Health Professions Database Minimum Data Set (Formerly Known as the Allied Health Human Resources Database Minimum Data Set)

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1 1 of 57 Health Professions Database Minimum Data Set (Formerly Known as the Allied Health Human Resources Database Minimum Data Set) Version 2.0 May 2010 Strategy Forecasting and Modelling Unit Health Human Resources (HHR) Policy Branch, HHR Strategy Division, Ministry of Health and Long-Term Care Queen s Printer for Ontario, 2010 The Health Human Resources Database (HPDDB) Minimum Data Set (MDS) Document was produced by the Province of Ontario as represented by the Ministry of Health and Long-Term Care, in consultation with the HPDB MDS Working Group.

2 2 of 57 Terms of Use Thank you for your interest in the Health Professions Database (HPDB) Minimum Data Set (MDS) Document ( the Document ) produced by the Province of Ontario. The Province of Ontario is providing you with a copy of the Document, subject to the following Terms of Use: 1. You may only use the Document for purposes related to health human resources (HHR) planning. 2. You may reproduce the Document in whole or in part for purposes related to HHR planning noting the appropriate references. 3. If you use or reproduce the Document for HHR planning, you must reproduce all copyright notices that appear on the original, and acknowledge the contribution of the Ontario Ministry of Health and Long- Term Care. 4. In addition to paragraph 3, above, if you alter the contents of the Document, you must also provide the following notice: This [insert title of document] modifies the Health Professions Database (HPDB) Minimum Data Set (MDS) Document originally produced by the Province of Ontario. The modifications expressed in this document are the views of [insert third party name] and do not necessarily reflect those of the Province of Ontario. 5. Despite anything contained in the paragraphs above, you or any third parties you contract with to help you achieve your HHR planning mandate must not use the Document for commercial purposes. By accepting this Document as provided to you by the Province of Ontario, you are deemed to have accepted these Terms of Use. If you have any questions, please contact the Health Human Resources Policy Branch, Ontario Ministry of Health and Long-Term Care at

3 3 of 57 Table of Contents Terms of Use 2 Minimum Data Set 4 Introduction 6 Purpose 6 HPDB MDS Working Group Members 7 Data Elements and Values Identifiers, Registration, Demographics Geography and Certification Education Employment Employment Historical Current Employment Individual Based Current Employment Site Based 38

4 4 of 57 Minimum Data Set DATA ELEMENTS Identifiers, Registration and Demographics 1. Unique Identifier Number (de-identified) 2. Registration Status 3. Registration Inactive Status Reason 4. Class of Registration 5. Sex 6. Year of Birth 7. Languages of Care Geography and Certification 8. Primary Postal Code of Residence 9. Primary Province or Territory or State of Residence 10. Primary Country of Residence 11. Province or Territory of Registration (Default Value) 12. Year of Initial Registration to Practise in Ontario 13. Concurrent Province or Territory or State of Registration 14. Concurrent Country of Registration 15. Most Recent Previous Province or Territory or State of Practice 16. Most Recent Previous Country of Practice 17. Last Year of Practice in Previous Province or Territory or State or Country 18. Specialty Certification 19. Year of Specialty Certification Education 20. Bridging Program Completion 21. Year of Completion Bridging Program 22. Level of Education in Profession 23. Year of Graduation from Education in Profession 24. Canadian Educational Institution of Education in Profession at Graduation 25. Province or Territory or State at Graduation from Education in Profession 26. Country of Graduation from Education in Profession 27. Highest Level of Education Outside of the Profession 28. Field of Study for Highest Education Outside of the Profession 29. Year of Graduation from Education Outside of the Profession 30. Province or Territory or State of Graduation from Highest Education Outside of Profession 31. Country of Graduation from Education Outside of Profession

