Section 3 - Data Definitions - health.vic...Section 3 - Data Definitions, VAED Manual, 20th Edition, July 2010 3–1 ations for each data item collected during an admitted episode

Section 3 - Data Definitions

Section 3 - Data Definitions, VAED Manual, 20th Edition, July 2010 3–i

SECTION 3 - DATA DEFINITIONS 1

D

Contents

INTRODUCTION 1

EFINITIONS 3 ACAS Status....................................................................................................... 3 Accommodation Type (a) ..................................................................................... 5 Accommodation Type on Separation (b) ................................................................. 5 Account Class (a) ................................................................................................ 9 Account Class on Separation (b)............................................................................ 9 Admission Date..................................................................................................19 Admission/Re-Admission to Rehabilitation..............................................................22 Admission Source...............................................................................................23 Admission Time .................................................................................................27 Admission Type .................................................................................................29 Admission Weight...............................................................................................32 Barthel Index Score on Admission (a) ...................................................................34 Barthel Index Score on Separation (b) ..................................................................34 Campus Code ....................................................................................................37 Carer Availability................................................................................................38 Care Type .........................................................................................................41 Clinical Sub-Program ..........................................................................................49 Contract Leave Days Financial Year-to-Date...........................................................52 Contract Leave Days Month-to-Date .....................................................................54 Contract Leave Days Total...................................................................................56 Contract Role ....................................................................................................58 Contract/Spoke Identifier ....................................................................................60 Contract Type....................................................................................................63 Country of Birth (SACC code set) .........................................................................66 Criterion for Admission........................................................................................67 Date of Accident ................................................................................................73 Date of Birth .....................................................................................................74 Date of Birth Accuracy ........................................................................................76 Diagnosis Codes.................................................................................................79 Duration of Mechanical Ventilation in ICU ..............................................................82 U

Duration of Non-invasive Ventilation (NIV).............................................................84 Duration of Stay in Cardiac/Coronary Care Unit ......................................................86 Duration of Stay in Intensive Care Unit .................................................................88 DVA ID / TAC Claim Number (Where Account Class is V- DVA) .................................90 DVA ID / TAC Claim Number (Where Account Class is T- TAC) ..................................92 FIM Score on Admission (a) .................................................................................93 FIM Score on Separation (b) ................................................................................93 Functional Assessment Date on Admission (a) ........................................................96 Functional Assessment Date on Separation (b) .......................................................96 Funding Arrangement .........................................................................................98 Given Name(s) ................................................................................................ 101 Hospital Generated DRG.................................................................................... 102 Hospital Insurance Fund.................................................................................... 103 Hospital Insurance Status.................................................................................. 106 Impairment..................................................................................................... 107 Indigenous Status ............................................................................................ 112 Intended Duration of Stay ................................................................................. 114 Intention to Re-Admit ....................................................................................... 115 Interpreter Required......................................................................................... 117 Leave with Permission Days Financial Year-to-Date ............................................... 119

3–ii Section 3 - Data Definitions, VAED Manual, 20th Edition, July 2010

ransfer Source................................................................................................177 Unique Key......................................................................................................179

Leave with Permission Days Month-to-Date ..........................................................120 Leave with Permission Days Total .......................................................................121 Leave without Permission Days Financial Year-to-Date ...........................................122 Leave without Permission Days Month-to-Date......................................................123 Leave without Permission Days Total ...................................................................124 Locality ...........................................................................................................125 Marital Status ..................................................................................................127 Medicare Number .............................................................................................128 Medicare Suffix ................................................................................................130 Mental Health Legal Status.................................................................................132 Mental Health State Wide Patient Identifier...........................................................134 Mother’s UR.....................................................................................................136 Onset Date ......................................................................................................137 Patient Days Financial Year-to-Date ....................................................................138 Patient Days Month-to-Date ...............................................................................139 Patient Days Total ............................................................................................140 Patient Identifier ..............................................................................................142 Postcode .........................................................................................................144 Preferred Language...........................................................................................146 Procedure Start Date Time.................................................................................148 Procedure Codes ..............................................................................................150 Program Identifier ............................................................................................152 Qualification Status...........................................................................................154 RUG ADL on Admission (a).................................................................................156 RUG ADL on Separation (b)................................................................................156 Separation Date ...............................................................................................159 Separation Mode ..............................................................................................161 Separation Referral ...........................................................................................165 Separation Time ...............................................................................................169 Sex ................................................................................................................171 Source of Referral to Palliative Care ....................................................................173 Surname .........................................................................................................174 Transfer Destination..........................................................................................175 T

Section 3 - Data Definitions, VAED Manual, 20th Edition, July 2010 3–1

ations for each data item collected during an admitted episode of care,

istics and fillers,

ed Transaction reports (such s the DRG); others are used in edits, including age and length of stay.

formation about each data item is presented in the following structured format:

Data Item Name Specification

Definition tem and its ifferentiation from all other data items.

Datatype l, character or other designation used to represent a data

ed. Numeric - A field on which calculations may be performed.

Form for the data element such s: date, code (code set), or quantitative value.

Field size he maximum number of characters accommodated by this field.

Layout

paces or blank. ‘X’ for spaces, apostrophes, hyphens, alphas or numerics.

Location h this element is transmitted to PRS/2. For xample, the Episode Record.

Reported by s nly, or public and private hospitals (includes day procedure centres).

Reported for ported when the Care Type for the episode

1, P, 2, 6, 7, K, 8, 9, F or E.

Reported when

the transmission of a Separation Date in the Episode Record, not efore.

Code set es for the data item, according the form, layout, datatype and field size.

Reporting guide dditional comments or advice on reporting the data item.

Introduction

This section provides the specificand later transmitted to PRS/2.

Additional items that are included in PRS/2 transmissions, such as Trailer Record statare specified in Section 5, along with the file structures of each Transaction Record.

Additional items are derived from items transmitted in PRS/2. These are referenced in Section 2 for information only. Some of these derived items are listed in the Transmitta Format In

A statement that expresses the essential nature of a data id The type of symboelement, that is: • Alpha/numeric - A field on which calculations are not perform• Name or description of the form of representationa T The layout of characters for the data element, expressed by a character string representation. Examples include: ‘DDMMYYYY’ for dates, ‘N’ for a 1-digit numeric value, spaces or blank, and ‘A’ for a 1-character alpha value, s The Transaction Record in whice The requirement for this data element to be collected by public hospitalo The specific circumstances when this data item must be reported. For example: Carer Availability is reis The stage in the episode/data submission cycle when this data element is tobe reported to PRS/2. For example: Sub Acute data elements are reported followingb The set of representations of permissible valuto A

3–2 Section 3 - Data Definitions, VAED Manual, 20th Edition, July 2010

Edits its (edit numbers and long descriptors) that relate to this data lement.

Related items mentary Code Lists that affect the assignment of a code in this data

em.

Administration

Purpose he main reason/s for the collection of this data item.

Principal data users entifies the primary user/s of the data collected.

Collection start he year the collection of this data item commenced.

Definition source entifies the authority that defined this data item.

Code set source Identifies the authority that developed the code set for this data item.

A list of ede A list of related data items, Business Rule Tables, Concept Definitions and Suppleit

T Id T Id


ACAS Status

Definitions

Specification Definition ent of the Aged Care Assessment Service (ACAS) in

atient separation.

atatype Numeric Form Code

ield size 1 Layout N or space

ocation Episode Record

Reported by ublic hospitals

spital chooses not to report ese data items, report spaces in the field.

Reported for des with Care Type 1, 2, 4, 6, 7, 8, 9, F, E and K.

e the patient’s age is equal to or greater than 50,

here the episode is not a same day episode.

or Care Types P, 0, 5x and U, report spaces in this field.

Reported when Separation Date is reported in the Episode Record.

Code set elect the first appropriate category:

de

-acute services

No ACAS involvement during this episode

Reporting guide be noted in the patient’s health record by staff embers or by ACAS.

pleted (for example, 2624 rtificate completed and signed if required).

mple, GEM or rehabilitation) at this hospital or nother campus/hospital.

The type of involvemp

D F L

P Private hospitals – Optional. If the private hoth EpisoAnd WherAnd W F A S

Co Descriptor 1 ACAS Assessment completed during this episode 2 ACAS Assessment incomplete: referral to Sub 3 ACAS Assessment incomplete: other reason 4 ACAS Consultation only during this episode 5

This information shouldm 1 ACAS Assessment completed during this episode Use code 1 if the patient has received a comprehensive assessment by a member of the ACAS of their physical, medical, psychological, social and restorative care needs with a recommendation for the patient’s long term care setting and all the relevant paperwork comce 2 ACAS Assessment incomplete: referral to Sub-acute services Use code 2 if the patient was seen by the ACAS who referred the patient tosub-acute services (for exaa


cute care to become medically stable (use 3). ssment that was completed in a subsequent statistical

Died (use 3).

se code 3 if the patient was seen by the ACAS but a final care plan and long

further acute care to become medically stable. an assessment that was completed in a subsequent statistical

Died.

xcludes when the assessment was not completed because the patient: habilitation)(use 2)

ischarge planner, social worker) about a patient’s discharge and long term ct a full assessment.

No ACAS involvement during this episode if ACAS had no involvement with the patient.

Patient referred to ACAS for a home-based assessment (record this in

Edits

62 Incompat ACAS Status and Sep Referral ed

: Separation Referral.

istrations.

rincipal data Aged Care Branch (Wellbeing, Integrated Care and Aged, DH)

-04

Definition source DH Code set source

DH

Excludes when the assessment was not completed because the patient: • Required further a• Began an asse

episode (use 3). • • Left against medical advice (use 3). 3 ACAS Assessment incomplete: other reason Uterm care setting recommendation could not be made. Includes when the assessment was not completed because the patient: • Required • Began

episode. • • Left against medical advice E• Was referred to sub-acute services (eg GEM or re 4 ACAS Consultation only during this episode Use code 4 if the ACAS were consulted, or gave advice to the Hospital staff(dcare setting and care plan options, but did not condu 5Use code 5 Includes: •

Separation Referral). 460 Invalid ACAS Status 461 ACAS Status not Required 4533 ACAS Status Code Requir

Related items Section 3

Admin Purpose Assist in measuring demand, and for planning of future service

Pusers

Collection start 2003


Accommodation Type (a)

Accommodation Type on Separation (b)

Specification Definition ng their

dation type occupied by the patient on their last (counted) patient day.

atatype Alphanumeric Form Code

ield size 1 Layout N or A

ocation

of the Episode Record. ) Episode Record.

Reported by ll Victorian hospitals (public and private).

Reported for ll admitted episodes of care.

Reported when changes in Accommodation Type are

) Once the Separation Date is reported in the Episode Record.

Code set or data items (a) and (b), select the first appropriate category:

de

nation

on or mother’s bedside (rooming in)

1 vernight accommodation: shared room

Reporting guide

rt the first change; only report the patient’s status s of midnight each day.

pproved care in accommodation outside the hospital.

e

be ic, private, DVA, TAC and WorkCover patients.

Accommodation in a Medi-Hotel (use code 7).

(a) The accommodation type or types occupied by the patient duriadmission, including changes to this item during the episode.

(b) The accommo

D F L (a) Status Segments

(b A A (a) The Episode Record is reported. Any

reported in new Status Segments. (b F

Co Descriptor 4 In the Home (Hospital - HITH) 7 Ward Based/Medi-Hotel combi S Short Stay Observation Unit M Medical Assessment and Planning Unit 6 Emergency Department accommodation C Nursery accommodation: NICU/SCN B Other nursery accommodati 3 Same Day accommodation 2 Overnight accommodation: single room

O

Status Segments are used to record changes of Accommodation Type during the episode. If more than one change of Accommodation Type occurs within the same day, do not repoa 4 In the Home (Hospital - HITH) A Includes: • Under the Hospital in the Home (HITH) program, if the public hospital’s

Health Service Agreement and/or Statement of Priorities specifies thhospital is participating in this program. HITH services can only provided to publ

Excludes: •


e patient receives treatment as an

patient in a traditional hospital setting (ward) during the day and resides in ’s Medi-Hotel overnight.

the patient is cared for in the Medi-Hotel by someone not arranged vided by, or paid for by the hospital, such as a relative or other

xcludes: ITH) (use code 4).

ccommodation within an approved Short Stay Observation Unit (SOU). The

lly staffed and equipped to provide bservation care and treatment for emergency patients who have an expected

tay between 4 and 24 hours.

l and specific Short Stay Observation Units, for example chest pain

radiological procedures

ssions (use code M).

in ned

e Medical Assessment and Planning Unit may be up to 8 hours prior to transfer to another Accommodation Type (ward) or

home.

xcludes:

Emergency Department accommodation ency Department.

on provided to any infant in a facility approved by the

ommonwealth Minister for the purpose of provision of neonatal intensive or

n) n provided to any infant in a postnatal ward, either in a nursery

at is not an approved NICU or SCN or by its mother’s bedside (that is

ort code 1, 2 or 3 as appropriate.

ame day bed or accommodation such as a renal dialysis chair, regardless of

is bed/chair is in a single or shared room.

7 Ward Based/Medi-Hotel combination For multi-day stay patients, where thinthe hospital Includes: • Accommodation in same day facilities during the day. • Where

for, procarer.

E• Accommodation In the Home (H S Short Stay Observation Unit Afacility may be in, adjacent to, or remote from the Emergency Department. SOU is a designated unit that is specificaolength of s Includes: • Genera

units. Excludes: • Short stay facilities designated specifically for elective surgical and

• Medical Assessment and Planning Unit admi M Medical Assessment and Planning Unit Accommodation within an approved Medical Assessment and Planning Unit (MAPU). MAPUs concentrate on admissions for general medical conditions one geographical area to streamline the care planning processes. Planlength of stay in th4separation E• Short Stay Observation Unit (use code S). 6Patient accommodation provided in the Emerg C Nursery accommodation: NICU/SCN AccommodatiCspecial care. B Other nursery accommodation or mother’s bedside (rooming iAccommodatioth‘rooming in’). For infants in paediatric wards, rep 3 Same Day accommodation Swhether th Excludes:


Where a same day patient is accommodated in a ward or bed not desi se the hospital has no

.

Overnight accommodation: single room ation of a room intended for the overnight accommodation of a

n.

ies a

a same day patient is accommodated in a ward/bed not designated

isolation of a patient for medical reasons, or where there is no available shared room (use code 1).

has not requested single

Overnight accommodation: shared room of a room intended for the overnight accommodation of more than

orn are the only people .

cupies a

Where a same day patient accommodated in a ward/bed not designated s a hospital has no such

desig ccommodation is full.

Edits (a) ther Status

ff

g 4 Months

wborn

i-hotel 21 Accom Type M, no registered MAPU

gistered SOU Months

(b)

17 Sep Accom Type Not In A Status Seg

Inconsist Newborn Transferred/Unqual Data

• gnated as a same day ward/bed either becau

such designated accommodation or because that accommodation is full 2Sole occupsingle patient but only when the patient has requested single accommodatio Includes: • Where the patient has requested single accommodation and occup

room intended for single occupancy but her newborn is rooming-in. • Where

as a same day ward/bed either because the hospital has no such designated accommodation or because that accommodation is full.

Excludes: • Where the patient is the only person occupying a room intended for

shared occupancy, such as the

• Where the patient occupies a single room butaccommodation (use code 1).

1Occupationone patient. Includes: • Where the patient is the only person occupying a room intended for

shared occupancy. • Where the patient and her rooming-in newb

occupying a room intended for occupancy by more than one adult patient• Where the patient has not requested single accommodation but oc

single room because of a clinical decision. •

a same day ward/bed either because thenated accommodation or because that a

076 Not Sufficient Fields First Status 077 Not Sufficient Fields O084 Invalid Accom Type 094 Combination A/C Accom Care Med Su106 Invalid Sep Accomm 117 Sep Accom Type Not In A Status Se240 Newborn Accom But Over 329 Geri Respite - Invalid Comb 431 Newborn But Not Newborn Accom432 MAPU or SOU >48 Hours 434 NICU/SCN Accom But Unqual Ne454 Incompat Fields for Interim Care 463 Accom Type 4, Care Type invalid 464 Accom Type 7, not Care Type 4 520 Accom Type 7, not approved for Med5522 Accom Type S, no re602 Newborn Accom But Over 12 106 Invalid Sep Accom 108 Field(s) Missing From Sep 1401 Accom Type On Sep – Emerg, Not Same Day 455


Related items

story anges.

nd Medicare Geriatric Respite, and Care Type: Interim Care

Program (F and E), and Criterion for Admission: Secondary Family .

sessment and Planning Units (MAPU): Accommodation Type M, and Neonatal Intensive Care Units and Special Care Nurseries: Accommodation Type C, and Short Stay Observation Units: Accommodation Type S, and Ward Based/Medi-Hotel

nis of patient movement during an episode.

s

iple internal and external

Collection start

1991-92


DH

Section 2: Admitted Patient, Hospital in the Home, Intensive Care Unit, and Medi-Hotel. Section 4: • Business Rules (non-tabular) Medi-Hotel Reporting and Reporting hi

of code ch• Business Rules (tabular) Account Class, Acc Type, Care Type a

Suffix, and Account Class:

Member Section 5: Status Segments. Section 9: • Supplementary Code Lists: Emergency Medical Unit (EMU):

Accommodation Type 8, and Medical As

Combination: Accommodation Type 7.

Administratio Purpose For analys

Principal data user Mult data users


Account Class (a)

Account Class on Separation (b)

Specification Definition

is episode of care, including changes to this item

nd associated sub-categories, on the last (counted) patient day.

Datatype lphanumeric Form Code

Field size 2 Layout A or AN

Location of the Episode Record. ) Episode Record.



Reported when ) Once the Separation Date is reported in the Episode Record.

Code set ode Descriptor

ualified NT ewborn (Unqualified, Not birth episode)

lic (Acu nt

ker

5

MA Reciprocal Health Care Agreement

ate Pat

15+ days)

)

ys)

(a) The agency/individual chargeable for this episode, and associated sub-categories, for thduring the episode.

(b) The agency/individual chargeable for this episode, a

A

A

(a) Status Segments (b A A (a) The Episode Record is reported. (b C

Unq Newborns (Not Birth Episode) N

Pub te Care) Patie MP Public: Eligible ME Ineligible: hospital exempt MF Ineligible: Asylum See MR Geriatric respite care MN Public NHT – without NH M5 Public NHT - with NH5

Priv ient PA Advanced surgery 1 (1-14 days) PB Advanced surgery 2 ( PC Surgery (1-14 days) PD Surgery 2 (15+ days) PE Medical 1 (1-14 days) PF Medical 2 (15+ days) PG Obstetric 1 (1-14 days) PH Obstetric 2 (15+ days) PI Rehabilitation 1 (1-49 days) PJ Rehabilitation 2 (50-65 days) PK Rehabilitation 3 (66+ days PL Psychiatric 1 (1-42 days) PM Psychiatric 2 (43-65 days) PN Psychiatric 3 (66+ da


PU rivate NHT - with extensive care-without NH5 -with NH5

artmen

VN epartment of Veterans Affairs NHT-without NH5 of Veterans’ Affairs NHT-with NH5

pensab

nt Commission (TAC)

rvices Acute

ries cute

pensable Non-Acute

JP Prisoner Prisoner Non-Acute

igible XX n-Australian residents (not exempted from fees) XN eligible non-Australian residents (not exempted from fees) -

Reporting guide pisode. If more than one change occurs within the same day, do not report

n episode cannot have both public and compensable Account Classes in

or ertain circumstances in public hospitals, the mother

y ll expenses; and

Where the mother has single private insurance and elects to be private,

here the newborn is unqualified and it is not the birth episode, report

should be the same as the mother’s) ho does not meet the criteria for a qualified newborn. Usually these babies

ote: The newborn may have been reported as qualified or unqualified at a

PO Same Day (Band 1) PP Same Day (Band 2) PQ Same Day (Band 3) PR Same Day (Band 4) PS Private NHT - with general care-without NH5 PT Private NHT - with general care-with NH5

P PV Private NHT - with extensive care

Dep t of Veterans’ Affairs Patient VX Department of Veterans’ Affairs (DVA)

D V5 Department

Com le Patient WC Victorian WorkCover Authority (VWA) WN Victorian WorkCover Authority (VWA) - Non-Acute TA Transport Accide TN Transport Accident Commission (TAC) - Non-Acute AS Armed Se AN Armed Services - Non- SS Seamen SN Seamen - Non-Acute CL Common Law Recove CN Common Law Recoveries - Non-A OO Other com ON Other compensable -

JN

InelIneligible noInNon-Acute

Status Segments are used to record changes of Account Class during the ethe first change, only report the patient’s status as of midnight each day. Adifferent status segments. Newborns are expected to have the same Account Class as their mother fthe birth episode. In cmay be public and the baby private, or the mother private and the baby public. For example: • Where the mother does not have private insurance and elects for the bab

to be treated as private and pay a•

the baby can be a public patient. WAccount Class NT. NT Newborn (Unqualified, Not birth episode) A newborn (under 10 days old at admission), admitted subsequent to the birth episode (where the Account Classware transferred from another hospital. N


mprehensive care including all necessary medical, nursing and diagnostic d, if available, dental and paramedical services, by means of its

arge to the patient.

Persons holding an expired Interim Medicare Card (report XX Ineligible) ility where the hospital and/or clinician

reatment.

e ry of the Department has

determined that no fee be charged; or ven resident and whose treatment is ted hospital.

m Seeker

Admitted for immediately necessary medical treatment (but only as a u

R Geriatric Respite Care i of continuous

defined in section 3 of Commonwealth Health Insurance Act:

fter 35 days continuous hospitalisation, the patient is classified as a NHT a medical practitioner certifies that the patient is in need of

Professional attention for an acute phase of the patient’s condition; or

ed management, for medical reasons, as an admitted patient.

be of the following types:

Private with extensive care

ut of hospital are not added). If a NHT atient is out of hospital for more than seven consecutive days, the patient is

formally separated. If the patient later returns to the hospital, the patient is formally admitted as an acute patient.

prior hospital. MP Public: Eligible An eligible person who, on admission to a recognised hospital or a private hospital for services provided under contract, or as soon as possible thereafter, elects to be treated as a public patient. The hospital provides coservices anown staff or by other agreed arrangements, without ch Includes: • Persons holding a current Interim Medicare Card. Excludes: • • A person admitted to a private fac

bulk bill Medicare for the patient’s t ME Ineligible: Hospital Exempt An ineligible non-Australian resident: • Specifically referred to Australia for hospital services not available in th

patient’s own country and for whom the Secreta

• Who has been declared a safe haprovided or arranged by a designa

MF Ineligible: AsyluA Medicare ineligible asylum seeker. •

p blic patient); and • Has met the criteria for Medicare Ineligible Asylum Seeker MA pat ent admitted for geriatric respite care. After 35 days hospitalisation, the patient can be classified as a NHT patient. MN Public NHT – without Aged Care Client Record A patient as apatient unless acute care. For example: • • Active rehabilitation; or • Continu Nursing Home Type patients can• Public • Private with general care • • DVA with general care • DVA with extensive care. If a NHT patient is out of a hospital for seven days or less and is readmitted, the count of days continues (the days op


Aged Care Assessment Team and

as an approved Aged Care Client Record.

g

ttention, on terms no less favourable than would apply to a resident.

as

be eferred to in clause 49 of the 1999

ustralian Health Care Agreement.

n made by another person

he hospital and/or clinician bulk bill Medicare for the patient’s treatment.

charged an amount for public hospital services as determined by Victoria’.

mitted

f DVA does not accept sponsibility, then normal patient election applies.

Record must be transmitted every time the Episode Record is

transmitted.

r

injury, illness or disease for hich he/she is receiving hospital services.

al bers of the Defence Forces and

amen with personnel entitlements.

charged an amount for ublic hospital services as determined by Victoria.’

compensable patient, would be deemed to e a Nursing Home Type patient.

M5 Public NHT – with Aged Care Client Record A NHT patient who has been assessed by anh MA Reciprocal Health Care Agreement A visitor to Australia who is ordinarily resident in a country with which Australia has a Reciprocal Health Care Agreement (RHCA), admitted for necessary medical treatment (but only as a public patient), as is clinicallynecessary for the diagnosis, alleviation or care of the condition requirina P - Private Patient A person who elects in writing to be treated (in a public or private hospital) an admitted patient by a medical practitioner of their own choice and toresponsible for paying the charges rA Includes:

• A patient on whose behalf election has beewith patient’s express or implied consent.

• A patient admitted to a private facility where t

Clause 49 of the Australian Health Care Agreement states ‘Private patients, compensable patients and ineligible patients may be

V.- Department of Veterans’ Affairs Patient An eligible person whose charges for this episode of care are met by the Department of Veterans’ Affairs (DVA). A gold card holder is automatically eligible as a veteran, but a white card holder’s eligibility must be established at the time of admission or on the next business day if the patient is adover a weekend (contact Department of Veterans’ Affairs, State office, telephone (03) 9284 6111 or fax (03) 9284 6440). Ire Public hospitals: If the first character of the patient’s Account Class is V, a V4DVA and TAC

- - Compensable Patient An eligible person who is an admitted patient and who is entitled under a lawthat is or was in force in Victoria, other than Veterans’ Affairs legislation, to the payment of, or who has been paid compensation for, damages or othebenefits (including a payment in settlement of a claim for compensation, damages, or other benefits) in respect of thew This category includes workers compensation, transport accident, crimininjury and common law cases and memse Clause 49 of the Australian Health Care Agreement states ‘Private patients, compensable patients and ineligible patients may bep - N Compensable Non-Acute Patient A person who has been admitted in one or more hospitals (public and private) for a continuous period of more than 35 days with a maximum break of seven consecutive days and who, if not ab


rovided nt.

he Department of Justice and prison authorities are ent of

Hospitals are required to bill ‘Australian Correctional Management’ r

esident Patient person who is an admitted patient but who is not eligible for Medicare and

ot exempted from fees.

Persons holding expired Interim Medicare Cards (these patients should be

vate patients, mpensable patients and ineligible patients may be charged an amount for

than 35 days with a maximum break of seven nsecutive days and who, if not an ineligible patient, would be deemed to be

e patient.

tient’s Account Class according to the Fees and Charges for

Public Hospitals document, vailable at:

a compensable class, or may be ineligible. Refer to above ocument for the correct wording for the ‘Form of Election for Admission to

ction status can only be

nd to

gth of stay has been extended beyond those

atients whose social circumstances change while in hospital (for

adequate private health insurance cover is not a sufficient reason for election status.

J- Prisoner Patient A person who is an admitted patient and is currently in the custody of Correctional Services in Victoria. • Prisoners may be transferred to a public hospital for treatment on an

admitted or non-admitted basis. Funding for these services is not pby the Commonwealth through the Australian Health Care AgreemeHence, DH does not recognise these patients for casemix or VACS payments. Funding for prisoners' health care is provided to prison authorities by tresponsible for meeting all costs incurred by hospitals in the treatmsuch patients.

• di ectly.

XX Ineligible Non-Australian RAtherefore n Includes: •

billed for services). Clause 49 of the Australian Health Care Agreement states ‘Pricopublic hospital services as determined by Victoria’. XN Ineligible Non-Australian Resident - Non-Acute Patient A person who has been admitted in one or more hospitals (public and private) for a continuous period of morecoa Nursing Home Typ Public hospitals: Report the paAcute Health Services in Victoria - A Handbook for ahttp://www.health.vic.gov.au/feesman/index.htm The patient elects to be treated as a Public or Private patient, or may be eligible for DVA ordPublic Hospital’. After admission and initial election, patient elechanged in the event of unforseen circumstances. Examples of unforseen circumstances include, but are not limited to:

• Patients who are admitted for a particular procedure but are fouhave complications requiring additional procedures;

• Patients whose lenoriginally and reasonably planned by an appropriate health professional; and

• Pexample, loss of job).

Inchanging a patient’s Private Patients: Within each broad Account Class, categorisation of patients is a medical decision and is performed by medical staff at the hospital or the referring


edical practitioner; patients cannot elect to be charged as a particular d

ees depend on whether the patient has been an admitted patient in any lisation

tay classification.

ey wish to be

he fee charged to a private patient will depend upon: lassification and length of stay.

ecord patient account class as ‘best fit’ account class according to the Fees

and bility of the comparatively small range of Account Classes

ffered in PRS/2, private hospitals and day procedure centres are not required

MP.

ted to a private facility where the hospital and/or clinician bulk ill Medicare for the patient’s treatment is not considered to be a public

d as fee-paying but is unable/unwilling to pay their ccount and the fee is written off, the original Account Class should be used

gory.

or all private acute same day patients, use any code respectively, from the

ng P, with ny valid combination of second character, from the following list:

ursing Home Type patients (Private and Department of Veterans’ Affairs)

owever, accurate specification of general or extensive care level or NH5

en including etail of the relevant funder. These patients need only be classified to the

WC TA AS SS CL OO XX

mAccount Class as this will depend on what surgery, if any, is performed ancomplexity of the care. Fhospital within the seven days before this admission. Previous hospitamay alter the patient’s length of s Private patients specify on the election form whether thaccommodated in a single room. T• Patient account c• Type of accommodation. Private hospitals: Rand Charges for Acute Health Services in Victoria - A Handbook for Public Hospitals document. Because of the many patient account options used in private hospitals, the limited applicaoto supply comprehensive Account Class data. Only the following broad categories apply: Contracted patients: Use the appropriate Account Class from the range of valid codes. Where public patients are admitted under contract, use code A patient admitbpatient. These patients should be reported using an appropriate private account class. If a patient is admittea(for example, PE, PC). Do not change the Account Class to a Medicare no-charge cate Ffollowing list: PO PP PQ PR For all private acute overnight/multi-day patients, use a code startia PA PB PC PD PE PF PG PH PI PJ PK PL PM PN Nmust be classed to the existing range of codes: PS PT PU PV VN V5 Hstatus is not required for private hospital NHT or Department of Veterans’ Affairs NHT patients. Comp sable or Ineligible patients should be identified as such, dfollowing level of detail:


There codes with second-character N.

Edits (a)

nly Status ys Not 1

s Seg

4s ns

Seas P/Code O/Seas Born

Not RHCA Recip, or Inelig

Not RHCA

ass

17 CCU Account Class, no approved CCU ng Arrangement PHESI nt Classes

Contract

(b) 08 Field(s) missing From Sep

455 Inconsist Newborn Transferred/Unqual Data

Related Items , and Newborn.

of

Business Rules (tabular) Account Class, Acc Type, Care Type and Medicare Geriatric Respite, and Care Type: Interim Care

Program (F and E), and Funding Arrangement: Elective Surgery Access Service, and Funding Arrangement: Rural Patients Initiative.

Section 5: Status Segments.

is no requirement to use the

076 Not Sufficient Fields First Status 077 Not Sufficient Fields Other Status 083 Invalid Account Class 094 Combination A/C Accom Care Med Suff111 Same Day A/C Stat Not The O113 Same Day Status: Total Pt Da116 Sep A/C Class Not In A Statu222 Unqual Newborn; Adm Date Not Birth 324 Incompat ICU Hrs, A/C Class 325 Incompat MV Hrs, Acct Class 329 Geri Respite - Invalid comb 372 Episode Deletion: Multiple Epis Trans 374 Episode DVA/TAC: No V4 Transaction 375 Episode DVA/TAC: V4 Trans Rejected 377 Episode DVA/TAC: Multiple E4 Trans 378 Episode DVA/TAC: Multiple V4 Trans 379 Epis Not DVA/TAC: V4 Trans Present 380 Epis Not DVA/TAC: V4 Trans: Multiple E382 Epis Not DVA/TAC: Multiple V4 Tra391 Recip HCA Account, Not O/392 Recip HCA Account, Not 393 Recip HCA Account, Indig Stat A or TI 454 Incompat Fields for Interim Care 491 Incompat Fields for ESAS 492 Incompat Fields for RPI 532 Account Class MA: not 4, 5E, 5K, 5G, 5S, 5A or U 571 Acct Recip, Pcode Oseas, Locality572 Postcode Overseas, Account Not573 Postcode Overseas, Account Public 574 Postcode Overseas, Locality RHCA, Acct603 CCU Account Class, No CCU Hours 604 ICU Account Class, No ICU Hours 605 Priv Pt, CCU Hours, no CCU Account Cl606 Priv Pt, ICU Hours, no ICU Account Class 615 HDU Account Class, no approved ICU 616 ICU Account Class, no approved ICU 6626 Invalid Combination for Fundi637 Illegal Combination of Accou638 Private Hosp, Public Account Without 105 Invalid Sep Account Class 1116 Sep A/C Class Not In A Status Seg 454 Incompat Fields for Interim Care

Section 2: Boarder, Medicare Eligibility Status - Eligible Person, Medicare Eligibility Status - Ineligible Person Section 4: • Business Rules (non-tabular) Newborn Reporting, and Reporting history

code changes. •

Suffix and Account Class:



To: • Disting categories (public, private, DVA,

fy pati asses (for accounting purposes). • Identify certain compensable patients (so DRG Statements are

.• Verify other fields (such as Care Type, Accommodation Type) for

consisteidentify the Account Class of a patient at separation:

yses. lace patients into broad account categories for reporting to the

Commonwealth.

