HISO Consumer Health Identity Standard

Transcription

1 HISO Consumer Health Identity Standard

2 Document information HISO Consumer Health Identity Standard Published in December 2013 by the Ministry of Health (minor update June 2016, October 2017) ISBN (online) Health Information Standards Organisation (HISO) standards are published by the Ministry of Health for the health and disability sector This document is available at: Contributors The following organisations contributed to the development of this standard through representation on HISO or one of its working groups: Health Sector Architects Group Patients First interrai New Zealand Nursing Council of New Zealand Health Informatics New Zealand Copyright Chief Medical Officers Forum Māori interests National Health IT Board Consumer Panel Accident Compensation Corporation Crown copyright (c) This copyright work is licensed under the Creative Commons Attribution 4.0 International licence You may copy and distribute this work provided you attribute it to the Ministry of Health and you abide by the other licence terms. Keeping standards up to date HISO standards are regularly updated to reflect advances in health information science and technology. Always be sure to use the latest edition of these living documents. We welcome your ideas for improving this standard and will correct any errors you report. Contact us at or write to Health Information Standards, Ministry of Health, PO Box 5013, Wellington See the HISO website for information about our standards development processes. ii HISO Consumer Health Identity Standard

3 Related specifications The documents listed below have been used in the development of this standard. They may provide some further clarity, if required. AS/NZS 27001/2 ISO/IEC ISO ISO :2006 HISO HISO HISO Information Security Management. Information Technology specification and standardization of data elements. Part 3: Basic attributes of data elements, Second edition 2004 Codes for the representation of names of languages Part 1: Alpha-2 code, 2002 Codes for the representation of names of countries and their subdivisions Part 1: Country Codes Health Practitioner Index Data Set Health Practitioner Index Code Set Health Information Security Framework Domicile codes Ethnicity Ministry of Health, National Collections Ethnicity Data Protocols for the Health and Disability Sector (Ministry of Health Evidence of Identity Standard Version 2, December 2009, Department of Internal Affairs Standard-Index Health and Disability Services Eligibility Direction HL7 Health Level 7 Standard, Version 2.4, Ann Arbor Health Level 7 Inc., 2001 National Health IT Plan published September 2010, Ministry of Health, New Zealand Government Customer Information Quality (CIQ) Profiles 31 October 2012, Department of Internal Affairs New Zealand Post Address Standards; June HISO Consumer Health Identity Standard iii

4 New Zealand legislation The following Acts of Parliament and Regulations have specific relevance to this standard. Readers should be aware of the need to consider other Acts and Regulations as may be appropriate to their own implementation or use of this standard. Health Act 1956 Health and Disability Commissioner (Code of Health and Disability Services Consumers Rights) Regulations 1996 Health Information Privacy Code 1994 Privacy Act 1993 iv HISO Consumer Health Identity Standard

5 Contents 1 Introduction Background and purpose Data element definitions 1 2 Patient identity NHI number Patient name Birth date and place Gender Ethnicity Mother s birth name New Zealand residency and citizenship details Patient death information 18 3 Patient address information Background Building name Street address / address line Additional street address / address line Suburb / address line Town or city / address line Postcode (zip/postal code) Country code Address protected flag Permanent address flag Date address effective from Date address effective to Domicile code Primary address flag Address type 28 4 Language Language Language ability Language proficiency 30 5 Contact information Contact usage 32 HISO Consumer Health Identity Standard v

6 5.2 Contact type Contact details Contact protected flag Date contact details effective from Date contact details effective to Preferred contact 35 Appendix A: Patient Name Prefix (Title) Codes 36 Appendix B: Patient Name Suffix Codes 39 Appendix C: NHI number 42 vi HISO Consumer Health Identity Standard

7 1 Introduction This document presents a standard data set specification for the collection and representation of patient identity information. This is a standard for all administrative and clinical information systems and for their interoperability. 1.1 Background and purpose The scope of this standard is patient identity and demographic information. It does not cover clinical information. The National Health Index (NHI) as an information system and register of individuals has operated in New Zealand since the late 1970s. The NHI was upgraded in This standard has been developed as the basis for health care consumer/patient identity. The upgraded NHI system is the primary implementation of the Consumer Health Identity Standard. An NHI number: is assigned to each individual patient at their first use of health and disability services allows the correct association of consumer health identity and clinical information delivering healthcare providers an ability to obtain accurate, protected, and trusted health care information for a specific individual patient can be used as a method for obtaining access to specific individual patient related health systems (eg, medical warnings, health events). Consumer health identity information is: collected, updated and maintained through: primary health care practice management systems operated by authorised healthcare providers (eg, general practitioners and midwives and their approved support personnel) public and private hospital patient administration systems subject to control mechanisms that restrict access to the authorised, pre-approved healthcare agencies that are set out in Schedule 2 to the Health Information Privacy Code 1994 (which also restricts the creation and use of unique identifiers such as the NHI number). These include: audit, security and protective mechanisms (refer to HISO Health Information Security Framework) an audit trail of individual consumer record changes comprising for example, the date/time any discrete piece of information or its components were accessed and/or updated together with identification of both the organisation and individual that made the update/change. 1.2 Data element definitions Each data element is defined according to a set of metadata components based on ISO/IEC Standard Information Technology specification and standardization of data elements, Most components (viz definition, data type, representational class, data domain, etc) describe essential features of the structure of a data element. HISO Consumer Health Identity Standard 1