5 5 of 57 Employment Historical 32. Country of First Time Practising in Profession 33. Province or Territory or State of First Time Practising in Profession 34. First Year of Practising in Profession 35. First Canadian Location of Practice in Profession 36. Year of First Canadian Practice in Profession Current Employment Individual Based 37. Practice Status 38. Full Time/Part Time/Casual Work Preference 39. Agency Nurse 40. Number of Practice Weeks in the Past 12 Months 41. Average Number of Weekly Practice Hours in the Past 12 Months 42. Average Number of Weekly On-Call Hours in the Past 12 Months 43. Proportion of Average Weekly Practice Hours on Direct Professional Services 44. Proportion of Average Weekly Practice Hours on Teaching 45. Proportion of Average Weekly Practice Hours on Clinical Education 46. Proportion of Average Weekly Practice Hours on Research 47. Proportion of Average Weekly Practice Hours on Administration 48. Proportion of Average Weekly Practice Hours on All Other Activities Current Employment Site Based 49. More Than Three Practice Sites 50. Employment Category 51. Full-Time/Part-Time/Casual Status 52. Practice Setting 53. Postal Code of Practice Site 54. Province or Territory or State of Practice Site 55. Country of Practice Site 56. Primary Role 57. Area of Practice Activity 58. Practice Specialty 59. Client Age Range

6 6 of 57 Introduction The healthcare system relies on a number of health professionals with unique expertise to provide services that meet the health needs of Ontarians. In the past, we did not have a good grasp on the profile of these professions. For example, we knew very little about how many people were practising in these professions, where they were working, and whether Ontario had the right combination of these professionals to meet future needs. The Health Professions Database is a significant step towards having a truly representative snapshot of Ontario s regulated healthcare workforce. As part of the provincial government s health human resources (HHR) strategy, called HealthForceOntario, the Ministry of Health and Long-Term Care (Ministry) and the health regulatory Colleges of Ontario worked together to create the Health Professions Database (HPDB) Minimum Data Set (MDS). This MDS defines the information and the standards required for health human resources planning in Ontario. It ensures the collection of standard, consistent and comparable demographic, registration, geographic, educational and employment information on all health professionals, which provides Ontario with the evidence to ensure that Ontarians have access to the right number and mix of qualified health professionals when and where they are needed. Success of the HPDB is dependant upon the support and commitment of key stakeholders such as the regulatory Colleges who are the stewards of data on their members. The Ministry would like to thank the MDS Working Group members for participating and providing their valuable feedback to create the HPDB minimum data set. Purpose The MDS identifies the list of standardized data elements and associated values with definitions to collectively comprise the data standard for the HPDB. This is a dynamic document that will be reviewed to ensure ongoing relevancy of the data elements for HHR planning. Acknowledgement Portions of text in this document have been taken or adapted from the Canadian Institute for Health Information, Medical Laboratory Technologists, Medical Radiation Technologists, Occupational Therapists, Physiotherapists and Pharmacists Database Data Dictionary (Ottawa: CIHI, 2007), Statistics Canada and the Ministry of Citizenship and Immigration.

7 7 of 57 HPDB MDS Working Group Members Colleen Myrie Sharon Cole Bob Wilkins Joel Friedman Maria Simas Tom Amsden Joyce Quan Greg Moor David McDonald Nancy Storey Jill Moriarty Heena Vyas Corinne Flitton Tami Hynes Marjory Embree Lynn Yawney Caroline Morris Deborah Adams Gina Dawe Pam Marler Keisha Simpson Murray Turnour Della Croteau Wendy Davidson Shilo Tooze Gnana Fernando Janice Carson-Golden Ania Walsh Emily Cheung Alice Wang Brent Knowles Elizabeth Good Wai Chung Amy Shen Jennifer Iannetta Ekta Khullar Richard Fung Anshoo Kamal Hussein Lalani College of Audiologists and Speech-Language Pathologists of Ontario College of Chiropodists of Ontario College of Chiropodists of Ontario College of Chiropractors of Ontario College of Chiropractors of Ontario College of Dental Hygienists of Ontario College of Dental Hygienists of Ontario Royal College of Dental Surgeons of Ontario College of Dental Technologists of Ontario College of Denturists of Ontario College of Denturists of Ontario College of Dietitians of Ontario College of Massage Therapists of Ontario College of Massage Therapists of Ontario College of Massage Therapists of Ontario College of Medical Laboratory Technologists of Ontario College of Medical Radiation Technologists of Ontario College of Midwives of Ontario College of Midwives of Ontario College of Occupational Therapists of Ontario College of Opticians of Ontario College of Optometrists of Ontario Ontario College of Pharmacists Ontario College of Pharmacists College of Physiotherapists of Ontario College of Psychologists of Ontario College of Respiratory Therapists of Ontario College of Respiratory Therapists of Ontario College of Traditional Chinese Medicine of Ontario College of Traditional Chinese Medicine of Ontario College of Nurses of Ontario Ontario Ministry of Health and Long-Term Care Ontario Ministry of Health and Long-Term Care Ontario Ministry of Health and Long-Term Care Ontario Ministry of Health and Long-Term Care Ontario Ministry of Health and Long-Term Care Ontario Ministry of Health and Long-Term Care Ontario Ministry of Health and Long-Term Care Ontario Ministry of Health and Long-Term Care

