Minimal Data Set: Difference between revisions

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The '''Minimal Data Set''' is the least amount of data that needs to be collected for a new patient when they are first [[adding a patient | added]] to the database. This data is [[Sending Patients | sent]] every ~~week~~ for '''all patients''', not just those you are sending. This data needs to be entered for '''all newly admitted patients''' during '''every data collection shift'''. With the exception of special requests from the [[:Category:Main Office | main office]], it is more important to collect this data than to complete collection for existing patients, '''especially for incomplete files'''.

The '''Minimal Data Set''' is the least amount of data that needs to be collected for a new patient when they are first [[adding a patient | added]] to the database. This data is [[Sending Patients | sent]] every shift worked for '''all patients''', not just those you are sending. This data needs to be entered for '''all newly admitted patients''' during '''every data collection shift'''. With the exception of special requests from the [[:Category:Main Office | main office]], it is more important to collect this data than to complete collection for existing patients, '''especially for incomplete files'''.

If you '''try to send''' with any of the Minimal Data Set Elements '''incomplete for any patient''' (even ones you are not ~~sending~~), the [[CCMDB.~~mdb~~]] will give an "incomplete minimal data set" error and list the patient, and you will not be able to send '''any''' patients.

If you '''try to send''' with any of the core Minimal Data Set Elements '''incomplete for any patient''' (even ones you are not completing), the [[CCMDB.accdb]] will give an "incomplete minimal data set" error and list the patient, and you will not be able to send '''any''' patients.

== Minimal Data Set Elements-Primary==

For all '''new''' patients at every shift enter ~~and check against the addressograph~~ the following:

For all '''new''' patients at every shift enter the following from EPR:

* [[Serial number]]

* [[Service/Location]]

Line 11:

* [[PHIN field|PHIN]]

* hospital [[Chart number]]

* [[~~Arrive~~ DtTm]]

* hospital [[Visit Admit DtTm field | Visit Admit DtTm]]

** an Arrive '''TIME''' should be entered '''if available''', but will not generate an error if not entered since it is often not available immediately'''. We will allow 00:00 time as minimal data set, but not as valid complete, then you will need a time.

* [[Date of Birth| Date of Birth (DOB)]]

*~~'''~~[[~~Overstay_Predictor_Project_Collection_Instructions#In addition to Minimal Data Set | Overstay Project~~]]~~''' for '''Medicine Units'''~~

* first [[Boarding Loc]] - start_dt and start_tm

* first [[Service tmp entry]] - start_dt and start_tm

==~~= Other data that is required early-Secondary ===~~

== Additional elements for [[Overstay2 Overview|Overstay]] ==

~~Data for patients that have not yet been sent is still used~~ for reporting, so please add it '''as soon as it becomes available'''. During every shift, please review and try to ensure that the following data is as complete as possible, '''even for unsent patients''':

Sites involved in [[Project Overstay2]] also need to add the elements required for that on admission. See [[Project Overstay2#Data required in addition to Minimal Data Set]].

* time portion of [[~~Arrive DtTm~~]]

* [[~~Dispo DtTm~~]]

**(this date is important for ~~occupancy report which includes reporting the number of outstanding incomplete files~~.)

* [[~~Dispo]]~~

* [[Previous Location]]

* [[Pre-admit Inpatient Institution]]

* [[Date of Birth| Date of Birth (DOB)]]

~~The absence of these items will not stop the CCMDB from sending files. These items are allowed to be empty since they may not~~ be available ~~initially,~~ but ~~they~~ should be ~~filled in '''as soon as~~ available~~.''' '''Previous Location~~, ~~Dispo Date'''~~ is ~~most important to enter into~~ data ~~ASAP.~~

== Ideal elements ==

* [[Postal Code]] should be included if available from [[Cognos]] but is known to sometimes change during the admission; we don't expect collectors to quality check this on incomplete records

* [[Previous Location]] should be entered if easily available from Cognos data, but is not required if it requires further data review

== Reason why data is required for patients ~~that are not complete yet~~ ==

== Reason why data is required for patients with [[RecordStatus]] incomplete ==

Data in the minimal data set is sent for all patients as soon as available, even before the patient's [[RecordStatus field]] is set to "complete". This allows us to include longer-stay patients who have not yet been discharged in our statistics and reporting.

Data in the minimal data set is sent for all patients as soon as available, even before the patient's [[RecordStatus field]] is set to "complete". This allows us to include counts of longer-stay patients who have not yet been discharged in our statistics and reporting.

Data from patients who are not yet complete is used for the following:

* to generate occupancy statistics

* to be able to finalize temporary studies before long-stay patients are eventually discharged

* to monitor the number of outstanding patients

* to link the movements of patient from one ward/service to another ward/service

* to calculate the median and mean LOS of patients for the Medicine Overstay Project

~~== Cross Checks ==~~

Minimal dataset information can be used for reporting; we will include a caveat that it is preliminary and not yet quality checked. We will not do additional [[cross check]]s to validate minimal dataset data on incomplete records.

