizations so that data can be provided annually by selecting a point-in-time data collection date. It is customary for jurisdictions to have different registration periods. As such, a point-in-time collection date should be chosen that will encompass the majority of registrations for a calendar year. The data provided should include all registrations received or submitted between the start of the submitting organization’s registration period and the point-in-time collection date (inclusive) of the data submission year.

Note: It is crucial for submitting organizations to make a copy of their text file when point-in-time data is captured. After submitting to the receiving organization, changes may be required as a result of possible errors or anomalies, depending on the data acceptance rules or edit checks established by the receiving organization. In this way, the submitting organization can make the necessary changes and updates to the original data file. While submitting organizations may want to apply updates and changes to their current database, for data submission purposes, it is important that the original data file (that is, the file with the point-in-time data collection) is updated and resubmitted without including any new registrations that have occurred after the point-in-time collection date. Doing so will capture the workforce on that particular day and will allow for trending year over year.

Deadline for Submission

Typically, it is best to determine a deadline for submission period for the initial file submission, that is, version 01 of the text file. A period of one month is usually an acceptable timeframe. For example, if the point-in-time data collection date is August 1, then the first submission should occur anytime between August 1 and August 31 of the respective data submission year.

Note: Submitting organizations should expect that there will be multiple versions of the initial file during the period of correction due to errors and anomalies. It could take several months until the file is error-free.

Records for Submission

The target population for the national/centralized database would be all health care providers from the submitting organizations and should include, at minimum, Active registrations, but may also include both Active and Inactive registrations from the submitting organizations, depending on the requirements established by the receiving/submitting organizations.

Active: Refers to a professional practice licence or registration type that authorizes a registrant, based on the assessment and issuance by a regulatory body, to engage in professional practice, as defined by the relevant laws, regulations and/or policies associated with a specific jurisdiction.

43



Inactive: Refers to a type of registration that does not permit a registrant to engage in professional practice without further consideration and/or licensure by the regulatory body, within a particular jurisdiction, as defined by the relevant laws, regulations and/or policies associated with that jurisdiction.

Data Acceptance Rules or Edit Checks

Data acceptance rules or edit checks should be established by the receiving organization and should at minimum contain the following:

Data should be edited at source and only error-free data should be submitted.

Error-free data:

– Conforms to the physical record and file layout as defined in this document; and

– Contains only valid values or codes as defined in the Record Layout. Blank values for data elements are not acceptable, as this will most likely cause errors during submission, depending on the validation rules or edits checks established by the receiving organization.

A submission file should contain only registration data for the period established between the receiving and submitting organizations.

Data should be submitted in a file of fixed record length.

All data records submitted should be validated against the edit checks and validation rules established by the receiving organization. A control record should be present at the start of the data file. The control record is a summary of the file contents and functions as a reference for verification of individual records. A validation rule should be established by the receiving organization so that if any component of the control record is incorrect, the submitted data file would be rejected until the file is corrected and resubmitted.

The receiving organization should inform the submitting organizations of any errors or anomalies detected based on the established validation rules or edit checks. At that point, the submitting organization should correct those errors or anomalies and then resubmit corrected records by resubmitting the entire data file (a file that contains both corrected records plus all of the original records that were without errors).

File Layout and File Submission

File Characteristics

Registration data should be submitted in a file that would consist of the following:

A control record—This record describes the contents of the file. It is the first record in the file and is 323 characters in length.

Detailed records (individual record–level data)—These records would be 323 characters in length based on the HHR MDS. Each record describes the demographic, education, employment and geographic characteristics, as well as migration characteristics of a single health care provider.



Note: If a profession chooses not to collect all data elements in the HHR MDS, then the record length and field numbers would be different than those listed in the HHR MDS, HHR DD and HHR DTSS. Organizations would have to readjust the start bytes to match the data elements collected. For example, if an organization chooses not to collect data elements 80 through 83, then data element 84 (Organization Registration Number Type Code) would become the last data element, making it number 80. As such, it would now have a start byte of 304 and the record length for each registrant would now be 305 rather than 323.

If, however, a profession does not collect all data elements when first establishing its database but knows that these data elements will be collected in the future, the database can be built with all the data elements listed in the HHR MDS but the data elements not collected at the beginning would be coded as Not Applicable.

Each record must start on a new line.

The file to be created should be a plain (ASCII) text file without delimiters (such as tabs or commas)—The file extension must be .txt.

Files should be submitted using a secure mode of transmission, such as the electronic Data Submission Services (eDSS). If using this mode of transmission, the file must be zipped with a .zip file extension.

File Naming Convention

File names should be standardized to facilitate the receipt and processing of health care provider data. The file name indicates the database name, profession, current data year, submitting organization and file version. The file name layout could be as follows:

Table 4: File Layout

Field Value and/or Valid Format Description

Occupation Identification Code ABC “ABC” for Health Care Provider Profession.*

Data Year YYYY (format) The data collection year for submission.