8 8 of Identifiers, Registration, Demographics Data Element Definition Valid Values Collection 1. Unique Identification Number (de-identified) The number that uniquely identifies individual member records across all of the Colleges. Each College to create a unique identifier across all Colleges based on an algorithm that the Ministry provides using unique characteristics: Full Name, Full Birth Date, Sex Implemented by the College at the time of initial registration. Format: Alphanumerical characters including special characters: / and +. Length: 22 Rationale: This information distinguishes a unique individual across all Colleges. It provides the opportunity for updating or refreshing record level data in accordance with a prescribed timeframe and linkage to historical information for statistical trending purposes. This will enhance comparability because it will identify health professionals that hold multiple registrations and/or switch careers. 2. Registration Status An active member identifies a professional who has officially acquired credentials to practise in the profession and is able to practise in the profession at minimum in some capacity. Inactive member identifies a professional who can no longer practise. 1: Active Able to practise the profession in full or any one capacity (e.g. clinical, research, teaching, health promotion etc.). 2: Inactive No longer able to practise the profession in any capacity. College Value Format: 9, Length: 1 Rationale: The categorization of active or inactive status of registration for health professionals in Ontario identifies the real and potential workforce.

9 9 of 57 Data Element Definition Valid Values Collection 3. Registration Inactive Status Reason Provides information on the type of attrition. NOTE: For resigned members, this data element is optional for Colleges to report into the HPDB. 01: Retired No longer part of the labour force. 02: Left the Country Left Canada for another country. 03: Left the Province Left Ontario for another province or territory in Canada. 04: Changing Profession Left profession for another profession. 05: Leave On leave from practising in the profession. 06: Resigned Not Specified 07: Other (Suspended, Revoked, Deceased) 98: Not Applicable (for those with an Active Registration Status only) 99: Unknown Format: 99 Length: 2 Rationale: Measures the rate of attrition for health professionals by type (e.g. retiring or leaving the province). member resigns or goes inactive.

10 10 of 57 Data Element Definition Valid Values Collection 4. Class of Registration The type of certificate of registration issued by the College to a member. Classes may include General, Restricted, Academic, Transitional or another class established by the College s regulation on registration. 01: Practice Has met basic requirements of the profession and is able to practise in the profession in Ontario. 02: Academic Practice - Appointed as a faculty member in an approved university/college program in the profession and able to practise the profession. 03: Non-Practising Member of the College who may be using knowledge in the profession in research, teaching etc. but cannot perform any of the controlled acts. 04: Educational Practising under supervision and working towards meeting basic requirements of profession while Enrolled in an education program Waiting to write professional exam or, Obtaining clinical experience. 98: Not Applicable (for those who do not have an Active Registration Status) Note: 99: Unknown is not a valid value for this data element Format: 99 Length: 2 Rationale: To account for the different class of certificates held by health professionals and identify the real and potential workforce. College Value

11 11 of 57 Data Element Definition Valid Values Collection 5. Sex The sex at birth of member. M: Male F: Female Initial Registration Format: A Length: 1 6. Year of Birth Year of birth of member. Numeric YYYY Initial Registration NOTE: The value 9998: Not Applicable and 9999: Unknown is not a valid value for the data element. Format: 9999 Length: 4 Rationale: Necessary for the calculation of age related workforce indicators (e.g. the average age of health professionals). 7. Languages of Care Languages in which the member can provide ISO Language codes Registration and professional services. 999: Unknown (Available only for levels 2-5) Collect up to 5 languages Format: AAA or 999 Length: 3 Rationale: Measures the supply of health professionals who are able to provide care to various special populations in Ontario in a specific language.

