HDSS Bulletin Issue 172: 29 March 2012 Department of Health
Contents 172.1 Australian Government circular update 1 172.2 Department of Health circular update 1 172.3 HDSS Forum 2012 1 172.4 Postcode locality reference file update 2 172.5 Call for expressions of interest in membership of the Victorian ICD Coding Committee (VICC) 3 172.6 Clinical Coder Training Program 3 172.7 PRS/2 Test transmissions: sites upgrading to a new version of existing software 5 172.8 Test transmissions for revisions to PRS/2 and VAED for 2012 13 5 172.9 Additional campus approved to report Rehabilitation Level 1 (Care Type 2) 5 172.10 VEMD Time Fields and Daylight Saving 6 172.11 Release of VINAH8 Manual 7 172.12 Addition to Contact Professional Group codeset 7 172.13 NAP MDS Implementation Guide for Specialist (Outpatient) Clinics updated 7 172.14 VINAH Newsletter Issue 1 released 7
Global update 172.1 Australian Government circular update The following circulars have been released since the publication of HDSS Bulletin 171: PHI circular 12/12 PHI circular 13/12 PHI circular 14/12 PHI circular 15/12 PHI circular 16/12 PHI circular 17/12 PHI circular 18/12 Appointments to the Private Health Insurance Administration Council New Private Hospital Information Means testing the Private Health Insurance Rebate and Medicare Levy Surcharge (Fairer Private Health Insurance Incentives Tiers) New Private Hospitals Information Part B Of Application Form Private Health Insurance (Complying Product)Amendment Rules 2012 (No. 1) and Private Health Insurance (Benefit Requirements) Amendment Rules 2012 (No.1) PHI circular 19/12 Amendment to the Private Health Insurance (Prostheses) Rules 2012 (No. 1) PHI circular 20/12 Private Health Insurance (Benefit Requirements) Amendment Rules 2012 (No.1) Changes to Second Tier Eligible Hospitals PHI circular 21/12 New Private Hospital Information Private Health Insurance circulars can be found at: http://www.health.gov.au/internet/main/publishing.nsf/content/health-phicirculars2012-index1 To subscribe to the circulars, email your subscription details to Private Health Insurance Branch at: privatehealth@health.gov.au 172.2 Department of Health circular update The following departmental hospital circular has been released since the publication of HDSS Bulletin 171: Hospital circular 1/12 Hospital circular 6/12 Hospital circular 7/12 To advise hospitals of changes to the way hospitals are funded for the supply of Highly Specialised Drugs Revised Guidelines and Directions for post-incident testing orders and authorisations. 2012 Seasonal Influenza Vaccine For Eligible Patients Hospital circulars can be found at: http://www.health.vic.gov.au/hospitalcirculars/ 172.3 HDSS Forum 2012 The HDSS Forum for 2012 will be conducted on 1 June 2012, in Melbourne. Further details will be circulated shortly: this advance notice is to ensure those who should attend can set the day aside. Page 1
172.4 Postcode locality reference file update An updated version of the postcode locality file, including the following new postcode locality combinations, was posted to the HDSS website on 20 March 2012: http://www.health.vic.gov.au/hdss/reffiles/index.htm Postcode Locality 3213 Anakie 3213 Batesford 3213 Lovely Banks 3213 Moorabool 3217 Armstrong Creek 3217 Charlemont 3217 Freshwater Creek 3217 Mt Duneed 3218 Fyansford 3218 Murgheboluc 3218 Stonehaven 3222 Wallington 3223 Bellarine 3224 Moolap 3234 Apollo Bay 3234 Surfcoast Lorne 3340 Staughton Vale Page 2
Clinical coding 172.5 Call for expressions of interest in membership of the Victorian ICD Coding Committee (VICC) There is currently a vacancy on the Victorian ICD Coding Committee. Health Information Managers and Clinical Coders are invited to express interest in serving on this important Department of Health committee. The selection criteria and the obligations for membership are set out below. Criteria for Coding Committee membership Coder members: Hold an undergraduate qualification in Health Information Management or Medical Record Administration or a qualification in Clinical Coding. Have graduated at least three years ago. Have at least two years work experience in a position or positions where coding comprises or comprised a significant part of the work. Be currently employed in a position where coding comprises a significant part of the work. Have completed the most recent ICD-10-AM upgrade education package. Obligations of Victorian ICD Coding Committee Coder members: Accept appointment for a two year period (dependent on continuing work with ICD-10-AM or related areas). The convener of the committee will review membership annually. Attend most of the monthly meetings (duration approximately five hours) at 50 Lonsdale Street, Melbourne, and when unable to attend a meeting, notify an apology to the secretary. Before the