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Proposals for revisions to the
Victorian Admitted Episodes
Dataset (VAED) for 1 July 2015
October 2014
Department of Health
If you would like to receive this publication in an accessible format, please phone (03)
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[email protected]
This document is available as a PDF on the internet at: www.health.vic.gov.au/hdss
© Copyright, State of Victoria, Department of Health, 2014
This publication is copyright, no part may be reproduced by any process except in accordance with the
provisions of the Copyright Act 1968.
Authorised and published by Victorian Government, 50 Lonsdale Street, Melbourne.
Proposals for revisions to the VAED for 1 July 2015
Page i
Contents
Executive Summary
1
Introduction
2
Assessment of the impact of proposals
3
Proposal 1 – Amendment to reporting guide for Carer Availability
5
Section 3 Data definitions
5
Carer Availability (amended)
5
Section 4 Business rules (tabular)
8
Age, Care Type and Carer Availability and Separation Mode (removed)
8
Section 8 Editing Validation
8
108
Field(s) missing from sep (amended)
8
390
Incompat Care Type, Carer Avail, Age and Sep Mode (amended)
8
421
Not Separated; Carer Avail Present (amended)
8
599
Carer Availability not required (amended)
8
Proposal 02 – Addition of Advance Care Plan Alert
9
Section 3 Data definitions
10
Advanced Care Plan Alert (new)
10
Section 5 Compilation and transmission
11
New Record required
11
Proposal 3 – Addition of Program Identifier code for ABI rehabilitation service
12
Section3
12
Program Identifier (amended)
12
Section 8 Editing Validation
13
648
Invalid Program Identifier (change to function only)
13
651
Program Identifier, campus not approved for program (change to function only)
13
Proposal 4 – Amendment to Separation Referral code set
14
Section 3 Data definitions
15
Separation Referral (amended)
15
Section 8 Editing Validation
17
329
Geri Respite – Invalid Comb (change in function only)
17
388
Sep Referral - Episode not Separated (change in function only)
17
389
Invalid Sep Referral (change in function only)
17
396
Sep Referral, No Refer Plus Other Ref (change in function only)
17
398
Sep Referral, Duplicates (change in function only)
17
Proposal 5 – Not proceeding to consultation
18
Proposal 6 – Amendment to reporting guide for Duration of Stay in Intensive Care Unit
18
Section 2 Concepts and derived items
18
Intensive Care Unit (amended)
18
3 Data definitions
19
Proposals for revisions to the VAED for 1 July 2015
Page ii
Duration of Stay in Intensive Care Unit (amended)
19
Proposal 7 – Restrict reporting of Funding Arrangement code 8 National Bowel Cancer Screening
Program to designated providers
20
Funding Arrangement (amended)
20
Section 8 Editing Validation
22
108
Field(s) missing from sep (amended)
22
424
Not Separated: Fund Arr S/Be Spaces (removed)
22
###
Funding Arrangement 8, not NBCSP designated provider (new)
22
Proposal 8 – Removal of notifiable validations
23
Section 8 Editing Validation
23
Introduction (amended)
23
061
Married – age not within range (removed)
25
069
Newborn from overseas (amended)
25
080
Sex Indeterminate Age < 90 Days (amended)
25
187
Adm Weight Low (amended)
25
222
Unqual Newborn; Adm Date not Birth (amended)
26
234
Aboriginal/TS Island but not Aust Born (amended)
26
243
Unqual Newborn but Total Days > 9 (amended)
26
289
Adm Sc T’fer & Onset = Adm Date (amended)
27
290
Stat Adm Sc & Onset = Adm Date (amended)
27
324
Incompat ICU Hrs, A/C Class (amended)
28
325
Incompat MV Hrs, A/C Class (amended)
28
358
Area Code Restraint Rare diagnosis or procedure code (amended)
28
403
Qual Newborn W/Out Justificat (amended)
29
406
Rehab Care Type W/Out Rehab PDx (amended)
29
431
Newborn but not Newborn Accom (removed)
29
445
Dt of Accid Incompat W TAC Claim Nbr – Notifiable (amended)
29
448
ICU Stay but Care Type not Acute (amended)
30
465
Adm Duration < 15 Mins (amended)
30
467
Adm Wt <1000g, LOS <28 Days, Sep Mode ≠ T or D (amended)
31
468
Not NHT, LOS > 365 Days (amended)
31
480
Incompat Adm Source/Age <15 (amended)
31
493
Incompat Sep Mode/Age <15 (amended)
32
513
Indigenous Status/Preferred Language Mismatch (amended)
32
532
Account Class MA: not 4, 5E, 5K, 5G, or U (amended)
32
542
MH Acute Adult Care Type but Age < 14 Years (removed)
32
543
MH Acute Adult Care Type but Age > 65 Years (removed)
32
544
MH APMHS Care Type but Age < 55 Years (removed)
32
545
MH CAMHS Care Type but Age < 5 Years (removed)
32
546
MH CAMHS Care Type but Age > 19 Years (removed)
32
547
MH SECU Care Type but Age < 14 Years (removed)
32
548
MH Specialist Acute Care Type but Age < 14 Years (removed)
32
554
Date of Accident > Adm Date (amended)
33
Proposals for revisions to the VAED for 1 July 2015
Page iii
555
Date of Accident < Date of Birth (amended)
33
556
Given Name Unusual Length (removed)
33
557
Surname Unusual Length (removed)
33
573
Postcode Overseas, Account Public (amended)
33
574
Postcode Overseas, Locality RHCA, Acct not RHCA (amended)
33
582
CCU Duration High (amended)
34
583
NIV Duration High (amended)
34
585
Sex Code Intersex (amended)
34
595
Neoplasm Code Missing
34
633
Delivery Episode, Adm Type not M (amended)
35
642
Unqual Newborn but Sep Mode D (amended)
35
643
Maternity episode but Sep Mode D (amended)
35
654
Mother’s UR does not exist in PRS2 database (amended)
36
660
Care Type ≠ 5x, LOS Same Day, Procedure Code 93341-xx, MHSWPI mismatch (amended)
36
661
Care Type ≠ 5x, Procedure Code 93341-xx, LOS ≠ Same Day MHSWPI mismatch (removed)
36
Proposal 9 – Addition of Year of Arrival
37
Section 3 Data definitions
38
Year of Arrival (new)
38
Proposal 10 – Addition of Trial Protocol Number for patients involved in clinical trials
40
Proposal 11 – Amendment to reporting guide for Leave
42
Section 4 Business rules
42
Leave (amended)
42
Transfer Reporting (amended)
44
Proposal 12 – Removal of Contract/Spoke Identifier codes for lithotripsy services
45
Section 3 Data definitions
46
Contract/Spoke Identifier (amended)
46
Section 8 Editing Validations
47
410
Illegal Comb Fund Arrange & Contract (change to function only)
47
419
Invalid Contract/Spoke Identifier (change to function only)
47
Proposal 13 – Removal of Account Class for geriatric respite care
48
Section 2 Concepts and derived items
48
Geriatric Respite (removed)
48
Section 3 Data definitions
48
Account Class (amended)
48
Section 4 Business rules
48
Geriatric Respite (removed)
48
Account Class: Geriatric Respite (removed)
48
Section 8 Editing Validation
48
329
48
Geri Respite – Invalid Comb (removed)
Proposal 14 – Amendment to validation 590 Diag Code Prefix M, not Morph
49
Section 8 Editing Validation
49
590
49
Diag Prefix M/, not Morph Code mismatch (amended)
Proposals for revisions to the VAED for 1 July 2015
Page iv
Proposal 15 – Addition of free text field Clinical Group
50
Section 3 Data definitions
50
Clinical group (new)
50
Proposals for revisions to the VAED for 1 July 2015
Page v
Executive Summary
Each year the Department of Health reviews the data items and format of the Victorian Admitted
Episodes Dataset (VAED). This review seeks to ensure that the admitted patient collection supports the
department’s state and national reporting obligations, assists department planning and policy
development, and incorporates appropriate feedback from data providers on improvements.
This document has been produced to invite comment and stimulate discussion on the proposals outlined
below. If you would like to comment on any of the proposals, please see the introduction section on how
to do so.
In order to be accepted into the VAED proposals need to demonstrate clear business justification and be
fully costed, meaning funding streams will need to be identified and confirmed. Final acceptance of all
proposals is dependent on the Deputy Secretary, Health Service Performance and Programs (based
upon recommendations by the Annual Changes Governance Committee).
For further information on the revisions process and timetable contact the HDSS Help Desk on
9096 8595.
The proposed revisions for the Victorian Admitted Episodes Dataset (VAED) for 1 July 2015 are
summarised below. They include (but are not limited to):
Addition of data items
•
Advance Care Plan Alert, Year of Arrival and Trial protocol number
•
Clinical Group – free text data item for health services to record either a clinical/discharging unit,
doctor code or any other clinical group
Amendments to existing data items
•
Restrict reporting of Carer Availability to episodes with Separation Mode H
•
New Program Identifier code for ABI rehabilitation services
•
Amendment to Separation Referral code set including new code for Health Independence Program
(HIP)
•
Amendment to reporting guide for Duration of Stay in ICU to include HDU activity that occurs in ICU
•
Amendment to reporting guide for Leave so that when a patient is transferred between campuses,
report as a transfer even when it is intended that the patient will return to the first campus
•
Restrict use of Funding Arrangement code 8 National Bowel Cancer Screening Program to
designated providers
•
Removal of lithotripsy service codes from Contract/Spoke Identifier code set
•
Removal of Account Class MR Geriatric respite care
Amendments to validations
Proposals for revisions to the VAED for 1 July 2015
Page 1
Introduction
The VAED proposals process
The proposal document is being distributed to the HDSS Bulletin mailing list and is also available on the
HDSS website. It outlines proposals for changes to the VAED as at the time of its release in October
2014. This should not be regarded as a complete list of changes to be made for 2015–16. Items in this
publication are not guaranteed to change or to change in the form suggested here; nor does the absence
of an item from this publication indicate it will not change from 1 July 2015. Confirmed changes will be
published in the document Final specifications for revisions to the VAED for 1 July 2015 expected to be
published in December 2014.
It is expected that release of these proposals will stimulate discussion within the health industry. Prompt
feedback is sought on these proposals. Hospitals and software suppliers should review this document
and assess the feasibility of the proposals. All are invited to provide written feedback to the department
by completing the proforma available on the HDSS website, and forwarding it to HDSS as indicated by
5.00pm Wednesday 22 October 2014.
HDSS web site located at http://www.health.vic.gov.au/hdss
Draft status of document
This document is not a complete specification of proposed changes to the VAED. Final specifications will
be published at a later date and may contain additions, amendments, and/or removal of information in
this document. Although changes to edits, business rules and file structures have been included here,
they cannot be considered complete or final.
Proposals for revisions to the VAED for 1 July 2015
Page 2
Assessment of the impact of proposals
Each proposal is assessed against a set of principles designed to assess the impact that implementation
of the proposal is likely to have on services, the department, software vendors and data users. The
principles reflect best practice and standard information management principles.
Each proposal will be assessed using the measures listed in the table below. The assessment and the
feedback from stakeholders will be used to determine whether the proposal is accepted for inclusion in
the final specifications for changes for 2015–16.
Category
Measures
Scope
• The change should be within the scope of the collection.
Collectability
• The data should already be collected by the service.
