Health Human Resources Minimum Data Set Guide Text File Format

Transcription

1 pic pic pic Health Human Resources Minimum Data Set Guide Text File Format Standards and Data Submission

2 Our Vision Better data. Better decisions. Healthier Canadians. Our Mandate To lead the development and maintenance of comprehensive and integrated health information that enables sound policy and effective health system management that improve health and health care. Our Values Respect, Integrity, Collaboration, Excellence, Innovation

3 Table of Contents Preface... iii Foreword... v This Guide... v Section 1: Introduction Background Purpose of the Guide CIHI s Data Quality Framework... 3 Accuracy... 3 Comparability... 3 Relevance... 4 Timeliness... 4 Usability... 4 Section 2: Health Human Resources Minimum Data Set Purpose of the Health Human Resources Minimum Data Set Health Human Resources Minimum Data Set Health Human Resources Minimum Data Set Core Subset of Data Elements Section 3: Health Human Resources Data Dictionary Purpose of the Health Human Resources Data Dictionary Health Human Resources Data Dictionary Section 4: Health Human Resources Data Technical and Submission Specifications Purpose of the Health Human Resources Data Technical and Submission Specifications Section Data Technical Specifications File Characteristics Record Layout Data Technical Specifications Data Submission Specifications Guidelines for Data Submission Data Acceptance Rules or Edit Checks File Layout and File Submission Example File Name Record Layout Sample Control Record Record Layout Other Potential Data Sources... 47

4 Section 5: Appendices Appendix A Canadian Province/Territory Codes Appendix B Country Codes Appendix C Post-Secondary Canadian Education Institution Codes Appendix D Education Field of Study Codes Appendix E Employment Organization Type Codes Appendix F Submitting Organization Identifier Codes Appendix G Other Potential Data Sources Appendix H CIHI Core Subset of Data Elements References ii Version 2.0 July 2012

5 Preface The Canadian Institute for Health Information (CIHI) is an independent, pan-canadian, not-forprofit organization working to improve the health of Canadians and the health care system by providing quality health information. CIHI s mandate, as established by Canada s health ministers, is to coordinate the development and maintenance of a common approach to health information for Canada. To meet this mandate, CIHI s core functions include the coordination and promotion of national health information standards and health indicators, the development and management of health databases and registries, the funding and facilitation of population health research and analysis, the coordination and development of education sessions and conferences, and the production and dissemination of health information research and analysis. The Health Human Resources Minimum Data Set Guide Text File Format is one example of a common approach in the development of national health information standards. Any questions regarding this guide or establishing a database should be directed to Program Specialist, Health Human Resources Canadian Institute for Health Information 495 Richmond Road, Suite 600 Ottawa, Ontario K2A 4H6 Phone: hhrmds@cihi.ca Version 2.0 July 2012 iii

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7 Foreword Health care provider groups should review this document carefully prior to undertaking any work related to database system development. This Guide The Health Human Resources Minimum Data Set Guide Text File Format includes some background information, the Health Human Resources Minimum Data Set, the Health Human Resources Data Dictionary and the Health Human Resources Data Technical and Submission Specifications and Appendices. Version 2.0 July 2012 v

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9 Section 1: Introduction The Health Human Resources Minimum Data Set Guide Text File Format, referred to as the guide throughout this document, was developed to assist organizations in developing HHR databases that are consistent with national standards and that provide opportunities to make comparisons between jurisdictions and professions. The guide is not intended to provide the steps to build a database; rather, it introduces the standards to be used for collecting, processing and reporting health human resources data. The Health Human Resources Minimum Data Set Guide Text File Format is divided into five sections: Section 1 includes pertinent background information and the purpose of the guide, and introduces CIHI s Data Quality Framework. Section 2 explains the purpose of the Health Human Resources Minimum Data Set (HHR MDS) and summarizes the minimum data set the list of data elements and corresponding permissible values and introduces a core subset of data elements. Section 3 comprises the Health Human Resources Data Dictionary (HHR DD), which defines each data element and corresponding values and includes a statement indicating the rationale for inclusion of the data element in the minimum data set. Section 4 sets out the Health Human Resources Data Technical and Submission Specifications (HHR DTSS), which relate to collecting and processing a record on each individual registrant. It includes the purpose of the data technical specifications and the record layout for each data element, including the representation class, the permissible values and/or format. It also includes information on data submission specifications for both the receiving and submitting organizations. The last section provides information on other potential sources of data as an alternative to establishing a national or centralized database. Section 5 includes the appendices. 1.1 Background The collection and reporting of health human resources (HHR) data helps governments to, among other things, plan for the numbers of needed health care providers and understand their distribution to inform their recruitment and retention strategies. Various other stakeholder groups also benefit from access to data, including the federal government, health care provider organizations, health care service delivery organizations and the Canadian public. Version 2.0 July

