National Cancer Waiting Times Monitoring Dataset CSV
Contents
1. 1 5 1 23 02 2010 Add additional validation to improve instances of organisation code and stop over burden on data quality module development and test version 1 5 1a 17 03 2010 Add additional validation to improve instances of organisation code and stop over burden on data quality module 1 5 1b 14 03 2011 Add additional validation for rare cancers to force a Horace Denny 1 5 2 breach reason for rare tumours that take longer than 31 days from referral to treatment 1 5 3 04 10 2011 Updated to support changes to dataset for choice Tim Hancox and modality Forecast Changes Anticipated Change When Reviewers This document must be reviewed by the following Approvals This document must be approved by the following IName Signature Title Responsibility Date Version Crown Copyright 2012 Page 2 of 12 Cancer Reform Strategy CSV Upload Schema LA Distribution Joan Foreman NHS Connecting for Health Tim Hancox Department of Health Document Status This is a controlled document Whilst this document may be printed the electronic version maintained in FileCM is the controlled copy Any printed copies of the document are not controlled Related Documents These documents will provide additional information Glossary of Terms List any new terms created in this document Mail the NPO Quality Manager to have these included in the master glos2. INHS Connecting for Health lt Insert protective marking if applicable gt CSV Upload Schema Programme NPFIT Document Record ID Key Sub Prog Systems amp lt Insert Document Record ID Key gt Project Service DN document ID to be linked to ISB Delivery number and references once approved Prog Director Status Draft Owner DH Version 1 5 3 Author Tim Hancox Version Date 29 December 2011 National Cancer Waiting Times Monitoring Dataset CSV Upload Schema Version 1 5 3 Crown Copyright 2012 Cancer Reform Strategy CSV Upload Schema Amendment History Version Date Amendment History Amended By 1 0 03 02 2009 Initial Release 1 3 30 03 2009 Update following clarification of CaB organisation code and relating to CWT Output Specification v1 4 1 3 1 01 04 2009 Suspends two validation rules on advice of DH pending full 62 day functionality test 1 4 04 08 2009 Introduces a minimal change to validation not expected to impact on local systems that will stop the creation of duplicate records on the CWT Db 1 4 1 25 11 2009 Adds an additional cross field validation rule to prevent future instances of a data error that currently exists in 0 098 of records 1 5 03 02 2010 Removes redundant validation and enters new validation rules to reduce the potential for duplicate two week wait records Also introduces validation to address outstanding issues
3. Crown Copyright 2012 Page 9 of 12 Cancer Reform Strategy CSV Upload Schema RULE NUMBER RULE PHASE TREATMENT must not be blank 39 If DELAY REASON REFERRAL TO TREATMENT is not blank DELAY REASON COMMENT REFERRAL TO TREATMENT cannot be blank XF Phase 2 40 If CONSULTANT UPGRADE DATE is present and TREATMENT START DATE CANCER is present and the calculated period between CONSULTANT UPGRADE DATE and TREATMENT START DATE CANCER is greater than 62 days after any adjustment to the calculated waiting time DELAY REASON CONSAULTANT UPGRADE must not be blank XF Phase 2 41 If DELAY REASON CONSULTANT UPGRADE is not blank DELAY REASON COMMENT CONSULTANT UPGRADE cannot be blank XF Phase 2 42 If the calculated period between CANCER TREATMENT PERIOD START DATE and TREATMENT START DATE CANCER is greater than 31 days after any adjustment to the calculated waiting time DELAY REASON DECISION TO TREATMENT must not be blank XF Phase 1 43 If DELAY REASON DECISION TO TREATMENT is not blank DELAY REASON COMMENT DECISION TO TREATMENT must not be blank XF Phase 1 44 If CANCER TREATMENT EVENT TYPE is not blank TREATMENT START DATE CANCER cannot be blank XF Phase 1 45 If CANCER TREATMENT MODALITY is not blank CANCER TREATMENT EVENT TYPE cannot be blank XF Phase 1 46 If CANCER TREATMENT PERIOD START DATE and TREATMENT START