8 Data element definitions are presented in the following form: A statement that expresses the essential nature of the data element and its differentiation from all other data elements. Details of established data definitions or guidelines for data elements that have been cited in this standard. Data type: Alphanumeric (X), Alphabetic (A), Numeric (N, numbers including decimals), Boolean (Y/N or checkbox on/off), Date Representational For X, A, and N, use code, free text or identifier. For date use full, partial or both date types. Does not apply to Boolean types. Field size: Maximum number of characters that may be recorded in the field. Representational The arrangement of characters in the data element. For example, A(50) means up to 50 alphabetic characters; NNAAAA means numeric, numeric, alpha, alpha, alpha, alpha. Does not apply to Boolean types. Century (C), Year (Y), Month (M) and Day (D). Full date representation is CCYYMMDD. Data domain: Guide for use: The valid values or codes that are acceptable for the data element. The data elements contained in this standard are dates, free text or coded. For each data element that is coded, the following is provided: Either Or a code value, as well as a description and an explanation of the code value reference to internationally recognised code values (eg, International Standards Organisation ISO, Department of Internal Affairs DIA). The valid values or codes contained in this standard are principally New Zealand values, although, in certain cases, international codes are used. Free text fields also allow international data to be received and stored. Indicates if the data element is mandatory or optional for storage within the Entity being discussed (eg, Contact Usage Code is mandatory when Contact is being added). It also mentions any conditional obligations on the data element. Additional guidance to inform the use of the data element when collecting and recording that particular individual data element. Quality control mechanisms that preclude non-valid codes from the data element. 2 HISO Consumer Health Identity Standard

9 2 Patient identity This section describes the data elements needed for the unambiguous identification of individuals. Some additional data elements are included to assist in the identification of individuals and the administration of their identity record. Data element Data element 2.1 NHI number 2.2 Patient name 2.3 Birth date and place 2.4 Gender 2.5 Ethnicity 2.6 Mother s birth name 2.7 New Zealand residency and citizenship details 2.8 Patient death information 2.1 NHI number A unique 7 character identification number assigned to a patient by the NHI system. Data type: Alphanumeric Representational Field size: Max: 7 Representational Identifier AAANNNC Valid NHI number only Mandatory Only the NHI System generates a new unique number key (the NHI number) that is assigned to a Patient Identity. NHI numbers are not reused once assigned to a patient identity. Where more than one number exists for a patient identity, one number is declared live and all other numbers are made dormant and attached to the live record. The NHI number is the primary key for Patients records. A is an alpha character only but not I or O N is a number C is a number, which is calculated using check digit Modulus 11 NHI structure details and check sum modulus tables are provided in Appendix C: NHI number HISO Consumer Health Identity Standard 3

10 2.2 Patient name A patient s name details are captured using a combination of the following data elements: Data element Data element Title (prefix) Given name Other given name(s) Family name (surname) Name suffix Preferred name indicator Name protection flag Name information source Date name effective from Date name effective to Name elements are labelled by the actual order of the names (eg, given name, second and further given name(s), surname etc). No meaning can or should be derived from the order of names. For example, the surname or family name may be either in the fields titled given name or the family name depending on the cultural naming convention that particular patient uses. There may be more than one name recorded for each patient. At least one name must be recorded. Where the patient offers more than one name, clarification should be obtained from the patient to ensure accurate identification and recording of the various names. All currently used names, as well as all names by which the patient has previously been known, should be recorded. An example of this is: Example Title (prefix) Given name Other (second and subsequent) given name(s) Family name (surname) Name suffix Preferred name indicator The full name of the patient Sir Robert Leonard Jackson Any name by which the patient is known The name at birth of a female patient Ms Mary- Anne The name of a patient as changed by statutory declaration Hall- Smith Jnr OBE Sir Robert Jack Smith Y Ellen Francis Mrs Janet May Russell 4 HISO Consumer Health Identity Standard

11 2.2.1 Title (prefix) The Title (prefix) is an honorific form of address preceding a name, used when addressing a patient. NZ CIQ Name Profile Data type: Alphabetic Representational Field size: Max: 10 Representational Code A(10) Appendix A: Patient Name Prefix (Title) Code Optional Valid code set value only Given name The patient s forename or given name at birth. NZ CIQ Name Profile Data type: Alphabetic Representational Field size: Max: 50 Representational Free text A(50) Mandatory when Family Name is not supplied. This data element should only be used for the given name ( first name ). The data element for Other Given [Middle] Name(s) should be used for second and subsequent names or initials, but not the family name (surname). The text entered can include one or more spaces, an apostrophe, and/or a hyphen (eg, Te Manaia, Mary-Anne ). Macrons and other international character sets are to be used where appropriate. Given name is required when Family name (Surname) is not available. HISO Consumer Health Identity Standard 5

12 2.2.3 Other given name(s) The patient s other given names or middle name and initials, but not the family name at birth. NZ CIQ Name Profile Data type: Alphabetic Representational Field size: Max: 100 Representational Free text A(100) Optional. May be recorded only after a first given name is supplied. This data element should only be used for patient s further given names or initials, but not for their given or family name. Field may be left blank if a patient does not have any second or further given names. If there are multiple other given names, separate each entry with a blank space. Text entered can include one or more spaces, an apostrophe, and/or a hyphen (eg, Te Manaia, Mary-Anne ). Macrons and other international character sets are to be used where appropriate Family name (surname) The Family name (surname) of a patient as distinct from their given, second and subsequent name(s). NZ CIQ Name Profile Data type: Alphabetic Representational Field size: Max: 100 Representational Free text A(100) Mandatory when Given Name is not supplied. This data element should be used for only the patient s surname, but not for their Given (first) and further other given name(s) or initials. The content must preserve sentence case, for example: Maccall is different from MacCall. The text entered can include one or more spaces, an apostrophe, and/or a hyphen (eg, Van der Valk, O Leary, Vaughn-Jones ). Macrons and other international character sets are to be used where appropriate. 6 HISO Consumer Health Identity Standard