10 Stakeholders have investigated and articulated the issues surrounding data collection and reporting. For example, under the direction of the Conference of Deputy Ministers of Health, the Advisory Committee on Health Delivery and Human Resources developed A Framework for Collaborative Pan-Canadian Health Human Resource Planning 1 to facilitate pan-canadian HHR planning. This framework outlined some of the issues relating to HHR data: HHR planning has tended to focus on a few health care occupations, rather than on the full health care workforce; Planning has been conducted with limited data; All jurisdictions have been investing resources in developing HHR data, which without collaboration could lead to duplication and lack of data comparability; and There is a lack of high-quality, timely and comparable data on all major health care occupations. The framework also outlined some of the issues relating to HHR data standards: A lack of national data standards, including common definitions and approaches to collecting data; and Inconsistent data on HHR productivity, workload and utilization. The framework s Action Plan stated the need to develop a minimum data set... to guide HHR data collection and standards for collecting comparable data on new professional groups. 2 Some work has already been done to address this objective. In 2004, CIHI consulted major stakeholders to identify and validate HHR priority information needs and related indicators and to ascertain which data elements should be collected in a standardized fashion across Canada. From this, CIHI identified the general data needed to support the information-based functions of HHR (monitoring, evaluation, planning and policy research) and published it in the Guidance Document for the Development of Data Sets to Support Health Human Resources Management in Canada, 3 which was released in February From 2004 to 2008, CIHI developed five HHR databases on pharmacists, occupational therapists, physiotherapists, medical radiation technologists and medical laboratory technologists. These new databases complement existing HHR databases on physicians, registered nurses (including nurse practitioners), licensed practical nurses and registered psychiatric nurses. In addition, CIHI also maintains a database of aggregate data on 18 other health care professions, which includes information related to workforce supply, training/graduates, gender and age. CIHI also maintains and supports other databases, such as health spending databases for example, the National Health Expenditure Database (NHEX) and the Canadian MIS Database (CMDB) and health services databases for example, the Discharge Abstract Database (DAD) and the National Ambulatory Care Reporting System (NACRS). In total, CIHI maintains and supports 30 databases, giving CIHI extensive experience in the development and maintenance of databases and standards including health, financial and statistical standards. 2 Version 2.0 July 2012

11 1.2 Purpose of the Guide Some health care provider groups who do not currently provide data to CIHI have expressed interest in developing databases themselves that are comparable nationally and are consistent with CIHI standards. As such, CIHI developed the guide to assist these organizations so that they are able to populate and build a database by incorporating health human resources standards that are consistent with CIHI standards. The guide was created using a common approach in the development of health information standards related to health human resources. It contains the HHR MDS needed for relevant analysis of HHR supply only. It does not contain data elements related to HHR requirements (needs data). The HHR MDS complements the table Priority Information Needs, Indicators and the Data Elements Required to Support Compilation of Health Human Resources Information in Canada, which can be found in the Guidance Document for the Development of Data Sets to Support Health Human Resources Management in Canada; 3 as well, it is consistent, to the extent possible, with the minimum data sets, data dictionaries, and data technical and submission specifications of current CIHI data holdings. These standards could be used to assist those organizations that would like to collect health care provider data to collect data themselves and to align current data holdings with comparable national standards. 1.3 CIHI s Data Quality Framework CIHI has a framework for data quality in which data are evaluated for accuracy, comparability, relevance, timeliness and usability. The HHR MDS found in Section 2 of this document has been designed with a view to collecting data that meets these five criteria. Accuracy HHR data sets are expected to have a high degree of accuracy. Accuracy can be maintained by limiting the scope of data collected to information that is normally reported as a condition of licensure or data that is well understood and that does not place a high response burden on those who report. Variables that require estimation (for example, average hours of work) will normally have a higher margin of error than variables based on objective standards (such as exact recorded hours). Consequently, objective and readily available information is preferred in HHR databases. Comparability Data that is comparable and relevant across provinces/territories and within the majority of workforce participants is preferred to data that applies to only a relatively small number of the workforce. When considering the appropriateness of data elements such as second or third employment (Employment category), or education beyond the level required as a condition of practice (Education category), it is advisable to consider the proportion of the workforce to which Version 2.0 July

