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 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 Minimal Data Set Elements incomplete for any patient (even ones you are not sending), 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:

• Serial number
• Service/Location
• First Name
• Last Name
• PHIN
• hospital Chart number
• hospital Visit Admit DtTm
• Date of Birth (DOB)
• first Boarding Loc - start_dt and start_tm
• first Service tmp entry - start_dt and start_tm

JALT With the recent change to initially collect the date and time for service and boarding loc as in cognos initially, and to only change it after pt leaves location, the cross checks that require these to be the same were misfiring. So I moved them to being done only on completion. That change will make the data less useful in the interim. What should we do? Ttenbergen 09:16, 2022 May 26 (CDT) In my opinion the above change could potentially create a lot of confusion for new collectors around processes, may make orientation challenging, and results in additional "head work" to require later reconciliation of service/location start dates/times for all collectors. A question is: Do services/locations eventually drop off the Cognos ADT2 tab for longer stay patients? If so, this would result in even more work for collectors to reconcile service/location start date/times deferred to when the patient is discharged. To always enter known correct data whenever possible is the most logical, easiest, and most consistent approach. The data is of more immediate value to main office staff. Pamela Piche 09:58, 2022 May 26 (CDT) I think the change and decision below may address this, but leaving this question for Lisa since it is about collection practice rather than what is being collected. Let me know if you need me to resolve it. Ttenbergen 12:54, 2022 August 3 (CDT)

• SMW

• Cargo

• Categories

• 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)

	App	Status
Query check minimal data set incomplete	CCMDB.accdb	implemented