13 Family name must be recorded if patient s Given name is not available Name suffix The suffix contains the parts of a patient s name attached to the end of a name but other than the title, given names and family name, eg, awards, qualifications, academic, honorary, esquire, professional and professional membership. NZ CIQ Name Profile Data type: Alphabetic Representational Field size: Max: 5 Representational Code A(5) Appendix B: Patient Name Suffix Code Optional Name suffix can include generational identifiers, eg: JNR (Junior), SNR (Senior). Multiple codes may be used (eg, DSM, OBE ). Valid code set value only Preferred name indicator An indicator used to denote that a particular patient name is the patient s preferred name. NZ CIQ Name Profile Data type: Boolean Representational Field size: Max: 1 Representational N/A N(1,0) 1 Preferred Name 0 Not Preferred name Mandatory This flag may be applied to any of the patient s names. Valid value only. A patient can only have one preferred name at any given time HISO Consumer Health Identity Standard 7

14 2.2.7 Name protection flag This indicator denotes that the patient name information is to be held in confidence. Data type: Boolean Representational Field size: Max: 1 Representational N/A N(1,0) 1 Protected 0 Not Protected Mandatory The flag indicates whether patient name information held can be shared as part of the patient name record. Organisations holding or accessing this information are responsible for ensuring appropriate controls are implemented and active to provide name protection. Default value is 0. This flag is set to 1 if the patient indicates they have a reason to not share this name. Valid value only. 8 HISO Consumer Health Identity Standard

15 2.2.8 Name information source A code indicating the Name source. Data type: Alphabetic Representational Field size: Max: 4 Representational Code A(4) Code Description Comment BRCT BREG Birth Certificate Birth Register HL7 HL7 applied Name information source has been applied via the legacy NHI system NPRF Proof not Sighted Information (not proof) provided by the patient / whānau NZCI NZCT NZET NZPV NZ Certificate of Identity NZ Citizenship Certificate NZ Emergency Travel Document NZ Permanent Resident Visa A New Zealand Permanent Resident Visa (not time bound) issued by Immigration New Zealand NZTV NZ Resident Visa A New Zealand Resident Visa (time bound) issued by Immigration New Zealand NZRT NZ Refugee Travel Document OTHR Other Other official documents PPRT Passport Optional This information should be recorded for any patient name element where valid proof of identity documents have been provided. Valid Code Set value only Date name effective from The date the name is effective from. Data type: Date Representational Field size: Max: 8 Representational Full Date CCYYMMDD HISO Consumer Health Identity Standard 9

16 A valid date Optional Valid date only Date name effective to The date the name is effective to. Data type: Date Representational Field size: Max: 8 Representational A valid date Optional Valid date only. Full Date CCYYMMDD 2.3 Birth date and place A patient s birth details are captured using a combination of the following data elements: Data element Data element Date of birth Date of birth information source Place of birth Country of birth code Country of birth information source Date of birth The date on which the patient was born. Data type: Date Representational Field size: Max: 8 Representational A valid date Full or Partial Date CCYY[MM[DD]] 10 HISO Consumer Health Identity Standard

17 The Year component of the date is mandatory. Month is conditional and to be used if known. Day is conditional and to be used if known and month has been recorded. Year of Birth must be recorded as a minimum. The Date of Birth must be a valid day, month and year combination and cannot be in the future. For a partial date, the month of birth can be left blank if unknown. In this case, the day of birth must be blank Date of birth information source A code indicating the origin of Date of Birth information. Data type: Alphabetic Representational Field size: Max: 4 Representational Code A(4) Code Description Comment BRCT Birth Certificate An overseas birth certificate is acceptable BREG Birth Register Only applied by the Ministry of Health update from matching with the Birth Register HL7 HL7 applied Date of Birth has been applied via HL7 message MIGR Migrated From the legacy NHI System NPRF Proof not Sighted Information (not proof) provided by the patient / whānau NZCI NZ Certificate of Identity NZCT NZ Citizenship Certificate New Zealand Citizenship Certificate issued by DIA NZET NZ Emergency Travel Document NZPV NZ Permanent Resident Visa A New Zealand Permanent Resident Visa (not time bound) issued by Immigration New Zealand NZTV NZ Resident Visa A New Zealand Resident Visa (time bound) issued by Immigration New Zealand NZRT NZ Refugee Travel Document OTHR Other Other official document provided PPRT Passport An overseas passport is acceptable Mandatory This element should be recorded when a date of birth is supplied. Code NPRF should be used if proof has not been sighted for date of birth source. HISO Consumer Health Identity Standard 11