12 the data elements will apply. If only a small proportion of registered health care providers have secondary employment or supplementary education, for example, the comparability of that data will be limited and the value of collecting the data should be carefully considered. Relevance The data elements and their definitions, including the associated permissible values listed in the HHR Data Dictionary in Section 3 of this document, have been included with a view to capturing key characteristics of the HHR workforce. They are meant to apply to a number of different health care occupations and the range of data elements collected may not be the same for each occupation. Data elements within the category of Identifiers and Demographics Information should normally be available for all persons registered in the database. In the Education category, post-basic education will be relevant in some occupations but not in others. In its record-level data sets, CIHI normally limits analysis of employment characteristics to just primary employment, without examining secondary or other employments. Analysis of data in the Education category is normally limited to education required for licensure or entry to practice. The highest level of post-basic education is important in occupations where educational standards are evolving but may have limited analytical value in occupations where there is a fixed level of education required for licensure and where advanced education may be characteristic of those who are employed in administrative or teaching positions. Timeliness HHR supply databases maintained by CIHI are normally updated annually with data supplied by health care provider associations/societies or licensing bodies. Most data from these organizations is based on their internal reporting requirements for renewal of licenses or memberships and usually is obtained from questionnaires sent to members of the occupation on fixed dates. Experience has shown that several months are required for quality checking and validation of data, including follow-ups with individual respondents when necessary. Therefore, it could take an organization close to a year to release data after it has been collected. Usability Usability of HHR databases is a function of data content and the information requirements of stakeholders. Planning and monitoring of the HHR workforce are the main purposes of HHR databases. The information framework and variables suggested in this document, combined with accurate reporting, should provide databases that are usable for planning purposes. Additional information requirements for individual occupations can be incorporated in databases if data of acceptable quality is available. 4 Version 2.0 July 2012

13 Section 2: Health Human Resources Minimum Data Set 2.1 Purpose of the Health Human Resources Minimum Data Set The Health Human Resources Minimum Data Set (HHR MDS) contains data elements considered relevant for analyses of HHR supply. At this point, it does not include data elements associated with the demand or requirements for HHR. CIHI developed the HHR MDS within the framework of priority information needs identified in the Guidance Document for the Development of Data Sets to Support Health Human Resources Management in Canada. The HHR MDS aims to provide standards based on ISO compliance recommendations that will assist health care provider organizations in yielding standardized comparative data and reports on demographic, geographic, education, employment and migration information for health care providers in Canada. 2.2 Health Human Resources Minimum Data Set Presented in Table 1 below are 84 data elements that make up the HHR MDS. These data elements are grouped into six categories: Identifiers and Demographic Information; Geography and Related; Education; Employment, Both Historical and Current (General and Specific); Migration; and Other. It should be noted that the list of data elements presented in the HHR MDS below is not all inclusive; it identifies only those data elements that may be compared at a national level. Additionally, some of the data elements presented below may not be applicable to each health care provider group. For data elements that are not included in the HHR MDS and which organizations wish to include in their own minimum data sets, regarding naming convention guidelines, data formats, data types, permissible values, missing values and default values for invalid values, please direct your inquiries to datadictionary@cihi.ca. Version 2.0 July

14 Table 1: Health Human Resources Minimum Data Set Data Element Identifiers and Demographic Information Provider Registration Identifier Number Provider Gender Code Provider Birth Year Date Provider Birth Province Code Provider Birth Country Code Geography and Related Provider History Residence Province Code Provider History Residence Country Code Provider Registration Province Code Provider Concurrent Registration Province Code Provider Previous Registration Province Code Provider Previous Registration Country Code Provider Initial Registration Province Code Provider Initial Registration Year Date Permissible Value(s) (National or Provincial/Territorial Registration Number or Suitable Alternative) Female Male Undifferentiated (Four-Digit Year) (Canadian Province/Territory Codes) (Country Codes) (Canadian Province/Territory Codes) (Country Codes) (Canadian Province/Territory Codes) (Canadian Province/Territory Codes) (Canadian Province/Territory Codes) (Country Codes) (Canadian Province/Territory Codes) (Four-Digit Year) Not Collected 6 Version 2.0 July 2012