Chief Finance Officer (Strategy, Policy and Finance), DH) nt of V ns’ Affairs (DVA)

rt Accident Commission (TAC) WorkCover (VWA)

1979-80

Code set DH

Code (deri(first cha

Administration Purpose (a)

uish between broad compensabl

• Identie). ents with DVA account cl

raised)

ncy. (a) To

• For use i• To p

n summary anal

Principal data users

DepartmeTranspo

etera

Collection start

Definition source DH

source

Account Classes on Separation mapped to the Separation Patient Type ved item) Account Class on Separation racter of Account Class) Separation Patient Type M, N H Public

P P Private

V V DVA

W, T, A, S, C, O, J S Compensable

X X Ineligible

Account Classes mapped to AIMS Trailer Record fields -Private Hospitals and Day Procedure Centres AIMS Statistics Category Account Classes Private – Acute (both Separations and Patient Days)

PA, PB, PC, PD, PE, PF, PG, PH, PI, PJ, PK, PL, PM, PN, PO, PP, PQ, PR, VX

Private – Nursing Home Type (both Separations and Patient Days)

PS, PT, PU, PV, VN, V5

Compensable (both Separations and Patient Days)

JP, JN, WC, WN, TA, TN, AS, AN, SS, SN, CL, CN, OO, ON

Ineligible (both Separations and Patient Days)

XX, XN

Public – Under Contract (both Separations and Patient Days)

MP

Private – Same Day PA, PB, PC, PD, PE, PF, PG, PH, PI, PJ, PK, PL, PM, PN, PO, PP, PQ, PR, PS, PT, PU, PV, VX, VN, V5

Compensable – Same Day JP, JN, WC, WN, TA, TN, AS, AN, SS, SN, CL, CN, OO, ON

Ineligible – Same Day XX, XN


ay MP Public – Under Contract – Same D

Account Classes mapped to AIMS Trailer Record fields -Public Hospitals AIMS Statistics Category Account Classes Public – Acute (both SePatient Days)

parations and MP, ME, MF, MR, MA

Private – Acute (both Separations and s)

PA, PB, PC, PD, PE, PF, PG, PH, PI, PJ, PK, PL, PM, PN, PO, PP, Patient Day PQ, PR, VX

Compensable – Acute (both s and Patien

JP, WC, TA, AS, SS, CL, OO Separation t Days)

Ineligible – Acute (both Separations Days)

XX and Patient

Public NHT – NH5 (both Sand Patien

eparations t Days)

M5

Public NHT – Non NH5 (both d Patien

MN Separations an t Days)

Private NHT – NH5 (both Separations and Patient Days)

PT, PV, V5

Private NHT – Separations an

Non NH5d Patien

(both t Days)

PS, PU, VN

Compensable – Non-AcSeparations and Patient Days)

ute (both JN, WN, TN, AN, SN, CN, ON

Ineligible – Non-Acute (Separations and Patient Days)

XN both

Public – Same Day MP, ME, MF, MN, M5, MA, MR

Private – Same Day P, PA, PB, PC, PD, PE, PF, PG, PH, PI, PJ, PK, PL, PM, PN, PO, PPQ, PR, PS, PT, PU, PV, VX, VN, V5

Compensable – Same Day , CN, OO, ON JP, JM, WC, WN, TA, TN, AS, AN, SS, SN, CL

Ineligible – Same Day XX, XN


Admission D eat

Specification

Definition ences an episode of care (formal or ti

Datatype

r rm Date

Field size

MMYYYY

Location

Reported by ct

DVA and TAC Record.

Reported for m

Reported when p d is reported.

Code set d

Reporting guide e be the Date of

he newborn is born before l st before midnight and

midnight.

services provided to a patient who is

tted patient shall be regarded as part of the tt f service should be recorded and identified

e, when a patient t, then the admission time is the

ergency Department. That is, when the or doctor, whichever comes first, rather

dmit the patient. In this context, baseline observations by a nurse and

tor.

sti dmission Date equalling the previous d admissions cannot occur

Edits g

Date on which an admitted patient commstatis cal). Nume ic Fo

8 Layout DD

Episode Record DVA and TAC Record All Vi orian hospitals (public and private). Private hospitals: Do not report a All ad itted episodes of care. The E isode Record or DVA and TAC Recor Valid ate. Admission of Birth Episode For th first episode of a Newborn, the Admission Date will Birth, except in the unusual circumstance where tarriva at this hospital, and where the birth occurs juthe newborn arrives at this hospital after Admission from Non-admitted Services Non-admitted (emergency or outpatient)subsequently classified as an admiadmi ed episode. Any occasion oas part of the admitted patient’s episode of care. For examplis admitted from the Emergency Departmentime treatment was started in the Empatient was first treated by a nursethan the time the decision is taken to a‘treatment’ includes commencement of assessment of the patient by a doc Statistical Admissions Stati cal admissions must have an Aepiso e’s Separation Date. Statistical separations andover midnight. 026 Zero Sep; Existing Not Discharged 027 Adm Record; Overlaps Existin028 Prior Adm; No Sep Date 035 Invalid Date of Birth 038 Invalid Adm Date 039 Invalid Adm Date; > Header 057 Incompat Adm Type/Age


e, Diff. Unique

ys

22 Sameday Adm Source/Sep Mode Mismatch

per GST Code> Zero 78 Trans Adm Not Same As Episode

ge > = 28 days 87 Adm Weight Too Low

Weight Too High

26 Adm Date Before Birth Date 7 Age Calculated As 120 Years & Over

240 Newborn Accom But Over 4 Months

days 62 Invalid Care Type For Newborn

Adm Date 90 Stat Adm Sc, & Onset = Adm Date

323 MV Duration > Total Stay ri Respite Invalid Comb

53 Code & Age Incompatible Incompat Care Type, Carer Ava Age and Sep Mode

97 Sep Referral Postnatal, Incompat Age/Sex 401 Accom Type On Sep - Emerg, Not Same Day 431 Newborn But Not Newborn Accom 438 NIV Duration > Total Stay 447 Unqual Newborn; Age at Sep > 10 Days 454 Incompat Fields for Interim Care 461 ACAS Status not Required 465 Adm Duration < 15 Mins 467 Adm Wt <1000g, LOS <28 Days, Sep Mode ≠ T or D 468 Care Type ≠ 1 or F, LOS >365 Days 474 Care Type E, LOS > 35 Days 479 Incompat Adm Source/Age 480 Incompat Adm Source/Age <15 481 Incompat Adm Source/Age <55 486 Incompat Age/Crit for Adm 487 Incompat Age/Qual Stat 493 Incompat Sep Mode/Age <15 494 Incompat Sep Mode/Age <55 504 Stat Episode: Next Episode > 1 Minute Apart 505 Stat Episode: Previous Episode > 1 Minute Apart 518 Medicare Code = 0, Age > 6 Months 519 Medicare Code = 0, Age > 12 Months 533 ACAS Status Code Required 542 MH Acute Adult Care Type But Age < 14 Years 543 MH Acute Adult Care Type But Age > 65 Years 544 MH APMHS Care Type But Age < 55 Years

061 Married – Age Not Within Range 062 Duplicate Pt ID, Adm Date Tim063 Prior Not Discharged 064 Duplicate Pt ID, Date Time 069 Newborn From Overseas 074 Invalid Age For Criterion 080 Sex Indeterminate Age< 90 Da102 Sep Date < Adm Date 112 Calc Los + Leave Not = Adm/Sep 115 Adm Time Not< Sep Time 1127 Nil Value DRG 160 AR-DRG Grou1186 Neonate MDC But A1188 Adm189 Age < 1 Year But Adm Weight Missing 190 Adm Wt Present But Not Aged < 1 Year 215 Sex Indeterminate But Age >9 Days 222 Unqual Newborn; Adm Date Not Birth 222

245 Adm Wt >=9Kg But Age >=5 Mth 255 Rehab: Invalid Onset Date 261 Newborn Care Type But Age >92289 Adm Sc T’fer & Onset =2322 ICU/CCU Stay > Total Stay

329 Ge3390 il,3


547 MH SECU Care Type But Age < 14 Years 548 MH Specialist Acute Care Type But Age < 14 Years 549 Type B Crit for Adm, LOS >1 550 Type C Crit for Adm, LOS >1 551 Type C Crit for Adm, LOS >4 hrs

dm Date me Day ECT: Not ime Day Rehabilit ot in Scop

ccom But over 12 Months

ems and

f Birth.

e, and Admission Type , and Age and Qualification

tu eparation Mode.

dministrations) ‘patient days’ (patient’s length of

n Date and Separation Date.


ernal and external data users.

tion start Definition source

545 MH CAMHS Care Type But Age < 5 Years 546 MH CAMHS Care Type But Age > 19 Years

552 Type E Crit for Adm, LOS >1 553 Type E Crit for Adm, LOS <4 hrs 554 Date of Accident > A596 Sa598 Sa

n Care Type 4 ation: N e

602 Newborn A

Related it Section 2: Age, Length of Stay, Overnight or Multi-day Stay Patient, Same Day Patient. Section 3: Date o Section 4: • Business Rules (non-tabular) Length of Stay. • Business Rules (tabular) Admission Source and Ag

and AgeSta

, and Age and Criterion For Admissions, and Carer Availability and S

A Purpose To enable (for data validation purpose

stay) and normal leave days to be balanced with the difference betweeAdmission To enable calculation of age. Multiple int

Collec 1979-80 NHDD


Admission/Re-Admission to Rehabilitation

Specification Definition the first or subsequent rehabilitation episode for a

articular injury/condition.

atatype Numeric Form Code

ield size 1 Layout N or space

ocation Sub-Acute Record

Reported by ublic hospitals.

Reported for are Types P, 2, 6, 7 and K. For Care Types 8, 9, F and E, report a space.


ode set

r rehabilitation

Reporting guide 0 First rehabilitation admission ient’s e for this dition

Re-aPatient’s rrent admission is a re-admission for rehabilitation for this

Edits 58 Sub-Acute: No Sub-Acute Record

/Readmit to Rehab Present

Related items

Designated and Non-Designated Rehabilitation Programs (2, 6, 7 and K), and Care Type P: Designated

ilitation Program, and Care Type: Interim Care Program

AdministrationPurpose


Continuing Care and Clinical Service Development (Hospital & Health Service Performance, DH).

Collection start

1995-96


DH

Indicates whether this isp

D F L

P C A

C Code Descriptor 0 First rehabilitation admission 1 Re-admission fo

Pat current admission is their first rehabilitation episodcon . 1 dmission for rehabilitation

cucondition. 254 Rehab - Invalid Adm/Re-Adm to Rehab2295 Adm454 Incompat Fields for Interim Care Section 2: Rehabilitation Care. Section 4: • Business Rules (tabular) Care Type:

Paediatric Rehab(F and E).

To support and further develop casemix classifications for sub-acute episodes f care. o


Admission Source

Specification Definition here the patient was residing or living prior to the commencement

Datatype ield size

Location Reported by n hospitals (public and private).


Reported when

Code set sion (change in Care Type within the hospital) Birth episode ransfer from acute hospital/extended care/rehabilitation/geriatric

Transfer from Transition Care bed based program ansfer from mental health residential facility Admission from private residence/accommodation

Reporting guide he same

ospital stay on the same hospital campus.

a Statistical Separation or a Statistical Admission. Changes between Qualified and

ded in Status Segments using the wborn.

Change between Rehabilitation Program/Units: Levels 1, 2, 3 or tric, Care Types (2, 6, 7, P).

ter birth.

ond or subsequent admissions in the newborn period: ode, while still nine (9) days old or

Describes wof an episode of care. Alpha Form Code

F 1 Layout A

Episode Record

All Victoria A The Episode Record is reported. Select the first appropriate category: Code Descriptor S Statistical AdmisYT T

centre BA TrN Transfer from aged care residential facility H

S Statistical Admission (change in Care Type within this hospital) Assign this code when a new episode of care has commenced within th Excludes: • Change from or to Unqualified newborn (Care Type U) as

Unqualified status of newborns are recorQualification Status field. Refer to Section 4: Ne

• Paedia

Y Birth episode Admission of newborn at or directly af Excludes sec• Newborns admitted after the birth epis

less (use code T or H).


extended care / rehabilitation /

ss ute hospital, extended r rdless of whether the patient was t uires a Transfer Source code.

and mental health admitted

(use code B). g ode N). e de A).

gram ss m a Transition Care bed based program.

acility fe hogeriatric ng bilitation/Continuing

ental health ode. Does not require a

ransfer Source code.

xcludes: atient units (use code T).

r from aged care residential facility s

T Transfer from acute hospital / geriatric centre

Admi ion to this hospital, directly from another accare, ehabilitation or geriatric centre, regaadmit ed or not at the transferring hospital. Req Includes: • Public and private acute, extended care

patient units. Excludes: • Transition Care bed based program• A ed care residential facilities (use c• M ntal health residential facility (use co B Transfer from Transition Care bed based proAdmi ion to hospital directly froDoes not require a Transfer Source code. Excludes: • Home-based Transition Care. A Transfer from mental health residential fTrans r from mental health residential facility (includes psycnursi homes and community care units) (RehaCare/Other Care) funded by Mental Health Services. Only mresidential facilities listed in Section 9 apply to this cT Includes: • Mental health aged care residential facility. E• Mental health admitted p N TransfeAdmission to hospital directly from an aged care residential facility (includenursing home and hostel). Does not require a Transfer Source code. Excludes: • Transition Care bed based program (use code B). • Mental health aged care residential facility (use code A).


e Residence/Accommodation sidence immediately prior to admission.

Includes: • Home or home of relative or friend. • Supported residential facilities. • Special accommodation houses.

sic hospital (Thoma ling). ile detention cent

Armed forces base camp/hospi . Homeless (shelters, hal uses).

).

cility (use code A).

smatch

dm Source/Qual Stat

99 Stat Admission: No Prev Episode pisode: Adm Source ≠ Sep Mode Prev Episode

t Episode: Previous Episode > 1 Minute Apart

10 Stat Sep Mode: No Subsequent Episode ement PHESI

Related items

Business Rules (non-tabular) Episode of Care, Newborn and Transfer. • Business Rules (tabular) Account Class: Geriatric Respite, and Admission

Source and Admission Type, and Admission Source and Age, and Admission Source and Care Type, and Admission Source and Criterion For Admission, and Admission Source and Qualification Status, and Care

H PrivatPlace of re

• Training centres for intellectually disabled persons. • Prison. • Foren• Juven

s Embre.

• •

talf way ho

Excludes: • Transition Care bed based program (use code B).• Aged care residential facility (use code N• Mental health residential fa

Edits 041 Invalid Adm Source 051 Transfer Source Blank 056 Incompatible Adm Type/Source 122 Sameday Adm Source/Sep Mode Mi289 Adm Sc T’fer & Onset = Adm Date 290 Stat Adm Sc & Onset Date = Adm Date 328 Early Parenting Centre – Invalid Comb 329 Geri Respite – Invalid Comb 336 Invalid comb For Crit Care Transfer 423 Invalid Comb Fund/Contract/Transfer 454 Incompat Fields for Interim Care 479 Incompat Adm Source/Age 480 Incompat Adm Source/Age <15 481 Incompat Adm Source/Age <55 482 Incompat Adm Source/Crit for Adm 483 Incompat A488 Incompat Care Type/Adm Source Statistical 491 Incompat Fields for ESAS 492 Incompat Fields for RPI 4501 Stat E503 Stat Episode: Care Type same as Prior Episode 505 Sta507 Stat Episode: Rehab also in Prior Episode 509 Stat Episode: Sep Mode ≠ Adm Source Next Episode 5626 Invalid Combination for Funding Arrang629 Incompatible Adm Source/Indigenous Status Section 2: Admission, Admitted Patient, Episode of Admitted Patient Care, Geriatric Evaluation and Management Program, Hospital Stay, Interim Care, Newborns, Nursing Home Type/Non-Acute care, Palliative Care, Rehabilitation Care and Transfer. Section 3: Transfer Source. Section 4: •


n Rehabilitation Program, rogram (F and E), and Contracting: Funding

rr d Contract Role with Admission Source and e for Admission: Secondary Family Member,

ective Surgery Access Service, and Funding and Funding Arrangement: Private

.

AdministrationPurpose a

sers l data users.

79-80

source source

Type: Designated and Non-Designated Rehabilitation Programs (2, 6, 7 a d K), and, Care Type P: Designated Paediatricand Care Type: Interim Care PA angement, Contract Type anS paration Mode, and Criterion and Funding Arrangement: ElArrangement: Rural Patients Initiative Hospital Elective Surgery Initiative

To an lyse patient movement.

Principal data u Multiple internal and externa

Collection start 19

Definition NHDD Code set DH


Admission Time

Specification Definition t which an admitted patient commences an episode of care.

ic ur) Time

MM

0).

eporting guide , the Admission Time is the time at which patient was ittedmenc rgency Department (see below).

a sta ime is acceptabl

anges st one m me of the preceding episode (for mple, e of the earlier episode was made to be 1200,

Admission Time of the new episode would be 1201).

ollowing international convention, midnight is either 2359 of preceding date

date (0000 and 2400 are not accepted).

ewborns of

ival or transferred to this hospital from another, the Admission Time is time of arrival at this hospital.

s

itted patient shall be regarded as part of the dmitted episode. Any occasion of service should be recorded and identified

as part of the admitted patient’s episode of care. For example, when a patient is admitted from the Emergency Department, then the Admission Time is the time treatment was started in the Emergency Department. That is, when the patient was first treated by a nurse or doctor, whichever comes first, rather than the time the decision is taken to admit the patient. In this context, ‘treatment’ includes commencement of baseline observations by a nurse and assessment of the patient by a doctor.

Time a

Datatype

Numer Form (24 Ho

Field size

4 Layout HH

Location

Episode Record

Reported by All Victorian hospitals (public and private).

Reported for All admitted episodes of care.

Reported when The Episode Record is reported.

Code set A valid 24-hour time (not 0000 or 240

R For a formal admissionadm (at the admission desk), the time of birth, or the time care com ed in the Eme For tistical admission (Care Type change), a dummy Admission T

e to enable the times to be automatically recorded. Care Type ch could be recorded as occurring at midday. The Admission Time mube inute later than the Separation Tiexa if Separation Tim

Midnight For 0001 of following N• For newborns born in this hospital, the Admission Time is the time

birth. • For newborns born before arr

Admission from Non-admitted Services Non-admitted (emergency or outpatient) services provided to a patient who isubsequently classified as an adma


Edits 027

iff Unique 64 Duplicate Pt ID, Date Time

23 MV Duration > Total Stay Duration >Total Stay

04 Stat Episode: Next Episode > 1 Minute Apart Episode: Previous Episode > 1 Minute Apart

Related items ection 3: Admission Date.


Principal data users Collection start Definition source HDD

Adm Record; Overlaps Existing 040 Invalid Adm Time 062 Duplicate Pt ID, Adm Date Time, D0115 Adm Time Not < Sep Time 322 ICU/CCU Stay > Total Stay 3438 NIV465 Adm Duration < 15 Mins 5505 Stat551 Type C Crit for Adm, LOS >4 hrs 553 Type E Crit for Adm, LOS <4 hrs S

To enable the exact Length of Stay to be determined. Multiple internal and external data users.

1990-91

N


Admission Type

Specification Definition this episode of

Datatype Field size

Layout A

on

Reported by c d private).

Reported for m

Reported when

Code set t

e in Care Type within this hospital) tment at this

s only)

Other emergency admission her admission

Reporting guide

ld or

dmission of a pregnant female of 20 or more weeks' gestation, or a female

n 42 days of her having given birth, for a condition primarily related to current or recent pregnancy.

The category of admission (patient characteristic) relating to care. Alpha Form Code

1

Locati Episode Record

All Vi torian hospitals (public an All ad itted episodes of care. The Episode Record is reported. Selec the first appropriate category: Code Descriptor S Statistical admission (changY Birth episode M Maternity C Emergency admission through Emergency Depar

hospital (VEMD reporting hospital L Admission – from the Waiting List (ESIS reporting hospitals only)

OX Ot

S Statistical admission (change in Care Type within this hospital) Used for statistical admissions. Y Birth episode Admission of newborn at or directly after birth. Excludes second or subsequent admissions in the newborn period: • Newborns admitted after the birth episode, while still nine (9) days o

less (use code C, L, O or X). M Maternity Awithiher


y admission through Emergency Department at this VEMD reporting hospitals only)

Admission of an emergency patient, arising from presentation at the Emergency Department of this hospital. Use of this code is limited to those facilities that report to the Victorian Emergency Minimum Dataset (VEMD).

sion of a pregnan e of 20 or more weeks' gestation, or a

female within 42 days of her having given bi tion primarily related to her current o pregnan

from th Waiting List (ESIS reporting hospitals only) ing list for elective medical or aiting list patients include only

list prepared from a written

nimum Dataset (VEMD).

P r acute illness (such as unstable a asthma attack) directly for emergency dhm a formal Emergency

d ere patient is an emergency a

re weeks' gestation, or a ndition primarily

ldmi tal reports to

C Emergenchospital (

Includes: • Threatened miscarriage before 20 weeks. Excludes:• Admis t femal

rth, for a condicy (use M). r recent

L Admission – eAdmission of a patient currently on the waitsurgical treatment as an admitted patient. Wthose elective admissions for whom names, addresses and other necessary details are held by the hospital on a specificrequest for admission from the patient’s doctor. Use of this code is limited to those facilities that report elective surgery waiting list data to the Elective Surgery Information System (ESIS).

Excludes: • Admission of a pregnant female of 20 or more weeks' gestation, or a

female within 42 days of her having given birth, for a condition primarily related to her current or recent pregnancy (use M).

Other emergency admissionO

Admission of an emergency patient, not arising from presentation at the Emergency Department at this hospital, or arising from presentation at the Emergency Department of a hospital which does not report data to the ictorian Emergency MiV

Includes:

self-referral fo• G -referred admission ordi betes, CCF, pneumonia,a mission.

• T reatened miscarriage before 20 weeks. out• E ergency admission to a hospital with

Department. • A mission from Outpatient Department wh

p tient. Excludes:

or mo• Admission of a pregnant female of 20female within 42 days of her having given birth, for a co

r recent pregnancy (use M). re ated to her current oA ssion via the emergency department where the hospi• the VEMD (use C).


X Other admission ine or elective admission regardless of expected length of stay, where the

Admission from the waiting list of a hospital which does not report to the

nned admission for the patient to receive limited care or treatment for a current condition, for example dialysis or chemotherapy.

ion from Outpatient Department where patient is an elective patient. ollow-up admission following a previous ergency admission or

presentation where the patient has not been added to an elective surgery waiting list.

Edits 052 Invalid Adm Type

056 Incompatible Adm Type/Source 057 Incompat Adm Type/Age 059 Maternity - Not Female 328 Early Parenting Centre – Invalid Comb 329 Geri Respite - Invalid Comb 336 Invalid Comb For Crit Care Transfer 454 Incompat Fields for Interim Care 455 Inconsist Newborn Transferred/Unqual Data 466 Adm Type L & Newborn Qual Status 484 Incompat Adm Type/Crit for Adm 485 Incompat Adm Type/Qual Stat 491 Incompat Fields for ESAS 492 Incompat Fields for RPI 626 Invalid Combination for Funding Arrangement PHESI 633 Delivery Episode, Adm Type not M

Related items Section 2: Admission, Geriatric Respite, Newborn, and Urgency of Admission. Section 4: • Business Rules (non-tabular) Newborn Reporting. • Business Rules (tabular) Account Class: Geriatric Respite, and Admission

Source and Admission Type, and Admission Type and Age, and Admission Type and Criterion For Admission, and Admission Type and Qualification Status, and Care Type: Designated and Non-Designated Rehabilitation Programs (2, 6, 7 and K), and Care Type P: Designated Paediatric Rehabilitation Program, and Care Type: Interim Care Program (F and E), and Criterion for Admission, Age, Admission Type, Admission Source, Qualification Status, and Criterion for Admission: Secondary Family Member, and Funding Arrangement: Elective Surgery Access Service, and Funding Arrangement: Rural Patients Initiative and Funding Arrangement: Private Hospital Elective Surgery Initiative.

Administration Purpose To:

• Distinguish between emergency and non-emergency admissions. • Monitor admissions from the Waiting List. Identify data for maternity and birth episodes.

Principal data users Funding & Information Policy Branch (Hospital & Health Service Performance, DH).

Collection start 1979-80 Definition source DH Code set

source DH

Routpatient is not recorded on the waiting list or the patient is recorded on a waiting list of a hospital which does not report to the Elective Surgery Information System (ESIS). Includes: •

Elective Surgery Information System (ESIS). • Pla

• Admiss

• F em


Admission Weight

Specification Definition The birth weight of the live baby, or the weight of the neonate or infant

(under one year of age) on the date admitted, if this is different from the date of birth.

Datatype

ve value

or spaces. Right justify, leading zeros.

s Record

by ls (pub and private).

nts under 1 year of age.

n

is not required, ansmit spaces, not zeros.

Reporting guide dmission Weight is required for all infants under 1 year of age at admission (that is, admitted on a date earlier than the infant’s first birthday). Where the admission starts on the day of birth, the birth weight is the Admission Weight. If Admission Weight is unknown or heavier than 9999, and the patient is aged greater than 27 days, use 9999. If the patient is less than 28 days, estimate the weight.

Edits 127 Nil Value DRG 160 AR-DRG Grouper GST Code > Zero 187 Adm Weight Too Low 188 Adm Weight Too High 189 Age < 1 Year But Adm Weight Missing 190 Adm Wt Present But Not Aged < 1 Year 245 Adm Wt >= 9kg But Age <= 5 Mth 329 Geri Respite – Invalid Comb 334 Hosp Generated DRG Not = PRS/2 DRG 411 Adm Wt < 1000g, No Matching Dx Code 412 Adm Wt is 1000-2499g, No Matching Dx Code 413 Adm Wt > 6000g, No Matching Dx Code 454 Incompat Fields for Interim Care 467 Adm Wt <1000g, LOS < 28 Days, Sep Mode ≠ T or D 534 Invalid Adm Weight

Numeric Form Quantitati

Field size

4 Layout NNNN

Location

Diagnosi

Reported All Victorian hospita lic

Reported for All admitted patie

Reported whe A Separation Date is reported in the Episode Record.

Code set Valid weight in grams, 100-9999. If Admission Weighttr A


Section 3: Admission Date on, and Date of Birth. Section 4: • Business Rule Care Type:

Designated and Non-Designated Rehabilitation Programs (2, 6, 7 and K), and Care Type P: Designated Paediatric Rehabilitation Program, and Care Type: Interim Care Program (F and E).


• Monitor the Admission Weight of p ents <1 year of age. Weight is an important indicator of pregnancy outcome, is a major risk factor for

tal morbidity and mortality and is required to analyse perinatservices for high-risk infants.

• To enable accurate grouping in DRG systems.

Principal data users Funding & Information Policy Branch (Hospital & Health Service Performance, DH).

Collection start 1993-94

Definition source

Related items

s (tabular) Account Class: Geriatric Respite, and

ati

neona al

DH


Barthel Index Score on Admission (a)

Barthel Index Score on Separation (b)


Index Score, as assessed on separation.

Datatype Field size ros.

on A R

Reported by Public it

Reported for Care T F and 8, report spaces.

Reported when A Sep

ode set r o 100, using the following table:

(a) Barthel Index Score, as assessed on admission. ) Barthel(b

Numeric Form Score

3 Layout NNN or spaces. Right justified with leading ze

Locati

Sub- cute ecord

hosp als.

ypes , E, 2, 6, 7, 9 and K. For Care Types P

aration Date is reported in the Episode Record.

C Repo

t a sc re in the range 000-


Can do

without aids

Barthel Index

Can do

with aids Can do with help of someone else

Cannot do at all

Self Care Index

Drinking from a cup 4 2 0 0

Eating 6 3 0 0

Dressing upper body 5 5 3 0

Dressing lower body 5 5 2 0

Putting on brace or artificial limb 0 0 -2 0 (if not

applicable) Grooming 5 5 0 0

Washing or bathing 4 0 0 4

Controlling urination 10 5 (accidents)

0 10

Controlling bowel move 5 (accidents)

0 ments 10 10

Care of perineum/ clothes at toilet 4 4 2 0

Mobility Index

Getting in and out of ch 15 7 0 air 15

Getting on and off toile 0 t 6 5 3

Getting in and out of sh / 0 0 ower bath 1 1

Walking 50 yards on th 0 e level 15 15 10

Walking up/down one fl 5 0 ight of stairs 10 10

If not walking

Propelling or pushing w h 0 0 heelc air 15 5

TOTAL (out of 100)


f Barthel Indexes is required at admission and separation for all xcluding Palliative Care).

Statistical separations: • From episodes with Care Types F, E, 2, 6, 7, K or 9 to episodes with Care

Types F, E, 2, 6, 7, K or 9: Separation Barthel of the prior episode may be repeated as the Admission

e prior episode and the Admission Barthel of the sode.

Index on Admissi d be assessed wi n 48 hours of mission.

on Separation should be assessed on the day on which the

e in hospital is 000.

620 A /Functional Assessment Date/Care Type mismatch

2525 ute Record 28 patible 29294562 smatch

ection 4:

Administration

Purpose es

f care.

Principal data users Continuing Care and Clinical Service Development (Hospital & Health Service

Performance, DH).


Definition source DH Code set

source

Barthel Index

Reporting guide Assessment oS4 Records (e

Barthel of the subsequent episode. • From episodes with Care Types F or E to episodes with Care Types F or E:

Admission Barthel of prior episode may be repeated as both the Separation Barthel of thsubsequent epi

The Barthelad

on shoul thi

The Barthel Indexdecision is taken to cease the Care Type. The Barthel Index on Separation for patients who di

Edits (a) 251 Invalid Adm Barthel 258 Sub-Acute: No Sub-Acute Record 291 Adm Barthel > Sep Barthel 298 Adm Barthel Present 407 Rehab Level 2 or 3 W Low Adm Barth 454 Incompat Fields for Interim Care

dm Barthel

(b) 2 Invalid Sep Barthel 8 Sub-Acute: No Sub-Ac8 Sep Barthel & Sep Mode Incom1 Adm Barthel > Sep Barthel 2 Sep Barthel Present 4 Incompat Fields for Interim Care 1 Sep Barthel/Functional Assessment Date/Care Type mi

Related items Section 3• Functional Assessment Date on Admission • Functional Assessment Date on Separation

:

S• Business Rules (tabular), Care Type: Designated and Non-Designated

Rehabilitation Programs (2, 6, 7 and K), and Care Type P: DesignatedPaediatric Rehabilitation, and Care Type: Interim Care Program (F and E).

To support and further develop casemix classifications for sub-acute episod

o


Campus Code

Specification Definition tient

hich it occurred.

Datatype

Form Code

Field size Location Reported by ll Victorian hospitals (public and private.)

Reported for

Reported when he Episode Record is reported.