• There should be value for the service in collecting the data.
• Collection of the data should be aligned with normal business
processes in the service.
Intended Use
• It should be legal for the service to collect the data.
• Sufficient business justification must be submitted in the
proposal.
• The change must be consistent with departmental policy.
• There should not be a limited time-period for the use of the
data. If there is, other avenues of collection should be
investigated to ensure this is the most appropriate.
Best Practice
• The collection of the data should be compliant with relevant
standards and policies. If not, specify where non-compliant.
Implementation
• The proposal must be clearly specified to enable
implementation.
• It should be technically possible for services and DH to
implement without significant issues.
Data Quality
• There should be a person, unit or organisation identified to
monitor quality.
• There should be minimal transformation of data required by
services to meet reporting requirements.
• Reporting of the data should be mandatory for a specified
cohort.
Consequential impact
• The impact on other data already collected, or proposed to
collect must be articulated.
• There should not be a negative effect on the reputation or
integrity of the collection.
• Identify any dependencies with other projects or plans.
• The impact on time-series data must be quantified.
• The impact on reports, extracts or automated processes must
be quantified.
Cost and collection burden
• The effort required to implement and collect should be
commensurate with the frequency of the event triggering
collection of reportable data.
• All options for the collection of this data should be assessed
and the most appropriate method and collection selected.
Proposals for revisions to the VAED for 1 July 2015
Page 3
Orientation to this document
•
•
•
•
•
New data items are marked as (new)
Changes to existing items are highlighted in green.
Redundant values and definitions relating to existing items are struck through.
Comments relating only to the proposal document [appear in square brackets and italics.]
Page numbers representing cross referencing to another section of the VAED manual are
represented by hash #.
• Validations that are proposed to change are marked when listed as part of a Data Item or after a
Validation Table with a * after the validation number. New proposed validations will be shown with a
validation number of ###.
• The text is divided into the categories of ‘Specification’ and ‘Administration’ as presented in the
th
Victorian Admitted Episodes Dataset (VAED 24 edition, July 2014).
Specification: details the reporting requirements for the item.
Administration: provides additional information including the purpose of the collection of the data
item and the source of the code set and definitions.
Abbreviations
ABS
Australian Bureau of Statistics
ACAS
Aged Care Assessment Service
ACHI
Australian Classification of Health Interventions
AIHW
Australian Institute of Health and Welfare
AIMS
Agency Information Management System
AR-DRG
Australian Refined Diagnosis Related Group
DH
Department of Health
ERC
Expenditure Review Committee
FIM
Functional Independence Measure
HDSS
Health Data Standards and Systems
HITH
Hospital In The Home
ICD-10-AM
International Statistical Classification of Diseases and Related Health Problems,
Tenth Revision, Australian Modification
ICU
Intensive Care Unit
NHDD
National Health Data Dictionary
NICU
Neonatal Intensive Care Unit
NIV
Non-invasive Ventilation
NMDS
National Minimum Data Set
PRS/2
Patient Reporting System, Version 2
SCN
Special Care Nursery
VAED
Victorian Admitted Episodes Dataset
VICC
Victorian ICD Coding Committee
NWAU
National Weighted Activity Unit
Proposals for revisions to the VAED for 1 July 2015
Page 4
Proposal 1 – Amendment to reporting guide for
Carer Availability
It is proposed to
Restrict reporting of Carer Availability to episodes where the Separation Mode
is H Separation to private residence/accommodation
Proposed by
Western Health
Implementation date
1 July 2015
Reason for proposal
Currently Carer Availability is required to be reported by public hospitals for all
episodes with Care Types 1, P, 6, 8, 9 and MC.
However the only valid reporting option for episodes with a Separation Mode
other than H Separated to private residence/accommodation is Carer
Availability code 1 Carer not needed/not applicable
This proposal limits the requirement to report Carer Availability to episodes
with Separation Mode H Separated to private residence/accommodation only.
Details of change
•
Amendment to Carer Availability reporting guide
•
Amendment to validations
Section 3 Data definitions
Carer Availability (amended)
Specification
Definition
A record of whether a person, such as a family member, friend or neighbour has
been identified as providing regular on-going care or assistance, not linked to a
formal service.
Data type
Numeric Text
Form
Code
Field size
1
Layout
N or space
Location
Episode Record
Reported by
Public hospitals.
Private hospitals: Report a space in this field.
Reported for
Episodes with a Care Type of 1, P, 6, 8, 9 and or MC and
Separation Mode is H Separation to private residence/accommodation.
For all other Care Types and Separation Modes, report a space in this field.
Reported when
A Separation Date is reported in the Episode Record.
Proposals for revisions to the VAED for 1 July 2015
Page 5
Code set
Reporting Guide
Code
Descriptor
1
2
3
4
5
6
7
8
Carer not needed/not applicable
Lives alone, has a carer
Lives alone, has no carer
Lives with another, has no carer
Lives with another, has a resident carer
Lives with another, has a non-resident carer
Lives in a mutually dependent situation
Missing or not recorded
Support provided by a carer excludes (for VAED purposes) formal services
such as delivered meals or home help, persons arranged by formal services
such as volunteers, and funded group housing or similar services.
Availability infers carer willingness and ability to undertake the caring role and
can apply when there are several carers. Where a potential carer is not
prepared to undertake the role, or when their capacity to carry out necessary
tasks is minimal, then the patient must be reported as not having an informal
carer.
Where there are several carers, a decision should be taken as to which of these
is the main or primary carer and report accordingly.
1 Carer not needed/not applicable
Person able to self-care and/or their therapeutic regime does not require the
input of an informal carer, or reporting in this field is not applicable because this
is a statistical separation, or the patient has been transferred to another
hospital, left against medical advice or died.
Includes:
•
Those circumstances where it may be inappropriate for a carer at home to
undertake a complex medical procedure requiring a high level of nursing
skill.
•
Person who is discharged to supported accommodation or other care facility
that will provide the formal care required.
Excludes:
•
Circumstances where a relative or friend is available but is unwilling or
unable to undertake a carer role (report 3 or 4).
•
Children under eight years of age (report 4, 5 or 6), unless the patient has
been statistically separated, transferred to another hospital, left against
medical advice or died.
2 Lives alone, has a carer
Person lives alone and has an informal carer who is able and willing to attend to
the person’s recuperative needs on an ongoing basis.
3 Lives alone, has no carer
Person lives alone and does not have an informal carer willing and/or able to
visit for the purpose of assisting with care on an arranged and regular basis.
Proposals for revisions to the VAED for 1 July 2015
Page 6
4 Lives with another, has no carer
Person does not live alone but the co-resident/s is/are unable or unwilling to
provide the care needed and there is no other external informal carer available.
5 Lives with another, has a resident carer
Household where the person lives with another who is willing and able to
provide the care required for recuperation.
Excludes:
Person whose potential co-resident carer is mutually dependent (7).
6 Lives with another, has a non-resident carer
Person does not live alone but the co-resident/s is/are unable and/or unwilling
to provide the care needed, but there is an external informal carer who is willing
and able to provide this care.
7 Lives in a mutually dependent situation
Households where the service recipient and another person are mutually
dependent. The critical aspect of such households is that if either member
becomes unavailable for any reason, the other is either at high risk or unable to
remain at home.
8 Missing or not recorded
Insufficient information to determine Carer Availability.
Edits Validations
108
390
421
491
492
591
599
Related items
Section 3: Separation Mode.
Field(s) Missing From Sep*
Incompat Care Type, Carer Avail, Age and Sep Mode*
Not Separated; Carer Avail Present*
Incompat Fields for ESAS
Incompat Fields for RPI
Invalid Carer Availability
Carer Availability Not Required*
Section 4: Business Rules (tabular) Age, Care Type, Carer Availability and
Separation Mode, and Funding Arrangement: Elective Surgery Access Service,
and Funding Arrangement: Rural Patients Initiative, and Funding Arrangement:
Private Hospital Elective Surgery Initiative.
Administration
Purpose
To enable monitoring of the impact of Carer Availability on separation timing
and use of ambulatory services, to support policy development and planning.
Principal data users
Department of Health
Collection start
1999-00
Definition source
NHDD
Proposals for revisions to the VAED for 1 July 2015
Code set
source
NHDD (Department of Health
modified)
Page 7
Section 4 Business rules (tabular)
Age, Care Type and Carer Availability and Separation Mode
(removed)
Section 8 Editing Validation
108 Field(s) missing from sep (amended)
Effect
REJECTION
Problem
In the E5 Episode Record, one or more of the Separation fields contain data but
one or more mandatory fields are missing.
Remedy
Check Separation Date, Separation Time, Separation Mode, Account Class on
Separation, Accommodation Type on Separation, Mental Health Legal Status,
Carer Availability and Funding Arrangement, amend as appropriate and re-transmit
the E5.
•
If episode has ended separated, complete all Separation fields
•
If episode has not ended not separated, delete data from Separation fields
containing data (by sending these fields filled with blanks).
390 Incompat Care Type, Carer Avail, Age and Sep Mode (amended)
Effect
REJECTION Warning
Problem
The Public Hospital E5 Episode Record has an invalid combination of Care Type,
Carer Availability, Age and Separation Mode.
Remedy
Check Admission Date, Care Type, Carer Availability, Date of Birth and Separation
Mode, amend as appropriate and re-transmit the E5.
Refer to: Section 4: Business Rules (tabular) Age, Care Type, Carer Availability and
Separation Mode.
421 Not Separated; Carer Avail Present (amended)
Effect
REJECTION Warning
Problem
The Public Hospital E5 Episode Record has a Carer Availability, but there is no
Separation Date.
Remedy
Check Carer Availability, Care Type and Separation Date, amend as appropriate
and re-transmit the E5.
If the episode has ended, complete all separation details.
If the episode has not ended, delete the Carer Availability.
599 Carer Availability not required (amended)
Effect
REJECTION Warning
Problem
The E5 Episode Record’s Carer Availability is a valid code, but the patient Care
Type does not require Carer Availability to be reported
Remedy
Check Carer Availability and Care Type, amend as appropriate and re-transmit
the E5.
Proposals for revisions to the VAED for 1 July 2015
Page 8
Proposal 02 – Addition of Advance Care Plan
Alert
It is proposed to
Add a data item to identify the presence of an alert, flag or similar in the
medical record or patient management system that indicates an advance care
plan and/or substitute decision maker has been recorded.
Proposed by
Continuing Care, Health Service Programs, Department of Health
Implementation date
1 July 2015
Reason for proposal
In March 2014 the Victorian Minister for Health launched Advance care
planning: have the conversation: A strategy for Victorian health services 20142018 (the Strategy). The strategy outlines how health services are required to
demonstrate implementation of the priority action areas over a four year
period. This includes measuring the number and percentage of people with an
advance care plan (The Strategy, p. 87, priority action 4).
The inclusion of an advance care planning alert item in the VAED will support
health services to demonstrate an increase in advance care planning activity.
A recent survey indicated that many health services are already collecting
advance care planning alerts either electronically, paper-based or both. This
will further increase as the development of an advance care planning alert is a
year 2 requirement for health services (The Strategy, priority action 1, p. 71)
Below is a list of further drivers that have resulted in advance care planning
being a high priority for health services. The below drivers highlight the
importance of advance care plans to the quality provision of care in health
services and the expectation that health services ensure that advance care
planning is undertaken. As such, it is imperative to be able to measure the
extent of implementation of advance care planning.