12 12 of Geography and Certification 8. Primary Postal Code of Residence - The postal code of the primary home address for 6 months plus 1 day or if split evenly within a year then the address at the time of registration or renewal. 'NAN ANA' (Canada) or (USA) : Outside Canada or the US : Unknown = Blank NOTE: The value : Not Applicable is not valid for this data element. If the member is living outside of Canada or the US then the data element should be mapped to : Outside Canada or the US. Registration and Format: AAAAAA or Length: 6 Rationale: Combined with postal code of practice site, provides an indication of the relationship between where health professionals live and where they work. Also, measures the geographic distribution of health professionals in Ontario and informs on the mobility of the profession across the province (e.g. across Counties and LHINs). 9. Primary Province or Territory or State of Residence The primary province or territory (if Canada) or state (if USA) of residence for 6 months plus 1 day or if split evenly within a year then the province or territory or state at the time of registration or renewal. ISO Province/Territory/State codes 96: Outside Canada or the US 99: Unknown = Blanks Registration and Format: AA or 99 Length: 2 Rationale: Measures the number of health professionals that reside outside of Ontario and provides their distribution across Canada and the USA. Combined with other data elements, informs on the mobility of the profession.

13 13 of Primary Country of Residence - Country of residence for 6 months plus 1 day or if split evenly within a year then the country at the time of registration or renewal. ISO Country codes 999: Unknown Registration and Format: AAA or 999 Length: 3 Rationale: Measures the number of health professionals that reside outside of Canada but are registered in Ontario. 11. Province or Territory of Registration The province or territory ON: Ontario of current registration. 98: Not Applicable (Only a valid value if Registration Status is mapped to 2: Inactive ). College Default Value Format: AA or 99 Length: 2 Rationale: Informs on the current registration location of health professionals. For the HPDB, Ontario is the primary registration location. 12. Year of Initial Registration to Practise in Ontario The first Numeric YYYY College Value year that the individual registered to practise the profession in Ontario. 9998: Not Applicable (for students/interns) 9999: Unknown Format: 9999 Length: 4 Rationale: In combination with other factors (e.g. year of graduation), it will determine the time it takes a graduate to enter practice.

14 14 of Concurrent Province or Territory or State of Registration - Other provinces or territories (if Canada) or states (if in USA) where a member is registered to practise in the specific profession. ISO Province/Territory/State codes 96: Outside Canada or the US 98: Not Applicable 99: Unknown =Blank Registration and Collect a maximum of 3 Format: AA Length: 2 Rationale: Estimates potential labour mobility by measuring the proportion of health professionals that are concurrently registered in other locations in Canada and the USA. 14. Concurrent Country of Registration - Countries where member ISO Country codes Registration and is registered to practise in the specific profession. 98: Not Applicable Collect a maximum of 3 99: Unknown =Blank Format: AAA Length: 3 Rationale: Estimates potential labour mobility by measuring the proportion of health professionals that are concurrently registered in other countries.

15 15 of Most Recent Previous Province or Territory or State of Practice Most recent previous province or territory (if Canada) or state (if USA) of practise in which the majority of employed/selfemployed activity occurred. ISO Province/Territory/State codes 96: Outside Canada or the US 98: Not Applicable 99: Unknown = Blank Registration Format: AA Length: 2 Rationale: Measures in-migration of health professional from specific provinces, territories or states (if USA). 16. Most Recent Previous Country of Practice - Most recent ISO Country codes previous country of practice in which the majority of employed/selfemployed activity occurred. 998: Not Applicable Registration 999: Unknown = Blank Format: AAA Length 3 Rationale: Measures in-migration of health professionals and identifies the country from which they emigrated. 17. Last Year of Practice in Previous Province or Territory or Numeric 'YYYY' State or Country - The last year that the member practised outside of Ontario in the previous location. 9998: Not Applicable Registration 9999: Unknown = Blank Format: 9999 Length: 4 Rationale: Measures the time it takes a health professional to transition to a new location when combined with initial year of practice in Ontario.

