HDSS Bulletin. Issue 194: 3 March 2015

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1 HDSS Bulletin Issue 194: 3 March 2015

2 Contents Global updates Commonwealth Government circular updates Department of Health and Human Services circular updates Reminder regarding reporting of Country of Birth Postcode locality reference file update Campus code table update... 2 Victorian Admitted Episodes Dataset (VAED) Amendments to Qualification Status and Newborn Reporting VAED manual Clarification regarding reporting of RUG ADL scores... 5 Coding and Classification Call for expressions of interest in membership of the Victorian ICD Coding Committee (VICC) ICD-10-AM/ACHI/ACS 9th edition... 6 Agency Information Management System (AIMS) AIMS forms redevelopment... 7 Victorian Emergency Minimum Dataset (VEMD) VEMD editor new version... 8 Victorian Integrated Non-Admitted Health (VINAH) Final specifications for revisions to VINAH for 1 July 2015 update... 9 Contact details... 10

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4 Global updates Commonwealth Government circular updates The following circulars have been released since the publication of HDSS Bulletin 193: PHI circular number Subject 01/15 Private Health Insurance (Prudential Supervision) Bill Exposure Draft and Explanatory Materials 02/15 Appointment of Acting Private Health Insurance Ombudsman 03/15 Private Health Insurance Administration Council (PHIAC) - Agency Transfer Consultation Sessions 04/15 New Private Day Hospital 05/15 Critical Dates for February 2015 Prostheses List 06/15 Private Health Insurance Administration Council (PHIAC) - Agency Transfer Consultation Session 2 07/15 Private Hospital Information 08/15 Declaration of Neo-natal Facilities, Fiona Stanley Hospital, Perth 09/15 Private Hospital Information - Queensland 10/15 Declaration Status Change Private Health Insurance circulars can be found at: To subscribe to the circulars, your subscription details to Private Health Insurance Branch at: Department of Health and Human Services circular updates No circulars have been released since the publication of HDSS Bulletin 193: Hospital circulars can be found at: HDSS Bulletin: Issue 194 Page 1

5 194.3 Reminder regarding reporting of Country of Birth A recent data quality review of Country of Birth (COB) has shown excessive reporting of the supplementary code 1100 Australia (includes External Territories, not further defined). Health services are reminded to select the code which describes the patient s COB as precisely as possible from the information provided. Codes representing a country do not end with a zero or nine For example, patient response Australia is coded 1101 Australia Codes ending in zero are used for supplementary (not further defined, nfd) categories For example, patient response Great Britain does not contain enough information to be coded to a country so is coded 2100 United Kingdom, Channel Islands and Isle of Man, nfd Codes ending in nine are used for residual (not elsewhere classified, nec ) categories For example, patient response Christmas Island is coded 1199 Australian External Territories, nec Postcode locality reference file update An updated version of the postcode locality file, including the following new postcode locality combination, is available on the HDSS website. Postcode Locality 3956 WALKERVILLE NORTH Campus code table update An updated version of the campus code table (previously hospital code table), including the following new name, is available on the HDSS website. Old name New name Campus code Knox Surgicentre Eastlink Surgery Centre 6040 Page 2 HDSS Bulletin: Issue 194

6 Victorian Admitted Episodes Dataset (VAED) Amendments to Qualification Status and Newborn Reporting VAED manual The following explanatory notes and tables have been added to Section 3 - Qualification Status and Section 4 - Newborn Reporting in the VAED manual in response to help desk queries.the amendments will be included in the next edition of the VAED manual. Section 3 Qualification Status Reporting guide Status Segments are used to record changes between Qualified and Unqualified status for newborns and the duration of these periods (Patient Days). The patient s Qualification Status as of midnight should be reported to VAED. If the Qualification Status changes more than once during the day, report the last Qualification Status before midnight. For all other admitted patients, a single Qualification Status code (X) is recorded; indicating newborn qualification status is not relevant to this patient. Note: Qualification Status is not relevant in episodes for posthumous organ procurement (Care Type 10), including where the donor is under 10 days of age: report code X Not applicable. Note: In order to meet criteria to be a Qualified Newborn during a period of accommodation in HITH, a newborn must be the second or subsequent live born of a multiple birth. N Qualified newborn A newborn who, for the patient days being recorded in this Status Segment, meets at least one of the following criteria to be a Qualified Newborn. Admitted to facilities approved by the Commonwealth Minister for the provision of special care in designated neonatal intensive care units (NICUs) and designated special care nurseries (SCNs), or Is the second or subsequent live born of a multiple birth, or Remains in hospital after their mother is separated from hospital, or Is admitted to hospital without their mother. HDSS Bulletin: Issue 194 Page 3