•
•
•
•
•
•
Statement of Priorities (the agreement between the Minister for Health and
health services) for two consecutive years: 2013-14 and 2014-15
Endorsement by the Australian Health Ministers Council of the National
Framework for Advance Care Directives (2011)
Introduction of Activity Based Funding
National Health Priorities Framework 2012-2022 – priority to expand
models for advanced directives for end-of-life care
National Safety and Quality Health Service Standards requiring that
services meet advance care planning criteria in order meet accreditation
requirements.
2014-15 Policy and funding guidelines – outline advance care planning
expectations for the second year
Inclusion of the proposed item in the VAED will provide valid, reliable,
consistent data on advance care planning that will quantify activity and enable
benchmarking across the service system.
Details of change
•
New data item
•
New record type required
Proposals for revisions to the VAED for 1 July 2015
Page 9
Section 3 Data definitions
Advanced Care Plan Alert (new)
Specification
Definition
An alert, flag or similar present in the medical record or patient management
system that indicates an advance care plan and/or substitute decision maker has
been recorded.
Field size
1
Location
J Record
Reported by
Public hospitals
Reported for
All admitted episodes of care
Reported when
The J Record is reported
Code set
1
No advance care plan alert
2
Presence of an advance care plan alert
3
Presence of a substitute decision maker alert
4
Presence of both an advance care plan alert and a substitute decision
maker alert
Reporting guide
Layout
N or space
An advance care plan alert will be identified by an alert identifying any of the
following:
•
A completed Refusal of Treatment Certificate
•
A formally documented advance care plan
•
Other advance care planning documentation (documentation of a person’s
future wishes such as a written letter or advance care planning discussion
record)
* A resuscitation plan, limitation of treatment order or goals of patient care form
alone do not meet the requirements for this data item.
A substitute decision maker alert will be identified by an alert, flag or similar
identifying any of the following:
•
Enduring power of attorney (medical treatment)
•
Enduring Power of Guardianship which includes consent to health care.
•
Guardian appointed by VCAT with powers to consent to health care
•
Nomination in writing of a person responsible
•
Identification of the ‘person responsible’ as per the ‘person responsible
hierarchy’
Advance care planning: have the conversation: A strategy for Victorian health
services 2014-2018 (the Strategy) www.health.vic.gov.au/acp
Validations
TBA
Related items
Proposals for revisions to the VAED for 1 July 2015
Page 10
Administration
Purpose
To provide data on advance care planning that will quantify activity and enable
benchmarking across the service system.
Principal data users
Department of Health
Collection start
2015
Definition source
DH
Value Domain Source
DH
Section 5 Compilation and transmission
New Record required
Proposals for revisions to the VAED for 1 July 2015
Page 11
Proposal 3 – Addition of Program Identifier
code for ABI rehabilitation service
It is proposed to
Add a new Program Identifier for Specialist Acquired Brain Injury (ABI)
Rehabilitation Service
Proposed by
Continuing Care, Health Service Programs, Department of Health
Implementation date
1 July 2015
Reason for proposal
From 2014/15 there will be two centres that provide statewide specialist ABI
(Acquired Brain Injury) rehabilitation for Victorians with severe/catastrophic
ABI. Due to a new statewide service opening in 2014-15, to assist with
statewide service and policy planning the department will need to monitor
service utilisation of the two services.
Currently health services use the impairment codes for ‘brain dysfunction’ to
report patients receiving ABI rehabilitation (specialist and non specialist).
Using the ‘brain dysfunction’ impairment codes, it is not possible to separate
out those patients being seen by the specialist ABI service as opposed to
patients in other non-specialist rehabilitation services.
It is proposed to add a program identifier in order to identify those patients
being seen in a specialist ABI rehabilitation service. Without the addition of a
specific program identifier, it is impossible to determine which separations
relate to specialist ABI rehabilitation.
Details of change
•
Amendment to Program Identifier code set
•
Amendment to validation
Section3
Program Identifier (amended)
Specification
Definition
Identifies the specified program, if any, which applies to this episode of care.
Data type
Alphanumeric
Form
Code
Field size
2
Layout
NN or space
Location
Episode Record
Reported by
Public and Private Hospitals.
Reported for
Episodes for patients admitted under a specified Department of Health program.
Otherwise, report a space in this field.
Reported when
An Episode Record is transmitted.
Code set
Code
Descriptor
Proposals for revisions to the VAED for 1 July 2015
Page 12
02
04
05
06
07
08
09
Reporting guide
23 Hour Surgery Unit
GEM Level 1
Home Birthing Program
Competitive Elective Surgery Funding Initiative (CESFI)
Program Identifier A
Program Identifier B
Specialist ABI Rehabilitation Service
Report the corresponding code for the program when advised to do so by the
Department of Health unit responsible for administration of the program.
02
23 Hour Surgery Unit
Patient identified as a 23 Hour Surgery Unit patient.
04
GEM Level 1
Patient identified as a GEM Level 1 patient as approved by DH. Use code 04
only with Care Type 9
05
Home Birthing Program
Patient identified as a Home Birthing Program patient as approved by DH. Use
code 05 for both mother and baby episodes.
06
Competitive Elective Surgery Funding Initiative (CESFI)
Patient identified as a CESFI patient, as approved by DH. Use code 06 only with
Care Type 4.
09
Specialist ABI Rehabilitation Service
Patient admitted to centre providing statewide specialist Acquired Brain Injury
(ABI) rehabilitation for Victorians with severe/catastrophic ABI.
Validations
648
649
651
Invalid Program Identifier*
Program Identifier Care Type Mismatch
Program Identifier, campus not approved for program*
Related items
Administration
Purpose
To:
• Identify whether a specified program applies to this episode.
•
Facilitate health services planning and monitoring.
Principal data users
Multiple internal and external data users.
Collection start
2009-10
Definition source
Department of Health
Code set
source
Department of Health
Section 8 Editing Validation
648 Invalid Program Identifier (change to function only)
651 Program Identifier, campus not approved for program (change
to function only)
Proposals for revisions to the VAED for 1 July 2015
Page 13
Proposal 4 – Amendment to Separation
Referral code set
It is proposed to
Remove codes P Post Acute Care Program services (PAC) and M Referral to
a community rehabilitation centre and replace with new code for Health
Independence Program services.
Proposed by
Continuing Care, Health Services Programs, Department of Health
Implementation date
1 July 2015
Reason for proposal
The data item ‘Separation Referral’ is intended to capture the clinical care and
support services arranged by the hospital to meet the person’s recuperative
needs when discharged to private accommodation or home.
At present, referrals to Post Acute Care (PAC) and Subacute Ambulatory Care
Services (SACS) can be captured through use of codes P and M. It is
proposed to remove/end-date these codes and add a new code for ‘Health
Independence Program services’.
PAC and SACS are now considered as components of the Health
Independence Program (HIP). HIP also encompasses the Hospital Admission
Risk Programs (HARP) and Residential In Reach programs (RIR). The
program objectives of HIP are all aimed at supporting the transition from
hospital to home, including facilitation of early discharge and reducing
readmission rates.
Thus the proposal to replace codes P and M with a new code for HIP is to:
• Support the policy direction in transitioning from providing separate
programs to provision of a consolidated Health Independence Program
• Ensure referrals made to HARP and RIR programs can be captured in
addition to SACS and PAC referrals, as all four components are equally
important in supporting the transition from hospital to home
• Allow VAED episodes that result in a referral to a HIP to be identified for
further analysis of HIP efficacy in supporting the transition from hospital to
home
Details of change
Amendment to Separation Referral code set
• Remove two codes
• Add one new code
Amendments to validations
Proposals for revisions to the VAED for 1 July 2015
Page 14
Section 3 Data definitions
Separation Referral (amended)
Specification
Definition
Clinical care and support services arranged by the hospital to meet the person’s
recuperative needs when discharged to private accommodation or home.
Data type
Field size
Alpha
4
Location
Episode Record
Reported by
Public hospitals.
Private hospitals – Optional. If the private hospital chooses not to report this data,
report spaces in this field.
Reported for
Episodes where the Separation Mode is H Separation to private
residence/accommodation.
For all other Separation Modes, report spaces in this field.
Reported when
A Separation Date is reported in the Episode Record.
Code set
Select up to four options from list. Do not repeat codes. If more than four referrals
have been made, select the first four listed:
Form
Layout
Code
AAAA or spaces
Left justified, trailing spaces.
Code
Descriptor
F
Domiciliary postnatal care, arranged before discharge
E
Domiciliary postnatal care, referral declined
H
Health Independence Program services, arranged before discharge
P
Post Acute Care Program services, arranged before discharge
M
Referral to a community rehabilitation centre arranged before discharge
L
Alcohol and drug treatment service, arranged before discharge
B
Community palliative care support, arranged before discharge
U
Home nursing support, arranged before discharge
C
Mental health community services, arranged before discharge
S
Referral to private psychiatrist, arranged before discharge
D
Psychiatric disability support services, arranged before discharge
G
Referral to general practitioner, arranged before discharge
A
Referral to Aged Care Assessment Service (ACAS), arranged before
discharge
K
Referral to Aboriginal and Torres Strait Islander (ATSI) service, arranged
before discharge
T
Referral to Transition Care home based program, arranged before
discharge
Proposals for revisions to the VAED for 1 July 2015
Page 15
Reporting guide
R
Other clinical care and/or support services, arranged before discharge
X
No referral or support services arranged before discharge
In arranging the referral of a patient to these services, the hospital would expect to
receive confirmation from the referred provider of their preparedness to accept
responsibility for delivering the required services to the patient upon discharge.
Unless a specific service has been arranged, or referral to domiciliary postnatal care
specifically declined, use code X No referral or support services arranged before
discharge.
F
Domiciliary postnatal care, arranged before discharge
Mother discharged, with domiciliary postnatal care arranged before discharge to her
own home or home of relative or friend or other private accommodation*.
Domiciliary care includes that provided by the hospital and by home nursing
services.
Code not for use for the baby’s Separation Mode: unless a specific service (with
another code) has been arranged for the baby, baby’s code would be X No referral
or support services arranged before discharge.
Excludes:
Referral to domiciliary postnatal care offered, but declined by patient (use code E)
E
Domiciliary postnatal care, referral declined
Mother discharged. Mother offered referral to domiciliary postnatal care before
discharge but declined referral. Domiciliary care includes that provided by the
hospital, by home nursing services and by community services.
Code not for use for the baby’s Separation Mode.
H
Health Independence Program services, arranged before discharge
Referral to a health independence program (HIP) arranged before discharge
Includes:
Programs previously known as Post Acute Care, Hospital Admission Risk Program,
Subacute Ambulatory Care Services and Residential In Reach.
P
Post Acute Care Program services, arranged before discharge
Discharge, with provision of Post Acute Care Program services arranged before
discharge to own home or home of relative or friend or other private
accommodation*.
For more information about Post Acute Program Services refer to Victorian health
policy and funding guidelines available at: http://www.health.vic.gov.au/pfg/
M
Referral to a community rehabilitation centre arranged before
discharge
Discharge, with referral to community rehabilitation centre (formerly known as day
hospital) arranged before discharge to own home or home of relative or friend or
other private accommodation*.
Excludes:
Discharge, with referral to alcohol and drug treatment service (use code L).
