HEALTH AUTHORITY APPLICATION FOR DATA FOR EVALUATION AND PLANNING PURPOSES FROM THE MINISTRY OF HEALTH SURGICAL PATIENT REGISTRY PROJECT TITLE

Transcription

1 HEALTH AUTHORITY APPLICATION FOR DATA FOR EVALUATION AND PLANNING PURPOSES FROM THE MINISTRY OF HEALTH SURGICAL PATIENT REGISTRY Submit this completed form to the address: Questions about the request process or any part of this application may be directed to the address above. MINISTRY OF HEALTH USE ONLY File Number ISP Appendix Received PROJECT TITLE APPLIES TO COHORT(S) DATE RANGE From (yyyy/mm/dd) To (yyyy/mm/dd) OTHER DATE RANGE AND FILTERING CRITERIA SURGICAL WAIT TIMES DATABASE Range: 2009/10 onward Data Source: SWTP, BC Ministry of Health The Surgical Patient Registry (SPR) is a province-wide system, developed and maintained by the Provincial Health Services Authority (PHSA) that tracks patients waiting for surgery in BC. When surgery is indicated, the booking package is sent from the surgeon s office to the hospital where the data is entered into their Operating Room Booking System (ORBS). This information is then either uploaded to the SPR in nightly batch uploads or is entered into the web-based data entry system daily by a few smaller facilities. The SPR feeds two data repositories: daily updates of the Microsoft Datamart, which is maintained by the PHSA, and monthly snapshots for the Surgical Wait Times Production (SWTP) database used by the Ministry of Health (MoH) for reporting on surgical wait times. To ensure that the data is reasonable up to date to the end of the previous month, the monthly snapshot for the Ministry is based on a backup taken on the evening of the 8th of each month and the data are two days old when they are loaded in the SWT database. For example: Daytime of April 7 - data up to April 7 are entered into the OR Booking System (ORBS) Night of April 7 - data is uploaded from the ORBS to the SPR Evening of April 8 - backup is taken of the SPR Night of April 8 - data is loaded from the backup file to the Microsoft Datamart and a snapshot is taken for the MoH Morning of April 9 - SWTP database is loaded HLTH /10/20 PAGE 1 OF 7

2 Data Changes Over Time December 2010 Data collection for diagnostic prioritization codes and cancer codes was implemented June 2011 BC Children s Hospital began sending submissions to the SPR May 2014 Unscheduled cases were added to the MoH snapshot Quality/Accuracy of Information/Field Coding Source As custodians of the SPR, PHSA works directly with the Health Authorities and the Ministry of Health to resolve data quality issues as they arise. BOOKING RECORDS Booking ID BOOKING_ID ORBS Booking ID ORBS_BOOKING_ID_NBR Surgery Status SURGERY_STATUS_DSC Personal Health Number - replaced by a study specific identification PERSONAL_HEALTH_NBR Birth (YYYYMM) BIRTH_DT (Patient Gender GENDER_CD (Patient Forward Sortation Area (First 3 digits of postal code) FSA City Name CITY_NM Referral REFERRED_TO_SURGEON_DT Initial Surgeon Visit INITIAL_SURGEON_VISIT_DT Decision DECISION_DT Booking Form Received BOOKING_FORM_RECEIVED_DT Scheduled Surgery Booking Inactive Inactive Explanation Cancer Assessment Cancer Code Clinical Stage Code Cancer Recurrent Flag SCHEDULED_SURGERY_DT SURGERY_INACTIVE_DT INACTIVE_EXPLANATION_TXT PATIENT_ASSESSED_YN CANCER_CD CLINICAL_STAGE_CD RECURRENT_YN HLTH /10/20 PAGE 2 OF 7

3 BOOKING RECORDS Diagnosis Code Diagnosis Benchmark Wait Time Surgeon MSP Number - replaced by a study specific identification Surgeon College ID - replaced by a study specific identification Facility ID Facility Name Health Authority ID Health Authority Name Patient Unavailable Period 1 Start Patient Unavailable Period 1 End Patient Unavailable Reason 1 Patient Unavailable Period 2 Start Patient Unavailable Period 2 End Patient Unavailable Reason 2 Patient Unavailable Period 3 Start Patient Unavailable Period 3 End Patient Unavailable Reason 3 HA Procedure List ID HA Procedure Code - Primary HA Procedure - Primary HA Procedure Code DIAGNOSIS_CD DIAGNOSIS_TXT WAIT_TIME_NO SURGEON_ALTERNATIVE_ID SURGEON_COLLEGE_ID FACILITY_ID FACILITY_NM HEALTH_AUTHORITY_ID HEALTH_AUTHORITY_NM PATIENT_UNAVAILABLE_START1_DT PATIENT_UNAVAILABLE_END1_DT PATIENT_UNAVAILABLE_RSN1_TXT PATIENT_UNAVAILABLE_START2_DT PATIENT_UNAVAILABLE_END2_DT PATIENT_UNAVAILABLE_RSN2_TXT PATIENT_UNAVAILABLE_START3_DT PATIENT_UNAVAILABLE_END3_DT PATIENT_UNAVAILABLE_RSN3_TXT PROCEDURE_LIST_ID PRIMARY_HA_PROCEDURE_CD PROCEDURE_DESCRIPTION_TXT SECONDARY_HA_PROCEDURE1_CD HLTH /10/20 PAGE 3 OF 7