Submitting Organization Identifier

AA999 (format) See Appendix F for values

A five-character code assigned to the submitting organization.

File Version Number 99 (format) Indicates which version of the file is being submitted. The first file to be submitted for a given data submission year should have a file version number of 01. Subsequent iterations of the file would have a version number incremented by one each time the file is submitted (for example, 02, 03).

Filename Extension .txt The file name extension must be .txt. This extension indicates a text file.

45



Example File Name

ABC2012AB00101.txt

This example identifies the file as a health care provider profession file for the year 2012 and from the submitting organization AB001—Alberta Health Care Provider Organization, and it is the first iteration of the file to be received from the submitting organization.

* ABC would be replaced with an abbreviation specific to the profession. The abbreviation can be established by the profession itself. For example:

MLT: Medical Laboratory Technologist

MRT: Medical Radiation Technologist

OCC: Occupational Therapist

PHY: Physiotherapist

PHA: Pharmacist

Data Submission and Transmission

To satisfy national and provincial privacy legislation, it is suggested that all data files are submitted using the electronic Data Submission Services (eDSS) facility. The eDSS permits online transmission of electronic files via the internet and facilitates the establishment of a secure encrypted session between the receiving organization and the submitting organizations for the purpose of data transfer.

Although eDSS is a preferred method to send and receive data, for submitting organizations without sufficient infrastructure, submission of data on hard media (e.g. CD, memory stick) is an alternative mode of transmission but it should be sent by registered mail or bonded courier service.

Whether using eDSS or an alternate mode of transmission, it is suggested that all files be encrypted and password-protected to ensure the confidentiality and security of record-level data.

Record Layout

Control Record Format

When submitting a file to the receiving organization, it is best that a control record is entered at the start of each file that is submitted to the receiving organization. The control record describes the contents of the file using a standardized naming convention based on CIHI’s data standards. The type and format of information in the control record is outlined in the table below.



Table 5: Control Record Format


Start Byte Length Type Values and/or Format

1 Occupation Abbreviation

1 3 Character ABC

2 Submitting Organization Identifier

4 5 Character Format is AA999 See Appendix F for values

3 Data Year 9 4 Character (YYYY) The data collection year for submission.

4 Number of Records 13 6 Numeric The total number of records in the file (NOT including the control record).

5 File Creation Date 19 8 Date (YYYYMMDD) The date the file was created.

6 Provider Registration Identifier

27 1 Character R (Registration Number) or S (Substitute Number)

7 Filler 28 296 Character Xs are added to the end of the record so that the control record is the same length as the detail records.

Total Length of a Record 323

Note Provider Registration Identifier. Unique registration identifier for profession ABC may be included in one of two ways: The actual registration number may be used, or A substitute (dummy) number may be used. It is left to the discretion of the submitting organization as to whether it supplies actual or substitute (dummy) numbers. However, regardless of the type provided, the number for each respective registrant must be the same year-on-year. If dummy numbers are supplied, they must remain consistent year-on-year for each individual registrant. In other words, a registrant should receive a unique lifetime ID. For example, the number assigned to a returning registrant should be the same as the previous number the registrant had received. When a registrant no longer registers with the province, the number assigned to this individual must not be recycled and given to another registrant. This requirement enables an organization to conduct longitudinal analysis on the data.

Sample Control Record

Flat Data File Format

ABCAB001201200075020120820Rxxxxxxxxxxxxxxxxxxxxx………

Occupation Abbreviation

Submitting Organization Identifier

Current Data Year

Number of Records

File Creation Date(YYYYMMDD)

Provincial Unique Identification/Registration Number Type— Registration (R) or Substitute (S) Filler

ABC AB001 2012 000750 20120820 R Xs

47



This sample control record indicates that

ABC Profession is Health Care Provider

AB001 Submitted by health care provider organization AB001

2012 Data collection year is 2012

000750 750 records in the file (NOT including the control record)

20120820 File was created on August 20, 2012

R The registration numbers are actual registration numbers

Xs… The control record is padded with a filler of 296 characters

Record Layout

Refer to Table 3 (“Data Technical Specifications”) in Section 4.2 for the detailed information required to create records for each registrant in a sequential file suitable for processing.

4.4 Other Potential Data Sources

For those organizations unable to establish their own database and reporting system, refer to Appendix G for other potential sources of data.