[No changes to remainder of item]
Proposals for revisions to the VAED for 1 July 2015
Page 16
Section 8 Editing Validation
329 Geri Respite – Invalid Comb (change in function only)
388 Sep Referral - Episode not Separated (change in function only)
389 Invalid Sep Referral (change in function only)
396 Sep Referral, No Refer Plus Other Ref (change in function only)
398 Sep Referral, Duplicates (change in function only)
Proposals for revisions to the VAED for 1 July 2015
Page 17
Proposal 5 – Not proceeding to consultation
Proposal 6 – Amendment to reporting guide for
Duration of Stay in Intensive Care Unit
It is proposed to
Amend reporting guide for Duration of Stay in Intensive Care Unit to include
reporting of HDU activity that occurs within an ICU.
Proposed by
Health Services Programs, Acute Inpatient & Specialist Clinics Program,
Department of Health
Implementation date
1 July 2015
Reason for proposal
Data quality issue – Currently some health services do not report HDU activity
that occurs within an ICU. This change clarifies that HDU activity that is
physically and administratively within an ICU must be included in ICU activity.
Consistency of reporting – this change will make it possible to compare activity
across ICUs in the state.
Details of change
Amendment to reporting guide for Duration of Stay in Intensive Care Unit
Section 2 Concepts and derived items
Intensive Care Unit (amended)
Definition
An intensive care unit (ICU) is a designated ward of a hospital that is specially staffed
and equipped to provide observation, care and treatment to patients with actual or
potential life-threatening illnesses, injuries or complications, from which recovery is
possible.
The ICU provides special expertise and facilities for the support of vital functions and
utilises the skills of medical, nursing and other staff trained and experienced in the
management of these problems.
Guide for use
There are different types of ICU, listed below:
•
Adult intensive care
•
Paediatric intensive care
•
Neonatal intensive care
Beds classified as high dependency unit-type (HDU) within an ICU, administratively
and/or physically, are included.
ICUs do not include Special Care Nurseries, Coronary Care Units, High Dependency
Units, Intensive Nursing Units or Stepdown Units.
All types of ICU must substantially conform to appropriate guidelines of the Australian
Council on Healthcare Standards (ACHS).
Refer to: Section 3: Duration of Stay in ICU and Account Class
Proposals for revisions to the VAED for 1 July 2015
Page 18
3 Data definitions
Duration of Stay in Intensive Care Unit (amended)
Specification
Definition
Total duration of stay (hours) in an approved Intensive Care Unit (ICU) or
Neonatal Intensive Care Unit (NICU), during this episode of care.
Data type
Numeric
Form
Quantitative value
Field size
4
Layout
NNNN or spaces.
Right-justified, zero-filled.
Location
Diagnosis Record
Reported by
Public and private hospitals with an approved ICU/NICU, and hospitals
contracting with a hospital with an approved ICU.
Otherwise, report spaces.
Reported for
Episodes where time is spent in such an ICU/NICU. Otherwise, report spaces.
Reported when
A Separation Date is reported in the Episode Record.
Code set
A valid number in the range 0001 to 9999.
Reporting guide
If patient has more than one period in ICU/NICU during this episode, the total
duration of all such periods is reported.
Duration is reported in hours, rounded up. Only the time in the ICU/NICU is
counted, not time, for example, in an operating theatre.
Where a hospital has a combined ICU/CCU, the duration of stay is reported in
either the ICU field or the CCU field, not both. However, where a patient
receives mechanical ventilation or non-invasive ventilation in a combined
ICU/CCU, report the ICU/CCU hours in the ICU field, not the CCU field.
A patient admitted to an ICU/NICU in Hospital B during a contracted service
episode has the duration of that ICU/NICU stay reported by Hospital B;
Hospital A also reports the hours spent in ICU/NICU in Hospital B in addition to
any hours spent in ICU/NICU at Hospital A.
Where patient is located in an NICU/ICU but does not require the level of care
normally provided in a NICU/ICU (for example, due to a lack of beds elsewhere),
Duration of Stay in ICU must not be reported.
[No change to remainder of item]
Proposals for revisions to the VAED for 1 July 2015
Page 19
Proposal 7 – Restrict reporting of Funding
Arrangement code 8 National Bowel Cancer
Screening Program to designated providers
It is proposed to
Restrict reporting of Funding Arrangement 8 National Bowel Cancer Screening
Program to designated providers
Proposed by
Screening and Cancer Prevention, Department of Health
Implementation date
1 July 2015
Reason for proposal
The Victorian Department of Health is responsible for the implementation of
the National Bowel Cancer Screening Program in Victoria including timely
access to colonoscopies for public patients through the designated provider
model, delivering the PFUF, undertaking research, supporting education and
training for health professionals involved in the screening pathway, and
initiatives to improve community awareness and participation in bowel cancer
screening.
Designated providers have agreed to:
• establish systems to support identification and tracking of NBCSP
participants
• provide services to NBCSP participants within 30 days of referral
• provide high quality patient education & support
• provide data, including histopathology data, to the National Register
(information for submission of forms including electronic forms is available
at http://www.cancerscreening.gov.au )
• participate in initiatives designed to enhance the operation of the NBCSP in
Victoria
Only the 19 designated providers in Victoria need to be able to report Funding
Arrangement 8.
Details of change
•
Amendment to reporting guide for Funding Arrangement
•
Amendment to validation
Funding Arrangement (amended)
Specification
Definition
Identifies the specific funding arrangement, if any, which applies to this episode
of care.
Data type
Alphanumeric
Form
Code
Field size
1
Layout
N or space
Location
Episode Record
Reported by
•
Any Victorian public and private hospital involved in contracted care
arrangements with another hospital (purchasers and providers of contracted
care).
Proposals for revisions to the VAED for 1 July 2015
Page 20
•
Any Victorian public and private hospital involved in hub and spoke
arrangements with another hospital or satellite site.
•
Any Victorian public or private hospital treating a patient identified as a
Coordinated Care Trial patient.
•
Any Victorian public hospital involved in the Rural Patients Initiative program.
•
Any Victorian public hospital involved in the Elective Surgery Access Service
program (ESAS).
•
Any Victorian private hospital involved in the Public/Private Elective Surgery
Initiative (PHESI).
•
Any Victorian public or private hospital involved in the National Bowel
Cancer Screening Program
All other circumstances, report a space in this field.
Reported for
Episodes where an admitted service is provided under contract, hub and spoke,
Coordinated Care Trial arrangements, Rural Patients Initiative, Elective Surgery
Access Service (ESAS) or Private Hospital Elective Surgery Initiative.
Otherwise, report a space in this field.
Reported when
A Separation Date is reported in The Episode Record is reported.
Code set
Code
Reporting guide
Descriptor
1
Contract
2
Hub and spoke
4
Coordinated Care Trial
5
Rural Patients Initiative
6
Elective Surgery Access Service
7
Private Hospital Elective Surgery Initiative
8
National Bowel Cancer Screening Program
1 Contract
Patient receiving contracted hospital care under an agreement between a
purchaser of hospital care (contractor) and a provider of an admitted or
non-admitted service (contracted hospital).
2 Hub and Spoke
Patient receiving a specialist service at another hospital or satellite site (spoke)
under a hub and spoke arrangement. This hospital is the hub hospital. (Any
service provided at a spoke hospital or satellite site is reported by the hub
hospital only.)
4 Coordinated Care Trial
Patient identified as a Coordinated Care Trial patient.
5 Rural Patients Initiative
Admission under the Rural Patients Initiative. Use code 5 only if the public
hospital has been allocated resources through the Rural Patients Initiative.
Private hospitals: Do not use code 5.
6 Elective Surgery Access Service (ESAS)
Admission under the Elective Surgery Access Service (ESAS). Use code 6 only
if the public hospital has been allocated resources through the Elective Surgery
Access Service.
Private hospitals: Do not use code 6.
Proposals for revisions to the VAED for 1 July 2015
Page 21
7 Private Hospital Elective Surgery Initiative
Admission under the Public/Private Elective Surgery Initiative. Use code 7 only if
approved by DH.
Public hospitals: Do not use code 7.
8 National Bowel Cancer Screening Program
Admission under the National Bowel Cancer Screening Program.
All hospitals can use code 8 (both designated and non-designated) for patients
admitted under this program.
Use code 8 only if a designated provider.
Validations
108
Field(s) Missing From Sep*
410
Illegal Comb Fund Arrang & Contract
416
Invalid Fund Arrangement
423
Invalid Comb Funding/Contract/Transfer
424
Not Separated: Fund Arr S/Be Spaces
456
Contract Leave, No Contract
477
Funding Arrangement 5, not approved for Rural Patients Initiative
478
Funding Arrangement 6, not approved for ESAS
491
Incompat Fields for ESAS
492
Incompat Fields for RPI
626
Invalid combination for Funding Arrangement PHESI
635
NBCSP but Age < 50 Years
638
Private Hosp, Public Account Without Contract
###
Funding Arrangement 8, not designated provider
[No change to remainder of item]
Section 8 Editing Validation
108 Field(s) missing from sep (amended)
Effect
REJECTION
Problem
In the E5 Episode Record, one or more of the Separation fields contain data but
one or more mandatory fields are missing.
Remedy
Check Separation Date, Separation Time, Separation Mode, Account Class on
Separation, Accommodation Type on Separation, Mental Health Legal Status,
Carer Availability and Funding Arrangement, amend as appropriate and re-transmit
the E5.
•
If episode has ended separated, complete all Separation fields
•
If episode has not ended not separated, delete data from Separation fields
containing data (by sending these fields filled with blanks).
424 Not Separated: Fund Arr S/Be Spaces (removed)
### Funding Arrangement 8, not NBCSP designated provider (new)
Proposals for revisions to the VAED for 1 July 2015
Page 22
Proposal 8 – Removal of notifiable validations
It is proposed to
Change effect of notifiable validations to warning, rejection or remove
validation
Proposed by
Data Collections, System Intelligence and Analytics, Department of Health
Implementation date
1 July 2015
Reason for proposal
To reduce the burden of data correction for health services and reduce work
load for Data Collections unit. Health services currently receive control reports
produced for each transmission indicating individual records with rejection,
notifiable and warning error messages.
An additional labour intensive process operates for notifiable errors:
• Records are accepted on the PRS2 database and a copy of each
record is saved in a table
• Data Collections run a monthly extract and send spreadsheets listing
uncorrected notifiables to health services
• Health services complete details on the spreadsheet to explain why
data is correct and return completed spreadsheet to Data Collections.
• Health services submit any corrections via PRS2
• Data Collections upload responses to a database and assess the
responses for each record. Responses are accepted (for a reasonable
explanation of why the data is correct), rejected or a request sent for
further information.
• The notifiables table is updated with the accepted response
• Where data has not been corrected or confirmed as correct, the
episodes may be removed from the end of year VAED consolidated
file.
Details of change
• Amendment to introduction of Section 8 VAED
• Amendment to effect of validations
Section 8 Editing Validation
Introduction (amended)
This section contains descriptions and remedies for VAED edits validations.
Rejection, Fatal, Notifiable and Warning Edits
The Control Reports produced with each transmission indicate individual records with rejection, fatal,
notifiable and warning edits validations.
•
The Edit Validation number/s is in the far right column of the report (refer to Section 7: Control
Reports).
•
Control Reports include a list of the short Edit Validation titles (this section provides more detailed
information).
