Postal Code field: Difference between revisions

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The [[Postal_Code field]] can be edited in the Dispo ~~tab~~. A postal code is collected for all patients admitted to a hospital within the WRHA. The postal code collected is from the address that a person '''permanently resides''' in any [[Province]] in Canada.

The [[Postal_Code field]] can be edited in the [[Patient Viewer Tab Dispo]]. A postal code is collected for all patients admitted to a hospital within the WRHA. The postal code collected is from the address that a person '''permanently resides''' in any [[Province]] in Canada.

== Collection Instruction ==

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* upper case letters

* example only: R0A0A0

~~When the postal code is '''not''' available (e.g. [[John or Jane Doe patient]] or chart doesn't have postal code) enter "N/A" or click the "N/A" button to enter it for you.~~

=== Don't trust Postal Codes from Cognos ===

Don't trust the postal codes that come from [[Cognos2]], we know that the codes in the data dump can be wrong anc change from day to day, and have been unable get a fix from [[Decision Support Services]]. Confirm Postal Codes in EPR and enter the code from EPR if different from Cognos.

=== ~~Special Cases~~ ===

=== "N/A" ===

==== [[~~Homeless~~]] ~~with proxy address~~ ====

Use this in the following scenarios where pts don't have Canadian style postal codes. You can click the "N/A" button to enter it for you to ensure standard spelling.

~~If you have a~~ [[homeless]] person admitted who lists their address as Siloam Mission or the Salvation Army/Booth's Place, ~~do NOT use that place's postal~~ code as ~~provided~~, use N/A for ~~postal code~~

* for data use considerations see [[#N/A]]

==== "N/A" - [[homeless]]====

{{Collapsable | always = Code "N/A" for [[homeless]]patients. | full =

* this includes:

** [[homeless]]person admitted who lists their address as Siloam Mission or the Salvation Army/Booth's Place, code as "N/A"

** Couch surfers, code as "N/A"

}}

For [[#Data Use]], this should often be grouped with "Winnipeg": most [[homeless]] are geographically located in Winnipeg, and the socioeconomic concept is already separately tracked in the [[Pre acute living situation field]].

* for data use considerations see [[#N/A-homeless]]

==== "N/A" - [[John or Jane Doe patient]] ====

* for data use considerations see [[#N/A-JDoe]]

~~Code "couch surfers" as~~ "N/A".

==== "N/A" - out-of-country resident ====

~~{{Discuss |~~

* our [[cross check]]s would flag the format of out-of-country postal codes, so enter "N/A" for these.

* ~~CCMDB have~~ [[~~pre_acute_living_situation field~~]] ~~Homeless with Postal Code~~, ~~should the Postal code be ignored and replaced by~~ N/A. ~~Should the R_Province entry be affected by Postal Code N/A? --~~[[~~User:JMojica|JMojica~~]] ~~10:54, 24 June 2025 (CDT)~~

{{DT | do we have a page for that to also include instructions about province etc. like we have for [[homeless]]... }}

** We are currently reviewing some of the definitions of homelessness. ~~It is possible that details will change as outcome from that~~. ~~The concept has been broadened to include some ambiguous states and terminology changed to houselessness. Next meeting later this week about that~~.

* for data use considerations see [[#N/A-notCanada]]

** I don't expect that it would change instructions of how to code Postal Code; so, it makes sense to me to update vetted data ~~for postal code to "~~N/A~~" if the [[Pre acute living situation~~]] ~~is "homeless".~~

}}

~~{{Discuss|~~

==== "N/A" - in-country resident ====

* ~~once this settles we should~~

* there are cases where not [[homeless]] and province is in Canada (e.g. MB and non-MB) with N/A postal code entry

** ensure we have [[~~Data Integrity Checks~~]] ~~to flag entries like that~~

* for data use considerations see [[#N/A-Canada]]

** [[~~Data definition for factor candidates for the Overstay2 project~~#~~???~~]] ~~is updated accordingly~~

}}

=== Special Cases ===

==== Institutionalized patients ====

For institutionalized patients (e.g. [[Prison / Jail / Correctional Institution]] inmates, care homes), use the institution's postal code.

==== ~~Out-of-Country patients~~ ====

==== International Students ====

~~Our~~ [[~~cross check~~]]~~s would flag~~ the ~~format of out-of-country postal codes~~, so enter "N/A" for ~~these~~.

