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 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 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-Primary

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

• Serial number
• Location
• First Name and Last Name
• PHIN
• 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.
• IMPORTANT NOTE For Medicine Units the minimal data set also includes the Overstay Project elements.

comments

• Making "admit from location" part of the minimal data set is problematic. Often I receive patients from the heart cath lab and it is unclear where they were before this. Or I may get an admission from another hospital but not sure if it is ER, ICU, etc. I cannot sort this out until I see the chart which can take awhile if it is on my medical records request list. If this is part of the minimum data set, I will be unable to send any patients until I get this information. I just want you to know that if this is part of the minimum data set, there may be some weeks when I cannot send because I am missing that information.--LKolesar 13:05, 2013 February 27 (EST)
• will not make it part of primary minimal dataset, but will put it as secondary. Most staff do fill this field in promptly.Trish Ostryzniuk 13:46, 2013 February 28 (EST)

Other data that is required early-Secondary

Data for patients that have not yet been sent is still used for reporting and in the Transfer Tracker.mdb, 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:

• admit time
• discharge date and time
  • (this date is important for occupancy report which includes reporting the number of outstanding incomplete files.)
• Discharge To location
• Admit From Location
• Survive / Expired
• Date of Birth (DOB)
• Med Var 1 - Admit-from Ward :Statistician does monthly reports and uses this field to link patient stays together
• Med Var 2 - Discharge-to Ward :Statistician does monthly reports and uses this field to link patient stays together

The absence of these 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. Admit From Location, 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
• 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

Template:CCMDB Data Integrity Checks

If the elements of the Minimal Data Set aren't complete, you can't send (even the complete ones).

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