Postal Code field: Difference between revisions

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→N/A-JDoe: Moved the info about chart numbers to John or Jane Doe patient#Chart since it has nothing to do with the subject of this page, postal codes.
Tag: Manual revert
 
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| CCMDB_tab = Dispo
| CCMDB_tab = Dispo
| element_description = The patient's postal code.
| element_description = The patient's postal code.
| in_table = L_Log
| in_table = L_Log table
| data_type = string
| data_type = string
| datafield_length = 6
| datafield_length = 6
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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 ==
== Collection Instruction ==
Line 19: Line 19:
* no space  
* no space  
* upper case letters  
* upper case letters  
* example only: X0X0X0
* 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.


=== Special Cases ===
=== Don't trust Postal Codes from Cognos ===
==== Homeless with proxy address ====
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.
If you have a homeless person admitted who lists their address as Siloam Mission or the Salvation Army/Booth's Place, use their postal code as provided.
 
=== "N/A" ===
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.
* 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]]
 
==== "N/A" - out-of-country resident ====
* 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]]... }}
* for data use considerations see [[#N/A-notCanada]]


Code "couch surfers" as "N/A".
==== "N/A" - in-country resident ====
* there are cases where not [[homeless]] and  province is in Canada (e.g. MB and non-MB) with N/A postal code entry
* for data use considerations see [[#N/A-Canada]]


=== Special Cases ===
==== Institutionalized patients ====
==== Institutionalized patients ====
For institutionalized patients (e.g. prison inmates, care homes), use the institution's postal code.
For institutionalized patients (e.g. [[Prison / Jail / Correctional Institution]] inmates, care homes), use the institution's postal code.
 
==== International Students ====
{{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]].


==== Out-of-Country patients ====
{{Discuss |
Our cross checks would flag the format of out-of-country postal codes, so enter "N/A" for these.
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 ====
Patients who are here on a '''student visa''' for 6 months or longer are eligible for health coverage under the province. see https://www.gov.mb.ca/ie/study/medical.html  For these, enter as you would a regular patient.


=== Relationship between [[Province]], PHIN and Postal code ===
=== Relationship between [[Province]], PHIN and Postal code ===
When collecting Postal Code, [[PHIN]] number and [[Province]], think about the relationship of this information when you are collecting it.   
When collecting Postal Code, [[PHIN]] number and [[Province]], think about the relationship of this information when you are collecting it.   
*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 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 and also, there should not be an PHIN number.
*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 ==
== Data Use ==
The most common use for postal codes is for researchers to link to Stats Canada for economic status and to for us to get a distribution of patients by MB RHAs outside of Winnipeg.  It’s also a cross-check on [[Province]] for out-of-province patients. - Randy Martens - Sept 11.15.
Postal Codes are used group patients geographically for purposes such as: 
Data is used for socioeconomic stratification of population by geographic area.
* 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]]


== {{CCMDB Data Integrity Checks}} ==
=== Grouping by Geographical Area ===
Implemented:
Using the first three digits of the code, as done for [[Data definition for factor candidates for the Overstay2 project]]
* will reject empty field
* will reject invalid postal code


==[[CFE]]-[[Postal code cross check]]==
==== MB ====
Main office weekly data check.  data vetting process.
First Digit in ('R')
Uses query ''NDC_Bad_Postal_Code'' and table ''Postal_Code_Master''.


=== table ''Postal_Code_Master'' ===
===== MB-Winnipeg  =====
This is the table that postal codes get checked again. It includes the [[MB RHA]] that a postal code is affiliated with.  
First two digits in ('R2', 'R3')
For the MB component we imported a version provided by [[Marc Silva]] to [[p:Julie Mojica]] 2016-09-08.  
 
The country-wide component was based on an older table I think we go it from Stats Can.
===== MB-Northern =====
First three digits in ('R0B','R8A','R8N','R9A')
 
===== MB-Rest =====
MB and not (MB-Wininpeg or MB-Northern)
 
==== ON-NorthWestern ====
*First three digits in ('P0X', 'P0Y', 'P0W', 'P9N', 'P8T', 'P8N', 'P9A')
** P0X (Kenora Region) 
** P0Y (Whiteshell Park Region) 
** P0W (Rainy River Region) 
** Urban P9N (Kenora)
** 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}}


== Start/end Dates ==
== Start/end Dates ==
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==Wikipedia Postal codes listings across Canada==
==Wikipedia Postal codes listings across Canada==
[http://en.wikipedia.org/wiki/List_of_postal_codes_in_Canada Wikipedia, Postal codes in Canada]
[http://en.wikipedia.org/wiki/List_of_postal_codes_in_Canada Wikipedia, Postal codes in Canada]
*at the top of the article shows the the first letter that a postal code starts with for a province.