Code set

Reporting guide he Hospital Code plus the Site Identifier. The Site Identifier for single

Edits act/Spoke = Campus Code

2 Pall Care, not approved for Palliative Care Program

or Rural Patients Initiative 8 Funding Arrangement 6, not approved for ESAS

Type 7, not approved for Medi-hotel

2 Accom Type S, no registered SOU

diatric Rehabilitation 8 Cannot report for this campus

Related items

ble.

dministrationPurpose o identify the specific campus of a hospital providing this episode of care, for

r ealth Service Performance, DH).

Collection start

Definition source t source

DH

Indicates the hospital campus where the episode of care was provided. Paactivity must be reported under the campus code at w Numeric

4 Layout NNNN

Episode Record

A All admitted episodes of care. T Refer to Section 9: Hospital Code Table Tcampus hospitals is 0. 330 Invalid Campus Code 420 Contr47473 Care Type 9, not approved for GEM 475 Care Type F or E, not approved for Interim Care 477 Funding Arrangement 5, not approved f47520 Accom521 Accom Type M, no registered MAPU 52523 CCU Hrs, no Approved CCU 526 ICU Hrs, not approved ICU or NICU 630 Contract/Spoke Identifier cannot be reported for this campus 631 Care Type P not approved for Pae62 Section 2: Campus, and Hospital. Section 9: • Hospital Code Ta

A Tuse in policy and planning development. Funding & Information Policy (Hospital & H 1998-99 DH Code se


Carer Availability


ked to a formal service.

Datatype

Form Code

Layout N or space

Record

Reported by Public hospitals. Private hospitals: Report a space in this field.

Reported for Admitted episodes with a Care Type of 1, P, 2, 6, 7, K, 8, 9, F, or E. For all other Care Types, report a space in this field.

Reported when A Separation Date is reported in the Episode Record.

Code set Code Descriptor 1 Carer not needed/not applicable 2 Lives alone, has a carer 3 Lives alone, has no carer 4 Lives with another, has no carer 5 Lives with another, has a resident carer 6 Lives with another, has a non-resident carer 7 Lives in a mutually dependent situation 8 Missing or not recorded

Reporting Guide Support provided by a carer excludes (for VAED purposes) formal services

such as delivered meals or home help, persons arranged by formal services such as volunteers, and funded group housing or similar services. Availability infers carer willingness and ability to undertake the caring role and can apply when there are several carers. Where a potential carer is not prepared to undertake the role, or when their capacity to carry out necessary tasks is minimal, then the patient must be reported as not having an informal carer. Where there are several carers, a decision should be taken as to which of these is the main or primary carer and report accordingly.

A record of whether a person, such as a family member, friend or neighbour has been identified as providing regular on-going care or assistance, not lin Numeric

Field size 1

Location Episode


1 Carer not needed/not applicable Person able to self care and/or their therapeutic regime does not require the input of an informal carer, or reporting in this field is not applicable because this is a statistical separation, or the patient has been transferred to another hospital, left against medical advice or died. Includes:

s discharged to supported accommodation or other care will provide mal care r d.

cludes: es where a elative or friend dertake a rer role (report 3 or 4).

5 or 6), unless the patient has to another hospital, left against

ormal carer who is able and willing to attend ng basis.

liv r willing and/or able to

t for t ed and regular basis.

Lives with another, has no carerrson d e or unwilling to vide t rmal carer

ailable

Livesehol o ide t

unable and/or unwilling

provid mal carer who is ling an

Lives in a mutually dependent situation Househol s where the service recipient and another person are mutually

n, the other is either at high risk or unable remain at home.

• Those circumstances where it may be inappropriate for a carer at home to undertake a complex medical procedure requiring a high level of nursingskill.

• Person who ifacility that the for equire

Ex• Circumstanc

unable to un rca

is available but is unwilling or

• Children under eight years of age (report 4,been statistically separated, transferredmedical advice or died.

2 Lives alone, has a carer

Person lives alone and has an infto the person’s recuperative needs on an ongoi

3 Lives alone, has no carerPerson es alone and does not have an informal care

he purpose of assisting with care on an arrangvisi

4 oes not live alone but the co-resident/s is/are unablPe

pro he care needed and there is no other external infoav .

5 s with another, has a resident carer Houprov

d where the person lives with another who is willing and able the care required for recuperation.

Excludes: • Person whose potential co-resident carer is mutually dependent (7). 6 Lives with another, has a non-resident carer Person does not live alone but the co-resident/s is/areto e the care needed, but there is an external inforwil d able to provide this care.

7 d

dependent. The critical aspect of such households is that if either member becomes unavailable for any reasoto 8 Missing or not recorded Insufficient information to determine Carer Availability.


Edits Missing From Sep 90 Incompat Care Type, Carer Avail, Age and Sep Mode

ent 91 Incompat Fields for ESAS

mpat Fields for RPI ilability

Related items ection 3: Separation Mode.

and Separation Mode, and Funding Arrangement: Elective Surgery Access Service, and

Administration Purpose o enable monitoring of the impact of Carer Availability on separation timing

services, to support policy development and planning.

Principal data users are and Clinical Service Development (Hospital & Health Service Performance, DH).

Collection start 199

Definition source NH

108 Field(s)3421 Not Separated; Carer Avail Pres4492 Inco591 Invalid Carer Ava599 Carer Availability Not Required

S Section 4: • Business Rules (tabular) Age, Care Type, Carer Availability

Funding Arrangement: Rural Patients Initiative, and Funding Arrangement: Private Hospital Elective Surgery Initiative.

Tand use of ambulatory Continuing C

9-00

DD Code set source

NHDD (DH modified)


are Type C

Specification Definition ed to an admitted patient during an

pisode of care.

Datatype Field size Left justified, trailing spaces. Location

pisode Record


Reported for

Reported when

Code set elect the first appropriate category:

iatric Rehabilitation Program/Unit Designated Rehabilitation Program/Unit: Level 1 gram/Unit: Level 2 Designated Rehabilitation Program/Unit: Level 3

ilitation Program/Unit ental Health Service or Psychogeriatric Program:

• 5T – Mental Health Nursing Home Type

lth Service (CAMHS) • 5G – Acute, Aged Persons Mental Health Service (APMH)

nqualified newborn

Reporting guide e

me Type

im Care and who has been classified as NHT.

T er en a e.

The nature of the clinical service provide Alphanumeric Form Code

2 Layout AA or NN or NA

E

A All admitted episodes of care. The Episode Record is reported. S Code Descriptor F Interim Care Program – Nursing Home Type E Interim Care Program 1 NHT/Non-Acute P Designated Paed26 Designated Rehabilitation Pro7

K Non-Designated Rehab8 Palliative Care Program 5x Approved M

• 5E – Mental Health Secure Extended Care Unit (SECU) • 5K – Child and Adolescent Mental Hea

• 5S – Acute, Specialist Mental Health Service • 5A – Acute, Adult Mental Health Service

9 Geriatric Evaluation and Management Program 0 Alcohol and Drug Program 4 Other care (Acute) including Qualified newborn U U

Care Type reported should reflect the treatment the patient receives, not thlocation of the bed in the facility. F Interim Care Program —Nursing HoUse this Care Type only for a patient admitted to a unit designated to provide Inter

NHDefined in section 3 of Commonwealth Health Insurance Act: aft35 days continuous hospitalisation (with a maximum break of sevconsecutive days), the patient is classified as a NHT patient unlessmedical practitioner certifies that the patient is in need of acute car


vice

xcludes:

ram se this Care Type only for a patient admitted to a unit designated to

erim Care and who has not been classified as NHT.

ssessment Service 624 certificate’)

NHT/Non-Acute

Act: after a maximum break of seven

consecutive days), the patient is classified as a NHT patient unless a umented in the medical

cute

in one or more hospitals (public and private) for a ore than 35 days (with a maximum break of seven

ys). If this patient had not been a compensable/ineligible deemed to be a Non-Acute patient.

Such a patient may or may not have been assessed by an Aged Care d Aged Care

Client Record (ACCR) (formerly ‘2624 certificate’).

Interim Care Program – Nursing Home Type (F) d Mental Health Service or Psychogeriatric Program Mental

Designated Paediatric Rehabilitation Program/Unit ted Paediatric

Designated Rehabilitation Program/Unit: Level 1

The public hospital’s Health Service Agreement and/or Statement of ital has such a designated unit.

Such a patient will have been assessed by an Aged Care Assessment Serand will hold an Aged Care Client Record (ACCR) (formerly ‘2624 certificate’). Private hospitals: Do not use code F. E• NHT/Non-Acute (1) • Approved Mental Health Service or Psychogeriatric Program Mental

Health Nursing Home Type (5T). E Interim Care ProgUprovide Int Such a patient will have been assessed by an Aged Care Aand will hold an Aged Care Client Record (ACCR) (formerly ‘2before 35 days of continuous hospitalisation. Private hospitals: Do not use code E. 1This Care Type occurs after an admitted patient has been designated NHT or Non-Acute:

NHT Defined in section 3 of Commonwealth Health Insurance35 days continuous hospitalisation (with

medical practitioner provides certification docrecord that the patient is in need of acute care.

Non-AThe patient has beencontinuous period of mconsecutive dapatient, they would be

Assessment Team and may or may not have an approve

Excludes: •• Approve

Health Nursing Home Type (5T). PA patient who is admitted to, or transferred to, a designaRehabilitation Program/Unit. Use code P only if the public hospital’s Health Service Agreement and/or Statement of Priorities specifies that the hospital has such a designated unit. Private hospitals: Do not use code P. 2A patient who is admitted to, or transferred to, a designated Rehabilitation Program/Unit Level 1. Use code 2 only if: •

Priorities specifies that the hosp• The rehabilitation episode directly follows the acute care episode in which


rivate hospitals: Do not use code 2.

gram/Unit: Level 2 patient who is admitted to, or transferred to, a designated Rehabilitation

g l’s Health Service ment of Priorities specifies that the hospital has such

designated unit.

der the Health Services Act of care.

n Program/Unit: Level 3 o, or transferred to, a designated Rehabilitation

rvice of Priorities specifies that the hospital has such

designated unit.

mitted to, or transferred to, a non-designated

ehabilitation Program/Unit or admitted to a Restorative Care Program. Use ital has approval from the Sub-Acute Program

he program involves the provision of admitted patient services; where:

assessment and care plan development; and The patient will have an appointed case manager; and

rovide a medium to high intensity program with allied health interventions.

rred to a designated Palliative

are Program/Unit.

rivate hospitals: If the hospital operates a similar program and wishes to are using code 8, they may.

spital’s ealth Service Agreement and/or Statement of Priorities specifies that the

ch an approved Mental Health Service or Psychogeriatric

r

the principal diagnosis is a spinal cord injury or head injury, or an amputation has been performed.

P 6 Designated Rehabilitation ProAPro ram/Unit Level 2. Use code 6 only if the public hospitaAgreement and/or Statea Private hospitals: Use code 6 only if registered un1988 to provide this category 7 Designated RehabilitatioA patient who is admitted tProgram/Unit Level 3. Use code 7 only if the public hospital’s Health SeAgreement and/or Statementa Private hospitals: Do not use code 7. K Non-Designated Rehabilitation Program/Unit A patient who is adRcode K only if the public hospto run this program. T• The patient will be monitored by an identified medical leader responsible

for admission • • The agency will p

Private hospitals: Do not use code K. 8 Palliative Care Program Applies to a patient who is admitted or transfeC Pidentify episodes of c 5x Approved Mental Health Service or Psychogeriatric Program A patient who is admitted to, or transferred to, an approved Mental Health Service or Psychogeriatric Program. Use code 5x only if the public hoHhospital has suProgram. Private hospitals: Use code 5x only if registered under the Health Services Act 1988 to provide this category of care. 5T Mental Health Nursing Home Type This Care Type occurs after an admitted patient has been designated NHT oNon-Acute:

NHT Defined in section 3 of Commonwealth Health Insurance Act: after 35 days continuous hospitalisation (with a maximum break of seven


consecutive days), the patient is classified as a NHT patient unless a

t

Interim Care Program – Nursing Home Type (F)

e (SECU) tted to an approved unit re active clinical care in the

ard, often with the intention of longer

g mes (APMHNH) sy omes (PGNH)

h alth Service (CAMHS) ie roved CAMHS unit.

c ervice (APMH) ie PMH (Psychogeriatric) unit.

g ealth Nursing Home (APMHNH) sy ome (PGNH)

c ervice ie ialist Mental Health Service.

raaoroe

ie Mental Health Service.

o al) )

e ent Program ie riatric Evaluation and g only if the public hospital’s Health Service

specifies that the hospital has a tr rogram, or the hospital is approved

ursing Home Type/Non-

similar program and wishes to

medical practitioner certifies that the patient is in need of acute care. Such a patient may or may not have been assessed by an Aged PsychiatricAssessment and Treatment Team (APATT) or an Aged Care Assessment Service (ACAS) and may or may not have an approved Aged Care ClienRecord (ACCC) (formerly 2624 certificate). Excludes: •• NHT/Non-Acute (1). 5E M ntal Health Secure Extended Care UnitThis Care Type occurs when a patient is admidesigned to accommodate persons who requisecure/safe environment of a locked wterm (extended) care. Excludes: • Mental Health Nursing Home Type (5T) • Community Care Units (CCU) including Vahland CCU • A ed Person’s Mental Health Nursing Ho• P chogeriatric Nursing H 5K C ild and Adolescent Mental HeA pat nt who is admitted to an app 5G A ute, Aged Persons Mental Health SA pat nt who is admitted to an approved A Excludes: • A ed Person’s Mental H• P chogeriatric Nursing H 5S A ute, Specialist Mental Health SA pat nt who is admitted to an approved Spec Includes: • B in Disorder Unit • E ting Disorders Unit • F ensic Unit • M ther and Baby Unit • N urological Unit Excludes: Child and Adolescent Mental Health Service (5K) 5A Acute, Adult Mental Health Service A pat nt who is admitted to an approved Adult Excludes: • C mmunity Care Units (Residenti• Mental Health Nursing Home Type (5T 9 G riatric Evaluation and ManagemA pat nt who is admitted to, or transferred, to a GeMana ement Program. Use code 9Agreement and/or Statement of PrioritiesGeria ic Evaluation and Management Pto provide GEM Level 1. This program excludes NAcute patients. Private hospitals: If the hospital operates a


ify

lcie lcohol and Drug Program. Use code 0 only p t by a specialist physician for an alcohol or e al diagnosis. Report this Care Type

sode of

milar program and wishes

t newborn

acu but the care is not ri

r some or all of the

vered by other

ewborn for the entire duration of i

wborn for the entire duration of

p

period as a Qualified newborn during p

In a sin hange between being Qualified and al

Qualific Type may need updating if a newborn

ll other episodes r episodes, if the Care Type changes during the episode, the date

leted; then a new Episode Record must be

uld be

after the

ident episodes of care using code 9, they may. 0 A ohol and Drug Program A pat nt who is admitted to an Aif the atient receives treatmendrug r lated condition that is the principon admission but not for a change of Care Type following another epicare. Private hospitals: Use if the hospital operates a sito identify episodes of care as such. 4 O her (Acute) Care including QualifiedOther types of patient: Includes: • Same day and acute (except mental health). • S me day ECT episodes. • A te episodes in which an ECT has been performed

p ncipally mental health. • Geriatric respite care. • Newborn who has been a Qualified newborn fo

duration of this episode. Excludes: • Patients admitted to designated units and programs co

Care Types. • Newborn who has been an Unqualified n

th s stay (U). U Unqualified newborn A newborn who has been an Unqualified nethis e isode. Excludes: A newborn who has had any this e isode (4). Additional Notes: Newborns

gle episode, a newborn may cUnqu ified with such changes being recorded in the (Status Segment)

ation Status field. Carechanges from being Unqualified to Qualified. Refer to Sections 2 and 4: Newborn. AFor all otheof that change must be reported in the Separation Date field and other Separation Status details compstarted (that is, a statistical separation and a statistical admission). For example: • If the patient is admitted to Acute care (Care Type 4) but later is

transferred to an Approved Mental Health Service, the Care Type changes to Care Type 5x, therefore the earlier Episode Record shocompleted and a new Episode Record should be started.

• If the patient is admitted to one of the acute Care Types and 35 days is deemed to require only NHT care (Care Type F, 1 or 5T),earlier Episode Record should be completed and a new Episode Record


d.

when a patient cannot change between Care ypes, for example, a patient cannot move between levels of rehabilitation.

rmation on changes of Care Type is provided in Sections 2 and

se

Edits

52 Invalid Sep Barthel 3 Rehab: Invalid Clin Sub-Prog

254 Rehab: Invalid Adm/Re-Adm to Rehab

61 Newborn Care But Age > 9 Days

cord not required 88 Sep Barthel & Sep Mode Incompatible

m Sce T’fer & Onset = Adm Date 90 Stat Adm Sc & Onset = Adm Date

Adm Barthel > Sep Ba292 Sep Barthel Present 293 Clin Sub-Prog Present 294 Onset Date Present 295 Adm/Readmit to Rehab Present 297 Sep Rug ADL & Sep Mode Incompatible 298 Adm Barthel Present 303 Pall Care But Invalid Adm Rug ADL 304 Pall Care But Invalid Sep Rug ADL 305 Adm Rug ADL Present 306 Sep Rug ADL Present 329 Geri Respite – Invalid Comb 340 Invalid Source Refer to Pal Care 341 Source Refer to Pal Care Present 390 Incompat Care Type, Carer Avail, Age and Sep Mode 405 Inapplic Clin Prog For Care Type 2 406 Rehab Care Type W/Out Rehab PDX 407 Rehab Level 2 or 3 W Low Adm Barthel 421 Not Separated; Carer Avail Present 437 NIV Duration for Unqual Newborn 447 Unqual Newborn; Age at Sep 448 ICU Stay but Care Type not Acute 453 Wrong PDx for Interim Care 454 Incompat Fields for Interim Care 455 Inconsist Newborn Transferred/Unqual Data 461 ACAS Status not Required

should be starte There are some circumstancesTFurther info4: Episode of Care. A new Episode Record requires Diagnosis and Procedure Codes specific to that episode and therefore a separate DRG identified. The Separation Modein the earlier Episode Record indicates the episode is being completed not because the patient has gone home, died or been transferred but becauthe Care Type has changed. The Admission Source of the new Episode Record indicates the new episode is starting not because the patient hasbeen formally admitted but because the Care Type has changed. 094 Combination A/C Accom Care Med Suff 107 Invalid Care Type 122 Sameday Adm Source/Sep Mode Mismatch 222 Unqual Newborn; Adm Date Not Birth 235 Adm Criterion is N But Care Not 4 250 Deleted – Episode is Sub-Acute 251 Invalid Adm Barthel 225

255 Rehab: Invalid Onset Date 258 Sub- Acute: No Sub – Acute Record 260 Invalid Care For Qual 2262 Invalid Care Type For Newborn 268 Inv Comb Legal, Care & PFS 285 Sub-Acute Re2289 Ad2291 rthel


Care Type invalid not Care Type 4

468 Care Type ≠ 1 or F of 5T, LOS >365 Days 471 Care Type 5x, not usual Sep Referral 472 Pall Care, not approved for Palliative Care Program 473 Care Type 9, not approved for GEM 474 Care Type E, LOS > 35 Days

t Care Type/Sep Mode Statistical elds for ESAS

ompat Fields for RPall Care without Pal ag

2 Stat Episode: Care T e as Nexo

Rehab lso in Next Episode so in Prior Episode

ass MA: not 4, 5E, 5K, 5G, 5S, 5A or U

Care Type 5S pecialist Acute Ca dult Acute Care Type K, esig Rehab

are Type But Age < 14 Years ge > 65 Years

M e But Age < 55 Years M ype But Age < 5 Years M pe But Age > 19 Years M ut Age < 14 Years

are Type But Age < 14 Years ank

M e Type 5x Ca hab Lvl 1 Ca hab Lvl 2 Ca hab Lvl 3 Sa e 4 M de = S

tion: Not in Scope

Ad Date/Care Type mismatch Se ate/Care Type mismatch In Arrangement PHESI

631 Care Type P, not approved for Paediatric Rehabilitation 660 Ca = Same day, Procedure Code

93

Ca day, Procedure Code 93341-xx

elated items

on 2 atient, Episode of Admitted Patient C ement Program, Interim Care

am, Acute Care, Palliative Care, Rehabilit

Section 4• Busin ular) Episode of Care, Newborn Reporting and

Palliausin c Type, Care Type and

Medic and Care Type, and Care Type: Designated and Non-Designated Rehabilitation Programs (2, 6, 7 and K),

463 Accom Type 4,464 Accom Type 7,

475 Care Type F or E, not approved for Interim Care 488 Incompat Care Type/Adm Source Statistical 489 Incompa491 Incompat Fi492 Inc PI 498 50

l care Diype sam t Episode

r Episode 503 Stat Episode: Care Type same as Pri506 Stat Episode: a507 Stat Episode: Rehab al532 Account Cl533 ACAS Status Code Required 535 Care Type 5E, not approved for SECU 536 Care Type 5T, not approved for NHT 537 Care Type 5K, not approved for CAMHS 538 Care Type 5G, not approved for Aged Acute 539 540

, not approved for Sre Type 5A, not approved for A

541 not approved for Non-DH Acute Adult C542 M

543 MH Acute Adult Care Type But AH APMHS Care Typ544

545 H CAMHS Care TH CAMHS Care Ty546

547 H SECU Care Type BH Specialist Acute C548 M

575 Care Type 5x, MHSWPI BlHSWPI Present, not Car578*

586 re Type 2, not approved for Rere Type 6, not approved for Re587

588 re Type 7, not approved for Re596 me Day ECT: Not in Care Typ597 ental Health Episode: Sep Mo598 Sa599 Carer Availabilit

me Day Rehabilitay Not Required

m Barthel/Functional Assessm620 ent p Barthel/Functional Assessment D621

626 valid Combination for Funding

re Type not equal to 5x, LOS341-xx MHSWPI mismatch

661 re Type not equal to 5x, Non same MHSWPI mismatch

R Secti : Acute Care, Admission, Admitted Pare, Geriatric Evaluation and Manag

Progr Newborns, Nursing Home Type/Non-ation Care and Sub-Acute Care.

: ess Rules (non-tabtive Care Reporting.

• B ess Rules (tabular) Account Class, Acare Suffix, and Admission Source


and Care Type P: Designated Paediatric Rehabilitation, and Care Type: Inter d Care Type and Separation Mode, and Age, Care Type, Carer Availability and Separation Mode, and CriteArran cess Service, and Funding

ement: Rural Patients Initiative, and Funding Arrangement: riva lective Surgery Initiative, and Newborns: Criteria for dmi tion Status, Care Type, and Reporting History of ode

on 5 gments.

on 9upp ode Lists: Care Type Care Type 2: Rehabilitation

evel 1, and Care Type 5A: Mental Health Service and sych – Acute, Adult Mental Health Service, and Care ype d Psychogeriatric Program – Mental ealt are Unit (SECU), and Care Type 5G: Mental ealt Program – Acute, Aged Persons ent H), and Care Type 5K: Mental Health Service nd P – Child and Adolescent Mental Health ervi re Type 5S: Mental Health Service and sych c Program – Acute, Specialist Mental Health Service, and

5T: Mental Health Service and Psychogeriatric Program – ent Type 6: Rehabilitation rogr , and are Care Type 9: Geriatric Evaluation and Management GEM e Type F and E: Interim Care Program, and Care

d Rehabilitation Program/Unit, and Care Type P: esig ilitation.

dministrationurpose sting

pply to the episode. • Grou pisodes to facilitate analysis.

Principal data users alth Service

erformance, DH).


tion source set DH

im Care Program (F and E), an

rion for Admission: Secondary Family Member, and Funding gement: Elective Surgery Ac

ArrangP te Hospitals EA ssion, QualificaC Changes.

Secti : Status Se Secti : • S lementary C

Program: LP ogeriatric ProgramT 5E: Mental Health Service anH h Secure Extended CH h Service and PsychogeriatricM al Health Service (APMa sychogeriatric Program S ce (CAMHS), and CaP ogeriatriCare TypeM al Health Nursing Home Type, and Care P am: Level 2, and Care Type 7: Rehabilitation Program: Level 3C Type 8 and( ) Program, and CarType K: Non-DesignateD nated Paediatric Rehab

A P To di uish various types of care in order to:

• A the appropriate funding formulap e

Funding & Information Policy (Hospital & Health Service Performance, DH). Continuing Care and Clinical Service Development (Hospital & HeP

Defini DH Code

source


Clinical Sub-Program

Specification Definition The diagnosis, based on the body system manifesting the reason for

rehabilitation.

Datatype

Numeric Form Code

Field size

3 Layout NNN Right justify, leading zero.

Location

Sub-Acute Record

Reported by Public hospitals.

Reported for Optional if Care Type = 2, 6, 7, K, P and Impairment present. Mandatory if Care Type = 2, 6, 7, K, P and Impairment NOT present For Care Types 8, 9, F and E, report spaces.


Code set Code Descriptor 010 Stroke 020 Head Injury Neurological 031 Multiple sclerosis 032 Parkinsonism 033 Polyneuropathy 034 Guillain-Barre 039 Other neurological Spinal Cord 041 Paraplegia incomplete 042 Paraplegia complete 043 Quadriplegia incomplete C1-4 044 Quadriplegia incomplete C5-8 045 Quadriplegia complete C1-4 046 Quadriplegia complete C5-8 049 Other spinal cord Amputation of Limb 051 Upper extremity above elbow

Includes: shoulder disarticulation 052 Upper extremity below elbow

Includes: hand and or finger(s) alone double upper extremity of finger(s) alone

053 Single lower extremity above knee Includes: hip disarticulation

054 Single lower extremity below knee Includes: foot and/or toe(s) alone

055 Double lower extremity above knee Includes: hip(s) disarticulation

056 Double lower extremity above/ below knee Includes: hip disarticulation feet and/or toes alone

057 Double lower extremity below knee Includes: feet and/or toes alone


lower and upper extremities double shoulder disarticulation double upper extremities, includes both hands but excludes if only fingers of both hands [052]

Arthritis

Neck pain Back pain

ty pain 9 Other pain

fracture

Post hip replacement

e fracture/amputation

Reporting guide M

is/Extra Diagnosis Records.

eported for Care Types P, , 6, 7 and K.


elds for Interim Care

d items on

T esignated Rehabilitation Programs (2, 6, 7 ) Paediatric Rehabilitation, and Care Type:

terim Care Program (F and E).

059 Multiple limbs Includes:

061 Rheumatoid 062 Osteoarthritis 069 Other arthritis Pain

071 072

073 Extremi07

Orthopaedic 081 Post hip

082 Post femur (shaft) fracture 083 Post pelvic fracture 084 Post major multiple fracture 085

086 Post knee replacement 089 Other orthopaedic

090 Cardiac Pulmonary 101 Chronic obstructive pulmonary disease 109 Other pulmonary

0 Burns 11120 Musculoskeletal Major Multiple Trauma 131 Brain and spinal cord 132 Brain and multipl

133 Spinal cord and multiple fracture/amputation 139 Other major multiple trauma 140 Other Disabling Impairment

150 Other Geriatric Management

Clinical Sub-Program should be assigned by the treating clinician. Sub-program assignment must be supported by the appropriate ICD-10-Acodes reported in the X4/Y4 Diagnos Either Clinical Sub-Program or Impairment must be r2 253 Rehab Invalid Clin Sub-Prog 2293 Clin Sub-Prog Present 405 Inapplic Clin Prog For Care Type 2 454 Incompat Fi

Relate Section 2: Rehabilitation Care. Secti 4: Business Rules (tabular) Care ype: Designated and Non-Dand K , and Care Type P: DesignatedIn


dministrationPurpose s


ontinuing Care and Clinical Service Development (Hospital & Health Service e, DH).

Collection start Definition source

source

A To support and further develop casemix classifications for sub-acute episodeof care. CPerformanc1995-96

DH Code set DH


Contract Leave Days Financial Year-to-Date


ospital on ‘contract leave’ in the financial year being reported (includes the ing reported).

meric alue

ayout NN or spaces

Right justified and zero filled.

Reported by n public and private hospitals involved in contracted care

rrangements with other hospitals (purchases and providers of contracted

ort spaces in this field.

Reported for gement is 1 Contract and

Type ABA, 3 Contract Type AB or 5 Contract Type BA and

ontract leave is not reported where a patient goes on contract leave and

Reported when his field can be reported during the patient’s stay and must be present when

Code set valid number equal to or greater than month-to-date contract leave days.

there are no Contract Leave Days to port, transmit spaces, not zeros.

Reporting guide ontacted Leave Days are included in Patient Days.

onsistent with method of lculating leave with or without permission days.

ater than ontracted Leave Days Month-to-Date and equal to or less than Contract

Edits Blank

84 Contract Lve Total < YTD 456 Contract Leave, No Contract

The number of days during this episode of care that the patient was out ofhmonth be

Datatype Nu Form Quantitative v

Field size 2 L

Location Episode Record

Victoriaacare). All other sites, rep Episodes where: • Funding Arran• Contract Type is 2 Contract

• Contract Role A Hospital A. Creturns on the same day. Tthe Separation Date is reported in the Episode Record. A The minimum valid number is 01. Ifre C The method of calculating Contract Leave Days is cca Contract Leave Days Financial Year-to-Date must be equal to or greCLeave Days Total. 278 Contract Lve YTD Not Num/282 Contract Lve YTD < MTD 2


elated items

ted Care, Leave With Permission, Leave Without Permission nd Patient Day.

al Year-to-Date, Patient Days Month-to-Date, and Patient ays Total.

e and ent, and Contracting: Funding Arrangement and

Contract Fields.

Administration Purpose n contract leave

om this hospital (not on leave with or without permission).

rincipal data users Funding & Information Policy (Hospital & Health Service Performance, DH).

ollection start 1996-97


R Section 2: Contraca Section 3: Contract Leave Days Month-to-Date, Contract Leave Days Total, Patient Days FinanciD Section 4: • Business Rules (non-tabular) Contracted Care and Length of Stay. • Business Rules (tabular) Contracting: Contract Fields, Contract Leav

Funding Arrangem

To identify days (in this financial year to date) a patient was ofr

P C


Contract Leave Days Month-to-Date

Specification Definition f

n ‘contract leave’ in the month being reported (month-to-date).


eported by Victorian public and private hospitals involved in contracted care ntracted

ll other sites, report a space in this field.

Reported for pisodes where: gement is 1 Contract and

Contract Type AB or 5 Contract

A Hospital A.

ontract leave is not reported where a patient goes on contract leave and

Reported when his field can be reported during the patient’s stay and must be present when

Code set valid number less than or equal to the number of month-to-date patient

he minimum valid number is 01. If there are no Contract Leave Days to

Reporting guide ontacted Leave Days are included in Patient Days.

ethod of calculating Contract Leave Days is consistent with method of

ontract Leave Days Month-to-Date must be equal to or less than Contracted

Edits 77 Contract Lve MTD Not num/blank

ct

The number of days during this episode of care that the patient was out ohospital o

Datatype

Numeric Form Quantitative value

Field size 2 Layout NN or spaces Right justified and zero filled.

R

arrangements with other hospitals (purchases and providers of cocare). A E• Funding Arran• Contract Type is 2 Contract Type ABA, 3

Type BA and • Contract Role Creturns on the same day. Tthe Separation Date is reported in the Episode Record. Adays. Treport, transmit spaces, not zeros. C Mcalculating leave with or without permission days. CLeave Days Financial Year-to-Date and Contract Leave Days Total. 2282 Contract Lve YTD < MTD 283 Contract Lve Total < MTD 456 Contract Leave, No Contra


elated items

ted Care, Leave With Permission, Leave Without Permission nd Patient Day.

ar-to-Date, Patient Days Month-to-Date and

atient Days Total.

e and ent, and Contracting: Funding Arrangement and

Contract Fields.

Administration Purpose t was on contract leave

om this hospital (not on leave with or without permission).

rincipal data users Funding & Information Policy (Hospital & Health Service Performance, DH).