4 BOOKING RECORDS HA Procedure Code HA Procedure Code Provincial Procedure Code - Primary Provincial Procedure - Primary Side - Primary Side Side Side Cancellation Reason List ID HA Cancellation Reason Code HA Cancellation Reason Provincial Cancellation Reason Code PROC_DESCRIPTION_SCNDRY1_TXT SECONDARY_HA_PROCEDURE2_CD PROC_DESCRIPTION_SCNDRY2_TXT SECONDARY_HA_PROCEDURE3_CD PROC_DESCRIPTION_SCNDRY3_TXT PRIMARY_PROV_PROCEDURE_ID SECONDARY_PROV_PROCEDURE1_ID SECONDARY_PROV_PROCEDURE2_ID SECONDARY_PROV_PROCEDURE3_ID SIDE_DESCRIPTION_NBR SIDE_DESCRIPTION_SCNDRY1_NBR SIDE_DESCRIPTION_SCNDRY2_NBR SIDE_DESCRIPTION_SCNDRY3_NBR CANCEL_RSN_LIST_ID HA_CANCEL_RSN_CD HA_CANCEL_RSN_DSC PROV_CANCEL_RSN_CD HLTH /10/20 PAGE 4 OF 7

5 BOOKING RECORDS Provincial Cancellation Reason Encounter Type List ID HA Encounter Type Code HA Encounter Type Provincial Encounter Type Code Provincial Encounter Type Code Postponement Postponement Reason List ID HA Postponement Reason Code HA Postponement Code Provincial Postponement Reason Code Provincial Postponement Reason Code Surgical Case Comments PROV_CANCEL_RSN_DSC ENCOUNTER_TYPE_LIST_ID HA_ENCOUNTER_TYPE_CD HA_ENCOUNTER_TYPE_DSC PROV_ENCOUNTER_TYPE_CD PROV_ENCOUNTER_TYPE_DSC SURGERY_DEFERRED_DT POSTPONE_REASON_LIST_ID HA_POSTPONE_REASON_CD HA_POSTPONE_RSN_DSC PROV_POSTPONE_RSN_CD PROV_POSTPONE_RSN_DSC SURGICAL_CASE_EXPLANATION_TXT POST-OPERATION RECORDS Post-Operation ID Booking ID ORBS Booking ID Personal Health Number - replaced by a study specific identification Birth (YYYYMM) Gender Forward Sortation Area (First 3 digits of postal code) City Name Surgery Performed POST_OPERATION_ID BOOKING_ID ORBS_BOOKING_ID PERSONAL_HEALTH_NBR BIRTH_DT (Patient GENDER_CD (Patient FSA CITY_NM SURGERY_PERFORMED_DT HLTH /10/20 PAGE 5 OF 7

6 POST-OPERATION RECORDS Unscheduled Surgery Flag Surgeon College ID - replaced by a study specific identification Surgeon Last Name Surgeon First Name Facility ID Facility Name Health Authority ID Health Authority Name HA Procedure List ID HA Procedure Code - Primary Primary HA Procedure Code HA Procedure Code HA Procedure Code Provincial Procedure Code - Primary Provincial Procedure - Primary UNSCHEDULED_SURGERY_YN SURGEON_COLLEGE_ID SURGEON_LST_NM SURGEON_FIRST_NM FACILITY_ID FACILITY_NM HEALTH_AUTHORITY_ID HEALTH_AUTHORITY_NM PROCEDURE_LIST_ID PRIMARY_HA_PROCEDURE_CD PROCEDURE_DESCRIPTION_TXT SECONDARY_HA_PROCEDURE1_CD PROC_DESCRIPTION_SCNDRY1_TXT SECONDARY_HA_PROCEDURE2_CD PROC_DESCRIPTION_SCNDRY2_TXT SECONDARY_HA_PROCEDURE3_CD PROC_DESCRIPTION_SCNDRY3_TXT PRIMARY_PROV_PROCEDURE_ID SECONDARY_PROV_PROCEDURE1_ CD SECONDARY_PROV_PROCEDURE2_ CD HLTH /10/20 PAGE 6 OF 7

7 POST-OPERATION RECORDS Side - Primary Side Side Side SECONDARY_PROV_PROCEDURE3_ CD SIDE_DESCRIPTION_NBR SIDE_DESCRIPTION_SCNDRY1_NBR SIDE_DESCRIPTION_SCNDRY2_NBR SIDE_DESCRIPTION_SCNDRY3_NBR HLTH /10/20 PAGE 7 OF 7