[http://www.canadapost.ca/cpc2/addrm/hh/maps/FSA/CA01.pdf Map showing first letter used in postal codes across Canada]
== Related Articles ==
{{Related Articles}}


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


 
[[Category:2016 Time and Place changes]]
 
[[Category:Data Collection Guide]]
[[Category: 2016 Time and Place changes]]
[[Category:Postal Codes| *]]
[[Category: Data Collection Guide]]
[[Category:Registry Data]]
[[Category: Postal Codes|*]]
[[Category:Demographics]]
[[Category: Registry Data]]
[[Category: Demographics]]

Latest revision as of 08:48, 11 August 2025

Data Element (edit)
Field Name: PostalCode
CCMDB Label: Postal Code
CCMDB tab: Dispo
Table: L_Log table
Data type: string
Length: 6
Program: Med and CC
Created/Raw: Raw
Start Date: 2012-01-01
End Date: 2300-01-01
Sort Index: 33
Data Dependencies(Reports/Indicators/Data Elements): No results

The patient's postal code.

  • SMW

Legacy implementation right in the table

  • Cargo


  • Categories
  • Forms


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

Enter the Postal code

  • no space
  • upper case letters
  • example only: R0A0A0

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.

"N/A"

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.

  • for data use considerations see #N/A

"N/A" - homeless

Code "N/A" for homelesspatients.   
  • this includes:
    • homelessperson 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.

"N/A" - John or Jane Doe patient

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

  • our cross checks would flag the format of out-of-country postal codes, so enter "N/A" for these.

do we have a page for that to also include instructions about province etc. like we have for homeless...

  • SMW


  • Cargo


  • Categories

"N/A" - in-country resident

  • there are cases where not homeless and province is in Canada (e.g. MB and non-MB) with N/A postal code entry
  • for data use considerations see #N/A-Canada

Special Cases

Institutionalized patients

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

International Students

do we have a page for that to also include instructions about province etc. like we have for homeless...

  • SMW


  • Cargo


  • Categories

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

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. Ttenbergen 16:10, 11 July 2025 (CDT)


Relationship between Province, PHIN and Postal code

When collecting Postal Code, PHIN number and Province, think about the relationship of this information when you are collecting it.

  • 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.
  • SMW


  • Cargo


  • Categories

Data Use

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

Grouping by Geographical Area

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

MB

First Digit in ('R')

MB-Winnipeg

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

MB-Northern

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

MB-Rest

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

ON-NorthWestern

  • First three digits in ('P0X', 'P0Y', 'P0W', 'P9N', 'P8T', 'P8N', 'P9A')
    • P0X (Kenora Region)
    • P0Y (Whiteshell Park Region)
    • P0W (Rainy River Region)
    • Urban P9N (Kenora)
    • Urban P8T (Sioux Lookout)
    • Urban P8N (Dryden)
    • Urban P9A (Fort Frances)

N/A

Anyone with a

N/A-homeless

Data integrity for homeless patients
  • 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? --JMojica 10:54, 24 June 2025 (CDT)
    • 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.
    • 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. Ttenbergen 17:11, 18 July 2025 (CDT)
  • SMW


  • Cargo


  • Categories
  • SMW


  • Cargo


  • Categories

N/A-JDoe

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


  • Cargo


  • Categories

N/A-Canada

N/A-notCanada

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 Checks (automatic list)

 AppStatus
Check pre acute consistentCCMDB.accdbdeclined
Check Function Validate PostalCodeCCMDB.accdbimplemented
Query NDC Bad Postal CodeCentralized data front end.accdbimplemented
Query NDC Postal Code over timeCentralized data front end.accdbimplemented

Start/end Dates

Start Date: new admissions on and after January 1, 2012 End Date: None / Permanent Collection

Wikipedia Postal codes listings across Canada

Wikipedia, Postal codes in Canada

Related Articles

Related articles:

Legacy

Data started out being collected in the tmp field until June 1, 2016. The Postal Code from tmp populated the PostalCode field of Centralized_data on Jun 22, 2016.

Retrieved from "https://ccmdb.kuality.ca/index.php?title=Postal_Code_field&oldid=167321"