Section 5: Appendices

Appendix A—Canadian Province/Territory Codes

Code Canadian Province/Territory

NL Newfoundland and Labrador

PE Prince Edward Island

NS Nova Scotia

NB New Brunswick

QC Quebec

ON Ontario

MB Manitoba

SK Saskatchewan

AB Alberta

BC British Columbia

YT Yukon

NT Northwest Territories

NU Nunavut

Sources Canadian Postal Guide. http://www.canadapost.ca/tools/pg/manual/PGaddress-e.asp#1380608. ISO 3166-2:1998. Codes for the Representation of Names of Countries and Their Subdivisions— Part 2: Country Subdivision Code.

49



Appendix B—Country Codes

The table below is sorted by country.

Country Code

Afghanistan AFG

Åland Islands ALA

Albania ALB

Algeria DZA

American Samoa ASM

Andorra AND

Angola AGO

Anguilla AIA

Antarctica* ATA

Antigua and Barbuda ATG

Argentina ARG

Armenia ARM

Aruba ABW

Australia AUS

Austria AUT

Azerbaijan AZE

Bahamas BHS

Bahrain BHR

Bangladesh BGD

Barbados BRB

Belarus BLR

Belgium BEL

Belize BLZ

Benin BEN

Bermuda BMU

Bhutan BTN

Bolivia, Plurinational State of BOL

Bonaire, Sint Eustatius and Saba BES

Bosnia and Herzegovina BIH

Botswana BWA

Bouvet Island* BVT

Brazil BRA

British Indian Ocean Territory* IOT

Brunei Darussalam BRN

Bulgaria BGR

Burkina Faso BFA

Burundi BDI

Cambodia KHM



Country Code

Cameroon CMR

Canada CAN

Cape Verde CPV

Cayman Islands CYM

Central African Republic CAF

Chad TCD

Chile CHL

China CHN

Christmas Island* CXR

Cocos (Keeling) Islands* CCK

Colombia COL

Comoros COM

Congo COG

Congo, The Democratic Republic of the Congo COD

Cook Islands COK

Costa Rica CRI

Côte d’Ivoire CIV

Croatia HRV

Cuba CUB

Cyprus CYP

Czech Republic CZE

Denmark DNK

Djibouti DJI

Dominica DMA

Dominican Republic DOM

Ecuador ECU

Egypt EGY

El Salvador SLV

Equatorial Guinea GNQ

Eritrea ERI

Estonia EST

Ethiopia ETH

Faeroe Islands FRO

Falkland Islands (Malvinas) FLK

Fiji FJI

Finland FIN

France FRA

French Guiana GUF

French Polynesia PYF

French Southern Territories* ATF

Gabon GAB

51



Country Code

Gambia GMB

Georgia GEO

Germany DEU

Ghana GHA

Gibraltar GIB

Greece GRC

Greenland GRL

Grenada GRD

Guadeloupe GLP

Guam GUM

Guatemala GTM

Guernsey GGY

Guinea GIN

Guinea-Bissau GNB

Guyana GUY

Haiti HTI

Heard Island and McDonald Islands* HMD

Holy See (Vatican City State) VAT

Honduras HND

Hong Kong HKG

Hungary HUN

Iceland ISL

India IND

Indonesia IDN

Iran, Islamic Republic of IRN

Iraq IRQ

Ireland IRL

Isle of Man IMN

Israel ISR

Italy ITA

Jamaica JAM

Japan JPN

Jersey JEY

Jordan JOR

Kazakhstan KAZ

Kenya KEN

Kiribati KIR

Korea, Democratic People’s Republic PRK

Korea, Republic of KOR

Kuwait KWT

Kyrgyzstan KGZ



Country Code

Lao People’s Democratic Republic LAO

Latvia LVA

Lebanon LBN

Lesotho LSO

Liberia LBR

Libya LBY

Liechtenstein LIE

Lithuania LTU

Luxembourg LUX

Macao MAC

Macedonia, The former Yugoslav Republic of MKD

Madagascar MDG

Malawi MWI

Malaysia MYS

Maldives MDV

Mali MLI

Malta MLT

Marshall Islands MHL

Martinique MTQ

Mauritania MRT

Mauritius MUS

Mayotte MYT

Mexico MEX

Micronesia, Federated States of FSM

Moldova, Republic of MDA

Monaco MCO

Mongolia MNG

Montenegro MNE

Montserrat MSR

Morocco MAR

Mozambique MOZ

Myanmar MMR

Namibia NAM

Nauru NRU

Nepal NPL

Netherlands NLD

Netherlands Antilles ANT

New Caledonia NCL

New Zealand NZL

Nicaragua NIC

Niger NER

53



Country Code