4. 3 2 Advanced and Cross Field Validation Checks Performed When Upload Is Posted When the records are first posted into the upload queue the following checks are run 1 NHS NUMBER must be in the correct format and all instances must be valid numbers that exist within PDS the Personal Demographics Service which is the master patient index for this system 2 Allinstances of SITE CODE or ORGANISATION CODE within the submitted data must relate to valid registered organisations at the time of upload within the ODS organisation lists including central organisation codes for national systems and private providers where applicable Please note Where a patient has been referred to secondary care via Chose and Book CaB the ORGANISATION CODE PATIENT PATHWAY IDENTIFIER ISSUER will always be the 3 digit code X09 This is because CaB does not have its own 5 digit site code using instead the 3 digit organisation code of CfH All other instances of this data item should be 5 digits Following the application of these validation rules the cross field validations will run These validation processes are split into two phases one of which will run before a record is matched to an existing record on the CWT system if applicable and one which will run after an match is identified The specific cross field validation checks are RULE RULE PHASE NUMBER 3 VALIDATION RULE RETIRED 2009 4 If PRIORITY TYPE CODE is 3 Two Week Wa
5. Time Adjustment Treatment N3 36 Waiting Time Adjustment Reason Treatment AN1 37 Delay Reason Comment Referral To Treatment Free text 255 characters Max 38 Delay Reason Referral To Treatment AN2 39 Delay Reason Comment Consultant Upgrade Free text 255 characters Max 40 Delay Reason Consultant Upgrade AN2 3 Validation and Processing Rules When you post your upload onto the queue an initial validation check is carried out on the records in the CSV file Single field validation checks designed to ensure that codes included in fields are valid e g NHS Number must be a valid 10 digit NHS number are carried out at this point in the process Note that your file will not be accepted onto the upload queue unless all of the records in the file pass this initial validation If any errors are displayed you must correct the records at source and re create and re upload the CSV file Actual error message text is shown in italics 3 1 Additional Single Field Validation Checks Three single field validation checks designed to catch Excel error markers are only carried out during the initial upload validation but not in the Record screen Crown Copyright 2012 Page 5 of 12 Cancer Reform Strategy CSV Upload Schema The following fields must not consist only of a series of characters e Delay Reason Comment First Seen e Delay Reason Comment Decision To Treatment e Delay Reason Comment Referral To Treatment
6. be blank Phase one XF Phase 1 validations are repeated at phase two XF Phase 2 to ensure that the matching of a record has not introduced a change to saved data items that would cause an accepted record to subsequently fail validation Please Note Validation rules 44 to 48 have been introduced within the Phase iii development programme to reduce the circumstances where an omission of data could accidentally create a duplicate Duplicates are still possible after this change but are indistinguishable from genuine records where multiple treatments are delivered on the same day as part of a package of care 3 3 Record Matching During the upload process the