15 Table 1: Health Human Resources Minimum Data Set (cont d) Data Element Education Provider Basic Education Level Code Provider Basic Education Graduation Year Date Provider Basic Education Graduation Institution Code Permissible Value(s) Equivalency Certificate Diploma Baccalaureate Master s Doctorate (Four-Digit Year) (Canadian Institution Education Codes) Other Canadian Institution Non-Canadian Institution Provider Basic Education Graduation (Canadian Province/Territory Codes) Province Code Non-Canadian Location Provider Basic Education Graduation (Country Codes) Country Code Provider Post-Basic Education Level Code 1, 2, 3 Diploma Post-Secondary Certificate Baccalaureate Master s Doctorate Provider Post-Basic Education Graduation Year (Four-Digit Year) Date 1, 2, 3 Provider Post-Basic Education Graduation (Canadian Education Institution Codes) Institution Code 1, 2, 3 Other Canadian Institution Non-Canadian Institution Provider Post-Basic Education Graduation (Canadian Province/Territory Codes) Province Code 1, 2, 3 Non-Canadian Location Version 2.0 July

16 Table 1: Health Human Resources Minimum Data Set (cont d) Data Element Provider Post-Basic Education Graduation Country Code 1, 2, 3 Provider Education Outside Domain Education Level Code 1, 2, 3 Provider Education Outside Domain Education Field Code 1, 2, 3 Provider Education Outside Domain Graduation Year Date 1, 2, 3 Provider Education Outside Domain Graduation Province Code 1, 2, 3 Provider Education Outside Domain Graduation Country Code 1, 2, 3 Employment Historical Provider Employment Initial Province Code Provider Employment Initial Year Date Employment Current General Provider Employment Status Code Permissible Value(s) (Country Codes) Diploma Post-Secondary Certificate Baccalaureate Master s Doctorate (Education Field of Study Codes) (Four-Digit Year) (Canadian Province/Territory Codes) Non-Canadian Location (Country Codes) (Canadian Province/Territory Codes) (Four-Digit Year) Employed in Current Provider Role Type Employed in Current Provider Role Type on Leave Employed Outside of Current Provider Role Type Retired Unemployed 8 Version 2.0 July 2012

17 Table 1: Health Human Resources Minimum Data Set (cont d) Data Element Provider Other Occupation Activity Status Code Provider Employment Annual Earned Hours Provider Employment Sector Code Employment Current Specific Provider Employment Category Code (for First, Second and Third Employment) Provider Employment Full-Time/Part-Time Status (for First, Second and Third Employment) Provider Employment Province Code (for First, Second and Third Employment) Provider Employment Country Code (for First, Second and Third Employment) Provider Employment Postal Code (for First, Second and Third Employment) Provider Employment Organization Type Code (for First, Second and Third Employment) Permissible Value(s) Seeking Employment Only in Current Provider Role Type Seeking Employment Only in Occupations Outside the Current Provider Role Type Seeking Employment in Any Occupation Not Seeking Employment (Four-Digit Hours) Public Private Mix Permanent Employee Temporary Employee Casual Employee Self-Employed Other Not Elsewhere Classified Part-Time Full-Time (Canadian Province/Territory Codes) Non-Canadian Location (Country Codes) (Six-Digit Postal Code Assigned by Canada Post) (Employment Organization Type Codes) Version 2.0 July

18 Table 1: Health Human Resources Minimum Data Set (cont d) Data Element Provider Employment Multiple Site Indicator (for First, Second and Third Employment) Provider Employment Position Code (for First, Second and Third Employment) Migration Provider History Employment Country Code Provider History Employment Postal Code Provider History Previous Employment Province Code Provider History Previous Employment Country Code Provider History Previous Employment Postal Code Other Organization Registration Number Type Code Permissible Value(s) Yes No Manager Supervisor Staff Consultant Educator Researcher Sales Other (Country Codes) (Six-Digit Postal Code Assigned by Canada Post) (Canadian Province/Territory Codes) Non-Canadian Location (Country Codes) (Six-Digit Postal Code Assigned by Canada Post) Active, Full Active, Other Inactive 2.3 Health Human Resources Minimum Data Set Core Subset of Data Elements Of the HHR MDS data elements listed in Table 1 above, CIHI has identified a core subset of data elements that are collected across its HHR databases. Please refer to Appendix H for the list. 10 Version 2.0 July 2012