Nigeria NGA

Niue NIU

Norfolk Island NFK

Northern Mariana Islands MNP

Norway NOR

Oman OMN

Pakistan PAK

Palau PLW

Palestinian Territory, Occupied PSE

Panama PAN

Papua New Guinea PNG

Paraguay PRY

Peru PER

Philippines PHL

Pitcairn PCN

Poland POL

Portugal PRT

Puerto Rico PRI

Qatar QAT

Réunion REU

Romania ROU

Russian Federation RUS

Rwanda RWA

Saint Barthélemy BLM

Saint Helena, Ascension and Tristan de Cunha SHN

Saint Kitts and Nevis KNA

Saint Lucia LCA

Saint Martin MAF

Saint Pierre and Miquelon SPM

Saint Vincent and the Grenadines VCT

Samoa WSM

San Marino SMR

Sao Tome and Principe STP

Saudi Arabia SAU

Senegal SEN

Serbia SRB

Seychelles SYC

Sierra Leone SLE

Singapore SGP

Slovakia SVK

Slovenia SVN



Country Code

Solomon Islands SLB

Somalia SOM

South Africa ZAF

South Georgia and the South Sandwich Islands SGS

Spain ESP

Sri Lanka LKA

South Sudan SSD

Sudan SDN

Suriname SUR

Svalbard and Jan Mayen Islands SJM

Swaziland SWZ

Sweden SWE

Switzerland CHE

Syrian Arab Republic SYR

Taiwan, Province of China TWN

Tajikistan TJK

Tanzania, United Republic of TZA

Thailand THA

Timor-Leste TLS

Togo TGO

Tokelau TKL

Tonga TON

Trinidad and Tobago TTO

Tunisia TUN

Turkey TUR

Turkmenistan TKM

Turks and Caicos Islands TCA

Tuvalu TUV

Uganda UGA

Ukraine UKR

United Arab Emirates ARE

United Kingdom of Great Britain and Northern Ireland GBR

United States USA

United States Minor Outlying Islands UMI

Uruguay URY

Uzbekistan UZB

Vanuatu VUT

Venezuela, Bolivarian Republic of VEN

Viet Nam VNM

Virgin Islands, British VGB

Virgin Islands, U.S. VIR

55



Country Code

Wallis and Futuna Islands WLF

Western Sahara ESH

Yemen YEM

Zambia ZMB

Zimbabwe ZWE

Note * Uninhabited territories or territories with no permanent population, http://en.wikipedia.org/wiki/Dependent_area. Sources ISO 3166-1 (April 2011—alpha 3 representation) and United Nations Statistics Division, http://millenniumindicators.un.org.



Appendix C—Post-Secondary Canadian Education Institution Codes

The table below is sorted by province/territory and post-secondary Canadian education institution code.

If the code is not listed in the table below, refer to Statistics Canada’s website.

Code Post-Secondary Institution

Newfoundland and Labrador

10001000 Memorial University of Newfoundland—Parent Institution

10020000 College of North Atlantic—Parent Institution

Prince Edward Island

11001000 University of Prince Edward Island

11011000 Holland College—Parent Institution

Nova Scotia

12001000 Acadia University—Parent Institution

12003000 Cape Breton University

12004000 Dalhousie University

12005000 University of King’s College

12006000 Mount St. Vincent University

12008000 NSCAD University

12010000 Université Sainte-Anne—Parent Institution

12011000 St. Francis Xavier University—Parent Institution

12012000 Saint Mary’s University

12022000 Nova Scotia Community Colleges—Parent Institution

12024000 Institute for Human Services Education

12080000 Queen Elizabeth II/Health Sciences Centre—Parent Institution

New Brunswick

13002000 Mount Allison University

13003000 University of New Brunswick—Parent Institution

13004000 Université de Moncton—Parent Institution

13005000 St. Thomas University

13018000 New Brunswick Community College—Parent Institution / Collège communautaire du Nouveau Brunswick—Parent Institution