CWT will attempt to match records wihin the CSV upload to those which are already saved in the main data table for the purposes of updates to records or to append two week wait data to treatment data to create a 62 day record The logic behind this process is as follows Crown Copyright 2012 Page 11 of 12 Cancer Reform Strategy CSV Upload Schema Reject Record Does the uploaded record contain either CANCER REFERRAL TO TREATMENT PERIOD START DATE and DATE FIRST SEEN CANCER TREATMENT PERIOD START DATE and TREATMENT START DATE CANCER Does CANCER REFERRAL TO TREATMENT PERIOD START DATE or CANCER TREATMENT PERIOD START ling record Va c no Does the PATIENT PATHWAY IDENTIFIER feld inc blank blank E P
7. 3 DNA 13 CANCER REFERRAL TO TREATMENT PERIOD XF Phase 1 START DATE cannot be after CONSULTANT UPGRADE DATE 14 If PRIORITY TYPE CODE is 3 Two Week Wait then XF Phase 1 CONSULTANT UPGRADE DATE must be blank 15 Ift SOURCE OF REFERRAL FOR OUTPATIENTS is XF Phase 2 equal to 17 Referral from a National Screening Programme and PRIORITY TYPE CODE is equal to 2 urgent or 3 two week wait then CONSULTANT UPGRADE DATE must be left blank Crown Copyright 2012 Page 7 of 12 Cancer Reform Strategy CSV Upload Schema RULE NUMBER RULE PHASE 16 If MULTIDISCIPLINARY TEAM DISCUSSION DATE and CONSULTANT UPGRADE DATE are both present CONSULTANT UPGRADE DATE cannot be after MULTIDISCIPLINARY TEAM DISCUSSION DATE XF Phase 1 If present CONSULTANT UPGRADE DATE cannot be after CANCER TREATMENT PERIOD START DATE XF Phase 1 If CONSULTANT UPGRADE DATE is present SITE CODE OF PROVIDER CONSULTANT UPGRADE must not be blank XF Phase 1 If PRIORITY TYPE CODE is 3 Two Week Wait and the calculated period between CANCER REFERRAL TO TREATMENT PERIOD START DATE and DATE FIRST SEEN is greater than 14 days after adjustments have been taken into account DELAY REASON REFERRAL TO FIRST SEEN CANCER AND BREAST SYMPTOMS must not be blank XF Phase 1 20 If DELAY REASON REFERRAL TO FIRST SEEN CANCER AND BREAST SYMPTOMS is not blank then D
8. ATENT PATHWAY r me Reject Record If a single possible matched record has not been identified following the matching processes demonstrated in this diagram an error message to this effect will be returned to the user and the record will not be saved on the system Crown Copyright 2012 Page 12 of 12
9. DATE CANCER are not blank TREATMENT START DATE CANCER must be on or after CANCER TREATMENT PERIOD START DATE XF Phase 1 47 If CANCER TREATMENT EVENT TYPE is not blank and is not code 01 or 07 PRIORITY TYPE CODE must be blank XF Phase 1 48 If CANCER TREATMENT EVENT TYPE is not blank and is not code 01 or 07 DATE FIRST SEEN must be blank XF Phase 1 Crown Copyright 2012 Page 10 of 12 Cancer Reform Strategy CSV Upload Schema RULE RULE PHASE NUMBER 49 If WAITING TIME ADJUSTMENT REASON XF Phase 1 TREATMENT is code 9 WAITING TIME ADJUSTMENT TREATMENT must be a value of zero 0 50 If CANCER TREATMENT PERIOD START DATE is XF Phase 1 not blank SITE CODE OF PROVIDER DECISION TO TREAT CANCER cannot be blank 51 If TREATMENT START DATE CANCER is not blank XF Phase 1 SITE CODE OF TREATMENT START DATE CANCER cannot be blank 52 If PRIORITY TYPE CODE is 3 Two Week Wait and XF Phase 2 the record is identified as a Rare Cancer i e the patient is aged 16 years or under at CANCER REFERRAL TO TREATMENT PERIOD START DATE or the PRIMARY DIAGNOSIS belongs to a Rare Cancer Reporting Category and the calculated period between CANCER REFERRAL TO TREATMENT PERIOD START DATE and TREATMENT START DATE CANCER is greater than 31 days after any adjustment to the calculated waiting time DELAY REASON REFERRAL TO TREATMENT must not