19 Section 3: Health Human Resources Data Dictionary 3.1 Purpose of the Health Human Resources Data Dictionary The purpose of this section of the guide is to provide the definitions for each data element, the corresponding permissible values and a brief rationale for inclusion of the data element in the HHR MDS. 3.2 Health Human Resources Data Dictionary In Table 2 below, the data elements are presented in the same order and under the same six categories as found in the HHR MDS. The field number for each data element is included. In the areas of education and employment, some of the data elements relate to three field numbers, which are all provided. These field numbers correspond to those listed in Table 3 (Health Human Resources Data Technical Specifications), found in Section 4 of this document. Table 2: Health Human Resources Data Dictionary Data Element Definition Permissible Value(s) Identifiers and Demographic Information The number and demographic characteristics of health care providers who are registered or licensed or who otherwise are part of the available health workforce provide important information. For example, they permit an examination of how age and sex can influence workforce participation. 1. Provider Registration Identifier Number A lifetime registration number, or suitable alternative, that uniquely identifies a health care provider within a particular jurisdiction. This number is a lifetime unique identifier assigned by the submitting organization for administrative purposes. (National or Provincial/Territorial Registration Number or Suitable Alternative) Rationale: This number is needed to uniquely identify a professional within a particular jurisdiction and to follow changes specific to that individual over time. A unique individual identifier is important for analyses of health care provider supply and characteristics. A national unique identifier allows for unduplicated counts of providers who may register in more than one province/territory. If a national unique identifier is not available, a provincial/territorial identifier should be used. 2. Provider Gender Code The reported sexual category of a registrant, at the time of registration or renewal, used for administrative purposes. Female An individual who reports belonging to the cultural gender role distinction of female. Male An individual who reports belonging to the cultural gender role distinction of male. Undifferentiated An individual whose gender cannot be uniquely defined as male or female, such as hermaphrodite. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Necessary for the calculation of gender-related workforce indicators (for example, proportion of the workforce that is female). Version 2.0 July

20 Table 2: Health Human Resources Data Dictionary (cont d) Data Element Definition 3. Provider Birth Year Date Year of birth of the registrant. Permissible Value(s) (Four-Digit Year) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Necessary for the calculation of age-related workforce indicators (for example, the average age of the workforce). 4. Provider Birth Province Code The Canadian province/territory of birth of the registrant. 5. Provider Birth Country Code The country of birth of the registrant. (Canadian Province/Territory Codes) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable (Country Codes) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Necessary for the analysis of the immigration patterns of the workforce. Information on a registrant s province/territory and country of birth can be used (in comparison with other data elements) to assess the internationally educated workforce. Geography and Related Geography is important in a country the size of Canada, and understanding the distribution of health personnel (for example, in terms of rural or urban choice of practice/employment setting) and how this distribution relates to geography is important to workforce planning and policy development. 6. Provider History Residence Province Code The Canadian province/territory of residence at the time of registration or renewal. 7. Provider History Residence Country Code The country of residence at the time of registration or renewal. (Canadian Province/Territory Codes) Non Applicable Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable (Country Codes) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Necessary for analysis of the geographical distribution of the workforce. Information on a registrant s province/territory and country of residence can be used (in comparison with other data elements such as Provider Registration Province Code) to reduce the level of double-counting of registrants registered in more than one Canadian jurisdiction. 8. Provider Registration Province Code The Canadian province/territory of current registration at the time of registration or renewal. (Canadian Province/Territory Codes) 12 Version 2.0 July 2012

21 Table 2: Health Human Resources Data Dictionary (cont d) Data Element Definition 9. Provider Concurrent Registration Province Code The Canadian province/territory of the secondary registration at the time of registration or renewal with the current registration or renewal. 10. Provider Previous Registration Province Code The Canadian province/territory of the previous registration in another Canadian province/territory at the time of registration or renewal. 11. Provider Previous Registration Country Code The country of the previous registration at the time of registration or renewal. 12. Provider Initial Registration Province Code The first Canadian province/territory in which a registrant became registered in Canada with a Canadian province/territory health care provider regulatory body or professional association. 13. Provider Initial Registration Year Date The first year in which a registrant became registered in Canada with a Canadian province/territory health care provider regulatory body or professional organization. Permissible Value(s) (Canadian Province/Territory Codes) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable (Canadian Province/Territory Codes) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable (Country Codes) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable (Canadian Province/Territory Codes) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable (Four-Digit Year) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Provides a baseline indication of initial entry into the health care provider workforce within Canada. Information on a registrant s current/concurrent/previous province/territory of registration can be used (in comparison with other data elements) to reduce the level of double-counting of registrants registered in more than one Canadian jurisdiction and about the extent to which health care providers provide services outside the province/territory or country in which they reside. Education Monitoring basic information on the education attainment of the workforce can allow for the examination of the sequencing and timing of different educational attainments (for example, initial education in the profession of interest, highest education in the profession of interest and highest education outside of the profession of interest) of the workforce. Year of graduation for basic education in the profession is also used to generate an indicator for the maximum length of time in the workforce (in other words, the number of years since graduation from basic education in the profession). Looking at province/territory of graduation allows for the examination of a jurisdiction s capacity to retain health care providers trained in the jurisdiction and can also be used to target recruitment efforts (for example, to specific Canadian schools, provinces or countries). Version 2.0 July