{{DT | do we have a page for that to also include instructions about province etc. like we have for [[homeless]]... }}

If they have an address in the [[Province]], enter it, otherwise treat them as [[#"N/A" - out-of-country resident]].

{{Discuss |

I understand the sentiment in the following, but this should either be rules or not mentioned at all, or it will cause confusion, since it would be relevant specifically in the edge cases when it would fall apart. So it might be better to address the specific edge cases and make a rule and cross check where relevant.

Where this bears on data use, we should make sure we define once what we will check for and how we adjudicate or interpret inconsistencies, like we did for [[homeless]] patients. [[User:Ttenbergen|Ttenbergen]] 16:10, 11 July 2025 (CDT)

~~==== International Students ====~~

~~If they have an address in the [[Province]], enter it, otherwise treat them as [[#Out-of-Country patients]].~~

=== Relationship between [[Province]], PHIN and Postal code ===

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*if patient has a MB PHIN number, then [[Province]] code should be MB and the postal code should be for MB (MB postal codes start with an "R").

*if [[Province]] code is '''not''' MB then the postal code should not be a MB postal code. Enter "not applicable" or the out of province postal code if available, and also, there should not be a PHIN number.

}}

== Data Use ==

Postal Codes are used group patients geographically for purposes such as:

* distribution of patients by [[Manitoba RHAs]]s outside of Winnipeg

* linking to Stats Canada for socioeconomic stratification of population by geographic area

* [[Data Integrity Checks]] for the [[Province field]] for out-of-province patients via [[Postal Code Master table]]

* [[#Grouping by Geographical Area]]