Definition source DH t source

DH

R Section 2: Contraca Section 3: Contract Leave Days Financial Year-to-Date, Contract Leave DaysTotal, Patient Days Financial YeP Section 4: • Business Rules (non-tabular) Contracted Care and Leave. • Business Rules (tabular) Contracting: Contract Fields, Contract Leav

Funding Arrangem

To identify days (in this month to date) that a patienfr

P C

Code se


Contract Leave Days Total


on ‘contract leave’, including days from the previous financial ear(s).

atatype Numeric Form Quantitative value

ield size 2 Layout NN or spaces Right justified and zero filled.

Reported by n public and private hospitals involved in contracted care

rrangements with other hospitals (purchases and providers of contracted

Reported for Funding Arrangement is 1 Contract and

Contract Role A Hospital A.

ntract ient goes on contract leave and urns o

ent’s stay and must be present when

Code set ial year-to-date contract leave

i e are no Contract Leave Days to

Reporting guide uded in Patient Days.

Days is consistent with method of lculating leave with or without permission days.

ontract Leave Days Total must be equal to or greater than Contracted Leave -to-Date and Contract Leave Days Year-to-Date.

Edits

The total number of days during this episode of care that the patient was out of hospitaly

D F


Victoriaacare). All other sites, report a space in this field. Episodes where: • • Contract Type is 2 Contract Type ABA, 3 Contract Type AB or 5 Contract

Type BA and • Co leave is not reported where a patret n the same day.

Reported when This field can be reported during the patithe Separation Date is reported in the Episode Record. A valid number equal to or greater than financdays. The m nimum valid number is 01. If therreport, transmit spaces, not zeros. Contacted Leave Days are incl Method of calculating Contract Leaveca CDays Month 279 Contract Lve Total Not num/Blank 283 Contract Lve Total < MTD 284 Contract Lve Total < YTD 456 Contract Leave, No Contract


Related items Section 2: Contracted Care, Leave With Permission, Leave Without Permission

-to-

tal.

Business Rules (non-tabular) Contracted Care and Length of Stay. ss Rules (tabular) Contracting: Contract Fields, Contract Leave and

Funding Arrangement, and Contracting: Funding Arrangement and tract Fields.

Administration Purpose To identify the total days that a patient was on contract leave from this

hospital (not on leave with or without permission).


Funding & Information Policy (Hospital & Health Service Performance, DH).

Collection start

1996-97


DH

and Patient Day. Section 3: Contract Leave Days Financial Year-to-Date, Contract Leave DaysMonth-to-Date, Patient Days Financial Year-to-Date, Patient Days MonthDate, and Patient Days To Section 4: • • Busine

Con


Contract Role

Specification Definition cting

Datatype Field size

ecord

y torian public and private involve re arrangements with other hospitals (purchases and providers of contracted

Reported for s where Funding Arrangement is 1 Contract.

pace in this field.

n nd must be present when Date is reported in the Episode Record.

Code set Hospital A (purchasing hospital)

Reporting guide Hospital A (purchasing hospital)

is the contracted (service provider) hospital.

Edits

und Arrange & Contract 18 Invalid Contract Role

elated items 2 Care, Leave Without Permission and Leave - Contract.

n 4sinsin tracting: Contract Fields, Contract Leave and nd ent and ntr Contract Type, ntr

Identifies whether the hospital is the purchaser of hospital care (contrahospital) or the provider of an admitted or non-admitted service (contracted hospital). Alpha Form Code

1 Layout A or space.

Location

Episode R

Reported b Vic hospitals d in contracted ca

care).

All other sites, report a space in this field. Episode If Funding Arrangement is not 1, report a s

Reported whe This field can be reported during the patient’s stay athe Separation Code Descriptor A

B Hospital B (service provider hospital)

AThis hospital is the contracting (purchasing) hospital. B Hospital B (service provider hospital) This hospital 408 Contract Role ‘A’ W/Out Proc Flag 409 Proc Flag W/Out Contract Role ‘A’ 410 Illegal Comb F4423 Invalid Comb Fund Arrange, Contract/Transfer 456 Contract Leave, No Contract

R

Section : Contracted Sectio : • Bu ess Rules (non-tabular) Contracted Care and Leave. • Bu ess Rules (tabular) Con

Fu ing Arrangement, and Contracting: Funding ArrangemCo act Fields, and Contracting: Funding Arrangement, Co act Role with Admission Source and Separation Mode.


dministrationurpose nti pital has taken in this contract

em m casemix payment to the contracting hospital. av miological and nn

rincipal data users le i ers.

ollection start 0

efinition source et NHDD

A P To ide fy the role that the reporting hos

arrang ent (purchaser or provider):• To ake a public hospital • To oid counting the same episode twice (for epide

pla ing purposes).

P

Multip nternal and external data us

C

1999-0

D NHDD Code ssource


Contract/Spoke Identifier

Specification Definition This field identifies:

• The public or private hospital or day procedure centre involved in contracted care arrangements with this hospital (as purchaser or provider of contracted care).

• The Spoke hospital in a Hub and Spoke arrangement for this episode (the Spoke hospital does not report the episode unless it is a multi-day stay).

• The exact nature of the contract involving an external purchaser. • A non-hospital contracted to provide Interim Care services

Datatype

Numeric Form Code

Field size

4 Layout NNNN or spaces.

Location

Episode Record

Reported by Victorian public and private hospitals involved in contracted care arrangements with other hospitals (purchases and providers of contracted care). All other sites, report a space in this field.

Reported for This item is mandatory if Funding Arrangement is: 1 Contract or 2 Hub/Spoke Otherwise, report a space in this field.

Reported when This field can be reported during the patient’s stay and must be present when the Separation Date is reported in the Episode Record.

Code set Where the Funding Arrangement is 1 Contract, report the relevant Hospital Campus Code (refer to Section 9: Hospital Code Table), which identifies the other party to the contracted service arrangement, with the following exception: • When the Funding Arrangement is 1 Contract and the Contract Type 1

Contract Type B or 7 Contract Type (A), report the code from the list below that identifies the external purchaser/program relevant to the episode of care.

Where the Funding Arrangement is 2 Hub/Spoke, report the relevant Contract/Spoke Identifier or Campus Code from the list below.

Code Descriptor 0010 Melbourne Health Same Day ECT – Northern 0011 Melbourne Health Same Day ECT - Sunshine 0012 Melbourne Health Same Day ECT - Broadmeadows 0030

0050 Other Funding Source Interim Care Program: Residential aged care facility

0070 Interim Care Program: Supported accommodation 0100 Australian Health Care Agreement (AHCA) - Elective Surgery 0200 Department of Health: HIV AIDS 0300 Department of Veterans’ Affairs: Veterans’ Cardiac Agreement 0311 Brunswick Dialysis Unit


Coburg Dialysis Unit Broadmeadows Dialysis Unit

0314 Williamstown Dialysis Unit 0315 Sunshine Hospital Dialysis Unit 0316 Northern Hospital Dialysis Unit

0317 0318

Craigieburn Health Service St George’s Dialysis

is Unit

Newcomb DialysisRotary House Dial it South Geelong Renal

61 Maroondah Hospit s Unit treet Dial s Unit al contracts with international patients

t ogram

gram

ipsy Service - MMC Clayton

thcare Group thotripsy Service - Ballarat Hospital

psy Service - Geelong Hospital 80 psy Service - Frankston Hospital 90 ervice - Goulburn Valley Health

eporting guide des 00 Care Program shall only be used with Contract pe 7 C

70 I am: Supported Accommodation Includes:

Edits 19 Invalid Contract/Spoke Identifier

ection 2: Contracted Care, Leave – Contract, Leave Without Permission and

Business Rules (non-tabular) Contracted Care and Hub and Spoke. Contracting: Contract Fields, Contract Leave t, and Contracting: Funding Arrangement and

0312 0313

0321 Caulfield General Medical Centre Dialysis Unit 0331 Austin Training Satellite Dialysis Unit 0332 Heidelberg Repatriation Hospital Dialysis Unit 0333 North East Kidney Service 0334 Epping Dialys

0351 0352

Unit ysis Un

0353 03

Unit al Dialysi

0362 Spring S0400 Individu

ysi 0500 Transport Accident Commission: Alfred Road Trauma Uni

0600 Department of Health: Rural & Remote Health Agency Pr0700 Department of Health: Bowen Centre - ARMC

0710 Department of Health: Interim Payment 0800 Victorian Maintenance Dialysis Pro

0900 St Jude Pacemaker Replacement Program 0910 St Vincent’s Lithotripsy Service - Bendigo Hospital 0920 St Vincent’s Lithotr

0930 St Vincent’s Lithotripsy Service - RCH 0940 St Vincent’s Lithotripsy Service - MMC Moorabbin 0950 St Vincent’s Lithotripsy Service - West Gippsland Heal

0960 0970

St Vincent’s LiSt Vincent’s LithotriSt Vincent’s Litho 09 triSt Vincent’s Lithotripsy S 09

R Co 50 and 0070 InterimTy ontract Type (A). 00 nterim Care Progr

• Supported Residential Service (SRS) 410 Illegal Comb Fund Arrange & Contract 4420 Contract/Spoke = Campus/Site 456 Contract Leave, No Contract 630 Contract/Spoke Identifier cannot be reported for this campus (Currently inactive)

Related items

SHub and Spoke. Section 4: • Business Rules (tabular) and Funding Arrangemen Contract Fields.




ollection start

Definition source Code set source

DH

To enable monitoring of health services provided under contract in Victoria. Funding & Information Policy (Hospital & Health Service Performance, DH).

C 1999-00 DH


Contract Type

Specification

es the contract arrangement between the contractor and the

contracted hospital/facility. C ypes are distinguished by the physical movement of the patient between the contracting (where applicable) and contracted hospitals.

Datatype

Numeric Form Code

Field size

1 Layout N or space.

Location

Episode Record

Reported by Victorian public and private hospitals involved in contracted care arrangements (purchases and providers of contracted care). All other sites, report a space in this field.

Reported for Episodes where the Funding Arrangement is 1 Contract. For all other episodes, report a space in this field.

Reported when This field can be reported during the patient’s stay and must be present when the Separation Date is reported in the Episode Record.

Code set Code Descriptor 1 Contract Type B 2 Contract Type ABA 3 Contract Type AB 4 Contract Type (A)B 5 Contract Type BA 6 Contract Type A(B) 7 Contract Type (A)

Reporting guide The contracting (purchasing) hospital (or authority) is termed Hospital A.

The contracted (service provider) hospital is termed Hospital B. Contract Types are described by the sequence of the A and B characters, representing the movement of the patient between the contracting and contracted entities. Brackets indicate the patient was not physically present in one of either the contracting or contracted hospital. For example, (A) means the patient was not physically present in the contracting hospital.

1 Contract Type B A (health authority/other external purchaser) contracts B (hospital) for admitted service.

2 Contract Type ABA Patient admitted by Hospital A. Hospital A contracts Hospital B for admitted or non-admitted patient service. Patient returns to Hospital A on completion of service by Hospital B.

Definition Describontract T


Hospital A contracts Hospital B for admitted or non-admitted patient service. Patient does not return to Hospital A on completion of service by Hospital B.

tal A contracts Hospital whole ent service.

ic hospitals unless Hospital & Health Service Performance Division of DH. Where

ng hospital must part of the overall service

, AB and BA).

r an admitted patient service following which

.

ita at Hospital A.

tracted Hospital (B) at any time during the d

(B ublic hospitals unless ivision of DH. Where

ospital must admit ent as part of the overall service

Contract Type (A) spital A contracts a residential aged care facility or supported

tal (A) for some or any time

gal Comb Fund Arrange & Contract

/Co sfer r In e

ntract Leave, No Contract

Related items

ection 2: Contracted Care, Leave – Contract and Leave Without Permission. Section 4: • Business Rules (non-tabular) Contracted Care • Business Rules (tabular) Care Type: Interim Care Program (F and E), and

Contracting: Contract Fields, Contract Leave and Funding Arrangement, and Contracting: Funding Arrangement and Contract Fields, and Contracting: Funding Arrangement, Contract Type and Contract Role with Admission Source and Separation Mode.

3 Contract Type AB Patient admitted by Hospital A.

4 Contract Type (A)B Patient is not present in the Contracting Hospital (A) at any time during the episode. Hospi

B for the admitted pati

An (A)B contract type cannot occur between two publapproved by the two public hospitals enter into a contract, the contractiprovide care or treatment for the patient asprovided (Contract Types ABA

5 Contract Type BA Hospital A contracts Hospital B fothe patient moves to Hospital A for the remainder of the care.

6 Contract Type A(B) Hospital A contracts Hospital B for the whole admitted patient service Hosp l B provides the service Patient is not present in the Conepiso e. An A ) contract type cannot occur between two papproved by the Hospital & Health Service Performance Dtwo public hospitals enter into a contract, the contracting hand provide care or treatment for the patiprovided (Contract Types ABA, AB and BA).

Ho7

accommodation to provide Interim Care. Patient not present in the Contracting Hospiduring the episode.

Edits 410 Ille417 Invalid Contract Type 423 Invalid Comb Fund454 Incompat Fields fo456 Co

ntract/Tranterim Car

S


Purpose To identify the type of contract arrangement (if any) that applies to this episode, to make a link (if appropriate) to the record reported by the other party to the contract arrangement.


tart

source set source

Administration


Collection s 1999-00

Definition NHDD Code NHDD


Country of Birth (SACC code set)

Specification Definition The country in which the person was born as represented by a code.

Datatype

Numeric Form Code

Field size

4 Layout NNNN

Location

Episode Record




Code set Refer to Section 9: Supplementary Code Lists.

Reporting guide Report the country in which the patient was born, not the country of residence.

Edits 036 Invalid Country of Birth 069 Newborn From Overseas 228 Unusual Birth Place 234 Aboriginal/Ts Islander But Not Aust Born 392 Recip HCA Account, Not O/Seas Born 571 Acct Recip, Pcode Oseas, Locality not RHCA 574 Postcode Overseas, Locality RHCA, Acct not RHCA

Related items

Section 9: • Supplementary Code Lists Country of Birth

Administration Purpose To facilitate epidemiological studies.

Principal data users Multiple internal and external data users.


Definition source NHDD SACC Country of

Birth, Version 2.03 – DH modified

Code set source

DH


Criterion for Admission


Datatype Field size Location

cord

Reported by

Reported for

Reported when

Code set riteria for Admission Decision Chart

newborn

lly Admitted Procedures

Reporting guide blications and Contact Details Relevant to PRS/2 and the ealth Insurance (Benefits

even where a ssion.

hanges Qualification Status must retain their

Admitted within the first nine days of life to facilities approved by the rovision of special care in designated

, or he

be unable to provide adequate care for the baby before this d. The admitted status of the mother is irrelevant.

The criterion which has been met to justify the patient’s admission. Alpha Form Code

1 Layout A

pisode ReE

All Victorian hospitals (public and private). All admitted episodes of care. The Episode Record is reported. C Code Descriptor

Qualified NU Unqualified newborn O Patient expected to require hospitalisation for minimum of one night

Day-only AutomaticaB E Day-only Extended Medical Treatment C Day-only Not Automatically Qualified Procedures S Secondary family member

Refer to Section 1: PuVAED for the website link to the Private HRequirements) Rules 2008. The original Criterion for Admission must not be changed,patient's condition requires a different course than that planned at admior example, a newborn who cF

original Criterion for Admission code (N or U), and Criterion O is not altered if the patient dies, is transferred or is discharged on the same day. N Qualified newborn Any newborn who is: •

Commonwealth Minister for the pneonatal intensive care units and designated special care nurseries, or

• Is the second or subsequent live born of a multiple birth• Admitted to or remains in hospital without their mother. That is, t

mother must criterion can be applie


U Unqualified newborn Any newborn who, at time of admission, does not meet any of the criteria for admission as a Qualified newborn (N).


at e hospitalisation for minimum of one

e overnight or multi-day it be used where there is an expectation h ng admitted care.

ients who present to the Emergency Department, but die within a ve treatment but whose

m pectation that they would ir ght. ients who are transferred to another hospital where the intention

n for a minimum of one night, g t and stabilisation at the original it

ie ected to be concluded on the same

er more than one date (for p 11pm and departing at 2am), but for

overnight care.

ries resulting from a car ther

t presents with a headache and baseline observations deteriorate ansferred to another

Where a patient is expected to require treatment on an overnight or multi-day stay basis while receiving an Automatically Admitted Procedure, they should be admitted as Criterion for Admission Type O. Same day IV therapy is included as a Type B procedure, but non therapeutic IV administration is excluded (for example, administration of contrast for radiological procedures). Placement of an IV cannula alone, or injection via an IV cannula, does not warrant admission. E Extended Medical Treatment Criteria for Admission E should be used where patients receive a minimum of four hours of continuous active management consisting of: · regular observations (which may include diagnostic or investigative procedures); OR · continuous monitoring. When determining a patient’s eligibility for admission as Criteria for Admission E, the following factors could be taken into account:

O P ient expected to requirnight

The patient is expected to requirhosp alisation. Type O should that t e patient will require ongoi Type O includes: • Patfew hours, despite intensive resuscitatitreat ent plan initially included an exrequ e hospitalisation for a minimum of one ni• Patis that they will require hospitalisatiohavin received active treatmenhosp al. Type O excludes: • Pat nts whose treatment is expday. • Patients whose care is provided ovexam le, a patient presenting atwhom the intention is not for ongoing Examples:

A patient arrives at the hospital with multiple inju• accident and receives emergency stabilisation prior to transfer to anohospital. The first hospital reports an admitted patient, with Criteria for Admission O.

• A patienover time. Following diagnosis, the patient is trfacility for treatment. The first hospital reports an admitted patient, with Criteria for Admission O.

B Day-only Automatically Admitted Procedures In order to meet Criterion for Admission B, it must be the intention that the patient will: • receive at least one procedure listed on the Automatically Admitted Procedure List; AND • receive treatment on a day-only basis. A patient who is not intended to receive an Automatically Admitted Procedurecannot meet Criterion for Admission Type B. The Automatically Admitted Procedure List is available at

ww.health.vic.gov.au/hdss. w


gular observations may include:

s during the patient’s treatment. r

nt.

t with

could include: Continual monitoring via ECG or similar technologies. (Note: continual blood

ntinual monitoring for these purposes). us active supervision or treatment by clinical staff.

Type E excludes: · Patient has been provided wit al intervention/s for their condition and requires time to rest prior to discharge home. · Patient has a length of stay of more than four hours, primarily consisting of waiting for results of diagnostic tests. · Patient has been present at the hospital for more than four hours, but has not been engaged in treatment or diagnosis. Non-admitted (emergency or outpatient) services provided to a patient who is subsequently classified as an admitted patient shall be regarded as part of the admitted episode. When a patient is transferred from the Emergency Department to a ward (including short stay units), the Admission Time is the time treatment was started in the Emergency Department rather than the time it was decided to transfer the patient. Any intervention provided after treatment commences should be recorded and identified as part of the admitted patient’s episode of care. S Secondary Family Member A person who does not meet any of the Criterion for Admission categories but is accompanying a patient who is admitted. Code S must be used for all such persons. Only Early Parenting Centres can report this category.

Re• Observations of vital or neurological signs provided on a repeated and periodic basi• Provision of repeated and periodic diagnostic or investigative procedures, oprovision of treatme Hospitals are encouraged to develop local policies or guidelines as to what

nstitutes regular observations. These guco idelines should be consistenestablished clinical pathways, protocols or accepted clinical practice. Continuous monitoring• pressure and/or pulse monitoring is not considered a sufficient level of co• Continuo

h clinic


id Criterion for Adm id Age For Criterion

235 Adm Crit N But Care Not 4 308 Adm Crit O But Int’d Same Day 309 Adm Crit B & Int’d Overnight 310 Adm Crit C Int’d Overnight 311 Adm Crit N & Int’d Same Day

ite - Invalid Comb id Comb For Cri

ompat Fields for Care Inconsist Newborn Transferred/Unqual

2 Incompat Adm Sour Adm t for Adm

rit for Adm t For Adm/Qual Stat

Fields for ESAS

4 hrs

ar) Contracted Care. and Admission

ission Type and Criterion For , and Care Type:

e grams (2, 6, 7 and K), Program, and Care or Admission and

Segment), and Criterion for nd Criterion for Admission:

, and Funding Arrangement: Elective Surgery nding Arrangement: Rural Patients Initiative, and

Funding Arrangement: Private Hospital Elective Surgery Initiative, and Newborns: Criteria for Admission, Qualification Status, Care Type.

Edits 072 Inval074 Inval

312 Adm Crit U Int’d Same Day 328 Early Parenting Centre -Invalid comb 329 Geri Resp336 Inval454 Inc

t Care Transfer Interim

455 48

Data ce/Crit for

484 Incompat Adm Type/Cri486 Incompat Age/C490 Incompat Cri491 Incompat 492 Incompat Fields for RPI 549 Type B Crit for Adm, LOS >1 550 Type C Crit for Adm, LOS >1 551 Type C Crit for Adm, LOS >552 Type E Crit for Adm, LOS >1 553 Type E Crit for Adm, LOS <4 hrs

Related items

DH Admission Policy: http://www.health.vic.gov.au/hdss/vaed/index.htm Section 2: Criterion for Admission, Neonate, Newborn, and Overnight or Multi-day Stay. Section 4: • Business Rules (non-tabul• Business Rules (tabular) Account Class: Geriatric Respite,

Source and Criterion For Admission, and AdmAdmission, and Age and Criterion For AdmissionD signated and Non-Designated Rehabilitation Proand Care Type P: Designated Paediatric RehabilitationType: Interim Care Program (F and E), and Criterion fNewborn Qualification Status (1st StatusAdmission and Qualification Status, aSecondary Family MemberAccess Service, and Fu


Purpose To prompt the hospital to consider the eligibility of the patient for admission, to identify: • Any patient admitted for procedures listed on Automatically Admitted

Procedure List. • Any patient with special circumstances requiring admission (rather than

treatment as an ambulatory patient). ly Parenting Centre not meeting the

requirements to be admitted (to omit such episodes from reporting to the onwealth).

ata users nding & Information Polic tal & He erformance, DH).

start

rce source

DH

Administration

• Any person treated in an Ear

Comm

Principal d

Fu y (Hospi alth Service P

Collection

1993-94

Definition sou Commonwealth Code set


Date of Acci nde t

Specification Definition o require

a

Datatype

r

Field size

MYYYY

Location Reported by

Reported for pisodes with an Account Class of TAC (T-).

eported when he Episode Record is reported.

Code set pisodes with an Account Class of DVA (V-): blank. th an Account Class of TAC (T-): A valid date.

Reporting guide

ty of episodes with an Account Class of TAC (T-), Date of d not be:

ate of Accident as 01011901

Edits cident 45 Dt of Accid Incompat W TAC Claim Nbr – Fatal

Nbr - Warning 554 Date of Accident > Admission Date

te of Accident < Date of Birth

3: Account Class.

Administration Purpose To enable TAC payment of relevant episodes of care. Date of Accident is used

in the matching process to link hospital admissions to TAC claims. These data are held separately to other VAED data to ensure that personal information remains confidential.


Transport Accident Commission

Collection start

2002—03

Definition source TAC

The date of the transport accident causing the person thospit lisation. Nume ic Form Date

8 Layout DDM

DVA and TAC Record

Public hospitals. E

R T EEpisodes wi For all episodes with an Account Class of TAC (T-), Date of Accident must not be blank. For the majoriAccident shoul• Later than the Admission Date • Prior to the Date of Birth Report unknown D 444 Invalid Date of Ac4446 Dt of Accid Incompat W TAC Claim

555 Da

Related items Section


Date of Birth

Specification Definition date of birth of the person.

eric F Date

8 L DDMMYYYY

rd

e.

d.

Reporting guide

r (YYYY) If the Date o e should be reported i

Married – Age Not Within Range b erseas

Sex INil VAR-D

186 Neonate MDC But Age>= 28 Days 187 Adm Weight Too Low 188 Adm Wt Too High 189 Age < 1 Year But Adm Weight Missing 190 Adm Wt Present But Not Aged < 1 Year 215 Sex Indeterminate But Age >= 90 Days 222 Unqual Newborn; Adm Date Not Birth 226 Adm Date Before Date of Birth 227 Age Calculated As 120 Yrs & Over 240 Newborn Accom But Over 4 Months 245 Adm Wt >= 9kg But Age is <= 5 Mth 255 Rehab: Invalid Onset Date 261 Newborn Care Type But Age > 9 Days 262 Invalid Care Type For Newborn 329 Geri Respite - Invalid comb 353 Code & Age Incompatible 390 Incompat Care Type, Carer Avail, Age and Sep Mode 397 Sep Referral Postnatal, Incompatible Age/Sex 431 Newborn But Not Newborn Accom 447 Unqual Newborn; Age at Sep > 10 Days 461 ACAS Status not Required

The

Datatype

Num orm

Field size

ayout

Location

Episode Reco


Reported for All admitted episodes of car

Reported when The Episode Record is reporte

Code set A valid date. The Date of Birth must be on or before Date of Admission. Yea can only be 18xx, 19xx or 20xx.

f Birth is unknown or has been estimated, the appropriate valun the Date of Birth Accuracy field.

035 Invalid Date of Birth 057 Incompat Adm Type/Age 061

Edits

069 NewInval

orn From Ov074 id Age For Criterion 080 ndeterminate Age > 90 127 160

alue DRG G Grouper GST Code> Zero R


479 Incompat Adm Source/Age

493 Incompat Sep Mode/Age <15

544 MH APMHS Care Type But Age < 55 Years

re Type But Age < 14 Years 548 MH Specialist Acute Care Type But Age < 14 Years

Related items

Section 2: Age.

Section 3: Admission Date, Date of Birth Accuracy.

Business Rules (tabular) Admission Source and Age, and Admission Type and Age and Criterion For Admission, and Age and Qualification Status,

r Availability and Separation Mode.


• ence between Date of Birth and Admission Date) that is used in the allocation of DRGs and for

ation, need for services and epidemiological

• edure codes) for consistency


Mult

tion start Definition source NHDD

467 Adm Wt <1000g, LOS < 28 Days, Sep Mode ≠ T or D

480 Incompat Adm Source/Age <15 481 Incompat Adm Source/Age <55 486 Incompat Age/Crit for Adm 487 Incompat Age/Qual Stat

494 Incompat Sep Mode/Age <55 518 Medicare Code = 0, Age > 6 Months 519 Medicare Code = 0, Age > 12 Months 533 ACAS Status Code Required 542 MH Acute Adult Care Type But Age < 14 Years 543 MH Acute Adult Care Type But Age > 65 Years

545 MH CAMHS Care Type But Age < 5 Years 546 MH CAMHS Care Type But Age > 19 Years 547 MH SECU Ca

555 Date of Accident < Date of Birth 579 MHSWPI Valid, no Matching DOB 602 Newborn Accom but Over 12 Months 640 DOB Accuracy and DOB mismatch

Section 4:

Age, andand Age, Care Type, Care

Enable calculation of ‘age at admission’ (differ

analysis of service utilisstudies. Verify other fields (such as diagnosis and procwith calculated age.

iple internal and external data users.

Collec 1979-80


Date of Birth Accuracy

Specification Definition A c ,

yea Alp tructured Code

3

Epi

All Vic ). All The epi Thi ation of three codes, each of Cod

A E U ted. Thi

ord Birth.

Co 1st – D

2nd3rd

ode representing the accuracy of the components of a date - day, monthr.

Datatype

ha Form S

Field size Layout AAA

Location sode Record

Reported by torian Health Services (public and private

Reported for admitted episodes of care.

Reported when sode record is reported.

Value domain s data element’s value domain consists of a combinwhich denotes the accuracy of one date component:

e Descriptor The referred date component is accurate The referred date component is not known but is estimated The referred date component is not known and not estima

s data element contains three positional components (DMY) that reflect the er of the date components in the format (DDMMYYYY) of the reported Date of

mponent Descriptor Refers to the accuracy of the day component.

– M Refers to the accuracy of the month component - Y Refers to the accuracy of the year component


Reporting guide Any l of accuracy of each date component of the reported date. Wh h date component. However, where sof y (th es suc It i nderstood that the Date of Birth Accuracy Code will be reported as ‘AAA’ unlval ble suspicion that the date provided is not correct. Where there is a question over the dat the patient is unable or unwilling to provide their date of bir If t ble source (for example the patient or close relative) and is known as accurate then the date accuracy indicator should be te If the pati the Date of Birth should be esti roximate age to calculate an estimated year of birth. Sen d Date of Birth Accuracy code would be rep a month are ‘unknown’ and the year is ‘es A Y m Unknown is not acceptable. Wh e timated, the date part cannot be ‘00’. Where the p rt may be ‘00’ or ‘NN’. Exa s:Val b O /1945’ O ’ Inv om O O ‘00/00/0000’ O 956’

Edits 639 n640 O

Related items

Section 2:Section 3:

Administration

combination of the values A, E, U representing the corresponding leve

ere possible, report the accuracy of eactware systems allow the collection of a binary value for Date of Birth Accuracat is the system has an ‘Estimated Date of Birth’ check box or similar) valuh as ‘AAA’ and ‘EEE’ will be acceptable.

s uess the date has been flagged as an estimated date. It is not necessary to idate the Date of Birth provided by every patient unless there is a reasona

e provided, or whereth, the date should be estimated and flagged as such.

he date of birth is provided by a relia

repor d as ‘AAA’.

ent’s approximate age is known, thenmated using the apptinel ates should not be used. Theorted s ‘UUE’, that is the day andtimated’.

ear co ponent value of U –

ere th date part is accurate or es date art is unknown, the date pa

mple id com inations include:

DOB Accuracy = ‘AAA’, DOB = ‘03/11/1956’ DOB Accuracy = ‘EEE’, DOB = ‘03/11/1956’ D B Accuracy = ‘UUE’, DOB = ‘00/00D B Accuracy = ‘UUE’, DOB = ‘01/01/1945

alid c binations include: DOB Accuracy = ‘AAA’, DOB = ‘00/00/1956’ D B Accuracy = ‘AAA’, DOB = ‘00/06/1956’ DOB Accuracy = ‘EEE’, DOB = ‘00/00/1956’ D B Accuracy = ‘UUE’, DOB = D B Accuracy = ‘UEE’, DOB = ‘00/00/1

I valid Date of Birth Accuracy code D B Accuracy and DOB mismatch

Age Date of Birth


Purpose Required to derive age for demographic analyses and for analysis by age at a poi


Mu sers.

Collection Start

Definition NHDD (DH modified) Value Domain source

NHDD 294429

nt of time.

ltiple internal and external research u

2008-09

source


Diagnosis Codes


es, disease conditions, patient characteristics and rcumstances impacting this episode of care.


Field size 8 (x 40) Layout Left justify, with trailing spaces.

Location iagnosis Record (12)



Reported when tion Date is reported in the Episode Record.

ttp://www.health.vic.gov.au/hdss/reffiles/2010-11/index.htm

At least one (principal diagnosis) and up to 40 ICD-10-AM (Seventh Edition) codes reflecting injurici

D

AANNNNspacespace

DExtra Diagnosis Record (28) A A A Separa

Code set DH ICD-10-AM Library File 2010-11, available at: h

guide stralian Coding Standards and the ictorian Additions to Australian Coding Standards. The Victorian Additions to

vicadditions/index.htm

ample, ICD-10-AM diagnosis code A00.0 Cholera due to Vibrio

Wh l (dagger or asterisk), omit

The or M (see below for more

the first diagnosis code field:

Next five characters must contain an alpha/numeric code of three, four or

Characters 7 and 8 must be spaces.

lpha/numeric code of three, four, five or six characters (with trailing spaces if required).

Reporting Report diagnoses in accordance with AuVAustralian Coding Standards are available at: http://www.health.vic.gov.au/hdss/icdcoding/ Omit punctuation as shown in ICD-10-AM books (that is, no dot or oblique in codes): for excholerae 01, biovar cholerae must be entered as A000.

en a code is shown in ICD-10-AM with a symbothe symbol when transmitting to PRS/2.

first character of the field is the prefix: P, A, Cinformation).