16 16 of Specialty Certification - A particular subject area or branch of the profession for which the member has been certified. 0000: General MLT 0001: Biochemistry MLT 0002: Immunology MLT 0003: Hematology MLT 0004: Histology MLT 0005: Microbiology MLT 0006: Transfusion Science MLT 0007: Cytogenetics Genetics MLT 0008: Molecular Genetics Genetics MLT 0009: Cytology MLT 0050: Magnetic Resonance MRT 0051: Nuclear Medicine MRT 0052: Radiation Therapy MRT 0053: Radiography MRT 0100: General Dental Hygienists 0101: Restorative Dental Hygiene - Dental Hygienists Registration and Collect maximum of 10

17 17 of Specialty Certification - continued 0149: No Specialty Dentists 0150: Endodontics Dentists 0151: Oral and Maxillofacial Surgery Dentists 0152: Oral Pathology Dentists 0153: Oral Radiology Dentists 0154: Oral Medicine Dentists 0155: Orthodontics Dentists 0156: Paediatric Dentistry - Dentists 0157: Periodontics Dentists 0158: Prosthodontics Dentists 0159: Public Health Dentistry Dentists 0160: Dental Anaesthesia Dentists 0200: Adult Nurse Practitioners 0201: Paediatric Nurse Practitioners 0202: Primary Health Care Nurse Practitioners Registration and Collect maximum of 10

18 18 of Specialty Certification continued 9998: Not Applicable 9999: Unknown Format: 9999 Length: 4 Registration and Collect maximum of 10 NOTE: Blank defaults to 9998: Not Applicable for all health professions except: MLTs, MRTs, Dental Hygienists, Dentists and Nurse Practitioners. For MLTs, MRTs, Dental Hygienists, Dentists and Nurse Practitioners blanks default to 9999: Unknown. Rationale: To identify the certified specialties of health professionals and their possible specialized areas of practice. 19. Year of Specialty Certification - The completion year of the Numeric 'YYYY' specialty certificate. 9998: Not Applicable 9999: Unknown Registration and Collect maximum of 10 Format: 9999 Length: 4 NOTE: Blank defaults to 9998: Not Applicable for all health professions except: MLTs, MRTs, Dental Hygienists, Dentists and Nurse Practitioners. For MLTs, MRTs, Dental Hygienists, Dentists and Nurse Practitioners blanks default to 9999: Unknown. Rationale: Measures the length of time required to obtain each certification and the work-life span of health professionals.

19 19 of Education 20. Bridging Program Completion - Completed a program that serves internationally educated individuals to help them achieve licensure commensurate with their skills, education and experience. This is achieved through profession-specific training that bridges the gap between the skills, education and experience of internationally educated individuals and the requirements of the regulators. Training provided can include prior learning assessment, exam preparation, mentoring opportunities, occupation-specific language instruction and workplace experience. 1: Yes 2: No 8: Not Applicable 9: Unknown = Blank Format: 9 Length: 1 Initial Registration Definition developed in collaboration with the Ministry of Citizenship and Immigration. Rationale: Measures the number of health professionals that have completed bridging programs and helps to gauge their success 21. Year of Completion of Bridging Program - The year that the Numeric YYYY bridging program was completed. 9998: Not Applicable Initial Registration 9999: Unknown =Blank Format: 9999 Length: 4 Rationale: Measures the length of time between the completion of the bridging program and initial registration to practise in Ontario.

20 20 of Level of Education in Profession The level of education the individual has completed in the profession. 01: Diploma - Diploma or equivalent conferred by a community college, university or comparable institution. 02: Baccalaureate - An undergraduate degree conferred by a university or comparable institution. 03: Master - A graduate level university degree. 04: Professional Doctorate - A first professional degree conferred by a university or comparable institution. 05: Doctorate - A post-graduate level university degree. 07: Entry to Practice Post Diploma Certificate/Courses A university level certificate or collection of university level courses obtained after completion of (at minimum) an undergraduate degree. This certificate/these courses is/are a mandatory entry to practice requirement into the profession. Continuing education certificates and courses are not included within this definition. 06: None of the Above - The individual has completed a level of education in the profession that is not listed above. 98: Not Applicable 99: Unknown = Blank Format: 99 Length: 2 Sourced from Canadian Institute for Health Information, Medical Laboratory Technologists, Medical Radiation Technologists, Occupational Therapists, Physiotherapists and Pharmacists Database Data Dictionary (Ottawa: CIHI, 2007). Initial Registration and Collect for each level of education (up to 5 levels) Rationale: Measures the levels of education health professionals acquire throughout their career to inform on initial education and continuing education patterns