22 Table 2: Health Human Resources Data Dictionary (cont d) Data Element Definition 14. Provider Basic Education Level Code Initial post-secondary education program used to prepare a health care provider for practice. This refers to initial education in the health care provider profession used, in whole or in part, for consideration of licensure (regulatory body) or registration (mandatory or voluntary membership association) as a health care provider in Canada. Permissible Value(s) Equivalency Certificate Equivalency Certificate, below the level of a baccalaureate, conferred by a college or university (or comparable institution). This refers to direct-entry diplomas resulting from programs completed at a Canadian hospital or equivalent. This refers to direct-entry diplomas resulting from programs completed at a Canadian community college and collège d enseignement général et professionnel (cégep). Diploma Diploma below the level of a baccalaureate, conferred by a college or university (or comparable institution). Baccalaureate An undergraduate degree conferred by a university or comparable institution. This refers to direct-entry degrees in the health care provider profession. Master s A graduate-level professional university degree or equivalency degree. This refers to direct-entry degrees in the health care provider profession. Doctorate A post-graduate-level professional university degree or equivalency degree. This refers to direct-entry degrees in the health care provider profession. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: This data element is used to monitor changes in the basic educational attainment of the workforce. A range of levels is included to accommodate situations where basic education may differ from the Canadian standard (usually diploma or baccalaureate), or cases where post-graduate degrees qualify as entry-level without having to complete a diploma program. Entry-level education in this context is the initial education required by the health care provider to practise as a health care provider in Canada. Entry-level education will vary among health care provider professions. 15. Provider Basic Education Graduation Year Date Year of completion of basic education program used to prepare a health care provider for entry into practice. (Four-Digit Year) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Collecting this information permits an examination of the sequencing and timing of different educational attainments (initial education in the profession of interest, highest education in the profession of interest and highest education outside of the profession of interest) of the workforce. Year of graduation for basic education in the profession can also be used to generate an indicator for the maximum length of time in the workforce (meaning the number of years since graduation from basic education in the profession). 14 Version 2.0 July 2012

23 Table 2: Health Human Resources Data Dictionary (cont d) Data Element Definition 16. Provider Basic Education Graduation Institution Code Name of Canadian college or university of completion of initial education program used to prepare a health care provider for practice. 17. Provider Basic Education Graduation Province Code Canadian province/territory of completion of initial post-secondary education used to prepare a health care provider for practice. 18. Provider Basic Education Graduation Country Code Name of country of completion of initial education program used to prepare a health care provider for practice. Permissible Value(s) (Canadian Education Institution Codes) Other Canadian Institution Other Canadian institution of graduation for basic education not otherwise specified. Non-Canadian Institution Institution of graduation was outside of Canada. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable (Canadian Province/Territory Codes) Non-Canadian Location Location of graduation was outside of Canada. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable (Country Codes) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Collecting the Canadian institution name of graduation, or country of graduation, permits the identification of the college/university/institution where basic education in the health care provider profession was completed. It allows monitoring of the composition of the workforce in terms of place of education (Canadian versus international) and analysis of provincial/territorial capacity to retain provincial/territorial graduates Provider Post-Basic Education Level Code 1, 2, 3 Other post-secondary education achieved in the health care provider profession, which resulted in a diploma or a degree. (This includes any post-basic health care provider profession education leading to a diploma or a degree, for example, laddering, upgrade or degree completion education.) 1, 2, 3 Diploma Diploma below the level of a baccalaureate, conferred by a college or university (or comparable institution). Post-Secondary Certificate Non-diploma/degree certificate or equivalent conferred by a college or university (or comparable institution). Baccalaureate An undergraduate degree conferred by a university or comparable institution. This refers to direct-entry degrees in the health care provider profession. Master s A graduate-level professional university degree or equivalency degree. This refers to direct-entry degrees in the health care provider profession. Doctorate A post-graduate-level professional university degree or equivalency degree. This refers to direct-entry degrees in the health care provider profession. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Version 2.0 July