13019000 School of Radiological Technology—Parent Institution

Quebec

24001000 Bishop’s University—Parent Institution

24002000 McGill University—Parent Institution

24003000 Université de Montréal—Parent Institution

24005000 Université Laval

24006000 Université de Sherbrooke

24007000 Concordia University

57




24008000 Université du Québec à Chicoutimi

24009000 Université du Québec à Montréal

24010000 Université du Québec en Abitibi-Témiscamingue

24011000 Université du Québec à Trois-Rivières

24012000 Université du Québec en Outaouais

24013000 Université du Québec, École nationale d’administration publique—Parent Institution

24014000 Institut national de la recherche scientifique

24015000 Université du Québec à Rimouski

24016000 École de technologie supérieure

24017000 Télé-université

24020000 Cégep de l’Abitibi-Témiscamingue

24021000 Cégep Ahuntsic

24022000 Cégep André-Laurendeau

24023000 Cégep de Bois-de-Boulogne

24024000 Cégep de Chicoutimi

24025000 Dawson College

24026000 Cégep de Drummonville

24027000 Cégep Édouard-Montpetit

24028000 Cégep François-Xavier-Garneau

24029000 Cégep de la Gaspésie et des Îles

24030000 Cégep de Grandby-Haute Yamaska

24031000 Cégep de Baie-Comeau

24032000 Cégep John Abbott College

24033000 Cégep régional de Lanaudière à Joliette

24034000 Cégep de Jonquière

24035000 Cégep de La Pocatière

24036000 Champlain Regional College—Parent Institution

24037000 Cégep de Lévis-Lauzon

24038000 Cégep de Limoilou

24039000 Cégep Lionel-Groulx

24040000 Cégep de Maisonneuve

24041000 Cégep de Matane

24042000 Cégep Montmorency

24043000 Cégep de l’Outaouais

24044000 Cégep de la région de Thetford

24045000 Cégep de Rimouski

24046000 Cégep de Rivière-du-Loup

24047000 Cégep de Rosemount

24048000 Cégep de Sainte-Foy

24050000 Cégep de Saint-Hyacinthe

24051000 Cégep de Saint-Jean-sur-Richelieu




24052000 Cégep de Saint-Jerôme

24053000 Cégep de Saint-Laurent

24054000 Cégep de Sept-Îles

24055000 Cégep de Shawinigan

24056000 Cégep de Sherbrooke

24057000 Cégep de Sorel-Tracy

24058000 Cégep de Trois-Rivières

24059000 Cégep de Valleyfield

24060000 Vanier College

24061000 Cégep de Victoriaville

24062000 Cégep du Vieux-Montréal

24063000 Cégep Beauce-Appalaches

24064000 Heritage College

24065000 Cégep Marie-Victorin

24068000 Collège international des Marcellines

24069000 College Mother House

24070000 Centennial College

24071000 Collège d’affaires Ellis

24072000 Collège André-Grasset

24074000 Collège Bart

24079000 Collège Français

24080000 Institut Teccart (2003)

24081000 Collège Jean-de-Brébeuf

24082000 Collège Laflèche

24083000 Collège LaSalle

24087000 Collège Marianopolis

24089000 Collège Mérici

24090000 Campus Notre-Dame-de-Foy

24092000 Collège O’Sullivan de Québec

24093000 Collège préuniversitaire Nouvelles Frontières

24127000 Collège Marie-de-France

24160000 Collège O’Sullivan de Montréal

24400000 Cégep d’Alma

24410000 Cégep Gérald-Godin

Ontario

35001000 Brock University—Parent Institution

35002000 Carleton University—Parent Institution

35004000 University of Guelph—Parent Institution

35005000 Lakehead University—Parent Institution

35006000 Laurentian University / Université Laurentienne—Parent Institution

35007000 McMaster University—Parent Institution

59




35008000 Nipissing University—Parent Institution

35010000 University of Ottawa / Université d’Ottawa—Parent Institution

35011000 Queen’s University—Parent Institution

35012000 Redeemer University College

35014000 Ryerson University—Parent Institution

35015000 University of Toronto—Parent Institution

35016000 Trent University—Parent Institution

35017000 University of Waterloo—Parent Institution

35018000 University of Western Ontario—Parent Institution

35019000 Wilfred Laurier University—Parent Institution

35020000 University of Windsor—Parent University

35021000 York University—Parent Institution

35023000 University of Ontario—Institute of Technology—Parent Institution

35040000 East Ontario School of X-Ray Technology, Kingston General Hospital

35042000 Ontario School of Radiation Therapy, Ontario Cancer Institute

35043000 Collège Boréal d’arts appliqués et de technologie—Parent Institution

35045000 Cité collégiale—Parent Institution

35046000 Algonquin College of Applied Arts and Technology

35047000 Cambrian College of Applied Arts and Technology

35048000 Centennial College of Applied Arts and Technology

35051000 Conestoga College Institute of Technology and Advanced Learning

35052000 Confederation College of Applied Arts and Technology

35053000 Durham College of Applied Arts and Technology

35054000 Fanshawe College of Applied Arts and Technology

35055000 George Brown College of Applied Arts and Technology

35056000 Georgian College of Applied Arts and Technology

35057000 Loyalist College of Applied Arts and Technology

35058000 Mohawk College of Applied Arts and Technology

35059000 Niagara College of Applied Arts and Technology

35061000 Lambton College of Applied Arts and Technology

35062000 Humber College Institute of Technology and Advanced Learning

35063000 Northern College of Applied Arts and Technology—Parent Institution