•
Before re-transmitting a record, check all fields related to the field/s that produced the Edit Validation
(refer to Section 3: Data Definitions).
Rejections Edits
An Edit Validation number prefixed by an R signifies a rejection.
Proposals for revisions to the VAED for 1 July 2015
Page 23
•
The PRS/2 database does not retain a record of the transaction.
•
Check the record, correct as required and re-transmit.
•
If there are no rejection edits validations, the record has been accepted on the PRS/2 database.
Fatals Edits
An Edit Validation number prefixed by an F signifies a fatal edit. Fatals edits are those where the
combination of data, including combinations between two different episodes for a patient, is definitely
incorrect.
•
The data combination is accepted to accommodate the PRS/2 logic in the update process.
•
Check records, correct and re-transmit.
Note: Fatal edits validations do not appear routinely on PRS/2 reports; rather the first notification of
these edits errors will be from the department. If these episodes are not corrected they may be removed
from the end of year VAED consolidated file. Public hospitals will receive no funding for removed
episodes.
Notifiable Edits (removed)
Warnings Edits
An Edit Validation number prefixed by a W signifies a warning. Warning edits validations are those where
the data is unusual, but may be correct.
•
The record is accepted by PRS/2.
•
Check the record, correct if appropriate and re-transmit.
X5/Y5 Record Edits Validations
A diagnosis or procedure code that causes a rejection or a warning is marked immediately to the left of
the code:
•
Codes causing a rejection are preceded by * (asterisk)
•
Codes causing a warning or notifiable are preceded by # (hatch)
When PRS/2 checks a Diagnosis Record, it checks all diagnosis and procedure codes unless a
diagnosis code has caused a rejection Edit Validation, in which case it checks other diagnosis codes but
not the procedure codes.
Re-transmitting an E5 Episode Record causes the X5/Y5 Diagnosis Record (if previously accepted) to be
re-edited validated.
Software edits validation
Ideally, the hospital’s in-house software should have edits validation similar to VAED edits validations so
that errors are detected before transmission to the facilities manager. The receipt of Edit Validation may
indicate the transmission of invalid codes or faults in software logic. Contact your software supplier to
initiate changes to your software to prevent these errors occurring.
Proposals for revisions to the VAED for 1 July 2015
Page 24
061 Married – age not within range (removed)
069 Newborn from overseas (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s age at admission is zero days but the Country of Birth
code is not one of those indicating Australia (1100 to 1199).
Remedy
The department acknowledges that for a small number of episodes this combination
of data items is correct.
Check Date of Birth, Country of Birth and Admission Date. Where incorrect, amend
as appropriate and re-transmit the E5
•
Where correct, follow the notifiables edit process outlined at the start of this
section.
This is possible if the baby has been flown in from overseas for emergency
treatment on date of birth, or was born in transit by air or sea from overseas.
080 Sex Indeterminate Age < 90 Days (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Sex is 3 Indeterminate and age is less than 90 days.
Remedy
The department acknowledges that for a small number of episodes this combination
of data items is correct. Check Admission Date, Date of Birth, and Sex.
Where incorrect, amend as appropriate and re-transmit the E5.
•
Where correct, follow the notifiables edit process outlined at the start of this
section.
187 Adm Weight Low (amended)
Effect
NOTIFIABLE Warning
Problem
From the E5 Episode Record, age at admission is calculated as less than 1 year
and the Diagnosis Record (X5) Admission Weight is less than 400 grams.
Remedy
The department acknowledges that for a small number of episodes this combination
of data items is correct. Check Admission Date, Admission Weight, and Date of
Birth.
•
Where incorrect, amend as appropriate and re-transmit the E5 and/or X5.
•
If the patient is not under 1 year, amend the Date of Birth and/or Admission
Date, and delete Admission Weight.
•
Where correct, follow the notifiables edit process outlined at the start of this
section.
Proposals for revisions to the VAED for 1 July 2015
Page 25
222 Unqual Newborn; Adm Date not Birth (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Care Type is U Unqualified newborn and the Account
Class is not NT Newborn (Unqualified, not birth episode) and Birth Date is not the
same as the Admission Date or the day before Admission Date.
Remedy
The department acknowledges that for a small number of episodes this combination
of data items is correct. Check Account Class, Admission Date, Care Type and
Date of Birth.
Where incorrect, amend as appropriate and re-transmit the E5.
• If the patient met one of the criteria for being a Qualified newborn, amend the
Care Type for the episode and Qualification Status in one or more Status
Segments.
• If the patient was transferred to this hospital, does not meet the criteria to be a
Qualified newborn, and requires hospital accommodation, this should be
reported as Account Class NT- Newborn (Unqualified, not birth episode).
Where correct, follow the notifiables edit process outlined at the start of this section.
234 Aboriginal/TS Island but not Aust Born (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Indigenous Status indicates the patient is of Aboriginal or
Torres Strait Islander origin (1, 2 or 3) but the Country of Birth is not one of the
codes indicating Australia (1100 to 1199).
Remedy
The department acknowledges that for a small number of episodes this combination
of data items is correct.
Check Indigenous Status and Country of Birth.
• Where incorrect, amend as appropriate and re-transmit the E5.
•
Where correct, follow the notifiables edit process outlined at the start of this
section.
243 Unqual Newborn but Total Days > 9 (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Qualification Status is U Unqualified Newborn but the
sum of the Patient Days Total in one or more of the Unqualified Status Segments is
more than 9.
Proposals for revisions to the VAED for 1 July 2015
Page 26
Remedy
The department acknowledge that for a small number of episodes this combination
of data items is correct. Check Qualification Status and Patient Days Total in all the
Unqualified Status Segments.
•
Where incorrect, amend as appropriate and re-transmit the E5.
•
Where correct, follow the notifiables edit process outlined at the start of this
section.
If an Unqualified Newborn remains in the hospital when s/he turns 10 days of age
and is not receiving clinical care, s/he should be separated. At this point in time the
newborn becomes a boarder and the episode being reported to VAED is ended.
289 Adm Sc T’fer & Onset = Adm Date (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Care Type is P or 6 and the Admission Source is
T Transfer from acute hospital/extended care/rehabilitation/geriatric centre, but the
S5 Sub-Acute Record’s Onset Date is the same date as the Admission Date in
the E5.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct.
Check Admission Date, Admission Source, Care Type (E5) and Onset Date (with
source hospital if necessary) (S5).
Where incorrect, amend as appropriate and re-transmit the E5 and/or S5.
Where correct, follow the notifiables edit process outlined at the start of this section.
A patient transferred to this hospital to commence an episode of rehabilitation is
expected to have an onset date for that condition before the start of this
rehabilitation episode.
Refer to: Section 4: Business Rules (tabular) Care Type: Designated Rehabilitation
Program (6) and Designated Paediatric Rehabilitation Program/Unit (P).
290 Stat Adm Sc & Onset = Adm Date (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Care Type is P or 6 Rehabilitation and the Admission
Source is S Statistical admission (change in Care Type within this hospital), but the
S5 Sub-Acute Record’s Onset Date is the same date as the Admission Date in the
E5.
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Admission Date, Admission Source, Care Type (E5) and
Onset Date (S5).
Remedy
Where incorrect, amend as appropriate and re-transmit the E5 and/or S5.
Where correct, follow the notifiables edit process outlined at the start of this section.
Where there is a change of Care Type it is expected that the onset date would be
before the start of this rehabilitation episode.
Refer to: Section 4: Business Rules (tabular) Care Type Designated Rehabilitation
Program (6) and Designated Paediatric Rehabilitation Program/Unit (P).
Proposals for revisions to the VAED for 1 July 2015
Page 27
324 Incompat ICU Hrs, A/C Class (amended)
Effect
NOTIFIABLE Warning
Problem
The X5 Diagnosis Record has a Duration of Stay in ICU but the E5 Episode
Record’s Account Class is –N, –5, MR, NT, PI, PJ, PK, PL, PM, PN, PO, PP, PQ,
PR, PS, PT, PU, PV (where ‘–’ represents any valid character), and the Separation
Mode is not T or D.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Account Class, Separation Mode (E5) and Duration of Stay
in ICU (X5).
Where incorrect, amend as appropriate and re-transmit the E5 and/or X5/Y5.
Where correct, follow the notifiables edit process outlined at the start of this section.
325 Incompat MV Hrs, A/C Class (amended)
Effect
NOTIFIABLE Warning
Problem
The X5 Diagnosis Record has a Duration of Mechanical Ventilation but the E5
Episode Record’s Account Class is -N, -5, MR, NT, PI, PJ, PK, PL, PM, PN, PO,
PP, PQ, PR, PS, PT, PU, PV (where ‘-’ represents any valid character), and the
Separation Mode is not T or D.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Account Class, Separation Mode (E5) and Duration of
Mechanical Ventilation (X5).
Where incorrect, amend as appropriate and re-transmit the E5 and/or X5/Y5.
Where correct, follow the notifiables edit process outlined at the start of this section
358 Area Code Restraint Rare diagnosis or procedure code
(amended)
Effect
NOTIFIABLE Warning
Problem
The X5/Y5 Diagnosis Record has Diagnosis or Procedure Code(s) that are rare in
Australia.
[On Library File: column L, AREA, code 2]
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Diagnosis and Procedure Code(s).
Where incorrect, amend as appropriate and re-transmit the X5/Y5.
Where correct, follow the notifiables edit process outlined at the start of this section.
Proposals for revisions to the VAED for 1 July 2015
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403 Qual Newborn W/Out Justificat (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record has at least one Qualification Status of N Qualified
newborn but the only Diagnosis Code is Z38.0, Z38.1 or Z38.2 Single liveborn
infant.
Check coding, confirm newborn meets criteria for Qualification Status N Qualified
newborn.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Qualification Status (E5) and Diagnosis Codes (X5/Y5).
Where incorrect, amend as appropriate and re-transmit the E5 and/or X5/Y5.
Where correct, follow the notifiables edit process outlined at the start of this section.
There are problems, particularly with interstate payments, if newborns are
incorrectly classified as Qualified or are inadequately coded.
406 Rehab Care Type W/Out Rehab PDx (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Care Type is P or 6 Rehabilitation but the Principal
Diagnosis Code is not Z50.- Care involving use of rehabilitation procedures.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Care Type (E5) and Principal Diagnosis Code (X5).
Where incorrect, amend as appropriate and re-transmit the E5 and/or X5.
If this is not a Rehabilitation episode, amend the Care Type.
If this is a Rehabilitation episode, check Principal Diagnosis code for a
miss-code or miss-punch, or for a sequencing error; the Principal Diagnosis
Code for a Rehabilitation episode should be Z50.-.
Where correct, follow the notifiables edit process outlined at the start of this section.
431 Newborn but not Newborn Accom (removed)
445 Dt of Accid Incompat W TAC Claim Nbr – Notifiable (amended)
Effect
NOTIFIABLE Warning
Problem
The V5 DVA and TAC Record’s Date of Accident is incompatible with the financial
year of acceptance of the TAC Claim (first two characters of TAC Claim Number):
the Date of Accident is more than 20 years before the Claim date (excluding the
default claim date of 01/01/1901).
Proposals for revisions to the VAED for 1 July 2015
Page 29
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Date of Accident and TAC Claim Number.
Where incorrect, amend as appropriate and re-transmit the E5 and V5
Where correct, follow the notifiables edit process outlined at the start of this section.
