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 head 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 part A of the minimal data set 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

• A. For all new patients at every shift:
  • serial number
  • hospital
  • unit / location
  • first name
  • 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.

• B. For existing patients at every shift, add as they become available:
  • admit time
  • discharge date and time
  • PHIN
  • 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.

Instruction for STB Med Minimal Data Set - Primary Source for the Admit date/time to Medicine Service:

• a. For Acute Care Medicine patients at STB, use the Doctors orders on the EPR as date/time accepted to Medicine Service.--TOstryzniuk 17:26, 21 September 2010 (CDT)
• b. for Non Acute Care - C service medicine patients at STB, use EPR's registration tab/visit location/location history, for date/time accepted to medicine service.

Minimal data set only??

Do these instructions apply to the minimal data set only, or to all Admit date/time entries? If so, Admit,_Transfer_and_Discharge_date_and_time#Definition_for_Medicine should be amended with this and it should be removed from here. Ttenbergen 14:40, 1 November 2010 (CDT)

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