Interim Director, Health Data Branch. Fredrika Scarth Director, Health Quality Liaison and Program Development Branch

Transcription

1 Ministry of Health and Long-Term Care Ministère de la Santé et des Soins de longue durée Health Data Branch Health System Information Management Division Direction des données sur la santé Division de la gestion de l'information pour le système de santé 5700 Yonge Street, 4th Floor 5700 rue Yonge, 4e étage Toronto ON M2M 4K5 Toronto ON M2M 4K5 Telephone: (416) Téléphone: (416) Facsimile: (416) Télécopieur: (416) DATE: MEMORANDUM TO: FROM: Chief Executive Officers and Chief Financial Officers and Director, Clinical/Health Records of Public Hospitals Cancer Care Ontario Long-Term Care Homes Trauma Program Coordinators Specialty and Mental Health Hospitals Private Hospitals Community Care Access Centres Community Health Centres Children s Treatment Centres Community Mental Health and Addiction Agencies Community Support Services Providers Ontario Physician Human Resources Data Centre Council of Universities Aileen Chan Interim Director, Health Data Branch Fredrika Scarth Director, Health Quality Liaison and Program Development Branch SUBJECT: Fiscal Year / Data Submission Timelines The purpose of this memorandum is to provide the Fiscal Year (FY) / data submission timelines to all Health Service Providers listed above that report clinical, financial and statistical data to the Ministry of Health and Long-Term Care (the ministry). Health Service Providers must submit all clinical, financial and statistical data for the services delivered by the timelines outlined in this memorandum. Adherence to these timelines and ensuring that the data submitted is accurate and complete is important as your data is used to support internal and external data reporting, funding and activity analyses, and responding to requests for information. Fiscal Year / Data Submission Timelines Page 1 of 11

2 Please note that data submitted after the year-end submission deadlines will not be used to inform funding, planning and weight calculations for the following funding cycle. No exceptions or extensions will be granted to the stated timelines. Additionally, the Ministry strongly recommends that all quarterly submissions be current to ensure that health service provider performance can be accurately accounted for when making policy decisions, including allocations, for future years. 1. Clinical Data Submission Timelines The ministry hereby directs Health Service Providers to submit the following clinical data sets to the Canadian Institute for Health Information (CIHI) and MOHLTC for Fiscal Year /. Health Service Providers are encouraged to submit their clinical data as submission files are completed rather than waiting for the specified deadlines. Discharge Abstract Database (DAD) National Ambulatory Care Reporting System (NACRS) Level 3 Deadline for Final Data Submission to CIHI /17 Q1 August 31, /17 Q2 November 30, /17 Q3 February 28, /17 Q4 May 31, The final submission deadline for DAD and NACRS (Level 3) databases will be May 31 st,. No additional abstracts or corrections will be accepted by CIHI after the May 31 st, deadline. Health Service Providers participating in the Emergency Room NACRS Initiative (ERNI) are required to report monthly NACRS Level 1 data by the timelines outlined below: National Ambulatory Care Reporting System (NACRS) Level 1 Interim Data Submission Deadline for Final Data to CIHI (Recommended) Submission to CIHI April May 4, May 13, May June 3, June 14, June July 6, July 15, July August 4, August 15, August September 6, September 15, September October 5, October 17, October November 3, November 15, November December 5, December 14, December January 5, January 16, January February 3, February 14, February March 3, March 14, March April 5, April 14, Fiscal Year / Data Submission Timelines Page 2 of 11