In• Character 1 must be P. •

five characters (with trailing spaces if required). • For the remaining thirty nine diagnosis code fields, if a code is present: • Character 1 must be P, A, C or M. • Next six characters must contain an a

• Character 8 must be a space.


rst character is M) it and with M prefix: for example

M ag dicate whether the condition

and also denote morphology . n Onset Flag in order to

port to the Commonwealth.

efer to the Victorian Additions to the Australian Coding Standards, available additions/index.htm

Morphology codes (where fiSubm without punctuation (oblique)MM80703 Prefixes: Definitions for P, A, C, All di nosis codes require a prefix. Prefixes inwas present on, or arose during admission,codes DH will map prefixes to the NHDD Conditiore Rat: http://www.health.vic.gov.au/hdss/icdcoding/vic

refix A

app ted by P

Edits 27 Nil Value DRG 0 AR-DRG Grouper GST Code > Zero

186 Neonate MDC But Age >= 28 Days

31 P - Diag Not Prefixed By P

34 Hosp Generated DRG Not = PRS/2 DRG gal Code Format

352 Code Not Found On Code File Code & Age Incompati

354 Code & Sex Incompati355 Invalid Principal Diag - Rejection 355 Invalid Principal Diag - Warning 358 Area Code Restraint 361 External Cause Code Missing 362 Morphology Code Missing 363 External Cause needs Place Code 364 External Cause/Activity Code Mismatch 403 Qual Newborn W/Out Justificat 406 Rehab Type W/Out Rehab PDx 411 Adm Wt < 1000g, No Matching Dx Code 412 Adm Wt 1000-2499g, No Matching Dx Code 413 Adm Wt > 6000g, No Matching Dx Code 426 Y4 Not Accompanied by X4 428 X4 Upd not Accompanied by Y4 Upd 442 NIV Duration for Healthy Newborn 447 Unqual Newborn; Age at Sep > 10 Days 450 Code Incompatible W Female Sex 451 Code Incompat W Male Sex 452 Place/Activity W/Out External Cause Code 453 Wrong PDx for Interim Care 454 Incompat Fields for Interim Care 498 Pall Care without Pall care Diag 525 Diagnosis Code Indicates Boarder Episode 559 Prefix = P, Unusual Code Combination 560 Prefix = P, Unusual Code Combination 561 Prefix = C, Unusual Code Combination 562 Prefix = C, Unusual Code Combination 563 Prefix = A, Unusual Code Combination 564 Prefix = A, Unusual Code Combination 590 Diag Prefix M, Not Morph Code 595 Neoplasm Code Missing

Effect of pA secondary function of the A prefix is to suppress the code description

earing in data extracts provided to TAC and on DRG statements generaRS/2 for Work Cover Patients.

116

195 Blank X4 197 Embedded Blank Diag Oper 2329 Geri Respite - Invalid comb 3351 Ille

353 ble ble


Related items

Section 2: DRG Classification and Principal Diagnosis. Section 3: Hospital Generated DRG.

:


fied codes for co-payments. F

Principal data users lt

start

source et source

th Edition

600 Invalid Code 601 Sequencing Error

Section 4: • Business Rules (tabular) Account Class: Geriatric Respite, and Care Type

Interim Care Program (F and E).

To: • Facilitate epidemiological studies and other research. • Identify episodes containing speci• acilitate grouping for casemix purposes. Mu iple internal and external data users.

Collection

1979-80

Definition DH Code s ICD-10-AM Seven


uration of ilation in ICU D Mechanical Vent

Specification Definition otal duration of Mechanical Ventilation (MV) in hours provided in an

eonatal Intensive Care (NICU) during

Datatype Field size

Right-justified and zero-filled. Location iagnosis Record

Reported by ICU.

ted for d or NICU. Otherwise, report

Reported when de Record.

Code set

Reporting guide n one period of MV in ICU during this episode, the d

hours provided in an ICU re counted:

operating theatre, for the purposes of the Duration of MV field, the counting of the duration of MV

nces when the patient enters the ICU.

/CCU e CCU field.

fer to ACS 1006 Ventilatory support.

during a contracted service pisode has the duration of that MV reported by Hospital B; Hospital A also

atient received in an ICU at Hospital A.

Note: Duration of MV is not passed to the grouper; the grouper uses the edure ode.

Tapproved Intensive Care Unit (ICU) or Nthis episode of care. Numeric Form Quantitative value

4 Layout NNNN or spaces.

D Public and private hospitals with an approved ICU or NICU, as listed in Section 9, and hospitals contracting with a hospital with an approved Otherwise, report spaces.

Repor Episo es where MV is provided in such an ICUspaces. A Separation Date is reported in the Episo A number in the range 0001 to 9999. If the patient has more thatotal uration of all such periods is reported. Duration is reported in hours, rounded up. Only MVa• Where a patient is intubated and MV starts in an

comme• It is not necessary to stop the MV clock when a ventilated patient is

transferred from the ICU to theatre and back; instead the intervening hours will count towards the total MV hours.

• Where a patient receives MV in a combined ICU/CCU, report the ICUhours in the ICU field, not th

Re Duration of MV is edited against Duration of Stay in ICU. A patient who receives MV in an ICU in Hospital B ereports the MV hours received in Hospital B in addition to any MV hours the p

duration from the ACHI ventilation proc c


319 MV Duration But No ICU Stay 320 MV Duration But No Proc Code 323 MV Duration >Total Stay 325 Incompat MV Hrs, A/C Class 328 Early Parenting Centre – Invalid Comb

: Intensive Care Unit Time of Death

ction 3: Duration of Stay in Intensive Care Unit

ar) Care Type: Designated and Non-Designated

Member.

Administrationnd and

ically valid surrogate for illness severity.

Principal data users unding & Information Policy (Hospital & Health Service Performance, DH).


Definition source source

-

Edits 317 Invalid MV Duration 318 MV Duration >ICU Stay

454 Incompat Fields for Interim Care 641 MV Hours with Incorrect Procedure Code

Related items

Section 2

and .

Se

.

Section 4: • Business Rules (tabul

Rehabilitation Programs (2, 6, 7 and K), and Care Type P: Designated Paediatric Rehabilitation Program, and Care Type: Interim Care Program (F and E), and Criterion for Admission: Secondary Family

Purpose To facilitate a co-payment on specified DRGs. MV hours represent a sou

clin

F

1

DH Code set


Duration of Non-invasive Ventilation (NIV)

Specification efinition otal number of hours of non-invasive ventilatory assistance given via any

r than intubation or tracheostomy, provided to patients in an approved Neonatal Intensive Care Unit (NICU) or Special Care Nursery (SCN)

tensive Care Unit (ICU). By far the most common is Continuous Positive Airway Pressure (CPAP). Duration of the following, less common, methods of ventilatory assistance should also be reported in this field: • Bi-level Positive Airway Pressure (BiPAP) • Intermittent Positive Pressure Breathing (IPPB), and/or • Intermittent Mandatory Ventilation (IMV)

Datatype

Numeric Form Quantitative value

Field size

4 Layout NNNN or spaces. Right justified and zero-filled

Location

Diagnosis Record

Reported by Optional for public and private hospitals providing NIV in an approved Neonatal Intensive Care Unit (NICU) or Special Care Nursery (SCN) or Intensive Care Unit (ICU). Otherwise, report spaces.

Reported for Episodes of care for patients receiving NIV in a NICU and/or SCN and/or ICU. Otherwise, report spaces.


Code set A number in the range 0001 to 9999.

Reporting guide Respiratory support by intubation and/or tracheostomy If CPAP, BiPAP, IPPB or IMV is performed by intubation or tracheostomy in an ICU or NICU, this duration should be reported in Duration of Mechanical Ventilation in ICU, and not Duration of Non-invasive Ventilation. Counting duration of NIV • All NIV hours given in NICU, SCN and/or ICU are counted. • Reference below to ’24-hour period’ means ‘midnight to midnight’. • Where the NIV starts in an operating theatre, for the purpose of the

Duration of NIV field, the counting of the duration of NIV starts when the patient enters the NICU or SCN or ICU.

• It is not necessary to stop the NIV clock when a ventilated patient is transferred from the ICU to theatre and back; instead the intervening hours will count towards the total NIV hours.

Calculation is in four stages:

1 Counting non-intermittent NIV 2 Counting intermittent NIV 3 Counting Contracted NIV hours (if any) 4 Summing and rounding above calculations

D Troute othe

or In


t NIV during this episode, sum the duration of all such periods.

2 Counting intermittent NIV If a patient is electively cycling on and off NIV (usually only for NICU/SCN patients):

d between ght and midnight, count the actual

Counting Contracted NIV hours en a patient receives NI d in a N l B

ce episode: rts the d ration of NIV calculated according to these rules;

ng above calculations

Related items

ection 3: Duration of Stay in Intensive Care Unit.

ion Programs (2, 6, 7 and K), and Care Type P: Designated Paediatric Rehabilitation Program, and Care

Purpose a ayment on specified DRGs. Although the ot resulted in a co-payment, this item remains to

a d necessary.


th Service Performance, DH).

Collection start Definition source a

asopharyngeal intubation is reported in Duration of MV in ICU field)

1 Counting non-intermittent NIV If the patient has more than one period of non-intermitten

• If NIV was given for four or more hours in the 24-hour period between midnight and midnight, count this as 24 hours.

• If NIV was given for less than four hours in the 24-hour periomidni

number of hours.

3 Wh V provide ICU, SCN or ICU in Hospitaduring a contracted servi• Hospital B repo u• Hospital A also includes the NIV hours received in Hospital B in addition to

any NIV hours the patient received at Hospital A, each calculated according to these rules.

4 Summing and roundiSum the resulting figures for non-intermittent and intermittent NIV (including any Contracted hours). Then round up to the nearest hour. Refer to ACS 1006 Ventilatory support.

Edits 328 Early Parenting Centre – Invalid Comb329 Geri Respite – Invalid Comb 435 Invalid NIV Duration 437 NIV Duration for Unqual Newborn438 NIV Duration > Total Stay 442 NIV Duration for Healthy Newborn 454 Incompat Fields for Interim Care 583 NIV Duration High 644 NIV Hours With Incorrect Procedure Code Section 2: Intensive Care Unit and Time of Death. S Section 4: • Business Rules (tabular) Account Class: Geriatric Respite, and Care Type:

Designated and Non-Designated Rehabilitat

Type: Interim Care Program (F and E), and Criterion for Admission: Secondary Family Member.

Administration To ev luate the need for a co-ppreliminary evaluation has nfacilit te further evaluation if deeme Funding & Information Policy (Hospital & Heal 2002-03

Austr lian and New Zealand Neonatal Network (amended: in PRS/2, NIV via n


Duration of Stay in Cardiac/Coronary Care Unit

Specification Definition ardiac/Coronary Care Unit

CU), during this episode of care.

atatype umeric Form Quantitative value

ield size 4 Layout NNNN or spaces. ght justified and zero filled.

Location

Diagnosis Record

Reported by Public and private hospitals with an approved CCU, as listed in Section 9, and hospitals contracting with a hospital with an approved CCU. Otherwise, report spaces.

Reported for Episodes where time is spent in such a CCU. Otherwise, report spaces.



Reporting guide If patient has more than one period in CCU during this episode, the total duration of all such periods is reported. Duration is reported in hours, rounded up. Where a hospital has a combined ICU/CCU, the duration of stay is reported in either the ICU field or the CCU field, not both. However, where a patient receives mechanical ventilation or non-invasive ventilation in a combined ICU/CCU, report the ICU/CCU hours in the ICU field, not the CCU field. A patient admitted to a CCU in Hospital B during a contracted service episode has the duration of that CCU stay reported by Hospital B; Hospital A also reports the hours spent in CCU in Hospital B in addition to any hours spent in CCU at Hospital A. Where a patient is located in a CCU but does not require the level of care normally provided in a CCU (for example, due to a lack of beds elsewhere), Duration of Stay in CCU must not be reported.

Edits 322 ICU/CCU Stay > Total Stay 328 Early Parenting Centre – Invalid Comb 333 Invalid CCU Stay 454 Incompat Fields for Interim Care 523 CCU Hrs, no Approved CCU 582 CCU Duration High 603 CCU Account Class, No CCU Hours 605 Priv Pt, CCU Hours, No CCU Account Class

Related items

Section 2: Cardiac/Coronary Care Unit and Time of Death. Section 3: Duration of Mechanical Ventilation in ICU, and Duration of Non-invasive Ventilation (NIV).

Total duration of stay (hours) in an approved C(C

D

N

F Ri


riatric Respite, and Care Type: ion for Admission: Secondary

Family Member.

Administration To facilitate a co-payment on specified DRGs.

nce, DH).

Section 4: • Business Rules (tabular) Account Class: Ge

Interim Care Program (F and E), and Criter

Purpose unding & Information Policy (Hospital & Health Service PerformaPrincipal data users

F 1998-99 Collection start



tion of Unit Dura Stay in Intensive Care

Specification Definition Total duration of stay (hours) in an approved Intensive Care Unit (ICU) or

eonatal Intensive Care Unit (NICU), during this episode of care.

Datatype

Numeric Fo Quantitative value

Field size

4 Layout NNNN or spaces. Right-justified, zero-filled.

Location

Diagnosis Record

Reported by Public and private hospitals with an approved ICU/NICU, as listed in Section 9, and hospitals contracting with a hospital with an approved ICU. Otherwise, report spaces.

Reported for Episodes where time is spent in such an ICU/NICU. Otherwise, report spaces.


Code set A valid number in the range 0001 to 9999.

Reporting guide If patient has more than one period in ICU/NICU during this episode, the total duration of all such periods is reported. Duration is reported in hours, rounded up. Only the time in the ICU/NICU is counted, not time, for example, in an operating theatre. Where a hospital has a combined ICU/CCU, the duration of stay is reported in either the ICU field or the CCU field, not both. However, where a patient receives mechanical ventilation or non-invasive ventilation in a combined ICU/CCU, report the ICU/CCU hours in the ICU field, not the CCU field. A patient admitted to an ICU/NICU in Hospital B during a contracted service episode has the duration of that ICU/NICU stay reported by Hospital B; Hospital A also reports the hours spent in ICU/NICU in Hospital B in addition to any hours spent in ICU/NICU at Hospital A. Where is patient is located in an NICU/ICU but does not require the level of care normally provided in a NICU/ICU (for example, due to a lack of beds elsewhere), Duration of Stay in ICU must not be reported.

Edits 316 Invalid ICU Duration 318 MV Duration >ICU Stay 319 MV But No ICU Stay 322 ICU/ CCU Stay > Total Stay 324 Incompat ICU Hrs, A/C Class 328 Early Parenting Centre – Invalid Comb 448 ICU Stay but Care Type not Acute 454 Incompat Fields for Interim Care 526 ICU Hrs, no approved ICU or NICU 604 ICU Account Class, No ICU Hours 606 Priv Pt, ICU Hours, No ICU Account Class

N

rm


me of Death.

in ICU

Section 4: • Business Rules (tabular) Care Type: Interim Care Program (F and E), and

Criterion for Admission: Secondary Family Member.

rmation Polic pital & Hea rvice Performance, DH).

Related items

Section 2: Intensive Care Unit and Ti Section 3: Duration of Mechanical Ventilation

AdministrationPurpose To facilitate a co-payment on specified DRGs.


Funding & Info

y (Hos lth Se

Collection start

1996-97



DVA ID / TAC Claim Number (Where Account Class is V- DVA)

Specification Definition The Department of Veterans’ Affairs file number of the person.

Datatype

ode

NX or AAAANNNXA

and TAC Record (Shared field DVA ID/TAC Claim Number)

y

benefits.

art 1 State identifier. Valid codes: Q, N, V, T, S or W. ACT is included in N (NSW) and NT with S (SA).

Part 2 War Group Code, (Alphanumeric characters) may be up to 3 characters.

Part 3 Serial Number (numeric characters) may be 2 to 6 characters in length.

uide

Part 4 (optional) Spouse or Depe may be 1 character in length.

Valid format (see also above layout and following examples):

phabetic and numeri rs and spaces are permitted betic characte must ximum of six n meric

Trailing spaces (to t e right Spaces between characters are not permitted.

Note: VAED does not validate war codes but a list of codes is available at: health.vic.gov.a

a s: N123456, VX123456, WXX123A, QXXX1B

If a DVA ID / TAC Claim Number that the hospital believes is correct cannot tal should refer the problem to their local DVA

s 180 DVA ID/TAC Claim Number Blank 181 DVA ID/TAC Claim Number Incorrect

Alphanumeric Form C

Field size

9 Layout AAAANN

Location

DVA

Reported b Public hospitals.

Reported for Episodes with an Account Class of DVA (V-).


Code set Obtained from the DVA card, held by those eligible for DVA Layout: P

Reporting g

ndent Identifier,

Only al c characte Alpha A ma

rs be in uppercase u characters is permitted h ) are permitted.

http://www. u/hdss/reffiles/index.htm Examples of permitted form t

pass these edits, the hospioffice.

Edit


Related items Section 3: Account Class.

te payment by DVA for DVA patients.

ta are held separately to other VAED data to ensure that personal ion remains confidential.

Principal data users Department of Veterans’ Affairs.


Administration Purpose To facilita

These dainformat

NHDD Code set

source DVA Definition source


DVA ID / TAC Claim Number (Where Account Class is T- TAC)

Specification dent Commi Number of the person, relating to

this hospital admission.

Datatype

Alphanumeric Form Code

Field size

9 Layout YYXXXXX

Location

DVA and TAC Record (Shared field DVA ID/TAC Claim Number)


Reported for Episodes with an Account Class of TAC (T-).


Code set Obtained from the TAC, allocated to those eligible for TAC benefits. C—U Claim number unavailable should be reported when the persons

TAC Claim Number is not known by the hospital.

Reporting guide Characters 1-2: Financial year of claim acceptance. Characters 3-7: Numeric characters allocated by TAC. Characters 8-9: Spaces Examples of permitted formats: 9812345, 5412345 Hospitals wishing to obtain TAC Claim Numbers can contact TAC on: 1300 654 329 (Choose option 2: Service Provider to a TAC Customer).

Edits 180 DVA ID/TAC Claim Number Blank 181 DVA ID/TAC Claim Number Incorrect 445 Dt of Accid Incompat W TAC Claim Nbr – Fatal 446 Dt of Accid Imcompat W TAC Claim Nbr - Warning

Related items Section 3: Account Class and Date of Accident.

Administration Purpose To facilitate payment by TAC for TAC patients.

These data are held separately to other VAED data to ensure that personal information remains confidential.

Principal data users Transport Accident Commission.

Collection start 2002—03

Definition source TAC Code set source

TAC

Definition The Transport Acci ssion Claim


FIM Score on Admission (a)

FIM Score on Separation (b)


Datatype umeric Form Score

ield size 18 Layout NNNNNNNNNNNNNNNNNN or

Right justified with leading zeros.

ocation Sub-Acute Record

Reported by ublic hospitals using the FIMTM Instrument.

Reported for 6, 7, 9 and K. For Care Type 8, report spaces.

ord.

ore for each item (i.e. 1 digit score for 18 items):

FIMTM Scores

Score Sequence

FIMTM Score, as assessed on admission. FIMTM Score, as assessed on separation.

N

F spaces.

L

P Care Types F, E, 2,

Reported when A Separation Date is reported in the Episode Rec

Code set Report a sc

Motor Su ale

TMbsc FIM Scores

1 Eating No Helper

2 Grooming 7 = Complete Independence

3 Bathing 6 = Modified Independence

4 Dressing Upper Body Helper

5 Dressing Lower Body 5 = Supervision or setup

6 Toileting 4 = Minimal assistance

7 Bladder Management 3 = Moderate assistance

8 Bowel Management 2 = Maximal assistance

9 Transfers – Bed/Chair/Wheelchair 1 = Total assistance

10 Transfers Toilet -

11 Transfers – Bath/Shower

12 Walk/Wheelchair


13 Stairs

Cognitive Subs

cale

14 Comprehension

15 Expression

16 Social Interaction

17 Problem Solving

18 Memory

Reporting guide Assess ofor all S4 Reco ding Palliative Care), where the instrument has be ed

separations: , 2, 6, 7, K or 9 to episodes

Separation FIMTM of the prior episode may be repeated as the ion FIMTM of the subsequent episode.

e prior episode and the Admission FIMTM of

the subsequent episode.

TM

TM

FIMTM on Separation for patients who die in hospital is 18 (i.e. a e of 1 for each item).

Edits (a) 645 Invalid Admission FIMTM (b) 646 Invalid Separation FIMTM Related items Section 3:

• Functional Assessment Date on Admission • Functional Assessment Date on Separation • Barthel Index Score on Admission • Barthel Index Score on Separation Section 4: • Care Type: Designated and Non-Designated Rehabilitation

Programs (2, 6, 7 and K), Care Type: Designated Paediatric Rehabilitation Program (P), and Care Type: Interim Care Program (F and E)

ment f FIMTM Scores is required at admission and separation rds (exclu

en us for the assessment of the patient.

Statistical • From episodes with Care Types F, E

with Care Types F, E, 2, 6, 7, K or 9:

Admiss• From episodes with Care Types F or E to episodes with Care Types

F or E: Admission FIMTM of prior episode may be repeated as both theSeparation FIMTM of th

The FIM on Admission should be assessed within 72 hours of episode start. The FIM on Separation should be assessed within 72 hours prior to episode end. Thescor


Purpose To support and further develop casemix classifications for sub-acute episodes of care. Ambulatory & Co-ordinated Care (Wellbeing, Integrated Care & Aged,

Collection start

source e set

Administration

Principal data users DH)

2009-10

Definition DH Codsource

FIMTM


unctional A e on Admission (a) F ssessment Dat

Functional Assessment Date on Separation (b)

Specification Definition for assignment of Barthel Index Score

) t of Barthel Index Score

Datatype

Form Date

Field size DDMMYYYY

Reported by

Reported for 2, 6, 7, 9 and K. For Care Types P

Reported when

Code set D

Reporting guide m Care, bi

on or after the date of within 48 hours of admission.

e performed on or before the date is made to cease

al Assessment Date on

with

Assessment Date on Separation of the prior episode may epeated as the Functional Assessment Date on Admission of the

ay be e

1,

aration), the Sub-Acute data will be deleted from the database

(a) Date of functional assessmenton admission.

(b Date of functional assessment for assignmenon separation

umeric N

Location

8 Layout

Sub-Acute Record

Public hospitals. dmitted episodes with Care Types F, E,A

and 8 report spaces.

he Episode Record. A Separation Date is reported in t Valid ate.

s reported, for InteriReported when a Barthel Index Score iReha litation and GEM (Care Types F, E, 2, 6, 7, 9 and K).

nt must be performed(a) The Functional Assessmee admission, but should b

(b) The Functional Assessment must b of separation, but should be on the day the decision the episode. Where a patient dies in hospital, the Function

Separation may be reported as spaces. tatistical separations: S

• From episodes with Care Types F, E, 2, 6, 7, K or 9 to episodesCare Types F, E, 2, 6, 7, K or 9: Functionalbe rsubsequent episode.

• From episodes with Care Types F or E to episodes with Care Types For E (Interim Care NHT to/from Interim Care only): Functional Assessment Date on Admission of the prior episode mrepeated as both the Functional Assessment Date on Separation of thprior episode and the Functional Assessment Date on Admission of the subsequent episode.

Editing of data is carried out on the S4 record. If an E4 Update record is submitted with a Care Type change from F, E, 2, 6, 7, 9 or K to Care Type P, 8, 5x, 0, 4 or U (which does not require Functional Assessment Date on Admission/Sep


a warning edit to this effect will be triggered by the E4 record.

e 620 Adm Barthel/Functional Assessment Date / Care Type

622 Functional Assessment Date < 7 days before Adm Date 4 Functional Assessment Date < Adm Date or > 7 days after

Adm Date 627 Care Type cha Acute data deleted

Edits

(b) 454 Incompat Fields for Interim Care 619 Invalid Sep Functional Assessment Date 621 Sep Barthel/Functional Assessment Date / Care Type

mismatch 625 Functional Assessment Date > 7 days after Sep Date 626 Functional Assessment Date > Sep Date or < 3 days before

Sep Date 627 Care Type changed, Sub-Acute data deleted

Related items

Section 3: • Barthel Index Score on Admission • Barthel Index Score on Separation

Section 4:

• Business Rules (tabular), Care Type: Designated and Non-Designated Rehabilitation Programs (2, 6, 7 and K), and Care Type P: Designated Paediatric Rehabilitation Program, and Care Type: Interim Care Program (F and E).

Administration Purpose To support annual reporting obligation under the Australian Health Care

Agreement.

Principal data users Ambulatory & Co-ordinated Care (Wellbeing, Integrated Care & Aged, DH) Collection start 2006-07


and

(a) 454 Incompat Fields for Interim Care

618 Invalid Adm Functional Assessment Dat

mismatch

62

nged, Sub-


Funding Arrangement

Specification Definition entifies the specific funding arrangement, if any, which applies to this

.

anumeric

ayout N or space

ted care arrangements with another hospital (purchasers and providers of

Any Victorian public and private hospital involved in hub and spoke arrangements with another hospital or satellite site. Any Victorian public or private hospital treating a patient identified as a

. Any Victorian public hospital involved in the Rural Patients Initiative

Any Victorian public hospital involved in the Elective Surgery Access

Any Victorian private hospital involved in the Public/Private Elective u I).

ll other circumstances, report a space in this field.

eported for Episodes where an admitted service is provided under contract, hub and ke, Coordinated Care Trial arrangements, Rural Patients Initiative, Elective ery Access Service (ESAS) or Private Hospital Elective Surgery Initiative.

therwise, report a space in this field.

Reported when e Episode Record.

Contract

Coordinated Care Trial Rural Patients Initia

6 Elective Surgery Acc ice

7 Private Hospital Elective Surgery Initiative 8 National Bowel Cancer Screening Program

Reporting guide 1 Contract

Patient receiving contracted hospital care under an agreement between a purchaser of hospital care (contractor) and a provider of an admitted or non-admitted service (contracted hospital).

2 Hub and Spoke Patient receiving a specialist service at another hospital or satellite site (spoke) under a hub and spoke arrangement. This hospital is the hub hospital. (Any service provided at a spoke hospital or satellite site is reported by the hub hospital only.)

Idepisode of care

Datatype

Alph Form Code

Field size

1 L


Reported by • Any Victorian public and private hospital involved in contrac

contracted care). •

• Coordinated Care Trial patient

• program.

• Service program (ESAS).

• S rgery Initiative (PHES

A

RspoSurg O A Separation Date is reported in th

Code set Code Descriptor 1

2 Hub and spoke 4

5 tive ess Serv


l Patient identified as a Coordinated Care Trial patient.

5 Rural Patients Initiative Admission under the Rural Patients Initiative. Use code 5 only if the public hospital has been allocated resources through the Rural Patients Initiative.

rgery Access Service (ESAmission under the Elective y Access Se 6 only he public hospital has be ted reso

ce.

7

creening Program.

Edits ld(s) Missing From Sep

S/Be Spaces 4 Incompat Fields for Interim Care 6 Contract Leave, No Contract

ields for ESAS

no approved ICU or NICU combination for rrangement PHESI

NBCSP but Age < 50 Years Private Hosp, Public Ac ut

Related items

Section 2: Contracted Care and Hub and Sp Section 3: Contract Role, Contract/Spoke IdContract Type. Section 4: • Business Rules (non-tabular) Contracted Care and Hub and Spoke. • Business Rules (tabular) Care Type: Designated Rehabilitation Program

(2, 6, and 7), and Care Type P: Designated Paediatric Rehabilitation Program, and Care Type: Interim Care Program (F and E), and Contracting: Contract Fields, Contract Leave and Funding Arrangement, and Contracting: Funding Arrangement and Contract Fields, and Contracting: Funding Arrangement, Contract Type and Contract Role with Admission Source and Separation Mode, and Funding Arrangement: Elective Surgery Access Service, Funding Arrangement: Rural Patients

4 Coordinated Care Tria

Private hospitals: Do not use code 5.

6 Elective Su S) Adif t

Surgeren alloca

rvice (ESAS). Use codeurces through the Elective

Surgery Access Servi Private hospitals: Do not use code 6.

Private Hospital Elective Surgery Initiative Admission under the Public/Private Elective Surgery Initiative. Use code 7only if approved by DH. Public hospitals: Do not use code 7.

8 National Bowel Cancer Screening Program Admission under the National Bowel Cancer S All hospitals can use code 8 (both designated and non-designated) for patients admitted under this program. 108 Fie410 Illegal Comb Fund Arrang & Contract 416 Invalid Fund Arrangement 423 Invalid Comb Funding/Contract/Transfer 424 Not Separated: Fund Arr4545477 Funding Arrangement 5, not approved for Rural Patients Initiative 478 Funding Arrangement 6, not approved for ESAS 491 Incompat F492 Incompat Fields for RPI 523 CCU Hrs, no Approved CCU 526 ICU Hrs,626 Invalid Funding A635 638 count Witho Contract

oke.

entifier on page 3-60, and


rangement: Private Hospital Elective Surgery


• Identify whether a specific funding arrangement applies to this episode. • Facilitate health services planning and monitoring.



efinition source DH Code set

DH

Initiative and Funding ArInitiative.

Multiple internal and external data users. 1

Dsource


iven Name G (s)

Specification efinition iven

atatype num

Field size 15 Layout AXXXXXXXXXXXXXX


Reported for

Reported when

Code set

Reporting guide

e, apostrophe, hyphen.

Edits

Related items

ection 3: Account Class and Surname.

AdministrationPurpose o facilitate payment by DVA and TAC for relevant episodes of care.

to other VAED data to ensure that personal a tial.

Principal data users epartment of Veterans’ Affairs and Transport Accident Commission.



-

D The g name/s of the DVA or TAC patient.

D

Alpha eric Form Name

DVA and TAC Record

Public hospitals. Admitted episodes with an Account Class of V- DVA or T- TAC. The Episode Record is reported. - The given name/s of the patient. Permitted characters: A to Z (uppercase), spac The first character must be an alpha character. 162 Invalid Given Name 556 Given Name Unusual Length S

T These data are held separatelyinform tion remains confiden D

C


Hospital Generated DRG

Specification Definition The DRG generated by the in spi

Datatype

Alphanumeric Form

Field size

4 Layout r NNNA or spaces

Location

Diagnosis Record

Reported by Public and private hospitals - optional. Otherwise, report spaces in this field. Reporting in this field is recommended for hospital quality control, if the hospital has onsite grouping facilities.

Reported for Any/all admitted episodes of care. Otherwise, report spaces in this field.

Reported when The Separation Date is reported in the Episode Record.

Code set AR-DRG or Vic DRG used by the hospital.

Reporting guide Report the AR-DRG or Vic DRG generated by the hospital for each episode. This field should be automatically reported for all episodes grouped by the hospital.

Edits 334 Hosp Generated DRG Not = PRS2 DRG

Related items

Section 2: DRG Classification.

Administration Purpose To enable hospitals to detect differences between their grouping processes

and those of DH.


Hospital Health Information Managers.

Collection Start 1 July 1998 Version AR-DRG


Commonwealth Department of Health and Aged Care. Department of Health, Victoria – Public Hospitals and Mental Health Services Policy and Funding Guidelines 2009-2010.

-house ho tal grouper for this episode of care.

Code

ANNA o


Hospital Insurance Fund

Specification Definition e

atient elects to be a public or private patient, or is a compensable or atient.

c de

ayout AAA or NNN

nd private).

when

ode set Registered name (may differ from Trading

A nd A

AHM ustralian Health Management Group

CDH Cessnock District Health Benefits Fund MH Geelong Medical and Hospital Benefits Association Limited

rate Health Limited th Fund Pty Ltd BF HBF Health Funds Inc

HIF Health Insurance Fund of WA S Health Partners Inc

Healthguard Health Benefits Fund Limited

HCF ospitals Contribution Fund of Australia Ltd, The S Latrobe Health Services, Inc.

UI Manchester Unity Australia Ltd th Pty Ltd (see notes)

MBL Medibank Private Limited Medical Benefits Fund of Australia L

MDH Mildura District Hosp MCL Mutual Community Ltd (see notes) NMH National Mutual Health Insurance (see notes) NHB Navy Health Ltd NIB NIB Health Funds Limited OMF Onemedifund (National Health Benefits, Pty. Ltd) PWA Phoenix Health Fund Ltd QCH Queensland Country Health Limited

The patient’s hospital insurance fund (if any) regardless of whether thpineligible p

Datatype

Alphanumeri Form Co

Field size

3 L


Reported by All Victorian hospitals (public a


Reported The Episode Record is reported.