35064000 St. Clair College of Applied Arts and Technology

35065000 St. Lawrence College of Applied Arts and Technology—Parent Institution

35066000 Sault College of Applied Arts and Technology—Parent Institution

35067000 Seneca College of Applied Arts and Technology

35068000 Sheridan College Institute of Technology and Advanced Learning

35069000 Sir Sandford Fleming College of Applied Arts and Technology

35070000 The Michener Institute, Applied Health Sciences

35072000 Canadian Memorial Chiropractic College

35073000 Canadore College of Applied Arts and Technology




35089000 Northern Ontario School of Medicine—Parent Institution

35090000 Algoma University

Manitoba

46001000 Brandon University

46002000 Canadian Mennonite University—Parent Institution

46003000 William and Catherine Booth College

46005000 University of Manitoba—Parent Institution

46006000 University of Winnipeg—Parent Insitution

46016000 Assiniboine Community College

46017000 Red River College—Parent Institution

46018000 University College of the North—Parent Institution

46020000 School of Radiation Therapy at Cancer Care Manitoba

46021000 Winnipeg Technical College

46023000 École technique et professionnelle

Saskatchewan

47004000 University of Regina—Parent Institution

47005000 University of Saskatchewan—Parent Institution

47015000 Saskatchewan Institute of Applied Science and Technology (SIAST)—Parent Institution

47017000 Carlton Trail Regional College

47018000 Cumberland Regional College

47019000 Cypress Hills Regional College

47020000 North West Regional College

47021000 Parkland Regional College

47022000 Prairie West Regional College

47023000 Saskatchewan Indian Institute of Technology

47025000 Southeast Regional College

47026000 Northlands College

47027000 School of Radiation Therapy, Allan Blair Cancer Centre

47028000 Radiation Therapy Program, Saskatoon Cancer Centre

47030000 Great Plains College

47031000 Emmanuel and St. Chad

47033000 St. Andrew’s College

47035000 Briercrest College

47036000 Dumont Technical Institute

Alberta

48001000 University of Alberta—Parent Institution

48002000 Athabasca University

48005000 University of Calgary

48007000 Canadian University College

48008000 Concordia University College of Alberta

48009000 University of Lethbridge

61




48011000 The King’s University College

48013000 St Mary’s University College

48014000 Ambrose University

48015000 Grant MacEwan University

48016000 Mount Royal University

48022000 Bow Valley College

48023000 Olds College

48024000 Lakeland College—Parent Institution

48026000 Grande Prairie Regional College

48027000 Lethbridge College

48028000 Medicine Hat College

48029000 Mount Royal College

48030000 Grant MacEwan College—Parent Institution

48031000 Keyano College

48032000 Red River College

48033000 NAIT—Parent Institution

48034000 Southern Alberta Institute of Technology

48037000 Cross Cancer Institute, School of Radiation Therapy

48038000 Tom Baker Cancer Centre, School of Radiation Therapy

48146000 NorQuest College

48147000 Northern Lakes College

48148000 Portage College

48149000 Alberta Cancer Board School for Radiation

48150000 Banff Centre

British Columbia

59001000 University of British Columbia—Parent Institution

59002000 University of Northern British Columbia—Parent Institution

59005000 Royal Roads University

59007000 Simon Fraser University

59008000 Trinity Western University—Parent Institution

59009000 University of Victoria

59023000 British Columbia Institute of Technology

59024000 Capilano College

59026000 College of New Caledonia

59027000 Douglas College

59031000 Selkirk College

59032000 Vancouver Community College—Parent Institute

59033000 Northern Lights College

59034000 Camosun College

59035000 North Island College

59037000 University College of the Fraser Valley




59038000 College of the Rockies

59039000 Emily Carr Institute of Design and Art

59041000 Kwantlen University College

59043000 Nicola Valley Institute of Technology

59044000 Institute of Indigenous Government

59045000 Langara College

59048000 Thompson Rivers University—Parent Institution

59049000 Capilano University

59050000 Okanagan College

59051000 Vancouver Island University

59052000 Emily Carr University of Art and Design

59053000 Kawantlen Polytechnic University

59054000 University of the Fraser Valley

Yukon

60001000 Yukon College

Northwest Territories

61002000 Aurora College—Parent Institution

Nunavut

62001000 Nunavut Arctic College—Parent Institution

Source Statistics Canada: The above list has been derived from the Post-Secondary Institution Code Set used by Statistics Canada as part of the Postsecondary Student Information System (PSIS). PSIS is the national survey that enables Statistics Canada to publish information on enrolments and graduates of Canadian post-secondary education institutions. Further information can be obtained from the following website: http://www.statcan.gc.ca/concepts/psis-siep/map-carte-eng.htm.

63



Appendix D—Education Field of Study Codes

The table below is sorted by education field of study code.