3 National Rehabilitation System (NRS) Deadline for Preliminary Deadline for Final Data Data Submission to CIHI Submission to CIHI /17 Q1 July 31, August 15, /17 Q2 October 31, November 15, /17 Q3 January 31, February 14, /17 Q4 April 30, May 15, Health Service Providers are required to submit CCRS for their complex continuing care and long term care services by the timelines outlined below. Continuing Care Reporting System (CCRS) Deadline for Preliminary Deadline for Final Data Data Submission to CIHI Submission to CIHI /17 Q1 August 15, August 31, /17 Q2 November 15, November 30, /17 Q3 February 14, February 28, /17 Q4 May 15, May 31, Canadian Joint Replacement Registry (CJRR) Deadline for Final Data Submission to CIHI /17 Q1 August 31, /17 Q2 November 30, /17 Q3 February 28, /17 Q4 May 31, Ontario Mental Health Reporting System (OMHRS)* Deadline for Preliminary Deadline for Final Data Data Submission to CIHI Submission to CIHI /17 Q1 July 29, August 15, /17 Q2 October 31, November 15, /17 Q3 January 31, February 14, /17 Q4 April 28, May 15, *Effective FY-17 the deadlines for OMHRS data submission have been revised. Ontario Trauma Registry (OTR) Deadline for Final Data Submission to CIHI /17 Q1, Q2, Q3 & Q4 May 31, If you have any questions regarding the clinical data submission timelines, please Fiscal Year / Data Submission Timelines Page 3 of 11

4 2. Statistical and Financial Data Submission Timelines Ontario Healthcare Reporting Standards (OHRS)/ Management Information System (MIS) Trial Balance Submission The MIS Trial Balance submission is to be based on the most current version of the Ontario Healthcare Reporting Standards (OHRS) Full Provincial Chart of Accounts Listing-Appendix A- J and the applicable Chapters. You can access the Ontario Healthcare Reporting Standards effective for Fiscal Year / by referring to the ministry website at: From the Home Page Index, select OHRS Select OHRS 10.0 (available April ) For Quarters 2 and 3 submissions, the MIS Trial Balance submission must match the corporation s Financial Statements; and, for year-end, the MIS Trial Balance submission must match the corporation s Audited Financial Statements. The OHRS reporting standards align with the Chartered Professional Accountants of Canada (CPA Canada) Handbook for financial reporting. / Trial Balance Submission Timelines /17 Q2 /17 Q3 /17 Year- End OHFS Test OPENS Friday, September 16, Monday, December 12, Monday, April 3, OHFS Test CLOSES Friday, September 30, Friday, December 30, Friday, April 14, OHFS Production OPENS (to accept electronic MIS Trial Balance Submission) Monday, October 3, Tuesday, January 3, Monday, April 17, OHFS Production CLOSES (Must pass stage 3c edits) Monday, October 31, Tuesday, January 31, Wednesday, May 31, OHFS Test : It is highly recommended that organizations use the test environment to ensure account combination, validation and submission complies with the edit rules before submitting to the OHFS Production. The Test contains the most recent valid account combinations and edit rules. The web OHFS Test site opens 2 weeks prior to the opening of the Production. OHFS Production : It is highly recommended that organizations target to complete MIS Trial Balance submissions prior to the deadline to allow sufficient time to compare and ensure the matching of revenues, expenses, assets and liabilities between the MIS Trial Balance Verification Report and the organization s Financial Statements. Fiscal Year / Data Submission Timelines Page 4 of 11

5 Ontario Healthcare Financial & Statistical (OHFS) Database Hours of Operation Monday to Friday OHFS Test and Production OPEN 24 hours (exception: final day of submission the Production closes at 11 PM) Customer Service / Support Core Hours (assigned MOHLTC Primary Contact/Analyst is available from 8:00 AM to 5:00 PM via or phone) Technical Support available from 8:00 AM to 4:00 PM Server Maintenance is scheduled weekly between 11:00 PM and 4:00 AM Saturday, Sunday, and Holidays OHFS Test and Production is OPEN 24 hours Customer Service / Support is not available, however you can forward your query to your assigned MOHLTC Primary Contact/Analyst by or phone (voice mail). Technical Support: None Server Maintenance may occur and will be communicated to users Inquiries: Please direct questions regarding the MIS Trial Balance submission process to your assigned MOHLTC Primary Contact/Analyst. To identify your assigned MOHLTC Primary Contact/Analyst, please log in and refer to the ministry website: Enter HDB Portal User Name and Password From the Index on the left hand side select MIS Trial Balance Select FY/17 Scroll down to MOHLTC Health Information Analyst Section Select document Healthcare Organization List Ordered by Healthcare Organization Code Additional specific communications regarding the MIS Trial Balance submission process will be made available to Health Service Providers during the quarter 2, 3 and year-end submission timelines on the website. Fiscal Year / Data Submission Timelines Page 5 of 11