== Related articles ==

[[Category: Registry Data| *]]

[[Category:Registry Data| *]]

[[Category: Data Collection Guide]]

[[Category:Data Collection Guide]]

[[Category: 2016 Time and Place changes]]

[[Category:2016 Time and Place changes]]

@@ Line 1: / Line 1: @@
-The '''Minimal Data Set''' is the least amount of data that needs to be collected for a new patient when they are first [[adding a patient | added]] to the database. This data is [[Sending Patients | sent]] every week for '''all patients''', not just those you are sending. This data needs to be entered for '''all newly admitted patients''' during '''every data collection shift'''. With the exception of special requests from the [[:Category:Main Office | main office]], it is more important to collect this data than to complete collection for existing patients, '''especially for incomplete files'''.
+The '''Minimal Data Set''' is the least amount of data that needs to be collected for a new patient when they are first [[adding a patient | added]] to the database. This data is [[Sending Patients | sent]] every shift worked for '''all patients''', not just those you are sending. This data needs to be entered for '''all newly admitted patients''' during '''every data collection shift'''. With the exception of special requests from the [[:Category:Main Office | main office]], it is more important to collect this data than to complete collection for existing patients, '''especially for incomplete files'''.
-If you '''try to send''' with any of the Minimal Data Set Elements '''incomplete for any patient''' (even ones you are not sending), the [[CCMDB.mdb]] will give an "incomplete minimal data set" error and list the patient, and you will not be able to send '''any''' patients.
+If you '''try to send''' with any of the core Minimal Data Set Elements '''incomplete for any patient''' (even ones you are not completing), the [[CCMDB.accdb]] will give an "incomplete minimal data set" error and list the patient, and you will not be able to send '''any''' patients.
 == Minimal Data Set Elements-Primary==
-For all '''new''' patients at every shift enter and check against the addressograph the following:
+For all '''new''' patients at every shift enter the following from EPR:
 * [[Serial number]]
 * [[Service/Location]]
@@ Line 11: / Line 11: @@
 * [[PHIN field|PHIN]]
 * hospital [[Chart number]]
-* [[Arrive DtTm]]
+* hospital [[Visit Admit DtTm field | Visit Admit DtTm]]
-** an Arrive '''TIME''' should be entered '''if available''', but will not generate an error if not entered since it is often not available immediately'''. We will allow 00:00 time as minimal data set, but not as valid complete, then you will need a time.
+* [[Date of Birth| Date of Birth (DOB)]]
-*'''[[Overstay_Predictor_Project_Collection_Instructions#In addition to Minimal Data Set | Overstay Project]]''' for  '''Medicine Units'''
+* first [[Boarding Loc]] - start_dt and start_tm
+* first [[Service tmp entry]] - start_dt and start_tm
-=== Other data that is required early-Secondary ===
+== Additional elements for [[Overstay2 Overview|Overstay]] ==
-Data for patients that have not yet been sent is still used for reporting, so please add it '''as soon as it becomes available'''. During every shift, please review and try to ensure that the following data is as complete as possible, '''even for unsent patients''':
+Sites involved in [[Project Overstay2]] also need to add the elements required for that on admission. See [[Project Overstay2#Data required in addition to Minimal Data Set]].
-* time portion of [[Arrive DtTm]]
-* [[Dispo DtTm]]
-**(this date is important for occupancy report which includes reporting the number of outstanding incomplete files.)
-* [[Dispo]]
-* [[Previous Location]]
-* [[Pre-admit Inpatient Institution]]
-* [[Date of Birth| Date of Birth (DOB)]]
-The absence of these items will not stop the CCMDB from sending files. These items are allowed to be empty since they may not be available initially, but they should be filled in '''as soon as available.''' '''Previous Location,  Dispo Date''' is most important to enter into data ASAP.
+== Ideal elements ==
+* [[Postal Code]] should be included if available from [[Cognos]] but is known to sometimes change during the admission; we don't expect collectors to quality check this on incomplete records
+* [[Previous Location]] should be entered if easily available from Cognos data, but is not required if it requires further data review
-== Reason why data is required for patients that are not complete yet ==
+== Reason why data is required for patients with [[RecordStatus]] incomplete ==
-Data in the minimal data set is sent for all patients as soon as available, even before the patient's [[RecordStatus field]] is set to "complete". This allows us to include longer-stay patients who have not yet been discharged in our statistics and reporting.
+Data in the minimal data set is sent for all patients as soon as available, even before the patient's [[RecordStatus field]] is set to "complete". This allows us to include counts of longer-stay patients who have not yet been discharged in our statistics and reporting.
 Data from patients who are not yet complete is used for the following:
 * to generate occupancy statistics
-* to be able to finalize temporary studies before long-stay patients are eventually discharged
 * to monitor the number of outstanding patients
-* to link the movements of patient from one ward/service to another ward/service
-* to calculate the median and mean LOS of patients for the Medicine Overstay Project
-== Cross Checks ==
+Minimal dataset information can be used for reporting; we will include a caveat that it is preliminary and not yet quality checked. We will not do additional [[cross check]]s to validate minimal dataset data on incomplete records. <!-- 2022-08-03 JALT decision -->
 {{Data Integrity Check List}}
+== Related articles ==
+{{Related Articles}}
-[[Category: Registry Data| *]]
+[[Category:Registry Data| *]]
-[[Category: Data Collection Guide]]
+[[Category:Data Collection Guide]]
-[[Category: 2016 Time and Place changes]]
+[[Category:2016 Time and Place changes]]