18 Valid Code Set value only Place of birth The town, suburb, city etc where the patient was born. NZ CIQ Address Profile Data type: Alphabetic Representational Field size: Max: 100 Representational Free text A(100) Optional The field can be left blank if this information is not known. The text entered can include one or more spaces, an apostrophe, and/or a hyphen. Macrons and other international character sets are to be used where appropriate Country of birth code Country where the patient was born. ISO :2006 Codes for the representation of names of countries and their subdivisions Part 1: Country Code Data type: Alphabetic Representational Field size: Max: 2 Representational Code A(2) See Optional Null is a valid option where the Country of Birth is unknown. Valid code set value only. 12 HISO Consumer Health Identity Standard

19 2.3.5 Country of birth information source A code indicating the source of information supporting the code for Country of birth. Data type: Alphabetic Representational Field size: Max: 4 Representational Code Description Comment BRCT Birth Certificate Code A(4) BREG Birth Register Only applied by the Ministry of Health update from matching with the Birth Register NPRF Proof not Sighted Information (not proof) provided by the patient / whānau NZCI NZCT NZET NZ Certificate of Identity NZ Citizenship Certificate NZ Emergency Travel Document NZPV NZ Permanent Resident Visa A New Zealand Permanent Resident Visa (not time bound) issued by Immigration New Zealand NZTV NZ Resident Visa A New Zealand Resident Visa (time bound) issued by Immigration New Zealand NZRT NZ Refugee Travel Document OTHR Other Other official document provided PPRT Passport Mandatory when a country of birth code is recorded. Code NPRF should be used if proof has not been sighted. Valid code set value only HISO Consumer Health Identity Standard 13

20 2.4 Gender A classification of the gender of the patient as self-identified by the patient. Data type: Alphabetic Representational Field size: Max: 1 Representational Code A(1) Code Description Comment HL7 Administrative Gender F Female F M Male M O Other Gender O U Unspecified or Unknown A proper value is applicable but is not provided UN Mandatory Gender is self-identified by the patient. Gender is different from sex, which refers to the biological and physiological characteristics. The storage of a code for sex is likely to still be appropriate at the local system level. Valid code set value only. 2.5 Ethnicity A classification of the ethnicity of an individual patient as self-identified by the patient. Ethnicity Data Protocols for the Health and Disability Sector; Ministry of Health. Data type: Numeric Representational Field size: Max: 5 Representational Code N(5) Mandatory At least one ethnicity must be provided and recorded at Level 4 of the classification. Up to six ethnicities may be recorded. Use the standard ethnicity collection question from the Ethnicity Data Protocols to enable the patient to select which ethnic group(s) they identify with. 14 HISO Consumer Health Identity Standard

21 Valid code set value only. 2.6 Mother s birth name The full name of the patient s mother at the time of the mother s birth. Evidence of Identity Standard. Data type: Alphabetic Representational Field size: Max: 255 Representational Free text Optional String A(255) Mother s full birth name is a recommended data element for use where name, date of birth and place of birth are insufficient to establish a unique identity. 2.7 New Zealand residency and citizenship details The New Zealand Residency and Citizenship details are captured using the following data elements: Data element Data element New Zealand residency status New Zealand residency status information source New Zealand Citizenship status New Zealand citizenship status information source New Zealand residency status This field indicates if the patient holds New Zealand permanent residency. Data type: Alphabetic Representational Field size: Max: 1 Representational Code Description Comment Code A(1) HISO Consumer Health Identity Standard 15

22 N Not a Permanent Resident U Unknown For use if the residency status of the patient cannot be determined or is unknown. Y Permanent Resident Mandatory Valid code set value only New Zealand residency status information source A code indicating the source of information of patient New Zealand residency status. Data type: Alphabetic Representational Field size: Max: 4 Representational Code A(4) Code Description Comment HL7 HL7 applied Residency Status has been applied via HL7 message MBIE MBIE data share The code is added only after MoH or DHB/MBIE (Ministry of Business, Innovation and Employment Immigration New Zealand) data sharing MIGR Migrated From the legacy NHI System NPRF Proof not Sighted Information (not proof) provided by the patient / whānau NZPV NZ Permanent Resident Visa A New Zealand Permanent Resident Visa (not time bound) issued by Immigration New Zealand NZTV NZ Resident Visa A New Zealand Resident Visa (time bound) issued by Immigration New Zealand PPRT Passport Mandatory when the New Zealand Residency Status element is Y. Optional in all other cases. An effort must be made to confirm the New Zealand Residency Status against an official source. Valid code set value only New Zealand Citizenship status This field indicates if the patient holds New Zealand citizenship. 16 HISO Consumer Health Identity Standard

23 Data type: Alphabetic Representational Field size: Max: 1 Representational Code A(1) Code Description Comment N Not a NZ Citizen U Unknown The NZ Citizenship Status of the Patient is unknown and cannot be determined. Y NZ Citizen Optional Valid code set value only New Zealand citizenship status information source A code indicating the source of information of patient New Zealand citizenship status. Data type: Alphabetic Representational Field size: Max: 4 Representational Code A(4) Code Description Comment BRCT NZ Birth Certificate DIA DIA data share Only applied by the Ministry of Health update from matching with Department of Internal Affairs NPRF Proof not Sighted Information (not proof) provided by the patient / whānau NZCT NZ Citizenship Certificate PPRT NZ Passport Mandatory when the New Zealand Citizenship Status element is Y. Optional in all other cases. Citizenship status should be verified with official data information. Valid code set value only HISO Consumer Health Identity Standard 17