C Code Descriptor – name)

AC ACA Health Benefits Fu AM The Doctors’ Health Fund Ltd

A AUF Australian Unity Health Limited (see notes)

CBH CBHS Friendly Society

CPS CUA Health AHB Defence Health Limited YMH Federation Health G

GMF Goldfields Medical Fund (Inc.) FAI Grand United CorpoGUF Grand United HealH

HCI Health Care Insurance Ltd SP HHB HBA Hospital Benefits Association Limited (see notes)

HLH

LHM Lysaght Peoplecare M SGI MBF Heal MBF td

ital Fund


U Queensland Teachers Union Health Fund Ltd E Railway & Transport Health Fund Ltd

RBH Reserve Bank Health Society SPE Police Health Limited SLM St Luke's Medical & Hospital Benefits Association Limited

NTF Teacher's Federation Health Limited TFS Transport Health Pty Ltd

rand of NSW

Western District HealNew Australian ho surance fNon-Australian hospi

8 Patient is insured ot/cannnsure /Insurance stat

eporting guide The patient’s hospital insurance fund status should in no way be taken to lection, nor should it influence that election. Hospital

surance Fund, as reported to the VAED, is not to be used to indicate the a

lth coverage and should not be irectly linked to software invoicing systems.

or patients admitted for treatment covered by Department of Veteran Affairs, or mmission or Victorian Workcover Authority, record the

surance fund code if the patient holds private hospital insurance, dless nst their insurance, or d 996

996 should only be used to t a ne has not been added to the list of valid codes. It

ould not be reported when the insurance status of a patient is unknown or e code is unknown. Contact the HDSS Helpdesk to

rted.

assi propriate code for Level of Insurance is 4 No al in ate.

dits Bla spital Insurance Fund 13 No Fund But Insured

Ne ce Fund

elated items on 3: e Status.

QT RT

UAD United Ancient Order of Druids Friendly Society Limited UAF United Ancient Order of Druids Registered Friendly Society G

Lodge

WDH 996

th Fund Ltd (Westfund) spital in und

997 99

tal insurance fund but will n ot specify the fund

999 Patient is uni

d us unknown

Rindicate her/his eInsource of payment for the patient’s treatment. If a patient is covered byhospital insurance fund, the code should be recorded regardless of whether

his admission. This data item is the patient plans to utilise the insurance for tused only to indicate the extent of private head FTransp t Accident Cohospital inregar of whether the patient intends to claim agairecor , 997, 998 or 999 as appropriate. Code New Australian hospital insurance fund repor w fund which shwhere the appropriatdetermine the correct code to be repo When gning code 999, the aphospit surance or 9 Insurance status unknown, as appropri

E 264 nk /Invalid Ho3314 Fund But Uninsured558 w Hospital Insuran

R

Secti Hospital Insuranc


dministrationurpose or usage to inform health policy and

rincipal data users Health Service Performance, DH).


efinition source tered Health Benefits ), Schedule 7, National

istered health funds and

phiac.gov.au/

A P To monit patterns of hospital insurance

planning.

P Funding & Information Policy (Hospital &

C

1

D DH Code set Part 6 (Regissource Organization

Health Act 1995. A list of regcontact details can be found at this website: http://www.


ospital Ins anH ur ce Status

Specification efinition he patient’s hospital insurance status, regardless of whether they elect to be

or private patient, or is a compensable or ineligible patient.

atatype umeric Form Code

ield size Layout N

ocation pisode Record

eported by ctor blic and private).

eported for ll admitted episodes of care.

eported when piso

ode set t th

ode Descriptor

Hospital Insurance Status Unknown

eporting guide ns c r ancillary services only are ed

It cannot be assumed that a mother’s hospital insurance status will apply to ide for a

Edits ured

314 Fund But Uninsured

Related items

Section 3: Hospital Insurance Fund.

AdministrationPurpose nform health policy and

in


in erformance, DH).

Collection start

ce de set source

DH

D Ta public

D

N

F

1

L

E

R All Vi ian hospitals (pu

R A

R The E de Record is reported.

C Selec e first appropriate category:

C 2 Hospital Insurance 4 No Hospital Insurance 9

R Perso overed by insurance for benefits fo

includ in 4 No Hospital Insurance.

her newborn baby. In particular, single insurance cover does not provnewborn baby of the policyholder. 044 Invalid Hospital Insurance Status Code 313 No Fund But Ins

To monitor patterns of hospital insurance usage to iplann g. Fund g & Information Policy (Hospital & Health Service P 1990-91

Definition sour DH Co


Impairment

Specification Definition The diagnosis, based on the body system manifesting the reason for

rehabilitation.

Datatype

Numeric Form Code

Field size

6 Layout NNNNNN or spaces Left justified, trailing spaces

Location

Sub-Acute Record


Reported for Optional if Care Type = 2, 6, 7, K, P and Clinical Sub-program present.

Mandatory if Care type = 2, 6, 7, K, P and Clinical Sub-program NOT present.

For Care Types 8, 9, F and E, report spaces.


Code set Code Descriptor Stroke 011 Left Body Involvement (Right Brain) 012 Right Body Involvement (Left Brain) 013 Bilateral Involvement 014 No Paresis 019 Other stroke Brain Dysfunction Non-traumatic brain dysfunction 0211 Sub-arachnoid haemorrhage 0212 Anoxic brain damage 0213 Other non-traumatic brain dysfunction Traumatic brain dysfunction 0221 Open injury 0222 Closed injury Neurological Conditions 031 Multiple sclerosis 032 Parkinsonism 033 Polyneuropathy 034 Guillain-Barre Syndrome 035 Cerebral Palsy 038 Neuromuscular disorders (include motor neuron disease) 039 Other neurological disorders Spinal Cord Dysfunction Non-traumatic spinal cord dysfunction 04111 Paraplegia, incomplete 04112 Paraplegia complete 041211 Quadriplegia incomplete C1-4 041212 Quadriplegia incomplete C5-8 041221 Quadriplegia complete C1-4 041222 Quadriplegia complete C5-8


r non-traumatic SCI al cord dysfunction

04211 Paraplegia, incomplete 04212 Paraplegia complete 042211 Quadriplegia incomplete C1-4

042212 Quadriplegia incomplete C5-8 042221 Quadriplegia complete C1-4

Single Upper Am bove the ElSingle Upper Am ow t w Single Lower Am bove the Knee (includes through knee)

4 Single Lower Am Below the Knee e Lower Amputation Above the Knee (includes through knee) Lower Amputation Above/below the Knee

single/double)

s

in Syn1 2 3 4

Orthopaedic #NOF)

eg, ankle, foot 815 Fracture of upper limb (includes hand, fingers, wrist, forearm, arm,

e of spine (excludes where the major disorder is pain)

h upper limb, lower limb with rib or sternum

dic fracture (includes jaw, face, rib, orbit or sites not elsewhere classified)

is) 8212 Bilateral hip replacement 8222 Bilateral hip replacement sides

ctomy; excludes spinal cord injury or caudaequina)

0413 Othe Traumatic spin

042222 Quadriplegia complete C5-8 0423 Other traumatic spinal cord dysfunction Amputation of Limb

051 052

putation Aputation Bel

bow he Elbo

053 05

putation Aputation

055 Doubl056 Double

057 Double Lower Amputation Below the Knee 058 Partial Foot Amputation (includes

059 Other Amputation

Ar

thritis 061 Rheumatoid

062 069

OsteoarthritiOther Arthritis

Pa dromes 07 Neck pain 07 Back pain 07 Extremity pain 07 Headache (includes migraine) 075 ulti-site pain

079 Other pain (includes abdominal/chest wall)

M

Conditions Fracture (includes dislocation, excludes neurological involvement) 08111 Fracture of hip, unilateral (includes 08112 Fracture of hip, bilateral (includes #NOF) 0812 Fracture of shaft of femur (excludes femur involving knee joint) 0813 Fracture of pelvis 08141 Fracture of knee (includes patella, femur involving knee joint, tibia

or fibula involving knee joint) 08142 Fracture of lower l0

shoulder) 0816 Fractur0817 Fracture of multiple sites (multiple bones of same lower limb, both

lower limbs, lower witExcludes with brain injury or with spinal cord injury)

0819 Other orthopae

Post Orthopaedic Surgery (includes secondary to fracture or arthrit08211 Unilateral hip replacement 008221 Unilateral knee replacement 008213 Knee and hip replacement same side 08232 Knee and hip replacement different0824 Shoulder replacement or repair 0825 Post spinal surgery (includes nerve root injury (laminectomy, spinal

fusion, disce


Cardiac 91 Following recent onset of new cardiac impairment (AMI, heart

c surgery) bstructive Pulmonary Disease 02 Lung Transplant 10 Burns

e 31 Lymphoedema

jor Multiple Trauma

141 Brain and spinal cord injury Brain and multiple fracture/amputation

Developmental Disabilities

Re-Conditioning/Restorative

tioning following surgery 162 Re-conditioning following medical illness

Cancer rehab

Reporting guide Impairment codes should be assigned by the treating clinician. Code assignment must be supported by the appropriate ICD-10-AM codes reported in the X4/Y4 Diagnosis/Extra Diagnosis Records.

The Australian Rehabilitation Outcomes Centre (AROC) provides guidelines for coding Impairments:

http://chsd.uow.edu.au/aroc/dataset.html#impairment

0826 Other orthopaedic surgery

0transplant, cardia

092 Chronic cardiac insufficiency 093 Heart and heart/lung transplant Pulmonary 101 Chronic O1109 Other pulmonary Burns 1

Cong nital Deformities 121 Spina Bifida 129 Other Congenital Other Disabling Impairments 1

132 Other disabling impairments Ma

142 143 Spinal cord and multiple fracture/amputation 149 Other multiple trauma

151 Developmental Disabilities

161 Re-condi 163

Either Clinical Sub-Program or Impairment must be reported for Care Types P, 2, 6, 7 and K.

Edits 253 Rehab Invalid Clin Sub-Prog or Impairment

258 Sub-Acute: No Sub-Acute Record

293 Clin Sub-Prog or Impairment Present

405 Inapplic Clin Prog or Impairment For Care Type 2

454 Incompat Fields for Interim Care

Related items

Section 2: Rehabilitation Care. Section 4: Care Type: Designated and Non-Designated Rehabilitation Programs (2, 6, 7 and K), and Care Type: Designated Paediatric Rehabilitation Program (P)



Purpose To support and further develop casemix classifications for sub-acute episodes of care.

Principal data users Ambulatory & Co-ordinated Care (Wellbeing, Integrated Care & Aged, DH).



Administration

DH Code set DH


Indigenous Status

Specification Definition n Aboriginal or Torres Strait Islander is a person of Aboriginal or Torres

der descent who identifies as an Aboriginal or Torres Strait Islander es.

atatype

Code

Field size Location Reported by


Reported when

Code set scriptor Torres Strait Islander but not Aboriginal origin

rait Islander origin slander origin Patient refused to answer

eporting guide person of Aboriginal descent is a person descended from the original of Australia.

he Torres Strait Islands are the islands directly to the north of Cape York, ween Cape York and Papua New Guinea.

ctoria, the community of Torres Strait Island people is small and the m trait Island people is smaller a -Torres Strait Islander but not Aboriginal

rigin and code 3 Indigenous-Aboriginal and Torres Strait Islander origin

estion unable to be asked should only be used under the following

circumstances: ent’s medic pre the question of Indigenous

Status being asked; or • In the case of an unaccompanied child who is too young to be asked their

Indigenous Status. This information must be collected for every admitted patient episode and updated each time the patient represents to the hospital for admission. Systems must not be set up to input a default code. Rather than asking every patient about his or her indigenous status, first ask the patient. “Were you born in Australia?”: • If No, the patient should be asked, “What country were you born in?”

AStrait Islanand is accepted as such by the community in which he or she liv

D Numeric Form

1 Layout N

Episode Record

All Victorian hospitals (public and private). A The Episode Record is reported. Code De1 Aboriginal but not Torres Strait Islander origin 2

3 Both Aboriginal and Torres St4 Neither Aboriginal nor Torres Strait I8 Question unable to be asked 9

R A

inhabitants Tbet In Vico munity of people of Aboriginal and Torres Sag in, therefore code 2 Indigenousowould not be widely used.

Code 8 Qu

• When the pati al condition vents

• If Yes, the patient should be asked, “Are you of Aboriginal or Torres Strait


If the patient answers Yes to being of Aboriginal or Torres Strait Islander origin, then ask further questions to record correctly the person’s indigenous status. Patient is baby or child

lander descent, hospital staff should not assume non-Aboriginal; her may b original or Torres Strait

escent.

r further information refer to the Principle g Aboriginal Status in le on the in ernet at: th.vic.gov. /koori/

Islander origin?”

The parent or guardian should be asked about the indigenous status of the child. If the mother of a newborn baby has not identified as being of Aboriginal or Torres Strait Isthe baby isIslander d

the fat e of Ab

Fo s of recordinVictoria, availab t

auhttp://www.heal

ust Born ig Stat A Or TI

genous Status ed Language Mismatch

Incompati dm Source/Indigenous Status

elated items ction 2 ntry of Birth and Preferred Language.

dministration

Enable planning and service delivery, and monitoring of indigenous health

ate application of specific funding arrangements.

rincipal data lic Health, DH). n ice Performance, DH).

Collection start Definition source Code set NHDD (DH modified)

070 Invalid Indigenous Status Edits 234 Aboriginal/Ts Island But Not A393 Recip HCA Account, Ind495 Incompat Sep Referral and Indi513 Indigenous Status/Preferr629

ble A

R

Se : Cou

A Purpose To:

• at state and national level.

• Facilit

P users Koori Health Unit (PubFu ding & Information Policy (Hospital & Health Serv 1987-88

NHDD source


Intended Duration of Stay

Specification on

hospital, to discharge the patient either on the day of admission or a sequent date.

Field size Layout N


eported by All Victorian hospitals (public and private).

Reported for All admitted episodes of care


Code set Code Descriptor 1 Intended same day 2 Intended overnight (or longer)

Reporting guide The intended duration of stay should be ascertained for all admitted patients

at the time the patient is admitted to hospital. This should not be altered after admission, regardless of the actual duration of the episode.

Edits 307 Invalid Intended Duration 308 Adm Crit O But Int’d Same Day 309 Adm Crit B & Int’d Overnight 310 Adm Crit C Int’d Overnight 311 Adm Crit N Int’d Same Day 312 Adm Crit U & Int’d Same Day 329 Geri Respite – Invalid Comb 454 Incompat Fields for Interim Care

Related items

Section 4: • Business Rules (tabular) Account Class: Geriatric Respite, and Care Type:

Interim Care Program (F and E).

Administration Purpose To provide clinical indicator data.


Multiple internal and external data users

Collection start

1996-97

Definition source NHDD Code set source

NHDD (DH modified)

Definition The intention of the responsible clinician at the time of the patient’s admissitosub

Datatype Numeric Form Code

1

L R

.


tion to Re-Admit Inten

Specification Definition The intention of the responsible clinician, at the time of the patient’s

Datatype

Code

isode Record

by itals (pub and private).

n

Code set ode Descriptor ory:

Re-admission planned to this hospital within 28 days and booking

Re-admission planned to another acute hospital within 28 days and

another acute hospital within 28 days but d

within 28 days

eporting guide or statistical separations, and for patients who have been transferred, died,

or formal separations, this information should be recorded by the patient’s ation to indicate whether or

t there is an intention on the part of the medical practitioner that the ient would be admitted within 28 days either to this hospital or to another

as originally hospitalised or for another reason.

t statistically separated (Separation Mode S). Died in hospital (Separati n Mode D).

ent who left hospital at own risk agai cal advice (Separation Mode Z).

• Patient transferred directly to another acute hospital, extended care, rehabilitation or geriatric centre (Separation Mode T), even though arrangements may have been made to re-admit the patient back to this hospital.

separation from hospital, to re-admit the patient within 28 days. Numeric Form

Field size

1 Layout N

Location

Ep

Reported All Victorian hosp lic


Reported whe The Separation Date is reported. Otherwise, report spaces. C

Select the first appropriate categ

0 Not applicable 1

arranged 2 Re-admission planned to this hospital within 28 days but no booking

yet arranged 3

booking arranged 4 Re-admission planned to

no booking yet arrange9 No plan to re-admit

R F

or left against medical advice, code 0 (zero) indicates not applicable. Ftreating medical practitioner at the time of separnopatacute hospital. Intention to re-admit may be for treatment of a condition related to the one for which the patient w

0 Not applicable Includes: • Patien• • Pati

onst medi


• Patients who go to an aged care residential facility. • Patients separated to a Transition Care bed based program 1, 2, 3 and 4 Re-admission planned Includes:

the birth 28 days.

Separation Modes S, D, Z or T (use code 0 ).

tment for a non-admitted

ys because of debility, habit or a chronic

Not applicable).

ep Mode eadmit

ection 4:

Administration Purpose o:

Calculate rate of unplanned readmissions. Provide clinical indicator data.

Principal data users Collection start 996-97

efinition source DH Code set source

DH

Excludes:

• Patient whose re-admission is planned to this or another acute hospitalwithin 28 days with or without a booking.

• Antenatal patient whose dates or medical condition indicate could be within

Excludes:• Not applicable

9 No plan to re-admit within 28 daysIncludes: • Patient whose only plan is for an appoin

(outpatient) occasion of service. • Patient whose medical practitioner has no plan to re-admit but expects

the patient, of the patient’s own accord, may re-present at this or another hospital within 28 dacondition.

Excludes: • Antenatal patient whose dates or medical condition indicate the birth

could be within 28 days (classify to appropriate re-admission planned code).

• Separation Modes S, D, Z or T (use code 0

Edits 191 Invalid Intention to Readmit 192 Invalid Comb Int. Readmit/S193 Not Separated – Intent R

Related items

Section 3: Separation Mode. S• Business Rules (tabular) Intention to Readmit and Separation Mode

T• • Multiple internal and external data users

1

D


Interpreter Required

Specification Definition on

patient.

als).

Yes

Reporting guide referred Language to be asked before Interpreter Required.

lish, Interpreter Required can be assumed to N

aBe checked for every admitted patient episode.

Be collected on, or as soon as possible after, admission.

[Do you] [Does the person] [Does (name)] require an interpreter?

he provision of the question ‘Do you require an interpreter?’ is asked to ermine patient need for an interpreter, not the capacity of the hospital to

de an interpreter.

need an interpreter.

Use code 2 if the patient indicates they do not need an interpreter.

Includes: s English.

9 Not Stated / Inadequately Described

Use code 9 if neither Yes nor No can be accurately ascertained. Includes: • Where the Preferred Language is 0002 Not Stated. • Some instances where the Preferred Language is 9000 Other Languages,

The patient’s need for an interpreter, as perceived by the patient or persconsenting for the

Datatype

Numeric Form Code

Field size

1 Layout N or space

Location

Episode Record

Reported by Public hospitals (voluntary for private hospit



Code set Code Descriptor 1

2 No 9 Not Stated/Inadequately Described

P If the Preferred language is Engbe 2 o. This d ta item must: • • Not be set up to input a default code on computer systems. • The standard question is:

Tdetprovi 1 Yes Use code 1 if the patient indicates they

2 No

• Where the Preferred Language i


Patient is unable to consent (eg baby, child or elderly): Where a person is not able to consent for themselves (eg baby, child or elderly) then the need for an interpreter is recorded for the person who is consenting. For example a guardian or someone with enduring power of attorney. 517 Invalid Interpreter Required

Related items

s Status, and Preferred Language

strationture on for Culturally

d Linguistically Diverse (C spital se

nd extern l data users

rt

rce source

nfd or 0000 Inadequately described.

Edits 592 Invalid Comb Int Req/Pref Lang Section 3: Country of Birth, Indigenou

Admini Purpose For planning and to form the basis for fu

an funding allocati

ALD) ho rvice provision. Multiple internal aPrincipal data users

a

Collection sta 2003-04

Definition sou DH Code set CCDS


Leave with Permission Days Financial Year-to-Date

Specification Definition he number of days during this episode of care that the patient was out of

n leave with perm in the fin orted (includes the month being reported).

atatype Numeric Form

ield size 3 Layout NNN or spaces. Right justified, zero filled.

eave with permission for the financial

Code set

ting guide inancial Year-to-Date must be equal to or nd equal to or less

Edits c or Blank

24 Newborn With Leave

Related items

rmission.

-Date, and Leave with rmission Days Total.

AdministrationPurpose o balance (for validation purposes) ‘patient days’ (patient’s length of stay)

against the difference between Admission Date and Separation Date.

rincipal data users Automated PRS/2 processes.

Collection start

1990-91


Thospital ‘o ission’ ancial year being rep

D

Quantitative value

F Location Reported by

Episode Record

All Victorian hospitals (public and private). pisodes where there was a period of lReported for E

year-to-date.

Reported when The Episode Record is reported. A valid number complying with the business rules.

Repor Leave With Permission Days Fgreater than Leave With Permission Days Month-to-Date a

tal. than Leave With Permission Days To

47 Leave W Perm Days YTD Not Numeri0053 Leave W Perm YTD< MTD 055 Leave W Perm Tot<YTD 2 Section 2: Leave With Permission and Leave Without Pe Section 3: Leave with Permission Days Month-toPe Section 4: Business Rules (non-tabular) Leave.

T(by the addition of leave days)

P


Leave with Permission Days Month-to-Date


with permission’ in the month being reported onth-to-date).


ield size 2 Layout Right justified, zero filled.



Reported for pisodes where there was a period of leave with permission for the month.


Code set valid number complying with the business rules.

Reporting guide ays Financial Year-to-Date and Leave With Permission

ays Total.

Edits TD Not Numeric or Blank

The number of days during this episode of care that the patient was out of hospital ‘on leave(m

D F

NN or spaces.

L

A E T A Leave With Permission Days Month-to-Date must be equal to or less than Leave With Permission DD 046 Leave W Perm Days M053 Leave W Perm YTD< MTD 055 Leave W Perm Tot<YTD 224 Newborn With Leave

Related items

Section 2: Leave With Permission and Leave Without Permission.

Section 3: Leave with Permission Days Financial Year-to-Date, and Leave withPermission Days Total. Section 4: Business Rules (non-tabular) Leave.

Administration Purpose To balance (for validation purposes) ‘patient days’ (patient’s length of stay)

(by the addition of leave days) against the difference between Admission Date and Separation Date.


Automated PRS/2 processes.

Collection start

1990-91



Leave with Permission Days Total

Specification Definition ut

f hospital ‘on leave with permission’, including days from the previous .

eric

ayout NNN or spaces. Right justified, zero filled.

nd private).

eave with permission.

when

Code set valid number complying with the business rules.

Reporting guide Days Total must be equal to or greater than Leave ith Permission Days Month-to-Date and Leave With Permission Days

Edits t<MTD

55 Leave W Perm Tot< YTD

Related items

mission.

ays Financial Year-to-Date, and Leave with

ection 4: Business Rules (non-tabular) Leave.

dministrationPurpose To balance (for validation purposes) ‘patient days’ (patient’s length of stay)

(by the addition of normal leave days) against the difference between Admission Date and Separation Date.



Collection start

1990-91


The total number of days during this episode of care that the patient was oofinancial year/s

Datatype

Num Form Quantitative value

Field size

3 L


Reported by All Victorian hospitals (public a

Reported for Episodes where there was a period of l

Reported The Episode Record is reported. A Leave With PermissionWFinancial Year-to-Date. 049 Leave W Perm Days Tot Not Numeric or Blank 054 Leave W Perm To0112 Calc Los + Leave Not = Adm/Sep 224 Newborn With Leave Section 2: Leave With Permission and Leave Without Per Section 3: Leave with Permission DPermission Days Month-to-Date. S

A


Leave without Permission Days Financial Year-to-Date

Specification Definition de of care that the patient was out of

’ in the financial year being reported the month being reported).

eric Fo

Field size

3 Layout NNN or spaces. Right justified, zero filled.

Location

Episode Record


Reported for Episodes where there was a period of leave without permission for the financial year-to-date.


Code set A valid number complying with the business rules.

Reporting guide Leave Without Permission Days Financial Year-to-Date must be equal to or greater than Leave Without Permission Days Month-to-Date and equal to or less than Leave Without Permission Days Total.

Edits 224 Newborn With Leave 566 Leave W/O Perm Days YTD Not Numeric or Blank 568 Leave W/O Perm YTD< MTD 570 Leave W/O Perm Tot<YTD

Related items

Section 2: Leave With Permission and Leave Without Permission. Section 3: Leave Without Permission Days Month-to-Date and Leave Without Permission Days Total. Section 4: Business Rules (non-tabular) Leave.





Collection start

2004-05

Definition source

DH

The number of days during this episoospital ‘on leave without permissionh

(includes

Datatype

Num rm Quantitative value


Leave without Permission Days Month-to-Date

Specification Definition he number of days during this episode of care that the patient was out of

n leave without p on’ in the being reported (month-to-date).


ield size 2 Layout NN or spaces. Right justified, zero filled.

Location pisode Record

private).

or od of leave without permission for the month.

eported when e Episo orted.

ode set alid n lying with the business rules.

eporting guide ave Wi ission Days Month-to-Date must be equal to or less than ave Wi thout rmissio

MTD Not Numeric or Blank

ction 2: Leave With Permission and Leave Without Permission.

ction 3: Leave Without Permission Days Financial Year-to-Date page 3-122, -124.

Leave.

tionnce (for validation pur ient atient’s length of stay)

tion of leave days he di ssion Date and Separation Date.



Collection start

2004-05


Thospital ‘o ermissi month

D F

E

Reported by All Victorian hospitals (public and

Reported f Episodes where there was a peri

R Th de Record is rep

C A v umber comp

R Le thout Permthout PermLe ission Days Financial Year-to-Date and Leave Win Days Total. Pe

224 Newborn With Leave Edits 565 Leave W/O Perm Days568 Leave W/O Perm YTD< MTD 569 Leave W/O Perm Tot < MTD

Related items

Se

Seand Leave Without Permission Days Total page 3 Section 4: Business Rules (non-tabular)

Administra Purpose To bala

(by the addiposes) ‘pat) against t

days’ (pfference between Admi


Leave without Permission Days Total

Specification Definition ys during this episode of care that the patient was out

f hospital ‘on leave without permission’, including days from the previous ear/s.

eric Form u

Layout NNN or spaces. Right justified, zero filled.

Reported for

Reported when

e business rules.

guide eave ssion Days Month-to-Date and Leave Without Permission Days

Edits

Related items

Without Permission.

Section 4: Business Rules (non-tabular) Leave.





Collection start

2004-05

Definition source

DH

The total number of daofinancial y

Datatype

Num Q antitative value

Field size

3


Reported by All Victorian hospitals (public and private). Episodes where there was a period of leave without permission. The Episode Record is reported.

Code set A valid number complying with th

Reporting Leave Without Permission Days Total must be equal to or greater than LWithout PermiFinancial Year-to-Date. 112 Calc Los + Leave Not = Adm/Sep 224 Newborn With Leave 567 Leave W/O Perm Days Tot Not Numeric or Blank 69 Leave W/O Perm Tot<MTD 5

570 Leave W/O Perm Tot< YTD Section 2: Leave With Permission and Leave Section 3: Leave Without Permission Days Financial Year-to-Date and Leave

ithout Permission Days Month-to-Date. W


Locality

Specification Definition c location (suburb/town/locality for Australian residents, country for

Datatype Field size

Layout AAAAAAAAAAAAAAAAAAAAAA Left justified.


Reported for


Code set t vailable from: ex.htm

e

idential postcodes listed in the Australia Post file. ommon variations of locality spellings, as used in Melway references and the stralian Bureau of Statistics National Locality Index (Cat. No. 1252), are luded in the DH file.

re the Postcode is in, in Locality. The four

igit country code must be one that corresponds with a code listed against

alid Postcode/Locality

571 Acct Recip, Pcode Oseas, Locality Not RHCA Postcode Overseas, Lo , Acc

Related items

Section 3: Postcode. Section 4: Business Rules (tabular) Locality/Postcode.

Geographioverseas residents) of usual residence of the person (not postal address). Alphanumeric Form Name

22

Episode Record

All Victorian hospitals (public and private). All admitted episodes of care. T Refer o the Postcode/Locality reference file ahttp://www.health.vic.gov.au/hdss/reffiles/ind

Reporting guid Australia Post web-site listing of postcodes and localities is available from: www.auspost.com.au The DH file excludes non-resCAuinc Locality must be blank if the Postcode is 1000 or 9988. Whe8888 (overseas), report the country the patient lives d8888 (overseas) in the Postcode/Locality reference file.

Edits 058 Inv

574 cality RHCA t Not RHCA


Purpose To enable calculation (with Postcode field) of the patient’s appropriate Statistical Local Area (SLA) which enables: • Analysis of service utilisation and need for services. • Identification of patients living outside Victoria for purposes of cross-

border funding. • Identification of patients living outside Australia for the Reciprocal Health

Principal data users utomated PRS/2 processes.

Multiple internal and external users.


efinition source DH Code set ABS National Locality Index (Cat. No. 1252)(DH modified)

Administration

Care Agreement (RHCA). A

C

D

source


Marital Status

Specification rrent marital status of the person.

Datatype Field size Layout N

ocation pisode Record


Reported for All admitted episodes of care


Code set Code Descriptor 1 Never married 2 Widowed 3 Divorced 4 Separated 5 Married 6 De facto 9 Not stated / inadequately described

Reporting guide Report the current marital status of the person.

Edits 034 Invalid Marital Status

061 Married - Age Not Within Range

Related items

-

Administration Purpose To facilitate social and epidemiological studies.


Multiple internal and external users.

Collection start

1979-80


CCDS

Definition Cu Numeric Form Code

1

L

E

R

.


Medicare Number


e Medicare scheme.

Datatype Field size 1 Layout NNNNNNNNNNN or spaces (all

s are invalid). ocation Episode Record


eported for Public hospitals: All patients except in the circumstances covered under

patients and for all other patients, where ossible. The exceptions are covered under Medicare Suffix.


ode set e patie Medicare Australia.

eporting guide lid: • First character can only be a: 2, 3, 4, 5, or 6

lanks

4th digit * 9) +(5th digit * 1) + (6th digit * 3) + (7th digit * 7) + (8th digit * 9)] / 10

Personal identifier allocated by Medicare Australia to eligible persons underth Numeric Form Code

1

zeroL R

R

Medicare Suffix. Private hospitals: All contractedp T

C Th nt’s Medicare number and code, issued by

R Va

• Numeric or all b• Check digit (ninth character) is the remainder of the following equation:

[(1st digit * 1) + (2nd digit * 3) + (3rd digit * 7) + (

Invalid: • Special characters (for example, $, #) • Alphabetic characters • Zero-filled (if the Medicare number is not available or not applicable, the

Medicare number must be left blank)


The Medicare number is printed in the centre on the Medicare card. The Medicare code is also called the ‘eleventh character’ of the number. It is the number printed to the left of the name of the patient. Neonates

For neonates who have not yet been added to the family Medicare card, and therefore have no Medicare code, there are two reporting options:

Mother's/family's Medicare number in the first ten characters and a zero (0) eventh character

er in the first ten characters and the other's code as the eleventh character.

Edits 30 Invalid Medicare number dicare Code = 0, Age > 6 Months

19 Medicare Code = 0, Age > 12 Months

Related items

Section 2: Asylum Seeker, an re Eligibility Status – Eligible Person, and Medicare Eligibility Status – Ineligible Person. Section 3: Medicare Suffix.


• Assist in monitoring continuity of care across hospitals. • Ensure eligibility for publicly funded health care.



Collection start

1979-80


Medicare Australia

1. as the el

2. Mother's/family's Medicare numbm 0518 Me5

d Medica


Medicare Suffix

Specification Definition ’s first given name (as it appears on the

ersons Medicare card).

atatype Form Abbreviation/Code

ield size 3 Layout




Reported when

ent’s first given name.

tted: • Upper case alphas

aracter.

di he patient is not eligible for a Medicare are number blank (not zero-filled) and enter the

Reporting guide Unnam

report a Medica dicare number issued to the mother/family

ust also be reported with

') of zero (0)

2

Edits 00034

First three characters of patientp Alphanumeric D

F

XXX or A-A

L

A A The Episode Record is reported.