Code Field of Study

005 Personal Improvement (awareness, self-improvement, interpersonal and social skills, citizenship, health-related knowledge activities)

010 Leisure and Recreational Activities

015 Education

020 Visual and Performing Arts

025 Communications Technologies/Technicians and Support Services

030 Liberal Arts and Sciences, General Studies and Humanities

035 Philosophy and Religious Studies

040 Theology and Religious Vocations

045 History

050 Medieval and Renaissance Studies

055 Holocaust and Related Studies

060 Classical and Ancient Studies

065 English Language and Literature/Letters

070 French Language and Literature/Letters

075 Aboriginal and Foreign Languages, Literatures and Linguistics

080 Social Studies

085 Museology/Museum Studies

090 Intercultural/Multicultural and Diversity Studies

095 Peace Studies and Conflict Resolution

100 International/Global Studies

105 Science, Technology and Society

110 Gerontology

115 Psychology

120 Behavioural Sciences

125 Cognitive Science

130 Biopsychology

135 Area, Ethnic, Cultural and Gender Studies

140 Family and Consumer Sciences/Human Studies

145 Communication, Journalism and Related Programs

150 Legal Professions and Studies

155 Business, Management, Marketing and Related Support Programs

160 Accounting and Computer Science

165 Public Administration and Social Service Professions

170 Physical Sciences

175 Biological and Biomedical Sciences

180 Biological and Physical Sciences

185 Natural Sciences



Code Field of Study

190 Nutrition Sciences

195 Neuroscience

200 Science Technologies/Technicians

205 Mathematics and Statistics

210 Mathematics and Computer Science

215 Computer and Information Sciences and Support Services

220 Systems Sciences and Theory

225 Library Science

230 Architecture and Related Services

235 History Preservation and Conservation

240 Engineering

245 Engineering Technologies/Technicians

250 Construction Trades

255 Mechanic and Repair Technologies/Technicians

260 Precision Production

265 Agriculture, Agriculture Operations and Related Sciences

270 Natural Resources and Conservation

275 Health Professions and Related Clinical Sciences

280 Dental, Medical and Veterinary Residency Programs

285 Parks, Recreation, Leisure and Fitness Studies

290 Personal and Culinary Services

295 Security and Protective Services

300 Military Technologies

305 Reserve Entry Scheme for Officers in the Armed Forces

310 Transportation and Materials Moving

315 Multidisciplinary/Interdisciplinary Studies, Other

320 Technology Education/Industrial Arts Program

325 Other, Not Elsewhere Classified

Source Statistics Canada, Classification of Instructional Programs, Canada 2000. Further information can be obtained from the following website: http://www.statcan.gc.ca.

65



Appendix E—Employment Organization Type Codes

The table below is sorted by employment organization code.

Organizations wanting to include additional organizational types that are specific to their profession need only to assign a code using the same length of characters as noted in the table below.

Code Organization Type

010 General Hospital (all areas)

015 Primary Health Care

020 Rehabilitation Hospital/Facility

022 Community Pharmacy

026 Other Pharmacy

030 Mental Health Hospital/Facility

040 Residential Care Facility

045 Assisted Living Residence

050 Continuing Care Facility

055 Home Care Visiting Agency

056 Physicians Office/Other Professional Practice Office

060 Community Health Centre

061 Other Community-Based Pharmacist Practice

062 Group Professional Practice Office/Clinic

065 Solo Professional Practice Office/Business

068 Cancer Care

070 Visiting Agency/Business

074 Public Health

076 Public Health Laboratory/Department/Unit

077 Centralized Diagnostic Laboratory Facility

078 Free-Standing Imaging Facility/Clinic

086 Free-Standing Diagnostic Laboratory

087 Specimen Collection Centre

088 Mobile Imaging Unit

096 Blood Transfusion Centre

097 Other Laboratory Facility

100 Post-Secondary Educational Institution

110 School or School Board

120 Association, Government, Para-Governmental

124 Community Pharmacy Corporate Office

130 Industry, Manufacturing, and Commercial

140 Other, Not Elsewhere Classified

Sources Canadian Institute for Health Information, Medical Laboratory Technologist Database, Medical Radiation Technologist Database, Pharmacist Database, Physiotherapist Database and Occupational Therapist Database.



Appendix F—Submitting Organization Identifier Codes

Code Submitting Organization Corresponding Province/Territory of Data Submission

NL001 Newfoundland and Labrador Health Care Provider Organization

Newfoundland and Labrador

PE001 Prince Edward Island Health Care Provider Organization

Prince Edward Island

NS001 Nova Scotia Health Care Provider Organization

Nova Scotia

NB001 New Brunswick Health Care Provider Organization

New Brunswick

QC001 Quebec Health Care Provider Organization

Quebec

ON001 Ontario Health Care Provider Organization

Ontario

MB001 Manitoba Health Care Provider Organization

Manitoba

SK001 Saskatchewan Health Care Provider Organization

Saskatchewan

AB001 Alberta Health Care Provider Organization

Alberta

BC001 British Columbia Health Care Provider Organization

British Columbia

NT001 Northwest Territories Health Care Provider Organization

Northwest Territories

YT001 Yukon Health Care Provider Organization

Yukon

NU001 Nunavut Health Care Provider Organization

Nunavut

Note A health care provider organization can be a provincial/territorial regulatory body or a national/provincial/territorial professional organization. Source Canadian Institute for Health Information.