24 2.8 Patient death information The patient date of death details are captured using the following data elements: Data element Data element Date of death Date of death information source Date of death The date the patient died. Data type: Date Representational Field size: Max: 8 Representational Full or Partial Date CCYY[MM[DD]] Valid date or year. Year of death must be recorded. Day and month are optional. The day or month can be left blank if either cannot be ascertained with accuracy and in a timely manner, or the full date is unknown at time of data entry. If the day is populated, the month must be populated. This field must be a valid date that is: (a) less than or equal to the current date (b) greater than or equal to the date of birth Date of death information source A code indicating the valid date of death information source. Data type: Alphabetic Representational Code Field size: Max: 4 Representational A(4) Code Description Comment DREG Birth Register Only applied by the Ministry of Health update from matching with Department of Internal Affairs HL7 HL7 applied Date of Death Information has been applied via HL7 message MIGR Migrated From the legacy NHI System OSEA Death Overseas Indicates a non-new Zealand registered death advised by a third party or discovered by a media search 18 HISO Consumer Health Identity Standard

25 PROV Provisional May be applied only for a New Zealand death prior to Ministry of Health update from matching with Department of Internal Affairs. Code will then be changed to DREG Optional Only OSEA and PROV may be supplied by an external party. The default value is MIGR from the legacy NHI system. Valid code set value only HISO Consumer Health Identity Standard 19

26 3 Patient address information 3.1 Background This section describes the data elements used to capture and store patient current address or location details if known. Multiple addresses can be held for the patient (eg, residential or mailing address). Address details can be captured in two formats NZ CIQ Address Profile and NZ Post format NZ CIQ Address Profile The following example demonstrates address data elements using NZ CIQ Address Profiles: Example: NZ CIQ Address Profile Street address (street number and name or PO box) Other designation Address Other geographic designation (suburb) City Postcode Country code 35 Prince Regent Drive, Manukau 35 Prince Regent Drive Manukau Victor Drive, Sydney, Australia 25 Victor Drive Sydney AU 10th Floor, 108 The Terrace, Wellington 10th Floor 108 The Terrace Wellington 6001 PO Box 27386, Mount Roskill, Auckland 1440 PO Box Mount Roskill Auckland 4381 State Highway 12, RD2, Ruawai State Highway 12 RD2 Ruawai HISO Consumer Health Identity Standard

27 3.1.2 New Zealand Post address standard The following example demonstrates key address data elements using the New Zealand Post address standard: Example: NZ Post Address Profile Address Line 1 Address Line 2 Address Address Line 3 Address Line 4 Postcode Country code 35 Prince Regent Drive, Manukau 35 Prince Regent Drive Manukau Victor Drive, Sydney, Australia 25 Victor Drive Sydney AU 10th Floor, 108 The Terrace, Wellington 10th Floor 108 The Terrace Wellington PO Box 27386, Mount Roskill, Auckland 1440 PO Box Mount Roskill Auckland State Highway 12, RD2, Ruawai State Highway 12 RD2 Ruawai Data elements The following data elements that are used to record patient provided address information display both NZ CIQ and NZ Post descriptors (in that order). Data element Data element 3.2 Building name 3.3 Street address / address line Additional street address / address line Suburb / address line Town or city / address line Postcode (zip/postal code) 3.8 Country code 3.9 Address protected flag 3.10 Permanent address flag 3.11 Date address effective from 3.12 Date address effective to 3.13 Domicile code 3.14 Primary address flag 3.15 Address type HISO Consumer Health Identity Standard 21

28 3.2 Building name Free text field that is used to record building names or institution names. NZ CIQ Address Profile NZ Post Address Standard Data type: Alphanumeric Representational Field size: Max: 1000 Representational Free text X(1000) Optional When printing or displaying address, this field should be placed at top of the address. 3.3 Street address / address line 1 The floor, unit, or street address details of a patient. NZ CIQ Address Profile NZ Post Address Standard Data type: Alphanumeric Representational Free text Field size: Max: 100 Representational X(100) Mandatory CIQ Address Profile: This line is used to capture floor, unit, or street address details, whichever is applicable. NZ Post Addresses: This is address line 1 and is used to record the floor, unit, street address or Service Delivery information, whichever is applicable 22 HISO Consumer Health Identity Standard

29 3.4 Additional street address / address line 2 Other geographic information related to the patients address. NZ CIQ Address Profile NZ Post Address Standard Data type: Alphanumeric Representational Field size: Max: 100 Representational Free text X(100) Optional CIQ Address Profile: This line is used to capture street address if floor or unit details have been recorded in the Street Address element. For rural address, this line contains the RD number. NZ Post Addresses: This is address line 2 and is used to record the Unit, Street Address, RD Number, Suburb, Town/City, Box Lobby, Post Shop or Post Centre, as applicable. 3.5 Suburb / address line 3 This field may be used for either the name of the suburb within a city/town situation or other delivery information. NZ CIQ Address Profile NZ Post Address Standard Data type: Alphabetic Representational Field size: Max: 50 Representational Free text A(50) Optional CIQ Address Profile: Suburb must always be recorded in this element. NZ Post Addresses: This is address line 3 and is used to record the Rural Delivery Number, Suburb, Town/City, Box Lobby, Post Shop or Post Centre, as applicable. HISO Consumer Health Identity Standard 23