The Transport Accident Act 1986 normally limits claims to accidents that occurred
not more than 3 years earlier (or until a minor attains the age of 18 years).
Some patients may have had more than one accident and therefore can have more
than one TAC Claim Number. Make sure this is the correct TAC Claim Number for
this episode.
If TAC confirms that it has accepted a claim for an accident that occurred more than
20 years before the claim, please contact the HDSS Help Desk.
448 ICU Stay but Care Type not Acute (amended)
Effect
NOTIFIABLE Warning
Problem
The X5 Diagnosis Record has a Duration of Stay in ICU but the Care Type is not
4 Other care (Acute) including Qualified newborn or 10 Posthumous Organ
Procurement.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Care Type (E5) and Duration of Stay in ICU (X5).
Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
•
•
•
•
If the ICU hours were for short periods not extending across midnight, and the
patient continued care under the same Care Type, the record is correct.
If the ICU hours were longer periods (extending across midnight), the original
episode should be statistically separated and a new (Acute) episode started,
except if this is a Posthumous Organ Procurement episode (no statistical
separations).
If the Care Type for the whole episode is incorrect, amend this.
If the patient was not in ICU, delete the Duration of Stay in ICU.
465 Adm Duration < 15 Mins (amended)
Effect
NOTIFIABLE REJECTION
Problem
The E5 Episode Record’s Separation Date and Time is calculated to be less than
15 minutes after the E5 Episode Record’s Admission Date and Time, excluding
episodes with Separation Mode D Death, Z Left against medical advice or
T Separation and transfer to other acute hospital/extended
care/rehabilitation/geriatric centre.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Admission Date, Admission Time, Separation Date and
Separation Time.
Where incorrect, Amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
Proposals for revisions to the VAED for 1 July 2015
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467 Adm Wt <1000g, LOS <28 Days, Sep Mode ≠ T or D (amended)
Effect
NOTIFIABLE Warning
Problem
The X5 Diagnosis Record’s Admission Weight is < 1000g, the calculated Length of
Stay is < 28 days, and the Episode Record’s Separation Mode is not T Separation
and Transfer to other acute hospital/extended care/rehabilitation/geriatric centre or
D Death.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Admission Weight (X5), Admission Date (E5), Separation
Date (E5) and Separation Mode (E5).
Where incorrect, amend as appropriate and re-transmit the E5 and/or X5/Y5
Where correct, follow the notifiables edit process outlined at the start of this section.
It is unlikely that an episode with an admission weight of < 1000g would be
discharged in less than 28 days, unless the patient was transferred to another
hospital or died.
468 Not NHT, LOS > 365 Days (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Care Type is not 1 NHT/Non-Acute or 5T Approved
Mental Health Service or Psychogeriatric Program, Mental Health Nursing Home
Type, or 5E Mental Health Secure Extended Care Unit (SECU), and the calculated
Length of Stay is > 365 days.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Admission Date, Care Type and Separation Date.
Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
480 Incompat Adm Source/Age <15 (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s age at admission is less than 15, but the Admission
Source is A Transfer from mental health residential facility.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Admission Date, Admission Source and Date of Birth.
Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
Proposals for revisions to the VAED for 1 July 2015
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493 Incompat Sep Mode/Age <15 (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s age at admission is less than 15, but the Separation
Mode is A Separation and transfer to mental health residential facility.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Admission Date, Date of Birth and Separation Mode.
Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
513 Indigenous Status/Preferred Language Mismatch (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Indigenous Status is 1, 2 or 3 Indigenous but Preferred
Language is not 8xxx Australian Indigenous Languages, 1201 English, 9601
Invented Languages or 97xx Sign Languages.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Indigenous Status and Preferred Language.
Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
532 Account Class MA: not 4, 5E, 5K, 5G, or U (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record has an Account Class of MA Reciprocal Health Care
Agreement and the Care Type is not 4, 5E, 5K, 5G, 5S, 5A or U.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Account Class and Care Type.
Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
542 MH Acute Adult Care Type but Age < 14 Years (removed)
543 MH Acute Adult Care Type but Age > 65 Years (removed)
544 MH APMHS Care Type but Age < 55 Years (removed)
545 MH CAMHS Care Type but Age < 5 Years (removed)
546 MH CAMHS Care Type but Age > 19 Years (removed)
547 MH SECU Care Type but Age < 14 Years (removed)
548 MH Specialist Acute Care Type but Age < 14 Years (removed)
Proposals for revisions to the VAED for 1 July 2015
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554 Date of Accident > Adm Date (amended)
Effect
NOTIFIABLE REJECTION
Problem
This V5 DVA and TAC Record has a TAC Account Class (T-) but the Date of
Accident is later than the Admission Date.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Admission Date and Date of Accident.
Where incorrect, Amend as appropriate and re-transmit the E5 and V5
Where correct, follow the notifiables edit process outlined at the start of this section.
555 Date of Accident < Date of Birth (amended)
Effect
NOTIFIABLE Warning
Problem
This V5 DVA and TAC Record has a TAC Account Class (T-) but the Date of
Accident is prior to the Date of Birth.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Admission Date and Date of Birth.
Where incorrect, amend as appropriate and re-transmit the E5 and V5
Where correct, follow the notifiables edit process outlined at the start of this section.
556 Given Name Unusual Length (removed)
557 Surname Unusual Length (removed)
573 Postcode Overseas, Account Public (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Postcode is 8888 Overseas and the Account Class is
MP Public: Eligible.
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Account Class and Postcode.
Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
574 Postcode Overseas, Locality RHCA, Acct not RHCA (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Postcode is 8888 Overseas and the Locality is a country
with a Reciprocal Health Care Agreement, however the Account Class is not
MA Reciprocal Health Care Agreement.
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Account Class, Locality and Postcode.
Where incorrect, amend as appropriate and re-transmit the E5.
Remedy
Where correct, follow the notifiables edit process outlined at the start of this section.
Proposals for revisions to the VAED for 1 July 2015
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582 CCU Duration High (amended)
Effect
NOTIFIABLE Warning
Problem
The X5/Y5 Diagnosis Record’s Duration of Stay in Cardiac/Coronary Care Unit is
greater than 300 hours (12.5 days).
Remedy
DH acknowledges that for a small number of episodes this data item is correct.
Check Duration of Stay in Cardiac/Coronary Care Unit. If this is incorrect, amend as
appropriate and re-transmit the E5. Alternatively, contact the HDSS Helpdesk to
confirm that information is correct. Where the data has not been corrected or
confirmed DH will periodically notify each hospital and ask them to do so.
583 NIV Duration High (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s age at admission is 28 days and over, but the X5/Y5
Diagnosis Record’s Duration of Non-invasive Ventilation (NIV) is greater than
300 hours (12.5 days).
Remedy
DH acknowledges that for a small number of episodes this combination of data
items is correct. Check Admission Date, Date of Birth and Duration of Non-invasive
Ventilation (NIV) in ICU.
Where incorrect, amend as appropriate and re-transmit the E5 and/or X5.
Where correct, follow the notifiables edit process outlined at the start of this section.
585 Sex Code Intersex (amended)
Effect
NOTIFIABLE Warning
Problem
The E5 Episode Record’s Sex is 4 Intersex.
Remedy
DH acknowledges that for a small number of episodes this data item is correct.
Check Sex. Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
595 Neoplasm Code Missing
Effect
NOTIFIABLE REJECTION
Problem
The X5/Y5 Diagnosis Record has a Diagnosis Code indicating a morphology [on
Library File: Morphology worksheet, column N, ADD, code 4] but a diagnosis code
indicating a neoplasm [on Library File: Diagnosis worksheet, column N, ADD, codes
3 and 5] or another Morphology Code does not immediately precede the
Morphology code.
Remedy
DH acknowledges that for a small number of episodes the diagnosis code is
correct. Check Diagnosis Code and sequencing of morphology code.
Where incorrect, amend as appropriate and re-transmit the X5/Y5.
Where correct, follow the notifiables edit process outlined at the start of this section.
Proposals for revisions to the VAED for 1 July 2015
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633 Delivery Episode, Adm Type not M (amended)
Effect
NOTIFIABLE Warning
Problem
The episode Record has a DRG that indicates a delivery episode (O01A, O01B, ,
O02A, O02B, or O60Z), but the Admission Type is not M Maternity.
Remedy
DH acknowledges that for a small number of episodes this data item is correct.
Check Admission Type, noting that the list of codes is a hierarchy and the first
applicable code in the list should be allocated.
Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
642 Unqual Newborn but Sep Mode D (amended)
Effect
NOTIFIABLE Warning
Problem
The Qualification Status in the last status segment is U Unqualified but the baby
has a Separation Mode D Death.
Remedy
DH acknowledges that for a small number of episodes this data item is correct.
Check Qualification Status and Separation Mode.
Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
643 Maternity episode but Sep Mode D (amended)
Effect
NOTIFIABLE Warning
Problem
The episode and diagnosis records have the following conditions:
Sex = 2 Female, AND
Age >= 10 yrs, AND
Age < 54 yrs, AND
Separation Mode = D, AND
One of the following diagnosis codes has been reported: F53*, A34, Z37*, Z34*,
Z35*, Z39*, M830*, E230*, O00-O999.
Remedy
DH acknowledges that for a small number of episodes this data combination is
correct. Check Sex, Date of Birth, Separation Mode and diagnosis codes.
Where incorrect, amend as appropriate and re-transmit the E5 and/or X5.
Where correct, follow the notifiables edit process outlined at the start of this section.
Proposals for revisions to the VAED for 1 July 2015
Page 35
654 Mother’s UR does not exist in PRS2 database (amended)
Effect
NOTIFIABLE Warning (E5)
Problem
The E5 Episode Record has a Mother’s UR which has not been reported for this
campus.
This error may trigger when the mother was separated in a previous financial year.
Remedy
Check the E5 Episode Record Mother’s UR Number, and Admission Source.
Where incorrect, amend as appropriate and re-transmit the E5.
Where correct, follow the notifiables edit process outlined at the start of this section.
660 Care Type ≠ 5x, LOS Same Day, Procedure Code 93341-xx,
MHSWPI mismatch (amended)
Effect
REJECTION (X/Y5 NEW/UPD, AND E5 UPD)
Problem
The Care Type in the E5 Episode Record is not equal to 5x, but either:
Remedy
•
The X/Y5 Diagnosis Record contains an ACHI code in the range 93341-xx, and
the patient is Same Day (Admission Date and Separation Date are the same)
but the E5 Episode Record does not contain a Mental Health Statewide Patient
Identifier; OR
•
The E5 Episode Record contains a Mental Health Statewide Patient Identifier
but the X/Y5 Episode Record does not contain an ACHI code in the range
93341-xx, and the patient is Same Day (Admission Date and Separation Date
are the same).
Check Admission and Separation Date, Care Type, and Mental Health Statewide
Patient Identifier and ACHI procedure codes, amend as appropriate and re-transmit
the E/X/Y5.