21 21 of Year of Graduation from Education in Profession Year of graduation from education program in profession Numeric YYYY 998: Not Applicable (For Students and Interns) 999: Unknown = Blank Initial Registration and Collect for each level of education (up to 5 levels) Format: 9999 Length: 4 Rationale: Measures the time required to achieve each level of education and informs on the sequencing. 24. Canadian Educational Institution of Education in Profession List of Educational Institutions in Canada from Statistics at Graduation - Name of the institution at graduation from the Canada** education program in profession. PCC: Private Career College OOC: Out of Country Registration and Collect for each level of education (up to 5 levels). 998: Not Applicable 999: Unknown = Blank Format: AAA or 999 Length: 3 ** Post-Secondary Student Information System (PSIS) Postsecondary Institutions in Canada PSIS Code and Name Rationale: Measures the availability of programs and identifies the sources of supply for health professionals in Ontario.

22 22 of Province or Territory or State at Graduation from Education in Profession Province or territory (if Canada) or state (if USA) of graduation from education program in profession. ISO Province/Territory/State codes 96: Outside Canada or the US 98: Not Applicable (For Students and Interns) 99: Unknown = Blank Registration and Collect for each level of education (up to 5 levels). Format: AA or 99 Length: 2 Rationale: Measures mobility of health professionals to pursue education and informs on the relationship between their location of education and current practice location. 26. Country of Graduation from Education in Profession - Country ISO Country codes Registration and of graduation from education in profession. 998: Not Applicable (For Students or Interns) 999: Unknown = Blank Collect for each level of education (up to 5 Format: AAA or 999 levels). Length: 3 Rationale: Measures the number of internationally educated health professionals in the Ontario practice pool and international migration trends.

23 23 of Highest Level of Education Outside of the Profession - Highest education completed outside of the profession. 01: Diploma - A diploma or equivalent conferred by a community college, university or comparable institution. 02: Baccalaureate - An undergraduate degree conferred by a university or comparable institution. 03: Master - A graduate level university degree conferred by a university or comparable institution. 04: Professional Doctorate - A first professional degree conferred by a university or comparable institution. 05: Doctorate - A post-graduate level university degree. 06: None of the Above 98: Not Applicable 99: Unknown = Blank Format: 99 Length: 2 Rationale: Identifies and monitors the level of education attained outside of the profession and informs on potential career changes. Registration and

24 24 of Field of Study for Highest Education Outside of the Profession Field of study for highest education outside of the profession. 01: General Rehabilitation Science - Comprises of any program that includes a systematic study of the physical and psychosocial dimensions of human function throughout the lifespan of individuals with impairments, disabilities and/or handicaps. 02: Medical Laboratory Science - Comprises of any program that prepares individuals to conduct and supervise complex medical tests, clinical trials and research experiments; manage clinical laboratories; and consult with physicians and clinical researchers on diagnoses, disease causation and spread, and research outcomes. 03: Mathematics, Computer Information Sciences - Comprises of any general program that focuses on the analysis of quantities, magnitudes, forms and their relationships, using symbolic logic and language or any general program that focuses on computing, computer science and information science and systems as part of a broad and/or interdisciplinary program. 04: Health Administration/Management - Comprises of any program that prepares individuals to develop, plan, and manage health care operations and services within health care facilities and across health care systems. 05: Public Administration - Comprises of instructional programs that prepare individuals to analyze, manage and deliver public programs and services. Registration and

25 25 of Field of Study for Highest Education - continued 06: Public Health - Comprises of any program that generally prepares individuals to plan, manage and evaluate public health care services and to function as public health officers. 07: Kinesiology and Exercise Science - Comprises of any scientific program that focuses on the anatomy, physiology, biochemistry and biophysics of human movement, and applications to exercise and therapeutic rehabilitation. 08: Gerontology - Comprises of any program that focuses on the human aging process and aged human populations, using the knowledge and methodologies of the social sciences, psychology and the biological and health sciences. 09: Psychology - Comprises of any instructional programs that focus on the scientific study of the behaviour of individuals, independently or collectively, and the physical and environmental bases of mental, emotional and neurological activity. 10: Health Professions and Related Clinical Sciences - Comprises of any instructional programs that prepare individuals to practise as licensed professionals and assistants in the health care professions and focus on the study of related clinical sciences. Registration and

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