30 3.6 Town or city / address line 4 This field is used for the name of the city. NZ CIQ Address Profile NZ Post Address Standard Data type: Alphabetic Representational Field size: Max: 50 Representational Free text A(50) Optional CIQ Address Profile: The Town / City may in some instances, be a location that is recognised in its own right by New Zealand Post. NZ Post Addresses: This is address line 4 and is used to record the Town/City. 3.7 Postcode (zip/postal code) The numeric descriptor for a postal delivery area, aligned with the locality, suburb or place for the address. NZ CIQ Address Profile NZ Post Address Standard Data type: Alphanumeric Representational Field size: Max: 15 Representational Code X(15) Optional International or NZ postcodes can be recorded if provided by the Patient. NZ Post Addresses: In some cases, the post code may appear with the city element in the same line. 24 HISO Consumer Health Identity Standard

31 3.8 Country code A code for the Country that forms part of an address. ISO :2006 Codes for the representation of names of countries and their subdivisions Part 1: Country Code Data type: Alphabetic Representational Field size: Max: 2 Representational Code A(2) See Optional The code for a country other than New Zealand as specified by the patient. Leave this field blank for a New Zealand address. Valid code set value only 3.9 Address protected flag This indicator denotes that the patient address information is to be held in confidence. Data type: Boolean Representational Field size: Max: 1 Representational N/A N(1,0) 1 Yes, protected 0 No, not protected Mandatory The flag indicates whether patient address information held can be shared as part of the patient address record. Organisations holding or accessing this information are responsible for ensuring appropriate controls are implemented and active to provide address protection. The default is 0 (Not Protected). This flag is set to 1 if the patient indicates that have a reason to not share this name. Valid Value only HISO Consumer Health Identity Standard 25

32 3.10 Permanent address flag An indicator used to denote an address is a permanent address Data type: Boolean Representational Field size: Max: 1 Representational N/A N(1,0) 1 Permanent Address 0 Not Permanent Address Mandatory The default is 0 Not a Permanent Address. Valid value only for use if Address type is R 3.11 Date address effective from Date that an address is effective from. Data type: Date Representational Field size: Max: 8 Representational Full Date CCYYMMDD Valid date Optional Valid date only 3.12 Date address effective to Date that an address is effective to. Data type: Date Representational Field size: Max: 8 Representational Full Date CCYYMMDD 26 HISO Consumer Health Identity Standard

33 Valid date Optional Valid date only 3.13 Domicile code New Zealand health domicile code representing a patient s usual residential address. Domicile Code Set Table, Ministry of Health Data type: Alphanumeric Representational Field size: Max: 4 Representational Code X(4) Optional This field should only be supplied if the associated address cannot be verified. Valid code set value only 3.14 Primary address flag An indicator used to denote that the address is the primary address for the patient. Data type: Boolean Representational Field size: Max: 1 Representational N/A N(1,0) 1 Primary Address 0 Not Primary Address Mandatory The default is 0 Not Primary Address. There may be only one primary address for a patient HISO Consumer Health Identity Standard 27

34 3.15 Address type The type of address of a patient. NZ CIQ Address Profile Data type: Alphabetic Representational Field size: Max: 1 Representational Code A(1) Code Description Comment HL7 Postal Address Use M Mailing PST R Residential H Mandatory The patient may specify multiple addresses. Select the code relevant to each address provided. Code Set value only 28 HISO Consumer Health Identity Standard

35 4 Language This section describes the Language data elements that are recorded at the patient s option. There can be several language records created for each patient. Information capture includes recording the ability and level of proficiency for each language as stipulated by the Patient: Data element Data element 4.1 Language 4.2 Language ability 4.3 Language proficiency 4.1 Language A code representing the language(s) spoken by the patient. ISO : Codes for the representation of names of languages Part 1: Alpha-2 code, 2002 Data type: Alphabetic Representational Field size: Max: 5 Representational Code A(5) Refer Mandatory when the patient s language is being recorded. There can be multiple languages recorded against a patient. Upper and lower case validation of this field is enforced in storing the selected language. Valid code set value only. HISO Consumer Health Identity Standard 29

36 4.2 Language ability The ability that the patient possesses with respect to each recorded language as assessed by the patient. Data type: Numeric Representational Field size: Max: 1 Representational Code Code Description HL7 language ability mode 1 Read RWR 2 Write EWR 3 Speak ESP 4 Understand RSP 5 Express sign ESGN 6 Understand sign RSGN N(1) Mandatory for each recorded patient language. Up to six ability codes may be specified for each language selected. Valid code set value only 4.3 Language proficiency The level of knowledge that the patient possesses with respect to each recorded language ability as assessed by the patient. Data type: Numeric Representational Field size: Max: 1 Representational Code Code Description HL7 language ability proficiency 1 Excellent E 2 Good G 3 Fair F 4 Poor P 5 Some (level unknown) F 6 None N(1) Mandatory for each recorded patient language / ability code. Multiple use field. 30 HISO Consumer Health Identity Standard

37 Valid code set value only. Each populated language and ability element must be accompanied by a proficiency indicator. HISO Consumer Health Identity Standard 31

38 5 Contact information This section describes the data elements provided (at the option of the patient), detailing the method of electronic communication to be used to contact a patient. Examples of this are: Contact usage Emergency (E) Contact type Contact details Contact protected flag Telephone (T) N Business (B) Telephone (T) N Personal (P) Mobile (Cell Phone) (C) Y Business (B) Pager (P) 1234 N Business (B) (E) person@chosendomainname.isptype.nz N Business (B) Facsimile Machine (F) N Business (B) Mailbox (M) MailBoxDetails Y The following data elements list the contact detail: Data element Data element 5.1 Contact usage 5.2 Contact type 5.3 Contact details 5.4 Contact protected flag 5.5 Date contact details effective from 5.6 Date contact details effective to 5.7 Preferred contact 5.1 Contact usage The classification specifies the type of event that a particular contact medium is intended to be used for (eg, business, emergency, etc). Data type: Alphabetic Representational Field size: Max: 1 Representational Code Description Comment B Business Business address Code A(1) E Emergency Emergency address 32 HISO Consumer Health Identity Standard