=== Grouping by Area ===

=== Grouping by Geographical Area ===

Using the first three digits of the code, as done for [[Data definition for factor candidates for the Overstay2 project]]

~~~~

==== Winnipeg ~~Postal Code Grouping~~ ====

==== MB ====

First Digit in ('R')

===== MB-Winnipeg =====

First two digits in ('R2', 'R3')

==== Northern ~~MB Postal Code Grouping~~ ====

===== MB-Northern =====

First three digits in ('R0B','R8A','R8N','R9A')

==== Rest ~~MB Postal Code Grouping~~ ====

===== MB-Rest =====

~~First three digits notin~~ (~~'R0B','R8A','R8N','R9A')~~ or ~~First two digits notin ('R2', 'R3'~~)

MB and not (MB-Wininpeg or MB-Northern)

==== ~~North~~-~~Western Ontario Postal Code Grouping~~ ====

==== ON-NorthWestern ====

*First three digits in ('P0X', 'P0Y', 'P0W', 'P9N', 'P8T', 'P8N', 'P9A')

** P0X (Kenora Region)

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Line 98:

** Urban P8T (Sioux Lookout)

** Urban P8N (Dryden)

** Urban P9A (Fort Frances)

==== N/A ====

Anyone with a

==== N/A-[[homeless]] ====

* patients collected as [[#"N/A" - homeless]]

* this should often be grouped with [[#MB-Winnipeg]]: most [[homeless]] are geographically located in Winnipeg, and the socioeconomic concept is already separately tracked in the [[Pre acute living situation field]].

===== Data integrity for [[homeless]] patients =====

{{Discuss |

* CCMDB have [[pre_acute_living_situation field]] [[homeless]] with Postal Code, should the Postal code be ignored and replaced by N/A. Should the R_Province entry be affected by Postal Code N/A? --[[User:JMojica|JMojica]] 10:54, 24 June 2025 (CDT)

** We are currently reviewing some of the definitions of [[homeless]]ness. It is possible that details will change as outcome from that. The concept has been broadened to include some ambiguous states and terminology changed to houselessness. Next meeting later this week about that.

** I don't expect that it would change instructions of how to code Postal Code; so, it makes sense to me to update vetted data for postal code to "N/A" if the [[Pre acute living situation]] is "[[homeless]]".

** Also, we have discussed whether it would be better to do this as an actual change in data, or as an logical change by function or encoded data in the [[Data Meaning Layer]]. Julie, you already do some other things in that layer to re-write data, if I interpret your SAS code correctly. [[User:Ttenbergen|Ttenbergen]] 17:11, 18 July 2025 (CDT)

}}

{{Discuss|

* once this settles we should

** ensure we have [[Data Integrity Checks]] to flag entries like that (related: [[Community and Long Term Care Master List]])

** [[Data definition for factor candidates for the Overstay2 project#???]] is updated accordingly

}}

==== N/A-JDoe ====

* patients collected as [[#"N/A" - John or Jane Doe patient]] / [[John or Jane Doe patient]]

* this should often be grouped with [[#MB-Winnipeg]]: this group is tiny and the situation often arises in Winnipeg

* this situation often resolves later in an admission, so this may well be different in initial data than in vetted data

{{DT |

* this is related to [[Minimal Data Set]] and when it's used... do we document this as a concept?

}}

==== N/A-Canada ====

* patients collected as [[#"N/A" - in-country resident]]

* if province is MB, this should be grouped with [[#MB-Rest]] .

* if province is not MB, this should be grouped with [[#Non_MB-Rest]] .

==== N/A-notCanada ====

* patients collected as [[#"N/A" - out-of-country resident]]

* this should almost always be grouped with [[#Non-MB-Rest]] since that is what it is.

==== Non-MB-Rest====

* Any code not in the other categories above

* In use, this should often be grouped with [[#N/A-notCanada]]

=== SAS Program ===

The SAS macro code is in S:\MED\MED_CCMED\Julie\SAS_CFE\CFE_macros\PostalCode_AreaGroup.sas

=== [[Postal Code Master table]] ===

We cross-check this data against the [[Postal Code Master table]] and use it to group by RHA.

~~== [[Postal Code Master table]] ==~~

== Start/end Dates ==

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Line 162:

The Postal Code from tmp populated the PostalCode field of Centralized_data on Jun 22, 2016.

[[Category: 2016 Time and Place changes]]

[[Category:2016 Time and Place changes]]

[[Category: Data Collection Guide]]

[[Category:Data Collection Guide]]

[[Category: Postal Codes| *]]

[[Category:Postal Codes| *]]

[[Category: Registry Data]]

[[Category:Registry Data]]

[[Category: Demographics]]

[[Category:Demographics]]

@@ Line 13: / Line 13: @@
 }}
-The [[Postal_Code field]] can be edited in the Dispo tab. A postal code is collected for all patients admitted to a hospital within the WRHA.  The postal code collected is from the address that a person '''permanently resides''' in any [[Province]] in Canada.
+The [[Postal_Code field]] can be edited in the [[Patient Viewer Tab Dispo]]. A postal code is collected for all patients admitted to a hospital within the WRHA.  The postal code collected is from the address that a person '''permanently resides''' in any [[Province]] in Canada.