661 Care Type ≠ 5x, Procedure Code 93341-xx, LOS ≠ Same Day
MHSWPI mismatch (removed)
Proposals for revisions to the VAED for 1 July 2015
Page 36
Proposal 9 – Addition of Year of Arrival
It is proposed to
Capture year of arrival in Australia for overseas born patients
Proposed by
Diversity Policy and Projects, Mental Health, Wellbeing and Ageing,
Department of Health
Implementation date
1 July 2015
Reason for proposal
Australia is a diverse nation, with a significant immigrant population. Over 5.5
million people are overseas born and over 800,000 people of refugee
background have arrived since the second-world war. Around 4% of the
population has low English proficiency. Victoria is the most diverse of all the
jurisdictions, 26.2% of Victorians were born overseas (74.5% of this number
from non English-speaking countries), and 23.1% of Victorians speak a
language other than English at home
(http://www.multicultural.vic.gov.au/population-and-migration/victoriasdiversity/2011-census-a-snapshot-of-our-diversity). In addition, Victoria
receives the greatest numbers of refugee entrants and asylum seekers, with
around 4,000 refugee entrants annually under the offshore program and
approximately 10,000 asylum seekers currently living in Victoria.
Despite Victoria’s diversity, there is limited ability to monitor, plan, and
evaluate health service use over time by migrant communities, in the absence
of a measure of when people arrived in Australia in existing administrative
datasets. We propose adding ‘year of arrival’ to existing datasets to address
this deficiency.
The combination of “Year of Arrival”, together with the existing parameters
“Country of Birth”, “Preferred Language” and “Interpreter Required” will allow
more robust analysis of health service usage and facilitate population based
planning in Victoria. The combination will also help identify:
• patients who are recent arrivals in Australia
• patients with limited English language proficiency - which may be
associated with limited health and service literacy
• patients of refugee-background and asylum seeker populations (see
further discussion below).
This information will:
• support clinical decision-making
• enable monitoring of health service use and service utilisation across
migrant population cohorts over time (including language services) at a
service and departmental levels
• provide more cost effective data collection in relation to burden of disease
across migrant population cohorts to inform service design and delivery
• enable tracking of long-term health outcomes across different migrant
population cohorts
• inform targeted service development in response to any identified high risk
population cohorts, for example, lack of access to particular services, need
for health education, focus on access to earlier intervention programs to
minimise higher cost interventions.
The combination of country of birth, preferred language, interpreter required
and year of arrival can also be used as a proxy for identifying people from
refugee backgrounds.
The proposed additional data element ‘year of arrival’ will support the
Department’s:
• priority actions outlined in the new Victorian Refugee and Asylum
Seeker Health Action Plan 2014-2018
Proposals for revisions to the VAED for 1 July 2015
Page 37
• implementation of recommendations outlined in the 2014 Victorian
Auditor General’s Office (VAGO) report on Access to Services by
Migrants, Refugees and Asylum seekers for Department of Health,
and Victorian Government more generally, The VAGO report
includes specific actions for the Department to develop better data
collection, reporting and evaluation mechanisms
• ongoing national work to improve identification of refugees and asylum
seekers in State, Territory and Commonwealth health datasets to
monitor health service usage and costs for this population cohort and
improve Commonwealth funding arrangements for this population
cohort
• ability to evaluate State funded refugee and asylum seeker health
programs.
Furthermore, limited English proficiency is not currently included in relative
State disability assessments by the Commonwealth Grants Commission
(unlike Indigenous disadvantage or remoteness) or cost adjustments for
activity based funding, which are currently being reviewed by the Independent
Hospital Pricing Authority (IHPA). Victoria has the largest population of people
with limited English proficiency in Australia, which has significant impacts on
the state hospital and health systems. This proposal will enable the
Department to gather evidence to support future submissions to the
Commonwealth Grants Commission and the IHPA detailing the increased
hospital demand and financial pressure resulting from providing services to
recent arrived migrants, refugees and asylum seekers.
• New data item
• New record type
• New validation
Details of change
Section 3 Data definitions
Year of Arrival (new)
Specification
Definition
The year in which an overseas born patient first arrived in Australia to live for
one year or more
Field size
4
Location
J Record
Reported by
Public hospitals
Reported for
All admitted episodes of care where Country of Birth is not Australia
Reported when
The J Record is reported.
Code set
A valid year
Layout
YYYY or spaces
Other code
8888
Reporting guide
Year of arrival not known
If Country of Birth is not Australia, ask the patient:
What year did you first arrive in Australia? (if any difficulty – add ‘to live here for
one year or more’)
Proposals for revisions to the VAED for 1 July 2015
Page 38
Year (YYYY) can only be 19xx or 20xx
8888
Year of arrival not known
Includes:
• Patients who are not able to respond to this question at any time during
their hospital stay due to their medical condition.
•
Patients who do not know their Year of Arrival
Validations
TBA
Related items
Section 3: Country of Birth and Preferred Language.
Administration
Purpose
To monitor health service use and health outcomes of migrant population
cohorts to inform service design and delivery.
Principal data users
Department of Health
Collection start
2015-16
Definition source
Department of Health
Proposals for revisions to the VAED for 1 July 2015
Page 39
Proposal 10 – Addition of Trial Protocol
Number for patients involved in clinical trials
It is proposed to
Collect the Trial Protocol Number for patients involved in clinical trials
Proposed by
Integrated Care Unit, Coordinating Office for Clinical Trial Research,
Department of Health
Implementation date
1 July 2015
Reason for proposal
Lack of data to identify clinical trial activity
Background: In 2009 the Coordinating Office was established in the
Department of Health to streamline regulatory approval for clinical trials to
retain and grow clinical trials in Victoria. Clinical trials make available new
treatments to Victorian patients sooner (before regulatory registration with
TGA) and provide better health outcomes. The majority of clinical trials are
commercially sponsored and treatment cost is borne by the sponsor
organisation (e.g. pharmaceutical and device industries). The commercial
clinical trial industry contributes about $1b to the Australian economy per year
and Victoria’s share is 30% (source TGA). Health benefits and economic
importance of the clinical trials industry in Victoria is substantial. The Standing
Council on Health (and AHMAC) supported clinical trial reform and a
streamlined regulatory initiative for multi-site clinical trials at a national level
and this was for implementation in 2013.
Importance of clinical trial data and metrics: Until recently (past 4 years)
there was no consolidated clinical trial data available in Victoria and nationally.
The Coordinating Office streamlined system operates with an integrated
information management platform (derived for that in NHS, UK). Now available
for the first time are the following: clinical trial number and data incorporating
features of trials; breakdown of medical conditions treated in clinical trials;
estimated patient number for participation in trials; estimated cost saved at
public health services for patients treated on clinical trials; timeliness for the
regulatory approval for trial start up; a database of identified sponsors and
investigators conducting clinical trials. Global competitiveness is a major threat
to local clinical trial activity and has eroded market share. For this reason the
streamlined system for clinical trial reform in Victoria was implemented
(Victorian Innovation Statement, 2008 funded). The streamlined system has
addressed timeliness for regulatory approval but aspects such as meeting
recruitment targets of patients for trials is recognised as a major limitation to
competitiveness and retention of trials locally. A recent KPMG consultation
demonstrated the paucity of the data for clinical trials and emphasised the
need for reform in this area.
Additional data requirements: Current limitations in the data collected by the
Coordinating Office:
• Patient number recruited and treated in clinical trials is not available
currently.
VAED - ‘clinical trial’ (Code Z00.6) derived. Use: get trial patient number
reported.
VAED – addition of ‘Trial Protocol Number’ code and derive. Use: get number
of patients recruited in to a particular trial (identified by Protocol Number)
Total patient number in trials will be a summation of VAED, VEMD and VINAH.
Details of change
New data item
New record type
Proposals for revisions to the VAED for 1 July 2015
Page 40
Section 3 Data definitions
Trial Protocol Number (new)
Specification
Definition
Trial protocol number for a clinical trial
Field size
TBA
Location
J Record
Reported by
Public hospitals
Reported for
Episodes where it is identified that the patient is involved in a clinical trial
Reported when
The J record is reported.
Code set
TBA
Reporting guide
It is industry practice to have an ‘alert’ sticker on the medical record indicating
the patient is on a clinical trial. This facilitates identification of relevant files. This
obvious identification sticker may not be present in all instances.
Layout
TBA
Validations
Related items
Administration
Purpose
To identify clinical trial activity in Victorian hospitals
Principal data users
Department of Health
Collection start
2014
Definition source
Department of Health
Proposals for revisions to the VAED for 1 July 2015
Code set
source
Not known
Page 41
Proposal 11 – Amendment to reporting guide
for Leave
It is proposed to
Amend reporting guide for leave so that; when a patient is transferred between
campuses, report as a transfer even when it is intended that the patient will
return to the first campus.
Proposed by
Data Collections, System Intelligence and Analytics, Department of Health
Implementation date
1 July 2015
Reason for proposal
Multi campus health services with shared PMI are unable to comply with
current VAED business rules regarding leave. They cannot record a patient
with concurrent episodes at two campuses within a single health service.
Health services have reported problems with having two drug charts open for
long term rehab patient ‘on leave’ from subacute campus while receiving care
at acute campus . Confusion between two open drug charts could have
serious consequences for patient safety and care.
• Amendment to reporting guide for Leave
• Amendment to reporting guide for Transfer Reporting
Details of change
Section 4 Business rules
Leave (amended)
Guide for use
Contract Leave
Contract leave days are reported only by the contracting (purchasing) hospital, are
treated as patient days and included in the length of stay at that hospital. There is
no limit to the duration of contract leave. If contract leave is same day, no leave
day is counted.
Patients commencing a period of contract leave are not separated.
Leave With Permission
No patient day charges are raised, nor patient days counted, while the patient is
on leave with permission.
Examples where leave should be recorded are:
•
Patient presents to hospital for induction of labour, sent home, to return when
in established labour. Patient returns the next morning. Patient should only
have one episode for this period. If the induction meets Criteria for Admission,
the patient should be placed on leave whilst at home, as she is expected to
return within seven days for continuing care.
•
Rehabilitation patient leaves on the 24 December to return the 26 December,
so that they can spend Christmas in the care of their family.
•
Where a Hospital in the Home patient does not receive any admitted type
services on a particular date, this day should be recorded as a leave with
permission day.
•
An overnight or multi-day patient transferred to another campus but intending
to return to this campus within seven days to continue the current treatment
Proposals for revisions to the VAED for 1 July 2015
Page 42
should be placed on leave for the duration of stay at the other campus.
Examples where leave should not be recorded:
•
Patient presents to hospital believing they are in early labour, diagnosed as in
false labour and sent home after 2 hours, to return when in labour. This
presentation should not be reported on the VAED as this does not meet any
Criterion for Admission, and therefore it follows that the patient cannot be
placed on leave.
•
A same-day patient intending to return to this campus within seven days for a
further same-day episode (for example same-day dialysis, chemotherapy)
•
Patient is transferred to another campus for treatment whether or not there is
an intention to return to this campus
Note
Unless the patient is on contract or normal leave, An overnight or multi-day stay
patient in one hospital campus cannot concurrently be a patient in another
hospital campus. Such a patient must be separated from one hospital campus
and admitted to the other hospital campus on each occasion of transfer.
Failure to return from leave within seven days
A patient failing to return from leave within seven days:
•
Should be formally separated, effective from the date of leaving the hospital
If the patient later returns to the hospital:
•
A new episode is started
Absence starting and ending on the same date
A period of absence starting and ending on the same date is not counted as leave
with permission but the patient must be recorded as absent in his/her medical
record. The patient may be recorded as absent in the hospital’s computer system;
however, the system must not report a day’s leave to PRS/2 nor deduct a patient
day in other reporting.
Newborns
Newborns are only permitted to go on leave with permission during a period of
accommodation in HITH.