24 Table 2: Health Human Resources Data Dictionary (cont d) Data Element Definition Permissible Value(s) Rationale: This data element is used to monitor changes in the educational attainment of the workforce Provider Post-Basic Education (Four-Digit Year) Graduation Year Date 1, 2, 3 Data element is collected but does not Year of completion of post-basic education in apply or is not collected and/or not submitted. health care provider profession. 1, 2, 3 Data collector or data submitter is unable Rationale: Collecting the year of completion of other education in the health care provider profession permits monitoring trends in the sequencing and timing of the health care provider educational attainments Provider Post-Basic Education Graduation Institution Code 1, 2, 3 Name of Canadian institution of completion of post-basic education in health care provider profession. 1, 2, Provider Post-Basic Education Graduation Province Code 1, 2, 3 Canadian province/territory of completion of post-basic education in health care provider profession. 1, 2, Provider Post-Basic Education Graduation Country Code 1, 2, 3 Name of country of completion of post-basic education in health care provider profession. 1, 2, 3 (Canadian Education Institution Codes) Other Canadian Institution Other Canadian institution of graduation for post-basic education not otherwise specified. Non-Canadian Institution Institution of graduation was outside of Canada. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable (Canadian Province/Territory Codes) Non-Canadian Location Location of graduation was outside of Canada. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable (Country Codes) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Collecting the Canadian institution, or country of graduation, permits the identification of the location where post-basic education in health care provider profession was completed and allows monitoring of the Canadian- versus internationally educated composition of the workforce and analysis of provincial/territorial capacity to retain provincial/territorial graduates (for provinces/territories with education programs). 16 Version 2.0 July 2012

25 Table 2: Health Human Resources Data Dictionary (cont d) Data Element Definition Other Education Provider Education Outside Domain Education Level Code 1, 2, 3 Level of post-secondary education obtained in a field of study outside the health care provider profession. Education may have been acquired prior to or subsequent to entrance into the health care provider profession. 1, 2, 3 Permissible Value(s) Diploma Diploma or equivalent, below the level of a baccalaureate, conferred by a college or university (or comparable institution). This refers to education outside of the health care provider profession. Post-Secondary Certificate Non-diploma/degree certificate or equivalent conferred by a college or university (or comparable institution). This refers to education outside of the health care provider profession. Baccalaureate An undergraduate degree conferred by a university or comparable institution. This refers to education outside of the health care provider profession. Master s A graduate-level university degree or equivalent degree. This refers to education outside of the health care provider profession. Doctorate A post-graduate-level university degree or equivalent degree. This refers to education outside of the health care provider profession. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: This data element is used to identify and monitor the level of educational attainment outside the field of the health care provider profession and to augment a health care provider s education profile Provider Education Outside Domain Education Field Code 1, 2, 3 Field of study other than that related to a health care provider profession. 1, 2, 3 Reflects education outside of basic and post-basic health care provider profession education. (Education Field of Study Codes) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Collecting the field of study associated with education completed outside of the health care provider profession allows for analysis of the type of post-secondary training that a professional has obtained outside of their primary health discipline Provider Education Outside Domain Graduation Year Date 1, 2, 3 Year of completion of education in a field other than that related to the health care provider profession. 1, 2, 3 (Four-Digit Year) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Collecting the year of completion of education in a field other than that related to the health care provider profession permits monitoring trends in the sequencing and timing of different educational attainment outside the field of the professional s primary health discipline. Version 2.0 July

26 Table 2: Health Human Resources Data Dictionary (cont d) Data Element Definition Permissible Value(s) Provider Education Outside Domain (Canadian Province/Territory Codes) Graduation Province Code 1, 2, 3 Non-Canadian Location Location of graduation was Canadian province/territory in which outside of Canada. education was completed in a field of study other than that related to the health care Data element is collected but does not provider profession. 1, 2, 3 apply or is not collected and/or not submitted. Data collector or data submitter is unable Provider Education Outside Domain (Country Codes) Graduation Country Code 1, 2, 3 Data element is collected but does not Country in which education was completed apply or is not collected and/or not submitted. in a field of study other than that related to the health care provider profession. 1, 2, 3 Data collector or data submitter is unable Rationale: Collecting the province/territory and country of graduation permits the identification of where education outside the health care provider profession was completed and allows monitoring of the education composition (Canadian versus international) of the workforce and analysis of provincial/territorial capacity to retain provincial/territorial graduates. Employment An understanding of employment characteristics, as well as the nature of labour force participation of health care personnel (for example, whether personnel are working full-time or part-time), can help inform policy decisions from the national/provincial/ territorial level (for example, more educational seats to produce more health care personnel could be funded) to the site of employment (for example, more full-time positions could be made available). Employment Historical 49. Provider Employment Initial Province Code (Canadian Province/Territory Codes) The first province/territory in which a registrant began Data element is collected but does not working as a health care provider in Canada. apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Identifies the initial Canadian jurisdiction of employment as a health care provider. 50. Provider Employment Initial Year Date (Four-Digit Year) The year in which a registrant began working as a Data element is collected but does not health care provider in the primary health discipline apply or is not collected and/or not submitted. in Canada for the first time. Data collector or data submitter is unable Rationale: Provides a baseline indication of initial entry into the Canadian health care provider occupation workforce. Year of initial employment can be used to generate a proxy indicator for length of time in the workforce (for example, years since initial employment as a health care provider) and, in combination with other data elements on education, can be used to examine transitions into and out of the work lifecycle. 18 Version 2.0 July 2012

