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==
== 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]]
* [[Serial number]]
* [[Location field|Location]] / [[Service/Location]]
* [[Service/Location]]
* [[First Name and Last Name fields | First Name and Last Name]]
* [[First Name]]
* [[Last Name]]
* [[PHIN field|PHIN]]  
* [[PHIN field|PHIN]]  
* hospital [[Chart number]]
* hospital [[Chart number]]
* [[Admit date and time | admit date]] / [[Arrive DtTm]] and [[Accept DtTm]]
* hospital [[Visit Admit DtTm field | Visit Admit DtTm]]
** an Admit '''TIME''' should be entered '''if available''', but will not generate an error if not entered since it is often not available immediately'''.
*** {{discussion}} How will we deal with that part now that [[Arrive DtTm]] doens't have the time separate? Ttenbergen 10:59, 2016 June 27 (CDT)
**** we will allow 00:00 time as minimal data set, but not as valid complete, then you will need a time. Tina needs to implement. Ttenbergen 16:08, 2016 June 27 (CDT)
*'''[[Overstay_Predictor_Project_Collection_Instructions#Changes_to_regular_minimal_data_collection_and_entry_required_for_the_Overstay_Project | Overstay Project]]''' for  '''Medicine Units'''
 
=== Other data that is required early-Secondary ===
Data for patients that have not yet been sent is still used for reporting and in the [[Transfer Tracker.mdb]], 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''':
* [[Admit date and time ||admit '''time''']]
* [[Discharge date and time]]
**(this date is important for occupancy report which includes reporting the number of outstanding incomplete files.)
* [[Discharge to]] location
* [[Admit from]] location
* [[Survive / Expired]]
* [[Date of Birth| Date of Birth (DOB)]]
* [[Date of Birth| Date of Birth (DOB)]]
* [[Med Var 1 - Admit-from Ward]] :Statistician does monthly reports and uses this field to link patient stays together
* first [[Boarding Loc]] - start_dt and start_tm
* [[Med Var 2 - Discharge-to Ward]] :Statistician does monthly reports and uses this field to link patient stays together
* first [[Service tmp entry]] - start_dt and start_tm
New
* time component of accept/arrive
* [[Dispo DtTm field]]
* [[Dispo field]]
* [[Previous Location field]]


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


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.''' '''Admit From Location, Discharge 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:  
Data from patients who are not yet complete is used for the following:  
* to generate occupancy statistics
* 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 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
== {{CCMDB Data Integrity Checks}} ==
query ''minimal_data_set_incomplete''


Trying to send or clicking the "Pre-send checker" button triggers data integrity checks for the minimal data set. If there are errors you get a message "You have patients with an incomplete or wrong minimal data set." Click OK and the query listing the actual errors will open. For any line in the query at least one column other than [[Patient_ID]] would have "Problem" and the current content of the column in it; that column is the one where you have an error. The heading of the columns should be self-explanatory.
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 -->


=== some problems being checked ===
{{Data Integrity Check List}}
* Locn_bad - missing location
* FirstName_bad - missing first name
* LastName_bad - missing last name
* PHIN_bad - PHIN is present but not an acceptable PHIN
* chart_bad - chart is blank or has spaces or other non-numerical things in it
* admdate_bad - admit date missing or after today
* disdate_bad - if discharge date is present it can't be after today or before admit date
* Transfer_before_adm - transfer date is present and is before admit date
* Transfer_after_disch - transfer and discharge dates are present, and transfer is after discharge
* adm_after_disch - discharge date is present and admit date is after discharge date


==== implementation ====
== Related articles ==  
Check is done as part of module "tmp_checker" calling query "minimal_data_set_incomplete".
{{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]]

Latest revision as of 11:34, 30 July 2025

The Minimal Data Set is the least amount of data that needs to be collected for a new patient when they are first added to the database. This data is 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 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 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 the following from EPR:

Additional elements for Overstay

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.

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 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 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 monitor the number of outstanding patients

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 checks to validate minimal dataset data on incomplete records.

Data Integrity Checks (automatic list)

 AppStatus
Query check minimal data set incompleteCCMDB.accdbimplemented

Related articles

Related articles:
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