39 P Personal Personal address Mandatory when Contact information is being recorded. Multiple contact usages may be recorded as required by the patient. Valid code set value only 5.2 Contact type The code representing the type of electronic contact medium to be used (eg, , telephone, pager, etc). : Data type: Alphabetic Representational Field size: Max: 10 Representational Code A(10) Code Description Comment A C E F Monitored alarms Mobile (cell phone) Facsimile M Electronic mail box A specific, individual mail container provided by a particular vendor or agency (eg, Chat, Skype) P Pager S Short messaging service (SMS) A text message T U V W Telephone number URL (Universal Resource Locator) Videoconferencing Web forum (social media) Mandatory when electronic contact information is being recorded. Multiple contact media may be recorded. Where Contact Medium is provided, Contact Type and Details are required. Valid code set value only. 5.3 Contact details The patients contact details. HISO Consumer Health Identity Standard 33

40 Data type: Alphanumeric Representational Field size: Max: 255 Representational Free text X(255) Alphanumeric text string including spaces where applicable. Mandatory These may comprise an electronic address or a number. For phone numbers, record the full phone number (including any prefixes) with no punctuation (hyphens or brackets) (eg, ). Where Contact Details are provided, Contact Usage and Contact Type are required. 5.4 Contact protected flag This indicator denotes that the patient Contact information is to be held in confidence. Data type: Boolean Representational Field size: Max: 1 Representational N/A N(1,0) 1 Protected 0 Not Protected Mandatory The flag indicates whether patient contact information held can be shared as part of the patient contact information record. Organisations holding or accessing this information are responsible for ensuring appropriate controls are implemented and active to provide contact information protection. The default is 0 Not protected. This flag is set to 1 if the patient indicates that have a reason to not share this name. Valid value only 5.5 Date contact details effective from The Date Contact Details are effective from as provided by the patient. Data type: Date Representational Full date 34 HISO Consumer Health Identity Standard

41 Field size: Max: 8 Representational Valid date Mandatory Valid date only CCYYMMDD 5.6 Date contact details effective to The Date Contact Details are effective to as provided by the patient. Data type: Date Representational Field size: Max: 8 Representational Full date CCYYMMDD Valid date Optional The effective to date of the contact record (where known). Valid date only 5.7 Preferred contact This flag denotes that the contact details provided are the patient s preference. Data type: Boolean Representational Field size: Max: 1 Representational N/A N(1,0) 0 Not preferred 1 Preferred Mandatory The default is 0 Not preferred. Valid only HISO Consumer Health Identity Standard 35

42 Appendix A: Patient Name Prefix (Title) Codes Title (name prefix) is an honorific form of address preceding a name, used when addressing a patient. This includes Mr, Mrs, Miss, Dr, Professor, etc. Code Description Comment DAME DR HER EXCEL HIS EXCEL LADY MISS MR MRS MS MASTER PROF SIR Dame Doctor Her Excellency His Excellency Lady Miss Mr Mrs Ms Master Professor Sir RIGHT REV The Right Reverend Anglican Bishop MOST REV The Most Reverend Archbishop/Bishop/Catholic Priest VEN The Venerable Archdeacon CARD Cardinal Catholic Priest MON Monsignor Catholic Priest VERY REV The Very Reverend Dean HON The Honourable Executive Council, Speaker, Appeal/High Court and Supreme Court Judges AC Aircraftman Military Personnel AIRCDRE Air Commodore Military Personnel AM Air Marshal Military Personnel AMT Able Medical Assistant Military Personnel AVM Air Vice Marshal Military Personnel BRIG Brigadier Military Personnel 36 HISO Consumer Health Identity Standard

43 Code Description Comment CAPT Captain Military Personnel CDR Commander Military Personnel CDRE Commodore Military Personnel COL Colonel Military Personnel CPL Corporal Military Personnel CPOMED Chief Petty Officer Medic Military Personnel ENS Ensign Military Personnel F/SGT Flight Sergeant Military Personnel FGOFF Flying Officer Military Personnel FLTLT Flight Lieutenant Military Personnel GEN General Military Personnel GPCAPT Group Captain Military Personnel LAC Leading Aircraftman Military Personnel LCPL Lance Corporal Military Personnel LMED Leading Medic Military Personnel LT Lieutenant Military Personnel LT CDR Lieutenant Commander Military Personnel LT COL Lieutenant Colonel Military Personnel LT GEN Lieutenant General Military Personnel MAJ Major Military Personnel MAJ GEN Major General Military Personnel MID Midshipman Military Personnel OMT Ordinary Medical Assistant Military Personnel PLTOFF Pilot Officer Military Personnel POMED Petty Officer Medic Military Personnel PTE Private Military Personnel RA Rear Admiral Military Personnel SGN CDR Surgeon Commander Military Personnel SGN LT Surgeon Lieutenant Military Personnel SGN LTCDR Surgeon Lieutenant Commander Military Personnel SGT Sergeant Military Personnel HISO Consumer Health Identity Standard 37