meeting, work through agenda papers, consult specialist clinicians where appropriate, and consult as appropriate any specialist reference material available to the coder. Bring to the meeting proposed answers to queries. If unable to attend, provide (by email) comments on agenda items, particularly those within the specialist area of that representative. If you are interested in serving on the coding committee or would like further information please contact the convener, Jennie Shepheard at jennie.shepheard@health.vic.gov.au 172.6 Clinical Coder Training Program As part of its Health Information Workforce Strategy (www.health.vic.gov.au/hdss/hiw), the Department of Health may run a 'Clinical Coder Training Program' with Southern Health, for Victorian HIMAA and La Trobe University graduates. The program is aimed at increasing new, skilled entrants into the coding workforce and is focused on those who are not currently working or training as a Clinical Coder in a Victorian health service. The program will start either in late April or early May 2012 (TBC) and will run over 10 sessions. The day and time will be negotiated with participants and may include evening or weekend sessions. There are less than 10 places in the program. The program will be in a classroom, with face to face teaching by highly experienced coders with educational expertise. The format ensures that participants have access to real records and works in a similar environment to hospital coders. Participants benefit from exposure to the entire record, learn to interpret difficult handwriting and abbreviations, learn about record structure, and access to other electronic clinical information systems, i.e. pathology. Participants will also be provided with broader coding related curriculum covering such topics as DRGs and PRS 2. Page 3
The department will subsidise the majority of the program cost, per person, however a contribution from participants will be required. To ensure that participants have the ability and aptitude to do well in the program, there will be an entry coding test. To register your interest in potentially participating in the program, please contact Miranda Hindle on miranda.hindle@health.vic.gov.au by COB 5 April 2012. If you have any friends or colleagues with a coding qualification, but not currently working as a Clinical Coder, please feel free to inform them about this program. Page 4
Victorian Admitted Episodes Dataset (VAED) 172.7 PRS/2 Test transmissions: sites upgrading to a new version of existing software PRS/2 testing is necessary when a site changes patient management system software, including a major upgrade in the version of their existing software, i.e. HealthSMART i.pm upgrade to APAC 3. Two consecutive test transmissions are required to be approved by the nominated Admitted, Emergency and Elective Data (AEED) Unit liaison officer before sites can submit live data from their upgraded software. Test transmission files must include all records types and corrections to errors from a prior transmission. Please advise the HDSS HelpDesk of your intention to submit test transmissions by completing the PRS/2 Test Notification form. It is recommended that test transmissions are extracted from the live system environment unless it is impractical to do so. Sites must report aggregated data via the relevant AIMS return for public/private sectors as relevant during the period they are undertaking test transmissions. Queries regarding test transmissions and the testing process, can be directed to the HDSS HelpDesk at hdss.helpdesk@health.vic.gov.au or by phone to 03 9096 8141. PRS/2 Test Notification forms can be emailed to the HDSS HelpDesk or faxed to 03 9096 7743. 172.8 Test transmissions for revisions to PRS/2 and VAED for 2012 13 The Department of Health encourages hospitals to test their 2012 13 VAED system changes before sending live data to the VAED via PRS/2. The PRS/2 test environment is now available to commence processing test extracts from public and private hospitals. The PRS/2 test system has been set up with 1 January 2012 as the implementation date for 1 July 2012 changes. Therefore from 1 January 2012 PRS/2 test submission file record types will change to the new file structure. For example the Episode Record transaction type will change from E4 to E5. Hospitals can send test extracts to the HDSS HelpDesk hdss.helpdesk@health.vic.gov.au and electronic control reports will be returned via email. There is no approval process for testing 1 July updates therefore once hospitals are satisfied that their software meets the specifications, live submissions can commence for 2012 13 when the department advises heath services that testing is complete. 172.9 Additional campus approved to report Rehabilitation Level 1 (Care Type 2) The following campus is approved to report Rehabilitation Level 1 from February 2012. Name Campus code Effective date Western Hospital [Footscray] 1180 1/2/2012 Page 5