27 Table 2: Health Human Resources Data Dictionary (cont d) Data Element Definition Employment Current General 51. Provider Employment Status Code At the time of registration or renewal, registrant s work status (employed or unemployed). Permissible Value(s) Employed in Current Provider Role Type Employed in an occupation directly related to health care provider practice.* Employed in Current Provider Role Type on Leave Employed in an occupation directly related to health care provider practice,* and not working as a result of an official leave (for example, maternity/paternity leave, leave of absence, etc.). Employed Outside of Current Provider Role Type Employed in an occupation unrelated to health care provider practice.* Retired Withdrawn from occupation, point where employment has ended. Unemployed Not employed. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable * The scope defining employment directly related to practice is determined by the individual licensing/ membership organizations. Rationale: Necessary for the calculation of work status related employment indicators (for example, proportion of the workforce employed in an occupation directly related to the health care provider practice but currently on leave). 52. Provider Other Occupation Activity Status Code Activity status of registrants not currently employed in the occupation or not employed. Seeking Employment Only in Current Provider Role Type Currently unemployed or employed in a non health care provider occupation and seeking employment in a health care provider occupation as a health care provider or in a health care provider related field. Seeking Employment Only in Occupations Outside the Current Provider Role Type Currently unemployed or employed in a health care provider occupation as a health care provider or in a health care provider related field and seeking employment in a non health care provider occupation or health care provider related field. Seeking Employment in Any Occupation Currently unemployed and seeking employment in a health care provider occupation as a health care provider, in a health care provider related field or in an occupation other than health care provider. Not Seeking Employment Not currently employed and not seeking employment. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Collection of this information permits the differentiation between those registrants (either an employee or self-employed) who are employed or unemployed. Capturing this data element provides opportunities to estimate the available registered workforce in different ways. When assessed in combination with other data elements, an estimation of the capacity of the available workforce can be determined. Version 2.0 July

28 Table 2: Health Human Resources Data Dictionary (cont d) Data Element Definition 53. Provider Employment Annual Earned Hours The total annual earned hours of work in all employment(s) in the health care provider occupation. Earned hours include worked and benefit hours for which personnel have received or will receive salaries. i Permissible Value(s) (Four-Digit Hours) Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Collection of earned hours can be a measure of capacity (available supply of personnel) and can be used to estimate the number of full-time equivalents in relation to comparable head count data. The collection of these data elements is especially important in situations of casual or self-employed work arrangements, where the parameters of worked, benefit and purchased hours are not prescribed by an employer/employment contract. 54. Provider Employment Sector Code Public Refers to health care spending by governments and government agencies. It is subdivided into four levels: provincial government sector, federal direct sector, municipal government sector and social security funds. ii Private Includes out-of-pocket expenditures made by individuals for health care goods and services; the health insurance claims paid to individuals by commercial and not-for-profit insurance firms, as well as the cost of administering those claims; non-patient revenues received by health care institutions, such as donations and investment income; private spending on healthrelated capital construction and equipment; and health research funded by private sources. ii Mix of Public and Private Includes work in both the public and private sectors. Data element is collected but does not apply or is not collected and/or not submitted. Data collector or data submitter is unable Rationale: Necessary for the calculation of sector-related employment indicators (for example, proportion of the workforce employed in the public sector). i. Canadian Institute for Health Information. Standards for Management Information Systems in Canadian Health Service Organizations [CD]. Ottawa, ON: CIHI; ii. Canadian Institute for Health Information. National Health Expenditures Trends, 1975 to Ottawa, ON: CIHI; Accessed September 22, Version 2.0 July 2012