6 3. Self Reporting Initiative (SRI) The following represents the production schedule for FY/17. The SRI testing (UAT) environment will be available prior to each submission open date. Release Submission Open Date Close Date Name Post Q4 & Q1 /17 July 1, August 1, July 31, Hospital Quarterly Activity Form Acute Services (4 templates) Family Health Team (FHT) Quarterly (Primary Care) November 7, Hospital Quarterly October 31, Community Quarterly - Ministry November 7, Community Quarterly - LHIN November 7, CCAC - Service Maximum November 7, CCAC - Hip and Knee Q2 /17 October 1, October 31, November 15, TBD Family Health Team (FHT) Quarterly Primary Care Community Annual Planning Submissions (CAPS) - LHIN - /18 Hospital Accountability Planning Submission (HAPS) /18 December 30, Hospital Quarterly Activity Form Acute Services (4 templates) Post Q2 /17 January 1, January 31, December 15, - March 31, for CSS program managed by PPB - February 19, for the CMHA program managed by Strategy and System Productivity Branch Family Health Teams (FHT) Quarterly (Primary Care) CAPS Ministry /18 Fiscal Year / Data Submission Timelines Page 6 of 11

7 Release Q3 /17 Post Q3 /17 Q4 (YE) /17 Submission Open Date Close Date Name February 7, Hospital Quarterly January 15, February 1, March 31, January 31, February 7, February 7, March 1, June 9, - June 30, for CSS program managed by PPB - April 30, for CMHA program managed by Strategy and System Productivity Branch June 7, June 30, Community Quarterly - Ministry Community Quarterly - LHIN CCAC - Service Maximum Hospital Quarterly Activity Form Acute Services (4 templates) Hospital Quarterly Community Services - Ministry Community Quarterly - LHIN Community - Annual Reconciliation Report (ARR) April 30, June 30, June 7, June 7, TBD Family Health Team (FHT) Quarterly (Primary Care) Family Health Team (FHT) - Audited Statement of Revenues and Expenditures Report (ASRER) CCAC - Service Maximum CCAC - Hip and Knee Hospital Quarterly Activity Form (Initial Allocation) Acute Services (4 templates) All communications and training materials are available on the ministry website: SRI support is available Mondays to Fridays from 9:00 AM to 5:00 PM and can be reached by SRI@ontario.ca or by phone: The SRI application is not available on Sundays from 5:00 AM to 8:00 AM because of scheduled maintenance. Fiscal Year / Data Submission Timelines Page 7 of 11

8 4. Statistical Data Submission Timelines for Bed Census Summary (applicable to Hospitals only) The monthly Bed Census Summary (BCS) data must be submitted for each of the following Master Number types assigned to hospitals: Acute Adults & Pediatrics Mental Health Adult Complex Continuing Care General Rehabilitation Special Rehabilitation Deadline for Bed Census Submission to MOHLTC April May 15, May June 15, June July 15, July August 15, August September 15, September October 15, October November 15, November December 15, December January 15, January February 15, February March 15, March April 15, Each hospital facility must complete a separate BCS form for each Master Number assigned to the corporation (e.g., a hospital with acute, complex continuing care, rehabilitation, and mental health must submit one BCS form for each). Errors in the bed census summary submitted data must be corrected; corrections can be made at any time within the current fiscal year reporting until May 31 of the following fiscal year. If you have any questions regarding the Bed Census Summary reporting standards please DDMSupport@ontario.ca. For Bed Census Summary technical issues, please DCS@hsimi.on.ca. Fiscal Year / Data Submission Timelines Page 8 of 11