Code set The first 3 characters of the pati Characters permi

• Space as second and third characters • Space as third character • Hyphen or apostrophe as second character or hyphen or apostrophe as

third ch

If Me care number is unavailable or tnumber, leave the Medicappropriate suffix: Code Descriptor C-U Card unavailable/Not applicableN-E Not eligible for Medicare P-N Prisoner

ed neonate

For unnamed neonates where the family has a Medicare number,re suffix of 'BAB'. The Me

m

1. a Medicare code ('eleventh character

OR

. the Medicare code of the mother.

31 Blank Medicare Suffix 32 Invalid Medicare Suffix 94 Comb A/C Accom Care Med Suff 29 Geri Respite – Invalid Comb 54 Incompat Fields for Interim Care


Related items Section 2: Asylum Seeker, and Medicare Eligibility Status – Eligible Person,

Business Rules (tabular) Account Class, Acc Type, Care Type and Medicare

and Account Class: espi


• Assist in monitoring continuity of care across hospitals. • Ensure eligibility for publicly funded health care.



Collection start

1979-80


-

and Medicare Eligibility Status – Ineligible Person. Section 3: Medicare number. Section 4:•

Suffix Geriatric R te.


Mental Health Legal Status

Specification Definition hether a person is treated on an involuntary basis under the relevant State

egislation, a me during an admitted episode of care.

luntary patients are pe o are de ental health legislation for the purpose of assessm ate

e.

Code

Location Reported by ll Victorian hospitals (public and private).



Code set Involuntary for all or part of this episode

Reporting guide rivate hospitals atients as private hospitals are not

im

ublic hospitals roved Mental Health Service or Psychogeriatric

Program in public hospitals whose care is funded by Mental Health Services: Report either code 1 Involuntary or code 2 Not involuntary. Only hospitals with Approved Mental Health Services can report codes 1

ntal Health Service (as Hospital B in a contracted service arrangement), only the contract service provider (Hospital B) should

cting hospital (Hospital A) should report code 9 Not applicable for the contracted component of that episode.

atients in Care Type 1 NHT/Non-Acute in public hospitals whose care is ed by Mental Health Serv

• Report code 9 Not applica Patients in all Care Types, other than Care Type 5x Approved Mental Health Service or Psychogeriatric Progam, in public hospitals: • Report code 9 Not applicable.

Wmental health l t any ti

Invo rsons wh tained in hospital under ment or provision of appropri

treatment or car

Datatype Numeric Form

Field size 1 Layout N

Episode Record

A A A Code Descriptor 12 Not involuntary at any time during this episode 9 Not applicable

PReport code 9 Not applicable for all pprocla ed to provide services for involuntary patients. PPatients in Care Type 5x App

• •

or 2. Where a patient is treated under contract at such an Approved Me

report codes 1 or 2; the contra

Pfund ices:

ble.


Field(s) are Missing From Sep Mental Health Status - Not Separated

266 Invalid Legal Status 268 Inv Comb Legal, Status, Care & PFS 329 Geri Respite – Invalid Comb 334 Hospital Generated DRG Not = PRS/2 DRG 454 Incompat Fields for Interim Care

: ess Rules (tabular nt Class: ic Respite, and Care Type:

Designated and Non-Designated Rehabilitation Programs (2, 6, 7 and K), and Care Type P: Desig ediatric nd Care

, and Criterion for Admission: ly Mem r, and Funding Arrangement: Elective Surgery

, and Funding Arrangement: Rural Patients Initiative, and gement: Private Hospitals Elective Surgery Initiative.

rationPurpose o enable grouping into AR-DRGs.

Principal data users utomated PRS/2 processes.



DH

Edits 108 265

491 Incompat Fields for ESAS 492 Incompat Fields for RPI 626 Invalid Combination for Funding Arrangement PHESI

Related items

Section 4• Busin ) Accou Geriatr

nated Pa Rehabilitation Program, aType: Interim Care Program (F and E)Secondary Fami beAccess ServiceFunding Arran

Administ T A 1 NHDD


Mental Health State Wide Patient Identifier

Specification Definition ice

Datatype lphanumeric Form Code

ield size 10 Layout NNNNNNNNNN or spaces stified, zero filled.


ed Mental Health Service.

s in this field.

n performed.

when

Reporting guide

hich an ha CHI code in the range 93341-00 to

Edits

mismatch Same

Related items e Lists: re Type re Type 5A: Mental Health Service and Psychogeriatric Program – Acute,

, and

, and : Mental Health Service and Psychogeriatric Program – Child

, and : Mental Health Service and Psychogeriatric Program – Acute,

Specialist Mental Health Service, and Care Type 5T: Mental Health Service and Psychogeriatric Program – Mental Health Nursing Home Type.

The client identifier, unique to the client for approved Mental Health Servand Psychogeriatric Programs.

A

F Right juL

Reported by All Victorian public hospitals with an approv Private hospitals: Report space

Reported for All mental health admitted episodes of care (Care Type 5x) and Care Type 4 episodes in which an ECT has bee

Reported The episode record is reported.

Code set ODS generated.

Report the primary Mental Health State-wide Patient Identifier for all mental health episodes of care (Care Types 5x) and episodes reported in wECT s been performed, and with an A93341-99. 575 Care Type 5x, MHSWPI Blank 576 Invalid MHSWPI 577 MHSWPI not on ODS578 MHSWPI Present, not Care Type 5x 579 MHSWPI Valid, no Matching DOB 580 MHSWPI Valid, no Matching Sex 581 MHSWPI Valid, Secondary on ODS 660 Care Type ≠ 5x, LOS Same Day, Procedure Code 93341-

xx, MHSWPI 661 Care Type ≠ 5x, Procedure Code 93341-xx, LOS ≠

Day MHSWPI mismatch

aCa

Section 9: Supplementary CodC

Adult Mental Health Service, and Care Type 5E: Mental Health Service and Psychogeriatric Program – Mental Health Secure Extended Care Unit (SECU)Care Type 5G: Mental Health Service and Psychogeriatric Program – Acute, Aged Persons Mental Health Service (APMH)Care Type 5Kand Adolescent Mental Health Service (CAMHS)Care Type 5S


Purpose To enable management of clients and their associated data.

Principal data users Mental Health, Drugs & Regions, DH 2004-05

ource

Administration

Collection start

Definition s DH Code set source

ODS generated


Mother’s UR


Datatype

Form Code

ces Right justified, zero filled.

isode Record

by

oth mother and baby are

odes where both mother and baby are s reported.

Reporting guide

e b sode of care, but both mother and t the Patient Identifier of the mother’s

d

Edits r’s UR on Source mismatch

Related items

AdministrationPurpose o enable analysis of the factors affecting the care of both the mother and

Principal data users Collection start Definition source

source

The UR Number (Patient Identifier) of the mother of the baby. Alphanumeric

Field size

10 Layout XXXXXXXXXX or spa

Location

Ep

Reported Victorian hospitals (public and private). Public Hospitals: Newborn episodes where bReported for admitted. Private hospitals: Newborn episadmitted, and the newborn episode i


Code set Valid Patient Identifier. When the baby is born in hospital during this episode of care, report the Patient Identifier of the mother’s episode of care. If th aby was not born during this epibaby are admitted to the hospital, reporepiso e of care. 652 Invalid format Mothe653 Mother’s UR and Admissi654 Mother’s UR does not exist Section 3: Patient Identifier

Tbaby. Internal and External data users.

2009-10 DH Code set Hospitals


Onset Date

Specification of admission for the acute episode for care, relating to an injury or

disease condition, for which the person has now been admitted for a subsequent rehabilitation episode of care.

Datatype

Numeric Form Date

Field size

8 Layout DDMMYYYY, or spaces.

Location

Sub-Acute Record


Reported for Episodes with Care Type P, 2, 6, 7 or K. For Care Types 8, 9, F and E, report spaces in this field.


Code set Valid date.

Reporting guide Onset Date must be equal to or earlier than the Admission Date, and after the Date of Birth. The Admission Date of the acute episode should be obtained from the acute hospital where the acute episode occurred. If the patient is admitted to rehabilitation directly from the community, this field should match the date of admission in the Episode Record.

Edits 255 Rehab: Invalid Onset Date 258 Sub-Acute: No Sub-Acute Record 289 Adm Sc is T’fer & Onset = Adm Date 290 Stat Adm Sc & Onset = Adm Date 294 Onset Date Present 454 Incompat Fields for Interim Care

Related items

Section 2: Rehabilitation Care. Section 4: Business Rules (tabular) Care Type: Designated and Non-Designated Rehabilitation Programs (2, 6, 7 and K), and Care Type P: Designated Paediatric Rehabilitation Program, and Care Type: Interim Care Program (F and E).

Administration Purpose To enable measurement of the time elapsed since the initial acute episode, to

support and further develop casemix classifications for sub-acute episodes.


Continuing Care and Clinical Service Development (Hospital & Health Service Performance, DH).

Collection start

1995-96


Definition Date


Patient Days Financial Year-to-Date

Specification Definition n has accrued during the current

nancial year-to-date excluding leave with and without permission days onth being reported). (Total n each

of the status segments.)

atatype Numeric Form

ield size

Layout NNN Right justified, zero filled.

Location tatus Segments of the Episode Record.




Code set 66.

r than Patient ays Month-to-Date and equal to or less than Patient Days Total.

Edits Status

87 Pt Days YTD Not Numeric Or Blank

Related items

d Care and Patient Day.

ys Financial Year-to-Date, Contract Leave Days ys Total, Patient Days Month-to-Date , and

on of Stay.

ection 5: Status Segments.

dministration e hospitals to reconcile YTD days reported each month.


The number of patient days the persofi(includes the m of patient days recorded i

D

Quantitative value

F 3

S

A A T A number in the range 01 to 3

Reporting guide Patient Days includes Contacted Leave Days. Patient Days Financial Year-to-Date must be equal to or greateD 076 Not Sufficient Fields First Status 077 Not Sufficient Fields Other 0091 Pt Days YTD <MTD 093 Pt Days Total< YTD Section 2: Contracte Section 3: Contract Leave DaMonth-to-Date, Contract Leave DaPatient Days Total. Secti 4: Business Rules (non-tabular) Length S

APurpose To enabl





Patient Days Month-to-Date

Specification Definition he number of patient days the person has accrued during the current month

leave with and wi ermission days, where current month refers to the month nominated by the Header start and end dates. (Total of patient

ys recorded in each of th segment

orm Quantitative value

NN Right justified, zero filled.

e Record.

private).

for


ode set be 01 to 31.

eporting guide t D

Patient Days Month-to-Date must be equal to or less than Patient Days

Edits 76 Not Sufficient Fields First Status

ays Total<MTD

Related items

ave Days Total, Patient Days Financial Year-to-ate, and Patient Days Total.

ection 4:

Administration Purpose rted each month.


Collection start Definition source DH

Texcluding thout p

da e status s.)

Datatype

Numeric F

Field size 2 Layout

Location Status Segments of the Episod

Reported by All Victorian hospitals (public and

Reported All admitted episodes of care. T

C A num r in the range

R Patien ays includes Contacted Leave Days.

Financial Year-to-Date and Patient Days total. 0077 Not Sufficient Fields Other Status 086 Pt Days MTD Not Numeric Or Blank 091 Pt Days YTD<MTD 092 Pt D Section2: Contract Care and Patient Day. Section 3: Contract Leave Days Financial Year-to-Date, Contract Leave Days Month-to-Date, Contract LeD S• Business Rules (non-tabular) Length of Stay. Section 5: Status Segments.

To enable hospitals to reconcile MTD days repo Automated PRS/2 processes. 1983-84


Patient Days Total

Specification Definition ber of patient days the person has accrued during the whole

g reported). (Total of patient days recorded in each f the status segments.)

Datatype umeric Form Quantitative value

Field size Layout NNNN

Location

Status Segments of the Episode Record.





Reporting guide Patient Days includes Contacted Leave Days. Patient Days Total must be equal to or greater than Patient Days Month-to-Date and Patient Days Financial Year-to- Date.

Edits 076 Not Sufficient Fields First Status 077 Not Sufficient Fields Other Status 089 Pt Days Tot < Not Numeric Or Blank 092 Pt Days Total < MTD 093 Pt Days Total <YTD 096 Total Days Can’t Be Zero 112 Calc LOS + Leave Not = Adm /Sep 113 Same Day Status: Total Pt Days Not 1 243 Unqual Newborn But Total Days > 9 432 MAPU or SOU > 48 Hours 607 Care Type Pall Care: Pall Care Pt Days not = Pt Days Total

Related items

Section 2: Contracted Care and Patient Day. Section 3: Contract Leave Days Financial Year-to-Date, Contract Leave Days Month-to-Date, Contract Leave Days Total, Patient Days Financial Year-to-Date, and Patient Days Month-to-Date. Section 4: Business Rules (non-tabular) Length of Stay. Section 5: Status Segments.

The total numepisode of care to date excluding leave with and without permission days (includes the month beino

N

4

Right justified, zero filled.


Purpose Major measure of resource use. Also identifies whether episode is: • An inlier or outlier for the appropriate DRG. • Same day or one day or multi day. Multiple internal and external users.

tart

Definition source

Administration


Collection s 1979-80 DH


Patient Identifier

Specification thin this hospital or campus (patient’s

record number/unit record number).


Field size

10 LaRight justified, zero filled.

Location

Episode Record Sub-Acute Record DVA and TAC Record

Reported by Victorian hospitals (public and private).


Reported when The Episode Record, Sub-Acute Record or DVA and TAC Record is reported.

Code set Hospital-generated. Individual sites may use their own alphabetic, numeric or alphanumeric coding system.

Reporting guide If multiple campuses transmit to PRS/2 in a single file, the Patient Identifier must be unique to the service. If the campuses transmit data separately to PRS/2, the Patient Identifier must be unique to each campus. All newborns must have their own Patient Identifier. This cannot be the newborn’s mother’s Patient Identifier but could be the mother’s Patient Identifier with a prefix or suffix.

Edits 026 Zero Sep; Existing Not Discharged 027 Adm Record; Overlaps Existing 028 Prior Adm; No Sep Date 029 Invalid Pt ID 062 Duplicate Pt ID, Adm Date Time, Diff Unique 063 Prior Not Discharged 064 Duplicate Pt ID, Date Time 248 Tran Pt ID Not Same As Episode Or Sub Ac 499 Stat Admission: No Prev Episode 510 Stat Sep Mode: No Subsequent Episode 531 Same UK, diff Pt ID

Related items

-

Administration Purpose To enable relevant episodes to be updated and provide the potential for

episodes to be linked across patient settings.



Collection start

1979-80

Definition source DH Code set Hospitals

Definition An identifier, unique to a patient wi

D

yout XXXXXXXXXX


ce sour


Postcode

Specification Definition Postcode or locality in which the person usually resides (not postal address).

Datatype

Numeric Form Code

Field size

4 Layout NNNN

Location

Episode Record




Code set Refer to the Postcode/Locality reference file available from: http://www.health.vic.gov.au/hdss/reffiles/index.htm Other codes for use in this field:

Code Descriptor 1000 No fixed abode 8888 Overseas (Report the four digit country code in the Locality field.) 9988 Unknown

Reporting guide The Australia Post listing of postcodes and localities is available from:

www.auspost.com.au From the Australia Post list, non-residential postcodes are excluded and common variations of locality spellings, as used in Melway references and the Australian Bureau of Statistics National Locality Index (Cat. No. 1252), are included. The hospital may collect the patient’s postal address for its own purposes. However, for transmission to PRS/2, the Postcode must represent the patient’s residential address. PRS/2 will reject non-residential Postcodes (such as mail delivery centres). For newborns, use the postcode of mother’s residential address. Locality must be blank if the Postcode is 1000 or 9988. Where the Postcode is 8888 (overseas), report the country the patient lives in, in Locality. The four digit country code must be one that corresponds with a code listed against 8888 (overseas) in the Postcode/Locality reference file.

Edits 058 Invalid Postcode/Locality 391 Recip HCA Account, Not O/Seas P/Code 571 Acct Recip, Pcode Oseas, Locality Not RHCA 572 Postcode Overseas, Account Not Recip, or Inelig 573 Postcode Overseas, Account Public 574 Postcode Overseas, Locality RHCA, Acct Not RHCA


cality.

Section 4: Business Rules (tabular) Locality/Postcode.

Administration Used for calculation (with Locality field) of the patient’s appropriate Statistical Local Area (SLA) to:

der funding.

tients living Australia for the Reciprocal Health Care Agreement (RHCA).

rincipal data users Multiple internal and external users.


efinition source Code set source

Australia Post (DH modified)

Related items

Section 3: Lo

Purpose

• Analyse service utilisation and need for services. • Identify patients living outside Victoria for purposes of cross-bor

• Identify pa outside

P

D DH


Preferred Language

Specification Definition n language) most preferred by the patient for

other than English even where the

Datatype

r Code

Field size

NNNN or spaces

Location Reported by ublic hospitals (voluntary for private hospitals).

eported for ll admitted episodes of care.


Code set

is information must: Be checked for every admitted patient episode.

up to a default code on computer systems. admission.

he standard question is: rred language?

unable to consent (for example baby, child or elderly):

here a person is not able to consent for themselves (for example baby, child derly) then the language on w

recorded. For example a guar omeone with enduring power of attorney.

8000 Australian Indigenous languages, NEC Includes: • All Australian Indigenous languages not shown separately on the code list.

0002 Not Stated Includes: • Patients who are not able to respond to this question at any time during

their hospital stay. • Child unaccompanied by an adult, who is too young to identify preferred

language in relation to the ability to consent. • This question on the form was not filled in, or filled in correctly and cannot

be verified throughout the admission.

Edits 511 Invalid Preferred Language 513 Indigenous Status/Preferred Language Mismatch 514 Language is Unspecified 592 Invalid Comb Int Req/Pref Lang

The la guage (including signcommunication. This may be a language person can speak fluent English. Nume ic Datatype

4 Layout

Episode Record

P

R A T See Section 9: Codes Lists: Preferred Language.

Reporting guide Th• • Not be set• Be collected on, or as soon as possible after, T

What is [your] [the person’s] prefe

Patient isWor el of the pers

dian or sho is consenting will be


of Birth, Indigenous Status, and Interpreter Required.

Section 9: • Codes Lists Preferred Language.

Purpose For planning and to form the basis for future funding allocation for Culturally

ata users ance Unit, D

start 03-04

source Code set source

NHDD; ABS mod Aust. Stand. Classification 2nd Edition (2005)

Related items

Section 3: Country

Administration

And Linguistically Diverse (CALD) hospital service provision.

Principal d

Clinical Govern H

Collection

20

Definition NHDD


Procedure Start Date Time

Specification

Definition Date and Time at which a procedure commenced for an admitted patient.

Datatype

Numeric Form Datetime

Field size

12 Layout DDMMYYYYHHMM or spaces

Location

Diagnosis Record


Reported for All admitted episodes of care where a procedure occurring in an operating room or a cardiac catheter laboratory or involving a scope is recorded as the first coded procedure. (Note: Time of procedure is optional and may be reported as spaces, e.g. ‘01052009 ‘).

Reported when The Diagnosis Record is reported.

Code set Valid datetime.

Reporting guide Procedure Start Datetime should be reported for an episode where the first coded procedure is one identified in the ICD-10-AM/ACHI Library file for the current year as requiring the procedure start date time: [On Library file: column K, Coding practices, code 4] The Library file is available from: http://www.health.vic.gov.au/hdss/icdcoding/libfilesindex.htm The procedure is deemed to have commenced when:

• The first incision is made for a surgical procedure. • The instrument is inserted for procedures in a cardiac catheter

laboratory or those involving the use of a scope. If the time of commencement is not available report DDMMYYYY and four spaces. If this data element is inapplicable to the episode, report all spaces in this field.

Edits 655 Invalid Procedure Start DateTime 656 Proc Start DateTime < Adm Date or > Sep Date 657 Proc Start DateTime and Valid Proc Mismatch

Related items Section 3 Procedure codes


Purpose To enable analysis of wait times for surgical and significant procedures.

Principal data users Access & Metropolitan Performance, DH

2009-10

ource

Administration

Collection start Definition s

DH


Procedure C eod s

Specification Definition the interventions used for the

o uring this episode of care.

Datatype

Code

Field size

ut NNNNNNN 8th character - A or space. Left justified, trailing spaces.

Location D



Code set

Reporting guide

tralian Coding tandards are available at:

hdss/icdcoding/index.htm

it punctuation as shown in ACHI books (no dash in codes); for example, HI procedure code 40903-00 Neuro-endoscopy must be entered 4090300.

contract at another agency rocedures performed at another hospital under contract to this hospital are

isode is admitted by both hospitals), but flagged in the contracting hospital only, by use of a flag in the eighth

allocated for each procedure code. • ‘F’ indicating the procedure was performed at another hospital on an

itted basis. • ‘N’ indicating the procedure was performed at another hospital on a

non-admitted basis.

Up to 40 ACHI Seventh Edition codes reflectingdiagn sis and/or treatment of ill health d Alphanumeric Form

8 (x 40) Layo

Diagnosis Record (12) Extra iagnosis Record (28)

Reported by All Victorian hospitals (public and private). A A DH ICD-10-AM/ACHI/ACS Library File 2010-11, available at: http://www. health.vic.gov.au/hdss/reffiles/2010-11/vaed/libfil10.htm Where no procedures were performed, report spaces. Character 1-7 must contain a numeric code of seven characters. Character 8 must be F, N or space. Report procedures undertaken during this episode of care in accordance with the Australian Coding Standards Sixth Edition and the Victorian Additions to Australian Coding Standards. The Victorian Additions to AusShttp://www.health.vic.gov.au/ OmACDo not transmit Block numbers. Procedures performed underPrecorded by both hospitals (where the ep

character

adm


>Zero 195 Blank X4 197 Embedded Blank Diag Oper

re Code PRS/2 DRG

351 Illegal Code Format 352 Code Not found On Code File 353 Code & Age Incompatible 354 Code & Sex Incompatible 358 Area Code Restraint

le ’A’ Y4 Upd

50 Code Incompatible W Female Sex de Incompat W M

596 Same Day ECT: Not in Care Type 4 0 Invalid Code

641 MV Hours with Incorrect Procedure C644 NIV Hours with Incorrect Procedure Code

elated items Section 2: Contracted Care, DRG Classification and Procedure.

ection 3: Hospital Generated DRG.

Business Rules (non-tabular) Contracted Care.

Administration


Collection start

Definition source

Edits 127 Nil Value DRG 160 AR-DRG Grouper GST Code

320 MV Duration But No Procedu334 Hosp Generated DRG Not =

408 Contract Role ‘A’ W/Out Proc Flag 409 Proc Flag W/out Contract Ro428 X4 Upd not Accompanied by4451 Co ale Sex

60ode

R

S Section 4: •

Purpose To facilitate: Epidemiological studies and other research. •

• Grouping for casemix purposes.

ultiple internal and external data users. M 1979-80 DH Code set

source ACHI Seventh Edition


Program Identifier

Specification Definition Iden es to this episode of care.

lph

2

is

ted by Public and Private Hospitals.

Reported for Epis

Othe ld. n E

od

02 r Surgery Unit

04 GEM Level 1

05 Home Birthing Program ng guide Repo

Depa unit responsible for administration of the program, or by H

02

Patie our Surgery Unit patient. Use code 02 only.

e03 only with Care Type K.

04

Patie ed by DH. Use code 04 only with Care Type 9

05 Home Birthing Program

n t patient as approved by DH. Use code 05 only

Edits 648 li

tive Care

651 EM Level 1

Related items

tifies the specified program, if any, which appli ADatatype

Field size

anumeric Form Code

Layout NN or space

Location Repor

Ep ode Record

odes for patients admitted under a specified DH program.

rwise, report a space in this fie

Reported when A pisode Record is transmitted.

Code set

C e Descriptor 23 Hou

03 Restorative Care

Reporti rt the corresponding code for the program when advised to do so by the rtment of Health’ DA.

23 Hour Surgery Unit

nt identified as a 23 H

03 Restorative

Pati

Care

nt identified as a Restorative Care patient as approved by DH. Use code

GEM Level 1

nt identified as a GEM Level 1 patient as approv

Patie t iden ified as a Home Birthing Program .

Inva d Program Identifier

649

650

Program Identifier Mismatch

Program Identifier 03, not approved for Restora

Program Identifier 04, not approved for G


dministrationPurpose

hether a specified program applies to this episode.

Principal data users ultiple internal and external data users.


DH

A To: • Identify w• Facilitate health services planning and monitoring. M

Collection start 2009-10 DH


Qualification Status

Specification Definition ualification status indicates whether each patient day within a newborn

f care is either qu r unqualif

ha

ayout A

Location tatus Segments of the Episode Record.




Code set ode Descriptor

Unqualified newborn

Reporting guide tatus Segments are used to record changes between Qualified and tient

ays).

VAED.

Status before midnight.

ll ualification Status code (X) is de ion status is not relevant to this

being recorded in this Status Segment,

s following criteria to be a ‘Qualified Newborn’. d ved by the Commonwealth Minister for the ro ated neonatal intensive care units

nurseries (SCNs), or s t e born of a multiple birth, or e ir mother is separated from hospital, or

ing recorded in this Status Segment, n o be a ‘Qualified Newborn’.

Qepisode o alified o ied.

Datatype

Alp Form Code

Field size

1 L

S

A A T C

N Qualified newborn UX Not applicable

SUnqualified status for newborns and the duration of these periods (PaD The patient’s Qualification Status ‘as of midnight’ should be reported toIf the Qualification Status changes more than once during the day, report the last Qualification For a other admitted patients, a single Qrecor d, indicating newborn qualificatpatient. N Qualified newborn A newborn who, for the patient days meet at least one of the• A mitted to facilities appro

p vision of special care in design(NICUs) and designated special care

• I he second or subsequent liv• R mains in hospital after the• Is admitted to hospital without their mother. U Unqualified newborn A newborn who, for the patient days bedoes ot meet any of the qualifications t X Not applicable An admitted patient other than a newborn.


Edits

ion U &X

are tatus at

ement PHESI 42 Unqualified Newborn but Separation Mode D

elated items

: Acute Care, Criterion for Admission, Episode of Admitted Patient are, Newborn, Qualification (Newborn) and Sub-Acute Care.

ection 3: Care Type.

Section 4:

Geriatric Respite, and Admission Status, and Admission Type and Qualification

d and Non-Designated Rehabilitation Programs (2, 6, 7 and K), and Care Type

ehabilitation Program, and Care Type: Interim Care Program (F and E), and Criterion for Admission and Newborn

ication Status (1st Status Segment), and Criterion for Admission and Qualification Status, and Funding Arrangement: Elective Surgery Access

, and Funding Arrangement: Rural Patients Initiative, and Funding Arrangement: Private Hospitals Elective Surgery Initiative, and Newborns: Criteria for Admission, Qualification Status, Care Type.

Section 5: Status Segments.

Administration Purpose To enable removal of unqualified newborn days, and episodes where the

newborn is unqualified for the entire length of stay, to satisfy reporting requirements under the AHCA.


Australian Institute of Health & Welfare.

Collection start

1995-96


DH

076 Not Sufficient Fields First Status 077 Not Sufficient Other Status 098 Invalid Qual Type 224 Newborn With Leave 241 Illegal Qual Stat Combination N &Y 242 Illegal Qual Stat Combinat243 Unqual Newborn But Total Days > 9 260 Invalid Care For Qual 329 Geri Respite – Invalid Comb 403 Qual Newborn W/Out Justificat 434 NICU/SCN Accom But Unqual Newborn 454 Incompat Fields for Interim C466 Adm Type L & Newborn Qual S483 Incompat Adm Source/Qual St485 Incompat Adm Type/Qual Stat 487 Incompat Age/Qual Stat 490 Incompat Crit For Adm/Qual Stat 491 Incompat Fields for ESAS 492 Incompat Fields for RPI 626 Invalid Combination for Funding Arrang6 Section 2RC S

• Business Rules (non-tabular) Episode of Care and Newborn Reporting. • Business Rules (tabular) Account Class:

Source and QualificationStatus, and Age and Qualification Status, and Care Type: Designate

P: Designated Paediatric R

Qualif

Service


RUG ADL on Admission (a)

RUG ADL on Separation (b)

Specification G ADL (Resource Utilisat Activit f Daily Living):

(a) As assessed on admission. d on sepa ation.

out NN or spaces

Right justify, leading zeros.

Location ub-Acute Record

eported by o

eported for sodes re Type 8. For Care Types P, 2, 6, 7, K, 9, F and E, report ces in

Reported when A Separa Record.

ode set mulati be orted.

eporting guide cord w apable of doing; that is, record the lowest performance of the assessment period.

ot leave any spaces blank. It is essential that each

RUG ADL Score RUG Item

Definition RU ion Group ies o

(b) As assesse r

Datatype Numeric Form Score

Field size 2 Lay

S

R Public h spitals.

R Epi with Caspa this field.

tion Date is reported in the Episode

C Cu ve Score, out of 18. On admission, a minimum score of 04 mustrep Refer to the RUG ADL Score Table following.

R Re hat the person actually does, not what they are c

If the person dies in hospital, record a score of 00 for the Separation RUG ADL. On the score sheet, do ndata collector knows what behaviours and/or tasks are contained within each item and have a ‘working knowledge’ of the scale.

Score Definition Bed Mobility

Ability to move in bed after the transfer into bed has been completed.

Independent supervision

re area relief, through spontaneous movement around bed or with prompting from carer.

s-on assistance required. May be independent with the use of a

1 Able to readjust position in bed, and perform own pressu

No handdevice.

Limited assistance 3 Able to readjust position in bed, and perform own pressure area relief, with the assistance of one person.

Other than two persons

4 osition in e of one person

for task.

Requires the use of a hoist or other assistive device to readjust pbed and provide pressure relief. Still requires the assistanc

Two or more persons physicalassist

5 es 2 or more assistants to readjust position in bed, and perform p

Requirressure area relief.


RUG Item Score Definition Toileting

continence or soiling of clothes. If level of assistance differs between voiding and bowel movement, record

nce.

Includes mobilising to the toilet, adjustment of clothing before and after toileting and maintaining perineal hygiene without the incidence of in

the lower performaIndependent/ supervision

ng, has

or with prompting from carer. stance required.

1 Able to mobilise to toilet, adjusts clothing, cleans self, adjusts clothino incontinence or soiling of clothing. All tasks are performed independentlyNo hands-on assiMay be independent with the use of a device.

Limited assistance e or more of the tasks. 3 Requires hands-on assistance of one person for onOther than two persons physicalassist

/or sertion of enema/ suppository. ement of the device.

c4 Requires the use of a catheter/uridome/urinal and

olostomy/bedpan/commode chair and/or inRequires assistance of one person for manag

Tpersons physiwo or more

cal assist

5 Requires two or more assistants to perform any step of the task.

Transfer r, in and out of Includes the transfer in and out of bed, bed to chaishower/tub. Record the lowest performance of the day/night.

Independent/ supervision

1

May be independent with the use of a device.

Able to perform all transfers independently or with prompting of carer. No hands-on assistance required.

Limited assistance 3 es hands-on assistance of one person to perform any transfer of the Requirday/night.

Other than two ersons physical

assist

4 Requires use of a device for any of the transfers performed in the p

day/night. Requires only one person plus a device to perform the task.

Two or more persons physical assist

5 . Requires 2 or more assistants to perform any transfer of the day/night

Eating es the tasks of cutting food, bringing food to mouth and chewing and

not include preparation of the meal.

Includswallowing food. Does

Independent/ supervision

dently or with supervision, once meal has been presented in the customary fashion. No hands-on

nce required. ding that he/she

administers him/herself then Score 1.

1 Able to cut, chew and swallow food, indepen

assistaIf individual relies on parenteral or gastrostomy fee

Limited assistance 2 n bringing Requires hands on assistance of one person to set up or assist ifood to the mouth and/or requires food to be modified (soft or staged diet).