7 Section 4 Newborn Reporting Guide for use Newborn episodes are the only episodes where a change in Care Type does not result in a statistical discharge and re-admission (refer to Section 2: Episode of Care). It is also necessary to record Qualification Status. See the table below for the specific VAED data items containing newborn information. Table 1: VAED data items containing newborn information Field Values Applies Allocated Criterion for Admission Qualified or Unqualified At admission At admission, never revised Qualification Status Care Type Qualified or Unqualified Acute or Unqualified Newborns may be: To days during the episode To highest level of care during the episode At each change in Qualification Status during the episode Admitted at or directly after birth: the birth episode. Admitted after the birth episode, while still 9 days old or less. At admission. However, if newborn at admission does not meet any criterion to be Qualified but later does meet a criterion to be Qualified, the Care Type is changed to Acute Regardless of whether it is the birth episode, Newborns: Can only go on Leave with Permission during a period of accommodation in HITH. Meeting one of the criteria for Qualified Newborn at Admission, are admitted as Qualified (Criterion for Admission). Newborns rooming in with the mother cannot be considered to be admitted without the mother (includes newborns in HITH). If unqualified and in a private hospital, do not have to be reported. However, all instructions regarding unqualified patients and bed days need to be followed by private hospitals where they choose to report episodes relating to Unqualified Newborns. If the Unqualified Newborn remains in the hospital when they turn 10 days of age, and is not receiving clinical care, they must be separated. At this time the baby becomes a boarder and the episode being reported to VAED is ended. All babies, both qualified and unqualified, can be admitted to HITH for clinically indicated treatment. Status Segments are used to record changes between Qualified and Unqualified status for newborns and the duration of these periods (Patient Days). Examples of changes to a newborn s Qualification Status are recorded in tables 2 and 3 Recording changes of newborn s Qualification Status. Table 2: Recording changes of newborn Qualification Status example 1 singleton Event Date Hospital s data records: Birth of a single live born. Baby needs Special Care Nursery 1 Sep Admission details for newborn. Status Segment Qualified Baby improves; transferred to ward 2 Sep New Status Segment Unqualified Baby worsens; transferred back to SCN 3 Sep New Status Segment Qualified Baby improves; transferred back to ward 4 Sep New Status Segment Unqualified Mother and baby both go home 6 Sep Separation details for mother, baby Page 4 HDSS Bulletin: Issue 194

8 Table 3: Recording changes of newborn Qualification Status example 2 multiple birth (newborns transferred to HITH) (new table) Twin 1 - Event Date Hospital s data records: Birth of first live born of twins. Baby needs Special Care Nursery. 1 Oct Admission details for newborn. Status Segment Qualified Baby improves; transferred to HITH 9 Oct New Status Segment Unqualified, Accommodation Type 4 Baby separated 12 Oct Separation details for baby Twin 2 - Event Date Hospital s data records: Birth of second live born of twins 1 Oct Admission details for newborn Status Segment Qualified Baby transferred to HITH Mother separated 4 Oct New Status Segment Accommodation Type 4 No change to Qualification status Separation details for mother Baby separated 8 Oct Separation details for baby Clarification regarding reporting of RUG ADL scores A data quality review of RUG ADL scores has shown that two VAED validations below are not functioning according to current VAED business rules. 680 Palliative Record: Adm RUG ADL blank or invalid range 682 Palliative Record: Invalid RUG ADL on Phase Change This has resulted in episodes being accepted in the VAED with invalid RUG ADL score of 00 for RUG ADL on Admission and RUG ADL on Phase Change. The total RUG ADL score obtained from an assessment of a person must be a value between 04 and 18. For Maintenance Care (Care Type MC) episodes report: RUG ADL on Admission as assessed on admission RUG ADL on Separation as assessed on separation For Palliative Care (Care Type 8) episodes report: RUG ADL on Admission as assessed on admission RUG ADL on Phase Change as assessed at the start of a new Phase of Care RUG ADL on start Final Phase of Care as assessed at the start of the Final Phase of Care (where >10 changes of Phase of Care occur) RUG ADL on Separation as assessed on separation RUG ADL score 00 is only reported for RUG ADL on Separation when a person dies in hospital (that is, there was no assessment on separation). The logic of validations 680 and 682 will be corrected for separations from 1 July HDSS Bulletin: Issue 194 Page 5

