Minimal Data Set

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 week for all patients, not just those who are Final Checked. This data needs to be entered for all newly admitted patients during every data collection shift. With the exception of special requests from the, 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 who are not Final Checked), 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.

Minimal Data Set Elements

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

• Serial number
• Location
• First Name and Last Name
• hospital Chart number
• admit date
  • time should be entered if available, but will not generate an error if not entered since it is often not available immediately.

Other data that is required early

For existing patients at every shift, add as they become available, enter and check against the addressograph the following:

• admit time
• discharge date and time (this should be entered within ONE week of discharge - this date is important for occupancy report which includes reporting the number of outstanding incomplete files.)
• PHIN
• Date of Birth (DOB)

The absence of these two items in Part B, 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. The Discharge Date is most important to enter into data ASAP.

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

Data in the minimal data set is sent for all patients as soon as available, even before the patient is final checked. This allows us to include 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

Template:Data Integrity Rules

If discharge date is available, the discharge date should not be before the admit date.

The Minimal Data Set cannot be send. However, the Hospital, Location, Serial number, Admit date and Discharge Date if available will be sent to the PDA_Pending.mdb