Extensive assistance/ total dependence/ tube fed

3 Person needs to be fed meal by assistant, or the individual does not eat or full meals by mouth but relies on parenteral/ gastrostomy feeding

drink and does not administer feeds by him/herself.

TOTAL e out of 18) (Scor Edits

305 Adm RUG ADL Present 454 Incompat Fields for Interim Care

(b) 258 Sub-Acute: No Sub-Acute Record 297 Sep RUG ADL & Sep Mode Incompatible 304 Pall Care But Invalid Sep RUG ADL 306 Sep RUG ADL Present 454 Incompat Fields for Interim Care

(a) 258 Sub-Acute: No Sub-Acute Record 303 Pal Care But Invalid Adm RUG ADL


Related items

ection 4: Business Rules (tabular) : Designated and non-Designated Rehabilitation Programs (2, 6, 7

Rehabilitation Program, and Care Type:

Administration Purpose casemix classifications for sub-acute episodes


e

Collection start Definition source Code set RUG ADL

Section 2: Palliative Care. SCare Typeand K), and Care Type P: Designated Paediatric Interim Care Program (F and E).

To support and further developof care. Continuing Care and Clinical Service Development (Hospital & Health ServicPerformance, DH). 1996-97

DH source


Separation Date

Specification Definition ate on which an admitted patient completes an episode of care.

Datatype

Date

Field size

DMMYYYY

Location


admitted episodes of care.

Reported when

Code set

he Admission Date.

r separation details are submitted (patient not yet separated), ro-filled Separation Date is accepted.

The Separation Date may rela rmal or statistical separation. Statistical Separations

r er midnight.

E Zero Sep; Existing not Dis027 Adm Record; Overlaps Exi g

or Adm; No Sep Date

Sep < Cu D

101 Invalid Sep Date

108 Field(s) are missing From Sep d S

me p Date

ource/ Se o

od e As E d

3 Not Separated – Intent Readmit 196 X4 Record Epis. Not Separated 258 Sub – Acute: No Sub Acute Record 259 Invalid Rehab/Subac – Episode Sep Date 265 Mental Health Status - Not Separated 322 ICU/CCU Stay > Total Stay 323 MV Duration > Total Stay

D Numeric Form

8 Layout D

Episode Record DVA and TAC Record A

Reported for All The episode of care is completed. A valid date.

Reporting guide The Separation Date must be on or after t If no otheze

te to a fo

Statistical Separation must have a Separation Date equalling the next episode’s Admission Date. Statistical separations and admissions cannot occuov

dits 026 charged stin

028 Pri063 Prior Not Discharged 065 Original Deleted Upd toff 066 Sep Date Prior to Cutoff ate

102 Sep Date < Adm Date

112 Calc Los +Leave Not = A115 Adm Time Not < Sep Ti

m/ ep

119 Sep Time - No Se122 Sameday Adm S p M de Mismatch 127 Nil Value DRG 160 AR-DRG Grouper GST C e > Code 179 Trans Sep Not Sam19

piso e


und On Code File l - Episode Not Separated

401 Accom Type On Sep – Emerg, Not Same Day 421 Not Separated; Carer Avail Present 424 Not Separated: Fund Arr S/Be Spaces 438 NIV Duration >Total Stay 461 ACAS Status not Required

LOS > 35 Days Stat Episode: Next Epi nute AStat Episode: Previo ode > 1 M part ACAS Status Code Requi

9 Type B Crit for Adm,t for Adm, >1 it for Adm, OS >4 hrs t for Adm, LOS >1 t for Adm, LOS <4 hrs

Not in Scope

.

Purpose pisode of care to be laced into month and year of separation:

c ses. To ch year.

rincipal data users omate


efinition source DD

352 Code Not Fo388 Sep Referra

465 Adm Duration < 15 Mins 467 Adm Wt <1000g, LOS <28 Days, Sep Mode ≠ T or D 468 Care Type ≠ 1 or F, LOS >365 Days 474 Care Type E,504 505

sode > 1 Mius Epis

part inute A

533 54

red LOS >1

550 Type C Cri551 Type C Cr

LOS L

552 Type E Cri553 Type E Cri593 Invalid Sep Date; > Header 596 Same Day ECT: Not in Care Type 4 598 Same Day Rehabilitation:

Related items Section 2: Length of Stay, Overnight or Multi-day Stay Patient, and Same Day Patient. Section 4: Business Rules (non-tabular) Length of Stay

Administration To enable validation of patient days and to enable an ep• For ounting purpo• eck codes in the record against the valid codes for that

P Aut d PRS/2 processes.

C 19

D NH


Separation Mode

Specification Definition tatus at separation of the person, and place to which the person is released

Datatype Field size

Layout A

Location Reported by ll Victorian hospitals (public and private).

Reported for All a odes of care.

Reported when

Code set elect the first appropriate category: Code escriptor ) th Left against medical advice

habilitation/geriatric centre and transfer to mental health residential facility Separation and transfer to aged care residential facility

Reporting guide ital) en a new episode of care (change in Care Type) occurs

ithin the same hospital stay.

e

between Rehabilitation Program/Units: Levels 1, 2 or 3 Care Types (2, 6 or 7).

Qualification Status field. Refer to Section 2: Newborns.

cludes: • Newborns taken from the hospital against medical advice.

S(where applicable). Alpha Form Code

1

Episode Record

A

dmitted epis A Separation Date is reported in the Episode Record. S

DS Statistical Separation (change in Care Type within this hospitalD DeaZ

T Separation and transfer to other acute hospital/extended care/re

R Separation and transfer to Restorative Care bed-based program B Separation and transfer to Transition Care bed based program A SeparationN

H Separation to private residence/accommodation

S Statistical Separation (change in Care Type within this hospAssign this code whw It is not permissible to: • Change to Alcohol and Drug Program Care Type following another episod

of care (for public hospitals). • Change

• Change from or to Unqualified newborn (Care Type U) as a Statistical Separation or a Statistical Admission. Changes between Qualified and Unqualified status of newborns are recorded in Status Segments using the

D Death Died in hospital.

Z Left against medical advice Patient absconds or leaves against medical advice, at own risk. This Separation Mode is significant in the allocation of some DRGs. In


eparation and transfer to another hospital, regardless of whether the patient

cod

born being transferred to another hospital. Public and private acute, extended care and mental health admitted

am (use code B). Aged care residential facilities (use code N).

health residential units (use code A).

storative Care bed based program Care bed based program.

oes not require a Transfer Destination code.

B n and transfer to Transition Care bed based program

xcludes: based Transition Care (use code H and Separation Referral Code T).

Separation and transfer to mental health residential facility

psy ursing home and community care unit) funded by Mental

Patient returning to the mental health residential facility in which they

). Does not require a Transfer Destination code.

xcludes: rative Care bed based program (use code R).

(use code B).

T Separation and transfer to other acute hospital/extended care/rehabilitation/ geriatric centre

Sis to be admitted at the receiving hospital. Requires a Transfer Destination

e. Includes: • Unqualified new•

patient units.

Excludes: • Restorative Care bed based program (use code R) • Transition Care bed based progr• • Mental R Separation and transfer to ReSeparation and transfer directly to a Restorative D

SeparatioSeparation and transfer directly to a Transition Care bed based program. Does not require a Transfer Destination code. E• Home- ASeparation and transfer to mental health residential facility (includes

chogeriatric nHealth Services. Does not require a Transfer Destination code. Includes: •

live. • Mental health aged care residential facility. Excludes: • Mental health admitted patient units (use code T). N Separation and transfer to aged care residential facility Separation and transfer to an aged care residential facility (includes nursing home and hostel Includes: • Patient returning to the aged care residential facility in which they live. E• Resto• Transition Care bed based program• Mental health aged care residential facility (use code A).


S ommodation ely following separation. Requires a Separation

u s. p

rsons. rior

Juvenile detention centre.

Homeless (shelters, half way houses). t in Accommodation Type 4 In The Home (Hospital – HITH) in

xcludes: Restorative Care bed based program (use code R).

• Transition Care bed based program (use code B).

Mental health residential facility (use code A).

Edits ode 08 Fields(s) Missing From Sep

10 Invalid Transfer Type Sameday Adm Source/ Mismatch

127 Nil Value DRG 160 AR-DRG Grouper GST Code Zero 192 Invalid Comb Int. Readmit Sep Mode 288 Sep Barthel & Sep Mode Incompatible 291 Adm Barthel > Sep Barthel 297 Sep Rug ADL & Sep Mode Incompatible 328 Early Parenting Centre – Invalid Comb 329 Geri Respite – Invalid Comb 334 Hosp Generated DRG Not = PRS/2 DRG 390 Incompat Care Type, Carer Avail, Age and Sep Mode 394 Sep Mode Home, No Sep Referral 395 Sep Mode Not Home, Sep Referral Present 397 Sep Referral Postnatal, Incompat Age/Sex 423 Invalid Comb Fund/ Contract /Transfer 454 Incompat Fields for Interim Care 467 Adm Wt <1000g, LOS < 28 Days, Sep Mode ≠ T or D 471 Care Type 5x, not usual Sep Referral 489 Incompat Care Type/Sep Mode Statistical 493 Incompat Sep Mode/Age <15 494 Incompat Sep Mode/Age <55 501 Stat Episode: Adm Source ≠ Sep Mode Prev Episode 502 Stat Episode: Care Type same as Next Episode 504 Stat Episode: Next Episode > 1 Minute Apart 506 Stat Episode: Rehab also in Next Episode 509 Stat Episode: Sep Mode ≠ Adm Source Next Episode 510 Stat Sep Mode: No Subsequent Episode 597 Mental Health Episode: Sep Mode = S 642 Unqualified Newborn but Separation Mode D 643 Maternity Episode but Separation Mode D

H eparation to private residence/accPlace of residence immediatReferral code. Includes: • Home or home of relative or friend. • S pported residential facilitie• S ecial accommodation houses. • Training centres for intellectually disabled pe• P son. • F ensic hospital (Thomas Embling) • • Armed forces base camp.• • A patien

private accommodation or residential facility who, on separation, remains in the same private accommodation.

• Home-based Transition Care. E•

• Aged care residential facility (use code N). • 103 Invalid Sep M1109 Trans Dest Not Blank 1122 Sep Mode


, Admitted Patient, Episode of Admitted Patient Care, aluation and Management Program, Hospital Stay, Interim Care,

Nursing Home Type/Non-Acute care, Palliative Care, Rehabilitation Care and Transfer. Section 3: Data Definitions Transfer Source, page

f Care and Transfer Reporting

on 4: Business Rules (tabulcount Class: Geriatric Re

and eparation Mode, and and Sepa tion Mode, and

dary Family Member, and ration Mode.

tion

Distinguish between formal and statistical separations.


Collection start

Definition source

apping betw paration Mode and the Grouper Mode of Separation:

Separation Mode (PRS/2) Mode of Separation (NHDD and Grouper)

Related items

Section 2: AdmissionGeriatric Ev

Section 4: Business Rules (non-tabular) Episode o SectiAc

ar) spite, and

Care Type: Designated Carer Availability

Sra

Contracting: Funding Arrangement, Contract Type and Contract Role with Admission Source and Separation Mode, andCriterion for Admission: SeconIntention to Readmit and Sepa

Administra Purpose To:

• • Study service patterns - Care Type changes, transfers. • Assist in the allocation of DRGs. Multiple internal and external data users. 1979-80 NHDD Code set

source DH

M een Se

D Death d 8 DieZ Left against medic ic Left against medical advice al adv e 6 T Separation and transfer to other acute hospital/

extended care/reh t1 Discharge/transfer to an(other) acute

hospital abilita ion/geriatric centre R Separation and tra t

based program Discharge/transfer to other health care accommodation

nsfer o Restorative Care bed 4

B Separation and tra tbased program

Discharge/transfer to other health care accommodation

nsfer o Transition Care bed 4

N Separation and tra tfacility

fer to a Residential Aged nsfer o aged care residential 2 Discharge/transCare Service

A Separation and tra tresidential facility

to other health care mmodation

nsfer o mental health 4 Discharge/transfer acco

H Separation to priv dence/accommodati ncludes to usual residence) ate resi on 9 Other (iS Statistical separat

within this hospital) 5 Statistical discharge-type change ion (change in Care Type


Separation Referral

Specification Definition Clinical care and support services arranged by the hospital to meet the

person’s recuperative needs when discharged to private accommodation or home.

Datatype

Alpha Form Code

Field size

4 Layout AAAA or spaces Left justified, trailing spaces.

Location

Episode Record

Reported by Public hospitals. Private hospitals – Optional. If the private hospital chooses not to report these data, report spaces in this field.

Reported for Episodes where the Separation Mode is H Separation to private residence/accommodation. For all other Separation Modes, report spaces in this field.


Code set Select up to four options from list. Do not repeat codes. If more than four referrals have been made, select the first four listed:

Code Descriptor F Domiciliary postnatal care, arranged before discharge P Post Acute Care Program services, arranged before discharge M Referral to a community rehabilitation centre arranged before

discharge L Alcohol and drug treatment service, arranged before discharge B Community palliative care support, arranged before discharge U Home nursing support, arranged before discharge C Mental health community services, arranged before discharge S Referral to private psychiatrist, arranged before discharge D Psychiatric disability support services, arranged before discharge G Referral to general practitioner, arranged before discharge A Referral to Aged Care Assessment Service (ACAS), arranged before

discharge K Referral to Aboriginal and Torres Strait Islander (ATSI) service,

arranged before discharge T Referral to Transition Care home based program, arranged before

discharge R Other clinical care and/or support services, arranged before

discharge X No referral or support services arranged before discharge

Reporting guide In arranging the referral of a patient to these services, the hospital would

expect to receive confirmation from the referred provider of their preparedness to accept responsibility for delivering the required services to the patient upon discharge. Unless a specific service has been arranged, use code X No referral or support


services arranged before discharge.

F Domiciliary postnatal care, arranged before discharge Mother discharged, with domiciliary postnatal care arranged before discharge to her own home or home of relative or friend or other private accommodation*. Domiciliary care includes that provided by the hospital and by home nursing services.

baby’s Separation Mode: unless a specific service baby’s code would be

rral or support se rranged b ischarge.

Post Acute Care Program services, arranged before discharge sion of Post Acute Care Program services arranged

to own ho e or home of relative or friend or other private

ces refer to Victoria—lth Services Policy and Funding Guidelines

ation centre arranged before ch

charg eferral to community rehabilitation centre (formerly known day ho d before discharge to own home or home of relative friend accommodation*.

charge

e

care service support arranged before

o

Psychiatric disability support services, arranged before discharge Discharge, with referral to psychiatric disability support services arranged before discharge to own home or home of relative or friend or other private accommodation*.

Code not for use for the(with another code) has been arranged for the baby,X No refe rvices a efore d P Discharge, with provibefore discharge maccommodation*. For more information about Post Acute Program ServiPublic Hospitals and Mental Hea2010-2011 and http://www.health.vic.gov.au/pfg/

M Referral to a community rehabilitdis arge

Dis e, with rspital) aas rrangeor other privateor

Excludes: • Discharge, with referral to alcohol and drug treatment service (use

code L). L Referral to alcohol and drug treatment service, arranged before

disDischarge, with referral to alcohol and drug treatment service, arranged before discharge to own home or home of relative or friend or other privataccommodation*. B Community palliative care support, arranged before dischargeDischarge, with community palliativedischarge to own home or home of relative or friend or other private accommodation*. U Home nursing support, arranged before discharge Discharge, with home nursing support arranged before discharge to own home or home of relative or friend or other private accommodation*. Home nursing support includes that provided by the hospital and by district nursing services. C Mental health community services, arranged before dischargeDischarge, with mental health community services arranged before discharge to own home or home of relative or friend or other private accommodation*.

S Referral to private psychiatrist, arranged before discharge Discharge, with referral to a private psychiatrist arranged before discharge town home or home of relative or friend or other private accommodation*. D


Referral to Aged Care Assessment Service (ACAS), arranged before

d Care Assessment Service (ACAS) arranged a relative or friend or other private

t Islander (ATSI) service,

s Strait Islander (ATSI) e home or home of a relative or friend

Services provided by the local Aboriginal co-operative

Designated Koori Alcohol and Drug Services

T Referral to Transition Care home based program, arranged before e

d rge to own home or home of a relative or friend or other private

Bed-based Transition Care (use Separation Mode code B).

R Other clinical care and/or support services, arranged before arge

Discharge, with other clinical care and support service arranged before arge to own home or ho ve o

accommodation*. Includes: • Discharge to residential care facility if patient was admitted from a less

supportive form of accommodation, such as a private home. • Discharge of newborn to foster care. • Any service not under the other values for this field (for example,

outpatient appointment, specialist appointment, meals on wheels, home maintenance services, private community care and services, community health services, private allied health services, maternal and child health services).

X No referral or support services arranged before discharge

No referral or support services arranged before discharge to own home or home of relative or friend or other private accommodation*.

G Referral to general practitioner, arranged before discharge Discharge, with referral to general practitioner arranged before discharge toown home or home of relative or friend or other private accommodation*. A

discharge Discharge, with referral to Agebefore discharge to own home or home ofaccommodation. K Referral to Aboriginal and Torres Strai

arranged before dischargeDischarge, with referral to an Aboriginal and Torreservic arranged before discharge to own or other private accommodation*. Includes: • • Designated Koori HACC services •

dischargDischarge, with referral to a Transition Care home based program arrangebefore dischaaccommodation*. Excludes: •

disch

disch me of relati r friend or other private


• Supported residential facilities, special accommodation houses, half-way houses, training centres for intellectually disabled persons, prisons, and armed forces hospitals.

Includes:

on or

on. born discharged /her moth

9 Geri Respite – Invalisode Not Separated

eferral No Sep Referral

not Home, Sep Referral Present

ep Referral, Duplicates

genous Status

elated items 3

tion 4Busin e Type: Designated and Non-Designated Rehabilitation Programs (2, 6, 7 and K), and Care Type P: Designated Paediatric Rehabilitation Program, and Care Type

dministrationurpose onit arge planning processes to inform policy and planning.

rs ntinuing Care and Clinical Service Development (Hospital & Health Service

erformance, DH).

Collection start Mode)


DH

Notes: *Private accommodation comprises:

• A patient treated under the HITH program in private accommodatiresidential facility who, on separation, remains in the same privateaccommodati

• A new with his er. 32Edits d Comb 388 Sep Referral - Epi389 Invalid Sep R394 Sep Mode Home,395 Sep Mode 396 Sep Referral, No Refer Plus Other Ref 397 Sep Referral Postnatal, Incompatible Age/ Sex 398 S454 Incompat Fields for Interim Care 462 Incompat ACAS Status and Sep Referral 471 Care Type 5x, not usual Sep Referral495 Incompat Sep Referral and Indi

R

Section : Separation Mode. Sec : • ess Rules (tabular) Account Class: Geriatric Respite, and Car

: Interim Care Program (F and E).

A P To m or disch

Principal data use CoP 1999-00 (Formerly a sub-set of Separation DH Code set


Separation Time

Specification Definition he time at which a patient completes an episode of care.

atatype Numeric Form Time

ield size 4 Layout HMM





Code set valid 24-hour time (not 0000 or 2400).

Reporting guide or a formal separation, the Separation Time is the time at which patient ts who leave against medical

dvice, Separation Time is the time of last patient contact. For patients who ime is the time of death (that is, brain death).

or a statistical separation, (Care Type change), a dummy Separation Time tically recorded. Care Type

anges could be recorded as occurring at midday. The Separation Time must one minute earlier than the Admission Time of the following episode (for

e, if Separation Time of the earlier episode was made to be 1200,

, midnight is either 2359 of preceding date

r 0001 of following date (0000 and 2400 are not accepted).

Edits 27 Adm Record; Overlap Existing lds(s) Missing From Sep

114 Invalid Sep Time Adm Time Not < Sep T

119 Sep Time - No Sep Da322 ICU/CCU Stay > Total Stay 323 MV Duration > Total Stay 438 NIV Duration > Total Stay 465 Adm Duration < 15 Mins 504 Stat Episode: Next Episode > 1 Minute Apart 505 Stat Episode: Previous Episode > 1 Minute Apart 551 Type C Crit for Adm, LOS >4 hrs 553 Type E Crit for Adm, LOS <4 hrs

Related items

Section 2: Time of Death.

T

D F

H

L

A A A A Fpresents at the discharge office/desk. For patienadie in hospital, Separation T Fis acceptable to enable the times to be automachbe examplAdmission Time of the new episode would be 1201). Midnight Following international conventiono 0108 Fie

115 ime te


Purpsose To enable the exact Length of Stay to be determined.


Multiple internal and external data users.

1993-94

ource

Administration

Collection start

Definition s DH


Sex

Specification .

Datatype

Form Code

Field size

Layout N

Location

Victorian hospitals (public and private).

for .

Code set ode Descriptor ale

Female Indeterminate

4

Intersex

Reporting guide Sex should be inferred or accepted as reported by the respondent, as at the time of the admission. That is, it is usually unnecessary and may be inappropriate or even offensive to ask a person their sex. Sex may be inferred from other cues such as observation, relationship to respondent, or first name. A person’s sex may change during their lifetime as a result of procedures known alternatively as Sex change, Gender reassignment, Transsexual surgery, Transgender reassignment or Sexual reassignment. Throughout this process, which may be over a considerable period of time, sex could be recorded as either Male or Female. In data collections that use the ICD-10-AM classification, where sex change is the reason for admission, diagnoses should include the appropriate ICD-10-AM code(s) that clearly identify that the person is undergoing such a process. This code(s) would also be applicable after the person has completed such a process, if they have a procedure involving an organ(s) specific to their previous sex (for example, where the patient has prostate or ovarian cancer). The term ‘intersex’ refers to a person, who, because of a genetic condition was born with reproductive organs or sex chromosomes that are not exclusively male or female and who identifies as being neither male nor female. Excludes: transgender, transsexual and chromosomally indeterminate individuals who identify with a particular sex (male or female).

Code 3 Indeterminate should be used for infants with ambiguous genitalia, where the biological sex, even following genetic testing, cannot be determined. Code 3 can only be assigned for infants aged less than 90 days.

Definition The sex of the person Numeric

1

Episode Record

Reported by All

Reported All admitted episodes of care

Reported when The Episode Record is reported. C

1 M2

3


determinate and 4 Intersex should not generally be used on data orms completed by the respondent. They should only be used if the

person or respondent volunteers that the person is intersexual or where it becomes clear during the collection process that the individual is neither male nor female. 033 Invalid Sex

-DRG Grouper GSx Indeterminate B = 90 day

Code & Sex Incompati7 Sep Referral Postna pat Age

ble W Female Sex mpat W M le Sex

Administration Purpose o enable:

, need for services and epidemiological studies.

codes) for

To assist in the allocation of DRGs.

Principal data users Collection start Definition source BS Code set NHDD (DH modified).

Codes 3 Incollection f

Edits 059 Maternity - Not Female 080 Sex Indeterminate, age < 90 days 127 Nil Value DRG 160 AR215 Se

T Code>Zero ut Age> s

354 39

ble tal, Incom /Sex

450 Code Incompati451 Code Inco a580 MHSWPI Valid, no Matching Sex 585 Sex Code Intersexual

Related items Section 2: Age and DRG Classification.

T• Analyses of service utilisation

• Verification of other fields (such as diagnosis and procedureconsistency.

• Multiple internal and external data users.

1979-80

Asource


Source of Referral to Palliative Care

Specification Definition o o the DH Palliative Care Program.

Form Code

Field size

Layout NN ified, leading zero.


Reported for pisodes with Care Type 8. For Care Types P, 2, 6, 7, K, 9, F or E, report ces.

when d in the Episode Record.

Code Descriptor

2 Community Sector - Specialist Community Sector -neighbour)

04 Community Sector - Community Based Agency 05 Hospital - Public - Admitted patient 06 Hospital - Private - Admitted patient 07 Hospital - Outpatient - Non-admitted patient 08 Residential Care - Nursing Home/Hostel 09 Other

Reporting guide -


340 Invalid Source Of Refer to Pal Care 341 Source Of Refer to Pal Care Present 454 Incompat Fields for Interim Care

Related items

Section 2: Palliative Care. Section 4: • Business Rules (tabular) Care Type: Designated and Non-Designated

Rehabilitation Programs (2, 6, 7 and K), and Care Type P: Designated Paediatric Rehabilitation Program, and Care Type: Interim Care Program (F and E).

Administration Purpose To inform policy and planning decisions. Principal data users Cancer and Palliative Care Unit (Hospital & Health Service Performance, DH). Collection start 1998-99 Definition source DH Code set

source DH

The s urce of the person’s referral t

Datatype

Numeric

2 Right just

Sub-Acute Record

Public hospitals. Espa

Reported A Separation Date is reporte

Code set Select the first appropriate category:

01 Community Sector - GP 0

03 Self, Carer, Other (eg family member,


Surname

Specification Definition he surname of the DVA or TAC patient.

atatype Alphanumeric Form Name

ield size 25 Layout XXXXX

T

D F

AXXXXXXXXXXXXXXXXXXX

ocation

rd

Reported by

Reported for dmitted episodes with an Account Class of V- DVA or T- TAC.


Reporting guide urname of the person.

ermitted characters: A to Z (uppercase), space, apostrophe, hyphen.

he first character must be an alpha character.

Edits alid Surname 57 Surname Unusual Length

Related items

Administration Purpose

formation remains confidential.

al data users port Accident Commission.

Collection start Definition source Code set -

L DVA and TAC Reco

Public hospitals. A T S P T 161 Inv5 Section 3: Account Class and Given Name(s).

To facilitate payment by DVA and TAC for relevant episodes of care. These data are held separately to other VAED data to ensure that personal in

Princip Department of Veteran’s Affairs and Trans 1992-93

DH source


Transfer De nsti ation


rm Code

Layout NNNN or spaces

ode Record


Reported for Admitted episodes where the Separation Mode is T Separation and transfer to other acute hospital/extended care/rehabilitation/geriatric centres. Otherwise, report spaces.


Code set Refer to the Hospital Code Table reference file available from: http://www.health.vic.gov.au/hdss/reffiles/index.htm

Hospital identifier for interstate and overseas hospitals Compile a code according to the following convention:

First character: 9 for all interstate and overseas hospitals Second character: state/overseas identifier 0 Queensland 1 New South Wales 2 Tasmania 3 South Australia 4 Western Australia 5 ACT 6 Northern Territory 7 New Zealand 8 Other overseas Third character: hospital type 0 Major specialist/teaching 1 Other public acute 2 Extended care 3 Private 5 Psychiatric (public only) 6 Rehabilitation (public only) 9 Other healthcare accommodation (eg early parenting centres) Fourth character: 7 for all interstate and overseas hospitals Thus, an extended care hospital in New South Wales would be coded 9127. Unknown Transfer Destination code is 9999

Identification of the hospital campus to which a person is transferred, following separation from this hospital campus.

Datatype

Numeric Fo

Field size

4

Location Epis

R


Reporting guide Forensic Hospitals and Armed Forces Hospitals

These are not generally recognised as hospitals by the Australian Government Department of Health and Ageing, and therefore separation to such facilities is not an inter-hospital transfer (use Separation Mode H Separation to private accommodation or home).

Edits 078 T- Srce T- Dest Code Matches Hosp 109 Transfer Dest Not Blank 110 Invalid Transfer Type

Related items

Section 2: Transfer. Section 4: • Business Rules (non-tabular) Transfer Reporting. Refer to the Hospital Code Table reference file available from: Hhttp://www.health.vic.gov.au/hdss/reffiles/index.htm

Administration Purpose Study of transfer patterns.

Principal data users Health Policy Analysis and Reporting (Hospital & Health Service Performance,

DH).



DH


82BTransfer Source

Specification Definition Identification of the hospital campus the person has been transferred from,

following separation from that hospital.

Datatype

Numeric Form Code

Field size

4 Layout NNNN or spaces

Location

Episode Record


Reported for Admitted episodes where the Admission Source is T Transfer from acute hospital/extended care/rehabilitation/geriatric centres. Otherwise, report spaces.


Code set Refer to the Hospital Code Table reference file available from: Hhttp://www.health.vic.gov.au/hdss/reffiles/index.htm

Hospital identifier for interstate and overseas hospitals Compile a code according to the following convention: First character: 9 for all interstate and overseas hospitals Second character: state/overseas identifier 0 Queensland 1 New South Wales 2 Tasmania 3 South Australia 4 Western Australia 5 ACT 6 Northern Territory 7 New Zealand 8 Other overseas Third character: hospital type 0 Major specialist/teaching 1 Other public acute 2 Extended care 3 Private 5 Psychiatric (public only) 6 Rehabilitation (public only) 9 Other healthcare accommodation (eg early parenting centres) Fourth character: 7 for all interstate and overseas hospitals Thus, an extended care hospital in New South Wales would be coded 9127.


Unknown Transfer Source code is 9999

Reporting guide Forensic Hospitals and Armed Forces Hospitals These are not generally recognised as hospitals by the Australian Government Department of Health and Ageing, and therefore admission from such facilities is not an inter-hospital transfer (use Admission Source Z Other formal admission source).

Edits 042 Invalid Transfer Source 051 Transfer Source Not Blank 078 T- Srce/ T- Dest Code Matches Hosp 329 Geri Respite – Invalid Comb

Related items

Section 2: Transfer. Section 4: • Business Rules (non-tabular) Transfer Reporting. • Business Rules (tabular) Account Class: Geriatric Respite

Refer to the Hospital Code Table reference file available from: Hhttp://www.health.vic.gov.au/hdss/reffiles/index.htm

Administration Purpose Study of transfer patterns.

Principal data users Health Policy Analysis and Reporting (Hospital & Health Service Performance,

DH).



DH


83BUnique Key

Specification Definition A unique identifier specific to an individual admitted patient episode of care.

Datatype

Alphanumeric Form Code

Field size

9 Layout XXXXXXXXX Right justified, zero filled.

Location

Episode Record Diagnosis Record Extra Diagnosis Record Sub-Acute Record DVA and TAC Record



Reported when Any of the above record types is reported.

Code set Hospital-generated.

Reporting guide The Unique Key can be computer-generated or have specific relevance at the hospital. A Unique Key should not be changed. If in exceptional circumstances there is a need to alter the number (eg mis-punched) the original episode would have to be deleted and re-submitted with a new Unique Key. Do not re-use a Unique Key; a Unique Key must not be re-assigned to another episode for the same patient or to another patient. When changing software supplier, care must be taken to ensure Unique Keys remain unique, i.e. new episodes should be allocated a number higher than the last number reported.

Edits 005 Deletion Record - No Match Found 026 Zero Sep; Existing Not Discharged 027 Adm Record; Overlaps Existing 028 Prior Adm; No Sep Date 060 Unique Key Blank 062 Duplicate Pt ID, Adm Date Time, Diff Unique 063 Prior Not Discharged 064 Duplicate Pt ID, Date Time 169 No Corresponding Episode 192 Diagnoses Delete: No Record On File 248 Tran Pt ID Not Same As Episode Or Subac 249 No Sub-Acute to Delete 259 Invalid Rehab/Subac- Episode Sep Date 371 Episode Deletion: DVA/TAC Trans Present 372 Episode Deletion: Multiple Epis Trans 374 Episode DVA/TAC V4 Transaction 375 Episode DVA/TAC: V4 Trans Rejected 377 Episode DVA/TAC: Multiple E4 Trans 378 Episode DVA/TAC: Multiple V4 Trans


379 Epis Not DVA/TAC: V4 Trans Present 380 Epis Not DVA/TAC: V4 Trans: Multiple E4s 382 Epis Not DVA/TAC: Multiple V4 Trans 383 V4 Trans: No Episode Trans 384 V4 Trans: Multiple Episode Trans 531 Same UK, diff Pt ID

Related items

-

Administration Purpose To enable data records (E4, X4, Y4, S4, V4) to be amalgamated into a single

record for each episode of care, for editing and reporting purposes.



Collection start

1990-91


Hospital-generated.

Documents

Section 3 - Data Definitions - health.vic...Section 3 - Data Definitions, VAED Manual, 20th Edition, July 2010 3–1 ations for each data item collected during an admitted episode