9 Coding and Classification Call for expressions of interest in membership of the Victorian ICD Coding Committee (VICC) A vacancy exists currently on the Victorian ICD Coding Committee. Health Information Managers and Clinical Coders are invited to express interest in serving on this important Department of Health and Human Services committee. The selection criteria and the obligations for membership are set out below. Criteria for Victorian ICD Coding Committee membership Coder members: Hold an undergraduate qualification in Health Information Management or Medical Record Administration or a qualification in Clinical Coding. Have graduated at least three years ago. Have at least two years work experience in a position or positions where coding comprises or comprised a significant part of the work. Be currently employed in a position where coding comprises a significant part of the work. Have completed the most recent ICD-10-AM/ACHI/ACS upgrade education package. Obligations of Victorian ICD Coding Committee Coder members: Accept appointment for a two year period (dependent on continuing work with ICD-10-AM/ACHI/ACS or related areas). The convener of the committee will review membership annually. Attend most of the monthly meetings (duration approximately five hours) at 50 Lonsdale Street, Melbourne, and when unable to attend a meeting, notify an apology to the secretary. Before the meeting, work through agenda papers, consult specialist clinicians where appropriate, and consult as appropriate any specialist reference material available to the coder. Bring to the meeting proposed answers to queries. If unable to attend, provide (by ) comments on agenda items, particularly those within the specialist area of that representative. If you are interested in serving on the Victorian ICD Coding Committee or would like further information please contact the convener, Jennie Shepheard at ICD-10-AM/ACHI/ACS 9th edition Development of ICD-10-AM/ACHI/ACS 9th edition has been completed by the Australian Consortium for Classification Development (ACCD). Victorian hospitals will be required to code separations from 1 July 2015 using the 9th edition of the classifications. Education for 9th edition will be provided by the ACCD, most likely on an online basis. Watch the ACCD website for further information: ( Hard copy books are expected to be available through the IHPA website by the end of March. Page 6 HDSS Bulletin: Issue 194

10 Agency Information Management System (AIMS) AIMS forms redevelopment The department has commenced work to redevelop the AIMS forms. This will result in the forms having a different format to the current version. The form names, user access and data elements will be the same. We anticipate the new forms will be released in April Following this change, forms prior to will not be available, however previous financial year data can be viewed by using the year-to-date reports. Further information will be communicated to all AIMS users closer to the roll-out date. HDSS Bulletin: Issue 194 Page 7

11 Victorian Emergency Minimum Dataset (VEMD) VEMD editor new version An updated version of the VEMD Editor (v ) is available for download from A minor update has been applied to the editor affecting validations E398 and E399: to allow for records which legitimately span the financial year to detect data entry errors where ambulance date/times are not consistent with arrival date. Page 8 HDSS Bulletin: Issue 194

12 Victorian Integrated Non-Admitted Health (VINAH) Final specifications for revisions to VINAH for 1 July 2015 update The following code set changes were omitted from the final specifications document. Referral Out Service Type Community-Based Service/Agency 608 Community Aged Care Package 609 Extended Aged Care at Home (EACH) 661 Level 2 Home Care Package 662 Level 4 Home Care Package HDSS Bulletin: Issue 194 Page 9

13 Contact details The System Intelligence and Analytics branch of the Health Strategy and Analytics division manages several Victorian health data collections including: Victorian Admitted Episodes Dataset (VAED) including Admitted Patient Entry & Transmission System (APET) Victorian Emergency Minimum Dataset (VEMD) Elective Surgery Information System (ESIS) Agency Information Management System (AIMS) Victorian Integrated Non-Admitted Health Minimum Dataset (VINAH). The HDSS Bulletin is produced at intervals to provide: answers to common questions recently directed to the HDSS and HealthCollect Help Desk communication regarding the implementation of revisions to data collection specifications, including notification of amendments to specified data collection reference tables feedback on selected data quality studies undertaken information on upcoming events. HDSS website HDSS and HealthCollect help desk Telephone (03) VAED/VINAH/AIMS VEMD ESIS Hospital Data Front Desk Page 10 HDSS Bulletin: Issue 194

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