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
• Location
• First Name and Last Name
• PHIN
• hospital Chart number
• admit date
  • an Admit TIME should be entered if available, but will not generate an error if not entered since it is often not available immediately.
• Overstay Project for Medicine Units

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'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

Template:CCMDB Data Integrity Checks

Trying to send or clicking the "Pre-send checker" button triggers data integrity checks for the minimal data set. If there are errors you get a message "You have patients with an incomplete or wrong minimal data set." Click OK and the query listing the actual errors will open. For any line in the query at least one column other than Patient_ID would have "Problem" and the current content of the column in it; that column is the one where you have an error. The heading of the columns should be self-explanatory.

some problems being checked

• Locn_bad - missing location
• FirstName_bad - missing first name
• LastName_bad - missing last name
• PHIN_bad - PHIN is present but not an acceptable PHIN
• chart_bad - chart is blank or has spaces or other non-numerical things in it
• admdate_bad - admit date missing or after today
• disdate_bad - if discharge date is present it can't be after today or before admit date
• Transfer_before_adm - transfer date is present and is before admit date
• Transfer_after_disch - transfer and discharge dates are present, and transfer is after discharge
• adm_after_disch - discharge date is present and admit date is after discharge date

implementation

Check is done as part of module "tmp_checker" calling query "minimal_data_set_incomplete".