67



Appendix G—Other Potential Data Sources

Summary data by occupation is made available on a special request to Statistics Canada. Data can be obtained through two data sources:

1. Labour Force Survey: This is an annual publication.

2. Census: The survey occurs once every five years.

Note There may not be total agreement between data sources, as professional organizations may not classify their registrants according to the same occupational categories as those of Statistics Canada. Additionally, these surveys represent only a proportion of the workforce and, therefore, are not representative of total headcounts.

Source Statistics Canada.



Appendix H—CIHI Core Subset of Data Elements

Core Data Elements in the HHR MDS by Category



Provider Registration Identifier Number (National or Provincial/Territorial Registration Number or Suitable Alternative)

Provider Gender Code Female

Male

Undifferentiated

Not Applicable

Unknown

Provider Birth Year Date (Four-Digit Year)

Not Applicable

Unknown


Provider History Residence Province Code (Canadian Province/Territory Codes)

Not Applicable

Unknown

Provider History Residence Country Code (Country Codes)

Not Applicable

Unknown

Provider Registration Province Code (Canadian Province/Territory Codes)

Education

Provider Basic Education Level Code Equivalency Certificate

Diploma

Baccalaureate

Master’s

Doctorate

Not Applicable

Unknown

Provider Basic Education Graduation Year Date

(Four-Digit Year)

Not Applicable

Unknown

Provider Basic Education Graduation Institution Code

(Canadian Institution Education Codes) Other Canadian Institution


Not Applicable

Unknown

Provider Basic Education Graduation Province Code



Not Applicable

Unknown

69




Provider Basic Education Graduation Country Code

(Country Codes)

Not Applicable

Unknown

Provider Post-Basic Education Level Code 1 Diploma


Baccalaureate

Master’s

Doctorate

Not Applicable

Unknown

Provider Education Outside Domain Education Level Code 1

Diploma


Baccalaureate

Master’s

Doctorate

Not Applicable

Unknown


Provider Employment Status Code Employed in Current Provider Role Type

Employed in Current Provider Role Type on Leave

Employed Outside of Current Provider Role Type

Retired

Unemployed

Not Applicable

Unknown

Provider Employment Annual Earned Hours (for First Employment)

(Four-Digit Hours)

Not Applicable

Unknown


Provider Employment Full-Time/ Part-Time Status (for First Employment)

Part-Time

Full-Time

Not Applicable

Unknown

Provider Employment Province Code (for First Employment)



Not Applicable

Unknown

Provider Employment Country Code (for First Employment)

(Country Codes)

Not Applicable

Unknown

Provider Employment Postal Code (for First Employment)


Not Applicable

Unknown




Provider Employment Organization Type Code (for First Employment)


Not Applicable

Unknown

Provider Employment Position Code (for First Employment)

Manager

Supervisor

Staff

Consultant

Educator

Researcher

Sales

Other

Not Applicable

Unknown

Other

Organization Registration Number Type Code

Active, Full

Active, Other

Inactive

71



References

1. Federal/Provincial/Territorial Advisory Committee on Health Delivery and Human Resources, A Framework for Collaborative Pan-Canadian Health Human Resource Planning, from <http://www.hc-sc.gc.ca/hcs-sss/pubs/hhrhs/2007-frame-cadre/ index-eng.php>.

2. Federal/Provincial/Territorial Advisory Committee on Health Delivery and Human Resources, “IV. Objectives and Actions: Goal 1,” A Framework for Collaborative Pan-Canadian Health Human Resource Planning, from <http://www.hc-sc.gc.ca/ hcs-sss/pubs/hhrhs/2007-frame-cadre/index-eng.php#a6>.

3. CIHI, Guidance Document for the Development of Data Sets to Support Health Human Resources Management in Canada, from http://secure.cihi.ca/cihiweb/dispPage.jsp?cw_ page=GR_1213_E>.

http://www.hc-sc.gc.ca/hcs-sss/pubs/hhrhs/2007-frame-cadre/index-eng.php

http://www.hc-sc.gc.ca/hcs-sss/pubs/hhrhs/2007-frame-cadre/index-eng.php#a6

http://secure.cihi.ca/cihiweb/dispPage.jsp?cw_page=GR_1213_E

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© 2013 Canadian Institute for Health Information

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Health Human Resources Minimum Data Set …...iii Health Human Resources Minimum Data Set Guide—Text File Format Version 2.0 | July 2012 Preface The Canadian Institute for Health