10. ELAY REASON COMMENT FIRST SEEN must not be blank XF Phase 1 21 VALIDATION RULE RETIRED 2009 22 If CANCER TREATMENT PERIOD START DATE is present TREATMENT START DATE CANCER can be blank however if TREATMENT START DATE CANCER is present CANCER TREATMENT PERIOD START DATE must not be blank XF Phase 1 23 If PRIMARY DIAGNOSIS is present TUMOUR LATERALITY cannot be blank XF Phase 1 24 If TREATMENT START DATE CANCER is not blank CANCER TREATMENT MODALITY cannot be blank XF Phase 1 25 If TREATMENT START DATE CANCER is not blank CANCER TREATMENT EVENT TYPE cannot be blank XF Phase 1 26 If TREATMENT START DATE CANCER is not blank CLINICAL TRIAL INDICATOR cannot be blank XF Phase 1 27 If TREATMENT START DATE CANCER is not blank CANCER CARE SETTING TREATMENT cannot be XF Phase 1 Crown Copyright 2012 Page 8 of 12 Cancer Reform Strategy CSV Upload Schema RULE NUMBER RULE PHASE blank 28 If CANCER TREATMENT MODALITY is code 05 Teletherapy RADIOTHERAPY TREATMENT INTENT must not be blank XF Phase 1 29 If CANCER TREATMENT MODALITY is code 05 Teletherapy RADIOTHERAPY PRIORITY must not be blank XF Phase 1 30 If CANCER TREATMENT EVENT TYPE is code 01 02 or 03 METASTATIC SITE must be blank XF Phase 1 31 If METASTATIC SITE is not blank PRIMAR
11. Y DIAGNOSIS must not be blank XF Phase 1 32 If CANCER TREATMENT EVENT TYPE is code 05 07 or 08 METASTATIC SITE must not be blank XF Phase 1 33 If WAITING TIME ADJUSTMENT TREATMENT is not blank CANCER CARE SETTING TREATMENT cannot be blank XF Phase 1 34 If CANCER CARE SETTING TREATMENT is code 03 04 or 99 WAITING TIME ADJUSTMENT TREATMENT must be blank XF Phase 1 35 If WAITING TIME ADJUSTMENT TREATMENT is not blank CANCER TREATMENT PERIOD START DATE and TREATMENT START DATE CANCER must not be blank XF Phase 1 36 If WAITING TIME ADJUSTMENT TREATMENT is not blank WAITING TIME ADJUSTMENT REASON TREATMENT must not be blank XF Phase 1 37 If PRIORITY TYPE CODE is 3 Two Week Wait and the calculated period between CANCER REFERRAL TO TREATMENT PERIOD START DATE and TREATMENT START DATE CANCER is greater than 62 days after any adjustment to the calculated waiting time DELAY REASON REFERRAL TO TREATMENT must not be blank XF Phase 2 38 If PRIORITY TYPE CODE is not 3 Two Week Wait and SOURCE OF REFERRAL FOR OUTPATIENTS is code 17 National Screening Programme and the calculated period between CANCER REFERRAL TO TREATMENT PERIOD START DATE and TREATMENT START DATE CANCER is greater than 62 days after any adjustment to the calculated waiting time DELAY REASON REFERRAL TO XF Phase 2
12. apped i e surrounded by double quotation marks this includes empty fields which will appear in the CSV file as two quote characters together e g The CSV file should only contain data and not the associated field names Each record must comprise 40 fields as described in the table below All dates must be formatted as CCYY MM DD See DSCN 20 2008 or the NHS Data Dictionary at http www datadictionary nhs uk index asp for more information about the format and permitted code options for individual data fields Care must be taken to ensure that codes that contain leading zeros are entered correctly e g code 03 must appear in the CSV file as 08 and not as 8 The name of the CSV file does not make any difference to the way it is processed so you can give it any valid file name The same name can be used for more than one upload file although you may prefer to give each file a unique name to locate it more easily should you need to re submit the file Please do not include patient or clinician names in the file name as this would violate their right to confidentiality The layout for each record is Field Field Name Data Type No 1 NHS Number N10 2 Patient Pathway Identifier PPI AN20 3 Organisation Code PPI Identifier AN5 4 Source Of Referral For Out Patients AN2 5 Priority Type Code AN1 6 Decision To Refer Date Cancer and Breast Symptoms CCYY MM DD 7 Cancer Referral To Treatm
