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]]

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

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

~~{{Discuss |~~

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

* 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 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".~~

}}

~~{{Discuss|~~

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

* ~~once this settles we should~~

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

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

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

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

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

}}

=== 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]].

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

{{Discuss |

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

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)

=== 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')~~ and ~~First two digits notin~~ (~~'R2', 'R3'~~) ~~and First digit = 'R'~~

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

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

==== North-Western Ontario ====

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

** P0X (Kenora Region)

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Line 95:

** Urban P9A (Fort Frances)

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

==== N/A ====

*~~First digit not 'R' and First three digits notin ('P0X', 'P0Y', 'P0W', 'P9N', 'P8T', 'P8N', 'P9A') and First three digits not ('~~N/A~~','n/a', ' ')~~

Anyone with a

==== N/A-Homeless ====

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

* 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]].

===== 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 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".

}}

{{Discuss|

* once this settles we should

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

** [[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]]

* Fthis should often be grouped with "Winnipeg" since 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-notCanada ====

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

==== Rest Non MB Postal Code Grouping ====

*First digit not 'R' and First three digits not in ('P0X', 'P0Y', 'P0W', 'P9N', 'P8T', 'P8N', 'P9A') and First three digits not ('N/A','n/a', ' ')

{{DJ |

* I would prefer to define this as "any code not in the other categories" so we don't have stragglers. This definition is problematic because it re-states some of the definitions of the other categories, so any future exception handling could get lost... }}

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

{{DT|We cross-check this data against the [[Postal Code Master table]] and use it to group by RHA. We do not currently have a source for ongoing updates to that table and should look into that.

}}

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

== Start/end Dates ==

@@ 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]]
-Code "couch surfers" as "N/A".
+==== "N/A" - [[John or Jane Doe patient]] ====
-{{Discuss |
+* for data use considerations see [[#N/A-JDoe]]
-* 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 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".
- }}
-{{Discuss|
+==== "N/A" - out-of-country resident ====
-* once this settles we should
+* our [[cross check]]s would flag the format of out-of-country postal codes, so enter "N/A" for these.
-** ensure we have [[Data Integrity Checks]] to flag entries like that
+{{DT | do we have a page for that to also include instructions about province etc. like we have for homeless... }}
-** [[Data definition for factor candidates for the Overstay2 project#???]] is updated accordingly
+* for data use considerations see [[#N/A-notCanada]]
-}}
+=== 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]].
-==== International Students ====
+{{Discuss |
-If they have an address in the [[Province]], enter it, otherwise treat them as [[#Out-of-Country patients]].
+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)
 === Relationship between [[Province]], PHIN and Postal code ===
@@ Line 56: / Line 61: @@
 *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') and First two digits notin ('R2', 'R3')  and First digit = 'R'
+MB and not (MB-Wininpeg or MB-Northern)
-==== North-Western Ontario Postal Code Grouping ====
+==== North-Western Ontario ====
 *First three digits in ('P0X', 'P0Y', 'P0W', 'P9N', 'P8T', 'P8N', 'P9A')
 ** P0X (Kenora Region)
@@ Line 86: / Line 95: @@
 ** Urban P9A (Fort Frances)
-=== Rest Non MB Postal  Code Grouping ===
+==== N/A ====
-*First digit not 'R' and First three digits notin ('P0X', 'P0Y', 'P0W', 'P9N', 'P8T', 'P8N', 'P9A') and First three digits not ('N/A','n/a', ' ')
+Anyone with a
+==== N/A-Homeless ====
+* patients collected as [[#"N/A" - Homeless]]
+* 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]].
+===== 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 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".
+ }}
+{{Discuss|
+* once this settles we should
+** ensure we have [[Data Integrity Checks]] to flag entries like that
+** [[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]]
+* Fthis should often be grouped with "Winnipeg" since 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-notCanada ====
+* patients collected as [[#"N/A" - out-of-country resident]]
+==== Rest Non MB Postal  Code Grouping ====
+*First digit not 'R' and First three digits not in ('P0X', 'P0Y', 'P0W', 'P9N', 'P8T', 'P8N', 'P9A') and First three digits not ('N/A','n/a', ' ')
+{{DJ |
+* I would prefer to define this as "any code not in the other categories" so we don't have stragglers. This definition is problematic because it re-states some of the definitions of the other categories, so any future exception handling could get lost... }}
+=== [[Postal Code Master table]] ===
+{{DT|We cross-check this data against the [[Postal Code Master table]] and use it to group by RHA. We do not currently have a source for ongoing updates to that table and should look into that.
+ }}
 {{Data Integrity Check List}}
-== [[Postal Code Master table]] ==
 == Start/end Dates ==