 == Collection Instruction ==
@@ Line 21: / Line 20: @@
 * upper case letters
 * example only: R0A0A0
-When the postal code is '''not''' available (e.g. [[John or Jane Doe patient]] or chart doesn't have postal code) enter "N/A" or click the "N/A" button to enter it for you.
 === Don't trust Postal Codes from Cognos ===
 Don't trust the postal codes that come from [[Cognos2]], we know that the codes in the data dump can be wrong anc change from day to day, and have been unable get a fix from [[Decision Support Services]]. Confirm Postal Codes in EPR and enter the code from EPR if different from Cognos.
-=== Special Cases ===
+=== "N/A" ===
-==== [[Homeless]] with proxy address ====
+Use this in the following scenarios where pts don't have Canadian style postal codes. You can click the "N/A" button to enter it for you to ensure standard spelling.
-If you have a [[homeless]] person admitted who lists their address as Siloam Mission or the Salvation Army/Booth's Place, do NOT use that place's postal code as provided, use N/A for postal code
+* for data use considerations see [[#N/A]]
+==== "N/A" - [[homeless]]====
+{{Collapsable | always = Code "N/A" for [[homeless]]patients. | full =
+* this includes:
+**  [[homeless]]person admitted who lists their address as Siloam Mission or the Salvation Army/Booth's Place, code  as "N/A"
+** Couch surfers, code as "N/A"
+}}
+For [[#Data Use]], this should often be grouped with "Winnipeg": most [[homeless]] are geographically located in Winnipeg, and the socioeconomic concept is already separately tracked in the [[Pre acute living situation field]].
+* for data use considerations see [[#N/A-homeless]]
+==== "N/A" - [[John or Jane Doe patient]] ====
+* for data use considerations see [[#N/A-JDoe]]
-Code "couch surfers" as "N/A".
+==== "N/A" - out-of-country resident ====
-{{Discuss |
+* our [[cross check]]s would flag the format of out-of-country postal codes, so enter "N/A" for these.
-* CCMDB have [[pre_acute_living_situation field]] Homeless with Postal Code, should the Postal code be ignored and replaced by N/A.  Should  the R_Province entry be affected by Postal Code N/A? --[[User:JMojica|JMojica]] 10:54, 24 June 2025 (CDT)
+{{DT | do we have a page for that to also include instructions about province etc. like we have for [[homeless]]... }}
-** We are currently reviewing some of the definitions of homelessness. It is possible that details will change as outcome from that. The concept has been broadened to include some ambiguous states and terminology changed to houselessness. Next meeting later this week about that.
+* for data use considerations see [[#N/A-notCanada]]
-** I don't expect that it would change instructions of how to code Postal Code; so, it makes sense to me to update vetted data for postal code to "N/A" if the [[Pre acute living situation]] is "homeless".
- }}
-{{Discuss|
+==== "N/A" - in-country resident ====
-* once this settles we should
+* there are cases where not [[homeless]] and  province is in Canada (e.g. MB and non-MB) with N/A postal code entry
-** ensure we have [[Data Integrity Checks]] to flag entries like that
+* for data use considerations see [[#N/A-Canada]]
-** [[Data definition for factor candidates for the Overstay2 project#???]] is updated accordingly
-}}
+=== Special Cases ===
 ==== Institutionalized patients ====
 For institutionalized patients (e.g. [[Prison / Jail / Correctional Institution]] inmates, care homes), use the institution's postal code.
-==== Out-of-Country patients ====
+==== International Students ====
-Our [[cross check]]s would flag the format of out-of-country postal codes, so enter "N/A" for these.
+{{DT | do we have a page for that to also include instructions about province etc. like we have for [[homeless]]... }}
+If they have an address in the [[Province]], enter it, otherwise treat them as [[#"N/A" - out-of-country resident]].
+{{Discuss |
+I understand the sentiment in the following, but this should either be rules or not mentioned at all, or it will cause confusion, since it would be relevant specifically in the edge cases when it would fall apart. So it might be better to address the specific edge cases and make a rule and cross check where relevant.
+Where this bears on data use, we should make sure we define once what we will check for and how we adjudicate or interpret inconsistencies, like we did for [[homeless]] patients. [[User:Ttenbergen|Ttenbergen]] 16:10, 11 July 2025 (CDT)
-==== International Students ====
-If they have an address in the [[Province]], enter it, otherwise treat them as [[#Out-of-Country patients]].
 === Relationship between [[Province]], PHIN and Postal code ===
@@ Line 56: / Line 66: @@
 *if patient has a MB PHIN number, then [[Province]] code should be MB and the postal code should be for MB (MB postal codes start with an "R").
 *if [[Province]] code is '''not''' MB then the postal code should not be a MB postal code. Enter "not applicable" or the out of province postal code if available, and also, there should not be a PHIN number.