44 Code Description Comment SLT Sub Lieutenant Military Personnel SPR Sapper Military Personnel SQNLDR Squadron Leader Military Personnel SSGT Staff Sergeant Military Personnel TPR Trooper Military Personnel W/O Warrant Officer Military Personnel WGCDR Wing Commander Military Personnel WO Warrant Officer Military Personnel WOMED Warrant Officer Medic Military Personnel BR Brother Of a Religious Order FR Father Of a Religious Order SISTER Sister Of a Religious Order CANON Canon Priest RT HON The Right Honourable The Right Honourable, Prime Minister or Privy Councillor REV Reverend Title given to Ministers of some religions 38 HISO Consumer Health Identity Standard

45 Appendix B: Patient Name Suffix Codes Name suffix is an additional term following a patient s name. It may include formal awards and honours, etc. Code 1ST 2ND 3RD ADC AE AFC AFM ARRC BEM BT CB CBE CGC CGM CH CMG CNZM CSO CVO DBE DCB DCM DCMG DCNZM DCVO DFC DFM Comment The First The Second The Third Aide-de-Camp Air Efficiency Award Air Force Cross Air Force Medal Associate of the Royal Red Cross British Empire Medal Baronet Companion of the Order of the Bath Commander of the Order of the British Empire Conspicuous Gallantry Cross Conspicuous Gallantry Medal Companion of Honour, Order of the Companions of Honour Companion of the Order of St Michael and St George Companion of The New Zealand Order of Merit Companion of the Distinguished Service Order Commander of the Royal Victorian Order Dame Commander of the Order of the British Empire Dame Commander of the Order of the Bath Distinguished Conduct Medal Dame Commander of the Order of St Michael and St George Distinguished Companion of the New Zealand Order of Merit Dame Commander of the Royal Victorian Order Distinguished Flying Cross Distinguished Flying Medal HISO Consumer Health Identity Standard 39

46 Code DNZM DSC DSM DSO ED EM GBE GC GCB GCMG GCVO GM GNZM ISO JNR JP KBE KCB KCMG KCVO KG KNZM KT LG LT LVO MBE MC MID MM MNZM MP Comment Dame Companion of the New Zealand Order of Merit Distinguished Service Cross Distinguished Service Medal Distinguished Service Order Efficiency Decoration Efficiency Medal Dame/Knight Grand Cross, Order of the British Empire George Cross Dame/Knight Grand Cross, Order of the Bath Dame/Knight Grand Cross, Order of St Michael and St George Dame/Knight Grand Cross, Royal Victorian Order George Medal Dame/Knight Grand Companion of the New Zealand Order of Merit Companion of the Imperial Service Order Junior Justice of the Peace Knight Commander, Order of the British Empire Knight Commander, Order of the Bath Knight Commander, Order of St Michael and St George Knight Commander, Royal Victorian Order Knight of the Garter, Order of the Garter Knight Companion, the New Zealand Order of Merit Knight of the Thistle, Order of the Thistle Lady of the Garter Lady of the Thistle Lieutenant of the Royal Victorian Order Member of the Order of the British Empire Military Cross Mentioned in Dispatches Military Medal Member of the New Zealand Order of Merit Member of Parliament 40 HISO Consumer Health Identity Standard

47 Code MVO NZC OBE OM ONZ ONZM QC QCBC QCVSA QFSM QGM QHP QPM QSM QSO RD RRC RVM SNR VC VRD WKB Comment Member of the Royal Victorian Order New Zealand Cross Officer of the Order of the British Empire Member of the Order of Merit Member of the Order of New Zealand Officer of The New Zealand Order of Merit Queen s Counsel Queen s Commendation for Brave Conduct Queen s Commendation for Valuable Service in the Air Queen s Fire Service Medal for Distinguished Service Queen s Gallantry Medal Queen s Honorary Physician Queen s Police Medal for Distinguished Service Queen s Service Medal Companion of the Queen s Service Order Royal New Zealand Naval Reserve Decoration Royal Red Cross Royal Victorian Medal Senior Victoria Cross Royal New Zealand Naval Volunteer Reserve Decoration Wife of Knight Bachelor, Baronet or Peer of the Realm HISO Consumer Health Identity Standard 41

48 Appendix C: NHI number C1 Structure requirements C1.1 The NHI number is most often represented with the alphabetic characters upper case. C1.2 NHI numbers are often referred to as being valid or invalid. Any NHI number that does not fit the correct format or that has an incorrect check digit is referred to as invalid. Usually reference to an NHI number being valid or not does not indicate that it is correctly associated with the right individual. As the identifier is arbitrary there is no way to do this based solely on the identifier itself. C1.3 An NHI number has a specific format. It is 7 characters in length and contains a check digit. This format consists of 3 alphabetic characters being in the range of A Z, excluding I and O, and 4 numeric characters being in the range 0-9. The 4th numeric character is the check digit. The assignment of the first 6 characters is arbitrary and bears no relationship to the individual to whom it is assigned. C2 Modulus-11 conversion table The common conversion table for acceptable characters to numbers and vice versa is: Table 1: Modulus-11 conversion table The above conversion table is used to: (a) assign a number to an alphabetic character (b) calculate the check sum for the modulus-11 algorithm and to map the result to an alphabetic character that will be displayed in the check digit field. If the checksum is 0 then the NHI number is invalid. 42 HISO Consumer Health Identity Standard