Victorian Emergency Minimum Dataset (VEMD) 172.10 VEMD Time Fields and Daylight Saving Victoria s period of daylight saving will end on Sunday 1 April 2012. At the end of the daylight saving time period, the clocks move back one hour at 3.00am summer time (ESST) to 2.00am standard time (EST). Time fields recorded in VEMD are used in the calculation of Time to Treatment and Key Performance Indicators. Recently, an e-mail was sent out to the forty health services reporting to the VEMD requesting an outline of any processes or procedures currently in place regarding the daylight saving changeover time. Eight health services responded. Common themes in the responses are summarised as follows: Health services have not expressed concern regarding inaccurate reporting during the daylight savings changeover time. Some larger services have their own processes in place to avoid data inaccuracies Smaller hospitals have indicated that the number of patients present during the changeover time is very small. Given the responses of health services indicating there are various ways of dealing with this issue, resulting in the appropriate recording of measurements, we do not consider it necessary to formulate a prescriptive policy around the daylight saving time change. Services need to ensure that their processes, whether automatic or manual, result in the accurate measurement of time to initiation of patient management and length of stay in the ED. If services require any further clarification or assistance, please contact the HDSS Helpdesk, or the VEMD email submit.vemd@health.vic.gov.au Page 6
Victorian Integrated Non-Admitted Health Minimum Dataset (VINAH) 172.11 Release of VINAH8 Manual All sections of the VINAH8 manual for 2012 13 are now available on the HDSS Website: www.health.vic.gov.au/hdss/vinah Minor modifications have been made to the 2012 13 specifications, which are detailed in the VINAH8 Changes to Specifications document. 172.12 Addition to Contact Professional Group codeset A new code has been added to the Contact Professional Group codeset (Table Identifier 990013) as follows: 253918 Radiation Oncologist 172.13 NAP MDS Implementation Guide for Specialist (Outpatient) Clinics updated The Non-Admitted Patient Minimum Dataset Implementation Guide for Specialist (Outpatient) Clinics has been updated and is now available on the HDSS Website: http://www.health.vic.gov.au/hdss/vinah/index.htm The main change is to the scenarios for reporting contacts in Pre-Admission Clinics on page 33. The previous version advised that these contacts should be reported in an Episode with Program/Stream 209-Pre-admission. The updated version provides an alternative scenario whereby the contacts can be reported as part of an Episode with another Outpatient Program/Stream. 172.14 VINAH Newsletter Issue 1 released The first issue of the VINAH Newsletter for 2012 has been released and is available on the HDSS Website: http://www.health.vic.gov.au/hdss/vinah/newsletter/index.htm The newsletter has been distributed to members of the HDSS Bulletin mailing list who have subscribed to VINAH updates. To be added to the mailing list for the newsletter, complete the Online form for addition to mailing list, and be sure to tick the VINAH box. http://www.health.vic.gov.au/hdss/general/contactsform.htm Page 7
Contact details The Funding & Information Policy branch of the Hospital & Health Service Performance Division is responsible for maintaining data standards for five Victorian health data collections: Victorian Admitted Episodes Dataset (VAED) including Admitted Patient Entry & Transmission System (APET) Victorian Emergency Minimum Dataset (VEMD) Elective Surgery Information System (ESIS) Agency Information Management System (AIMS) Victorian Integrated Non-Admitted Health Minimum Dataset (VINAH). The HDSS Bulletin is produced on an ad hoc basis to provide: answers to common questions recently directed to the HDSS Help Desk communication regarding the implementation of revisions to data collection specifications, including notification of amendments to specified data collection reference tables feedback on selected data quality studies undertaken information on upcoming events. HDSS website http://www.health.vic.gov.au/hdss HDSS Help Desk Telephone (03) 9096 8141 Fax (03) 9096 7743 Email VAED/VINAH Email VEMD Email ESIS HDSS.helpdesk@health.vic.gov.au submit.vemd@health.vic.gov.au ESIS.ESIS@health.vic.gov.au HealthCollect Help Desk Telephone (03) 9096 8595 Fax (03) 9096 7743 Email healthcollect.helpdesk@health.vic.gov.au For data requests from the health collections, contact: Hospital Data Front Desk Email Hosdata.frontdesk@health.vic.gov.au Page 8