+}}
 == Data Use ==
 Postal Codes are used group patients geographically for purposes such as:
 * distribution of patients by [[Manitoba RHAs]]s outside of Winnipeg
 * linking to Stats Canada for socioeconomic stratification of population by geographic area
 * [[Data Integrity Checks]] for the [[Province field]] for out-of-province patients via [[Postal Code Master table]]
+* [[#Grouping by Geographical Area]]
-=== Grouping by Area ===
+=== Grouping by Geographical Area ===
 Using the first three digits of the code, as done for [[Data definition for factor candidates for the Overstay2 project]]
-<!-- these came from Julie's prepdata_7Feb2025.sas -->
-==== Winnipeg Postal Code Grouping ====
+==== MB ====
+First Digit in ('R')
+===== MB-Winnipeg  =====
 First two digits in ('R2', 'R3')
-==== Northern MB Postal Code Grouping ====
+===== MB-Northern =====
 First three digits in ('R0B','R8A','R8N','R9A')
-==== Rest MB Postal Code Grouping ====
+===== MB-Rest =====
-First three digits notin ('R0B','R8A','R8N','R9A') or First two digits notin ('R2', 'R3')
+MB and not (MB-Wininpeg or MB-Northern)
-==== North-Western Ontario Postal Code Grouping ====
+==== ON-NorthWestern ====
 *First three digits in ('P0X', 'P0Y', 'P0W', 'P9N', 'P8T', 'P8N', 'P9A')
 ** P0X (Kenora Region)
@@ Line 84: / Line 98: @@
 ** Urban P8T (Sioux Lookout)
 ** Urban P8N (Dryden)
 ** Urban P9A (Fort Frances)
+==== N/A ====
+Anyone with a
+==== N/A-[[homeless]] ====
+* patients collected as [[#"N/A" - homeless]]
+* this should often be grouped with [[#MB-Winnipeg]]: most [[homeless]] are geographically located in Winnipeg, and the socioeconomic concept is already separately tracked in the [[Pre acute living situation field]].
+===== Data integrity for [[homeless]] patients =====
+{{Discuss |
+* CCMDB have [[pre_acute_living_situation field]] [[homeless]] with Postal Code, should the Postal code be ignored and replaced by N/A.  Should  the R_Province entry be affected by Postal Code N/A? --[[User:JMojica|JMojica]] 10:54, 24 June 2025 (CDT)
+** We are currently reviewing some of the definitions of [[homeless]]ness. It is possible that details will change as outcome from that. The concept has been broadened to include some ambiguous states and terminology changed to houselessness. Next meeting later this week about that.
+** I don't expect that it would change instructions of how to code Postal Code; so, it makes sense to me to update vetted data for postal code to "N/A" if the [[Pre acute living situation]] is "[[homeless]]".
+** Also, we have discussed whether it would be better to do this as an actual change in data, or as an logical change by function or encoded data in the [[Data Meaning Layer]]. Julie, you already do some other things in that layer to re-write data, if I interpret your SAS code correctly. [[User:Ttenbergen|Ttenbergen]] 17:11, 18 July 2025 (CDT)
+ }}
+{{Discuss|
+* once this settles we should
+** ensure we have [[Data Integrity Checks]] to flag entries like that (related: [[Community and Long Term Care Master List]])
+** [[Data definition for factor candidates for the Overstay2 project#???]] is updated accordingly
+}}
+==== N/A-JDoe ====
+* patients collected as [[#"N/A" - John or Jane Doe patient]] / [[John or Jane Doe patient]]
+* this should often be grouped with [[#MB-Winnipeg]]: this group is tiny and the situation often arises in Winnipeg
+* this situation often resolves later in an admission, so this may well be different in initial data than in vetted data
+{{DT |
+* this is related to [[Minimal Data Set]] and when it's used... do we document this as a concept?
+}}
+==== N/A-Canada ====
+* patients collected as [[#"N/A" - in-country resident]]
+* if province is MB, this should be grouped with [[#MB-Rest]] .
+* if province is not MB, this should  be grouped with [[#Non_MB-Rest]] .
+==== N/A-notCanada ====
+* patients collected as [[#"N/A" - out-of-country resident]]
+* this should almost always be grouped with [[#Non-MB-Rest]] since that is what it is.
+==== Non-MB-Rest====
+* Any code not in the other categories above
+* In use, this should often be grouped with [[#N/A-notCanada]]
+=== SAS Program ===
+The SAS macro code is in S:\MED\MED_CCMED\Julie\SAS_CFE\CFE_macros\PostalCode_AreaGroup.sas
+=== [[Postal Code Master table]] ===
+We cross-check this data against the [[Postal Code Master table]] and use it to group by RHA.
 {{Data Integrity Check List}}
-== [[Postal Code Master table]] ==
 == Start/end Dates ==
@@ Line 104: / Line 162: @@
 The Postal Code from tmp populated the PostalCode field of Centralized_data on Jun 22, 2016.
-[[Category: 2016 Time and Place changes]]
+[[Category:2016 Time and Place changes]]
-[[Category: Data Collection Guide]]
+[[Category:Data Collection Guide]]
-[[Category: Postal Codes| *]]
+[[Category:Postal Codes| *]]
-[[Category: Registry Data]]
+[[Category:Registry Data]]
-[[Category: Demographics]]
+[[Category:Demographics]]