Without Permission
As it is still the intention of the medical practitioner that the patient return within
seven days to continue the current treatment; follow leave with permission
guidelines and reporting.
Refer to:
Section 2: Length of Stay, Overnight or Multi-Day Stay Patient, Patient Day, and
Separation.
Section 3: Leave with Permission Days Financial Year-To-Date, Leave with
Permission Days Month-To-Date, and Leave with Permission Days Total.
Proposals for revisions to the VAED for 1 July 2015
Page 43
Transfer Reporting (amended)
Guide for use
Reporting requirements are listed below:
Transfer between hospitals
Unless the patient is on contract or normal leave, An overnight or multi-day stay
patient in one hospital campus cannot concurrently be a patient in another hospital
campus. Such a patient must be separated from one hospital campus and admitted to
the other hospital campus on each occasion of transfer when the patient remains at
the second campus overnight or longer.
•
Multi-day patient at first campus is transferred to a second campus for treatment
in ICU and remains there overnight or longer. The patient is separated from the
first campus.
•
Multi-day patient at first campus attends second campus for treatment and returns
on the same day to continue their current treatment. The same-day attendance at
the second campus should be recorded on the patient’s record only. The patient
is not separated from the first campus.
A patient transferred to another campus but intending to return to this campus should
be placed on leave for the duration of stay at the other campus. If the patient attends
the other campus as a day-only admission, the leave should be recorded on the
patient’s record but should not be reported to the VAED.
Hospitals transferring admitted patients to a second hospital
Separation Mode: T Separation and transfer to other acute hospital/extended
care/rehabilitation/geriatric centre
Transfer Destination: Report appropriate hospital campus code.
Hospitals receiving patients from another hospital
Admission Source: T Transfer from acute hospital/extended
care/rehabilitation/geriatric centre
Transfer Source: Report appropriate hospital campus code.
Refer to:
Section 2: Campus, Criteria for Admission, and Hospital.
Section 3: Admission Source, Separation Mode, Transfer Destination, Transfer
Source.
Proposals for revisions to the VAED for 1 July 2015
Page 44
Proposal 12 – Removal of Contract/Spoke
Identifier codes for lithotripsy services
It is proposed to
Remove lithotripsy codes from Contract/Spoke Identifier code set
Proposed by
Data Collections, System Intelligence and Analytics, Department of Health
Implementation date
1 July 2015
Reason for proposal
These codes have not been required since 2009. The information below was
published in HDSS Bulletin 147 in 2009; however removal of the codes from
the VAED manual was overlooked.
147.9 VAED reporting of patients undergoing extracorporeal shock wave
lithotripsy
St Vincent’s hospital provides all extracorporeal shock wave lithotripsy (ESWL)
services in Victoria for public hospital patients. ESWL may be provided at St
Vincent’s Hospital or at another Health Service by the St Vincent’s mobile
service.
VAED reporting of ESWL services provided by the mobile unit is inconsistent
between health services and this can have a resultant impact on the funding
received by the health service for multi-day stay patients.
To ensure consistent reporting and receipt of appropriate funding, from 1 July
2009 public health services should not report ESWL episodes as a Hub and
Spoke arrangement or a contracted episode. ESWL episodes should be
reported as though the entire episode of care was provided at the location of
the care, by that health service. For example if the lithotripsy was performed
at Ballarat Health Services, Ballarat Health Services reports the complete
episode of care including the lithotripsy procedure code with no contract or
hub and spoke details.
The cost weight for same day ESWL has been set at zero, as a contract exists
between DHS and St Vincent’s to fund these services. The multi-day weight
for ESWL cases excludes the cost of the actual lithotripsy procedure and is
calculated to cover the other associated costs for the episode.
Details of change
• Amendment to Contract/Spoke Identifier code set
• Amendment to business rules for Contracted Care
• Amendments to validations
Proposals for revisions to the VAED for 1 July 2015
Page 45
Section 3 Data definitions
Contract/Spoke Identifier (amended)
Specification
Definition
This field identifies:
•
The public or private hospital or day procedure centre involved in contracted
care arrangements with this hospital (as purchaser or provider of contracted
care).
•
The Spoke hospital in a Hub and Spoke arrangement for this episode (the
Spoke hospital does not report the episode unless it is a multi-day stay).
•
The exact nature of the contract involving an external purchaser.
Data type
Numeric
Form
Code
Field size
4
Layout
NNNN or spaces.
Location
Episode Record
Reported by
Victorian public and private hospitals involved in contracted care arrangements
with other hospitals (purchases and providers of contracted care).
All other sites, report a space in this field.
Reported for
This item is mandatory if Funding Arrangement is:
1 Contract or
2 Hub/Spoke
Otherwise, report a space in this field.
Reported when
This field can be reported during the patient’s stay and must be present when
the Separation Date is reported in the Episode Record.
Code set
Where Funding Arrangement is 1 Contract, report the relevant Hospital Campus
Code (refer to Hospital Code Table available at
http://www.health.vic.gov.au/hdss/reffiles/index.htm), which identifies the other
party to the contracted service arrangement, with the following exception:
When
• Funding Arrangement 1 Contract and
•
Contract Type 1 Contract Type B,
Report the code from the list below that identifies the external
purchaser/program relevant to the episode of care.
Where the Funding Arrangement is 2 Hub/Spoke, report the relevant
Contract/Spoke Identifier or Campus Code from the list below.
Code
Descriptor
0010
0011
0012
0030
0100
0200
0300
0311
Melbourne Health Same Day ECT – Northern
Melbourne Health Same Day ECT - Sunshine
Melbourne Health Same Day ECT - Broadmeadows
Other Funding Source
Australian Health Care Agreement (AHCA) - Elective Surgery
Department of Health: HIV AIDS
Department of Veterans’ Affairs: Veterans’ Cardiac Agreement
Brunswick Dialysis Unit
Proposals for revisions to the VAED for 1 July 2015
Page 46
0312
0313
0314
0315
0316
0317
0318
0321
0331
0332
0333
0334
0351
0352
0353
0361
0362
0399
0400
0500
0600
0700
0710
0800
0900
0910
0920
0930
0940
0950
0960
0970
0980
0990
Coburg Dialysis Unit
Broadmeadows Dialysis Unit
Williamstown Dialysis Unit
Sunshine Hospital Dialysis Unit
Northern Hospital Dialysis Unit
Craigieburn Health Service
St George’s Dialysis
Caulfield General Medical Centre Dialysis Unit
Austin Training Satellite Dialysis Unit
Heidelberg Repatriation Hospital Dialysis Unit
North East Kidney Service
Epping Dialysis Unit
Newcomb Dialysis Unit
Rotary House Dialysis Unit
South Geelong Renal Unit
Maroondah Hospital Dialysis Unit
Spring Street Dialysis Unit
Big Red Kidney Bus
Individual contracts with international patients
Transport Accident Commission: Alfred Road Trauma Unit
Department of Health: Rural & Remote Health Agency Program
Department of Health: Bowen Centre - ARMC
Department of Health: Interim Payment
Victorian Maintenance Dialysis Program
St Jude Pacemaker Replacement Program
St Vincent’s Lithotripsy Service - Bendigo Hospital
St Vincent’s Lithotripsy Service - MMC Clayton
St Vincent’s Lithotripsy Service - RCH
St Vincent’s Lithotripsy Service - MMC Moorabbin
St Vincent’s Lithotripsy Service - West Gippsland Healthcare Group
St Vincent’s Lithotripsy Service - Ballarat Hospital
St Vincent’s Lithotripsy Service - Geelong Hospital
St Vincent’s Lithotripsy Service - Frankston Hospital
St Vincent’s Lithotripsy Service - Goulburn Valley Health
[Reminder of this item unchanged]
Section 8 Editing Validations
410 Illegal Comb Fund Arrange & Contract (change to function only)
419 Invalid Contract/Spoke Identifier (change to function only)
Proposals for revisions to the VAED for 1 July 2015
Page 47
Proposal 13 – Removal of Account Class for
geriatric respite care
It is proposed to
Remove Account Class MR Geriatric respite care and remove edit 329
Geriatric Respite – Invalid combination
Proposed by
Data Collections, System Intelligence and Analytics, Department of Health
Implementation date
1 July 2015
Reason for proposal
Account Class MR Geriatric respite care is no longer required. Health services
now provide either Care Type 9 Geriatric Evaluation and Management or MC
Maintenance Care
VAED business rules direct use of either Z75.5 Holiday relief care or Z74.2
Need for assistance at home and no other household member able to render
care as principal diagnosis however the second code triggers edit 355 Invalid
principal diagnosis - warning
Details of change
• Amendment to Account Class code set
• Removal of guide for us and table from Business rules
• Removal of validation
Section 2 Concepts and derived items
Geriatric Respite (removed)
Section 3 Data definitions
Account Class (amended)
Section 4 Business rules
Geriatric Respite (removed)
Account Class: Geriatric Respite (removed)
Section 8 Editing Validation
329 Geri Respite – Invalid Comb (removed)
Proposals for revisions to the VAED for 1 July 2015
Page 48
Proposal 14 – Amendment to validation 590
Diag Code Prefix M, not Morph
It is proposed to
Amend validation 590 Diagnosis Code prefix M Morphology, not Morphology
code to also check for a Morphology code which is not prefixed M
Proposed by
Data Collections, System Intelligence and Analytics, Department of Health
Implementation date
1 July 2015
Reason for proposal
Morphology codes must have M prefix.
Current validations do not prevent reporting of a morphology code with an
incorrect prefix.
Details of change
Amendment to validation
Section 8 Editing Validation
590 Diag Prefix M/, not Morph Code mismatch (amended)
Effect
REJECTION
Problem
The X5/Y5 Diagnosis Record has either:
•
a Diagnosis Code prefixed with an M Morphology, but the Diagnosis Code is
not a Morphology Code or
•
a Morphology code which is not prefixed with an M Morphology.
[On Library File: Morphology worksheet, column N, ADD, code 4]
Remedy
Check Diagnosis and Prefix codes, amend as appropriate and re-transmit the
X5/Y5.
Proposals for revisions to the VAED for 1 July 2015
Page 49
Proposal 15 – Addition of free text field Clinical
Group
It is proposed to
Add a free text data item for health services to record either a
clinical/discharging unit, doctor code or any other clinical group.
Proposed by
Business Intelligence, System Intelligence & Analytics, Department of Health
Implementation date
1 July 2015
Reason for proposal
Inclusion of the proposed item in the VAED will allow health services to
undertake analysis of mortality, readmissions and length of stay performance
indicators at the sub-hospital level using the Dr Foster benchmarking tool.
Details of change
•
New data item
•
New record type required
Section 3 Data definitions
Clinical group (new)
Specification
Definition
A free text field that hospitals can use to record a clinical or discharge unit or
clinician to allow sub-hospital analysis of Dr Foster performance indicators.
Field size
12
Location
J Record
Reported by
Public hospitals
Reported for
All admitted episodes of care (optional)
Reported when
The J Record is reported
Code set
Free text field
Reporting guide
None
Validations
No validations will be applied
Layout
Characters or space
Administration
Purpose
To facilitate sub-hospital analysis of Dr Foster performance indicators
Principal data users
Health Services
Collection start
2015
Definition source
DH
Proposals for revisions to the VAED for 1 July 2015
Value Domain Source
None
Page 50