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 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.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-Primary

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

• Serial number
• Service/Location
• First Name
• Last Name
• PHIN
• hospital Chart number
• hospital Visit Admit DtTm
• Accept DtTm
• Arrive DtTm
  • an Arrive TIME should be entered if available, but will not generate an error if not entered since it is often not available immediately. We will allow 00:00 time as minimal data set, but not as valid complete, then you will need a time.
• Dispo DtTm - should be screened for in EPR and entered each shift, any know discharges
  • Screening and entering dispo date each shift is important for knowing:
    • which are the oldest discharge dates that must be prioritized for data collection in Medical Records.
    • how many profiles with discharge dates are still outstanding
    • Occupancy reporting. This info is requested often. The statistician includes reporting the number of outstanding incomplete files.
• Overstay Project for Medicine Units

Other data that is required as early as possible,-Secondary

Data for patients that have not yet been sent is still used for reporting, so please add it as soon as it becomes available. During every shift, please review and try to ensure that the following data is as complete as possible, even for unsent patients:

• time portion of Arrive DtTm
• Dispo to
• Previous Location
• Pre-admit Inpatient Institution
• Date of Birth (DOB)

The absence of these items 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. Previous Location, Dispo 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's RecordStatus field is set to "complete". 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
• to link the movements of patient from one ward/service to another ward/service
• to calculate the median and mean LOS of patients for the Medicine Overstay Project

Data Integrity Checks (automatic list)

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