9 5. Medical Trainee Data Submission (MTD) for /17 The /17 Medical Trainee Data submission will consist of 4 quarterly submissions. The process will include the universities collecting the quarterly data. The universities will then be responsible for submitting the consolidated data to the Ontario Physician Human Resource Centre (OPHRDC). The OPHRDC will be responsible for ensuring the data is valid and facilitate all communication to universities to resolve all conflicts before submitting a single consolidated MTD data file to the Ministry. If you have any questions and require additional information, please mtd.moh@ontario.ca /17 MTD Submission Timelines: Quarter Submission Submission Final Approval of deadline to deadline to Data OPHRDC Ministry Q1 Data October 3, December 5, January 4, Q2 Data December 5, February 6, March 6, Q3 Data February 6, April 4, May 2, Q4 Data April 28, June 1, June 30, 6. Ontario Case Costing Submission (OCC) for 2015/16 The 2015/16 case costing submission will open on Tuesday, August 2, and close on Friday, September 23,. Separate communications will be forwarded to participating case costing facilities with submission details. 7. Long Term Care Home Staffing Report Submission (LTCH-SR) for 2015 The Long Term Care Home Staffing Report submission will open on Monday, May 2, and close on Monday, June 20,. Separate communications will be forwarded to Long Term Care Homes with submission details. Fiscal Year / Data Submission Timelines Page 9 of 11

10 8. Common Data Set Mental Health Submission (CDS-MH) for /17 The CDS-MH submission for /17 will consist of a 2 nd quarter submission and a year-end submission. Separate communications will be forwarded to CMH&A facilities with submission details. CDS-MH Test OPENS CDS-MH Test CLOSES CDS-MH Production OPENS CDS-MH Production CLOSES /17 Q2 Thursday, October 13, Monday, October 31, Wednesday, November 2, Wednesday, November 30, /17 Year-End Monday, April 3, Monday, April 17, Friday, June 2, Friday, June 30, Thank you for your cooperation in ensuring this process is a success. Yours sincerely, Aileen Chan Interim Director Health Data Branch Fredrika Scarth Director Health Quality Ontario Liaison and Program Development Branch c: Melissa Farrell, Assistant Deputy Minister, Health System Quality and Funding Division Mike Weir, Assistant Deputy Minister, Corporate Services Division Denise Cole, Assistant Deputy Minister, Health Workforce Planning and Regulatory Affairs Lynn Guerriero, Assistant Deputy Minister, Negotiations & Accountability Management Division Nancy Lytle, Interim Assistant Deputy Minister, Long-Term Care Homes Tim Hadwen, Assistant Deputy Minister, Health System Accountability & Performance Division Lorelle Taylor, Assistant Deputy Minister, Health System Information Management Division Debbie Korzeniowski, Director, Provincial Program Branch Louis Dimitracopoulos, Director, Strategy and System Productivity Branch Senior Directors, Performance, Contracts & Allocation, LHINs Lou Reidel, Director, Health Finance and Research, Ontario Hospital Association (OHA) Fiscal Year / Data Submission Timelines Page 10 of 11

11 Karey Iron, Director, Data Partnerships and Development, Institute for Clinical Evaluative Sciences (ICES) Dan Buchanan, Director, Financial Policy, Ontario Association of Non-profit Homes and Services for Seniors (OANHSS) Paula Neves, Director, Health Planning and Research, Ontario Long Term Care Association (OLTCA) Caroline Heick, Executive Director Ontario and Quebec, Canadian Institute for Health Information (CIHI) Fiscal Year / Data Submission Timelines Page 11 of 11