13. ent Period Start Date CCYY MM DD 8 Urgent Cancer or Symptomatic Breast Referral Type AN2 9 Consultant Upgrade Date CCYY MM DD 10 Site Code of Provider Consultant upgrade AN5 Crown Copyright 2012 Page 4 of 12 Cancer Reform Strategy CSV Upload Schema Field Field Name Data Type No 11 Date First Seen CCYY MM DD 12 Site Code of Provider First Seen AN5 13 Waiting Time Adjustment First Seen N3 14 Waiting Time Adjustment Reason First Seen AN1 15 Delay Reason Comment First Seen Free text 255 characters Max 16 Delay Reason Referral To First Seen Cancer and Breast AN2 Symptons 17 MDT Discussion Indicator AN1 18 Multidisciplinary Team Discussion Date CCYY MM DD 19 Cancer or Symptomatic Breast Referral Status AN2 20 Primary Diagnosis ICD AN5 21 Metastatic Site AN2 22 Tumour Laterality AN1 23 Cancer Treatment Event Type AN2 24 Site Code of Provider Decision To Treat Cancer AN5 25 Cancer Treatment Period Start Date CCYY MM DD 26 Treatment Start Date Cancer CCYY MM DD 27 Cancer Treatment Modality AN2 28 Clinical Trial Indicator AN2 29 Cancer Care Setting Treatment AN2 30 Site Code of Treatment Start Date Cancer AN5 31 Radiotherapy Treatment Intent AN2 32 Radiotherapy Priority AN1 33 Delay Reason Comment Decision To Treatment Free text 255 characters Max 34 Delay Reason Decision To Treatment AN2 35 Waiting
14. it then XF Phase 1 CANCER REFERRAL TO TREATMENT PERIOD START DATE must not be blank 5 If PRIORITY TYPE CODE IS 3 and DATE FIRST XF Phase 1 SEEN is present SITE CODE OF PROVIDER FIRST SEEN must not be blank Crown Copyright 2012 Page 6 of 12 Cancer Reform Strategy CSV Upload Schema RULE RULE PHASE NUMBER 6 If PRIORITY TYPE CODE is 17 CANCER XF Phase 2 TREATMENT PERIOD START DATE must not be blank 7 CANCER REFERRAL TO TREATMENT PERIOD XF Phase 2 START DATE cannot be after CANCER TREATMENT PERIOD START DATE 8 If present DECISION TO REFER CANCER AND XF Phase 1 BREAST SYMPTOMS cannot be after CANCER REFERRAL TO TREATMENT PERIOD START DATE 9 DATE FIRST SEEN cannot be before CANCER XF Phase 1 REFERRAL TO TREATMENT PERIOD START DATE 10 If the patient is aged less than 16 years at CANCER XF Phase 1 REFERRAL TO TREATMENT PERIOD START DATE and PRIORITY TYPE CODE is 3 URGENT CANCER OR SYMPTOMATIC BREAST REFERRAL TYPE must be code 02 Suspected Children s Cancer or 16 Exhibited non cancer breast symptoms 11 If WAITING TIME ADJUSTMENT FIRST SEEN isa XF Phase 2 value greater than 0 zero then both CANCER REFERRAL TO TREATMENT PERIOD START DATE and DATE FIRST SEEN must not be blank 12 If WAITING TIME ADJUSTMENT FIRST SEEN isa XF Phase 2 value greater than 0 zero then WAITING TIME ADJUSTMENT REASON FIRST SEEN must be
15. sary above 1 Contents 3 sAboutihis Document ton af atte opto Ea eto Bite 4 1 1 Inirers Preirro EEEE E E E E OS 4 2 Format of the Upload File so 5 omo Loca teh tagen oisi adea M bo cn atta raus 4 3 Validation and Processing Bulbs pera rete E REPE Een NEUES 5 3 1 Additional Single Field Validation Checks ssseeesesssss 5 3 2 Cross Field Validation Checks Performed When Upload Is Posted 6 Crown Copyright 2012 Page 3 of 12 Cancer Reform Strategy CSV Upload Schema 1 About this Document 1 1 Introduction This document is to provide the CSV Upload requirements for the next development of the Cancer Waits system CWT which is to support the continued monitoring of the national requirements for cancer waiting times within the NHS This document will form part of the CWT User Manual and to all intents is complete and correct but subject to possible change although where this occurs it will be kept to the absolute minimum necessary and or restricted to changes in format with final verification upon release of the GFOCW amendments to the CWT 2 Format of the Upload File Records to be uploaded must be saved in a comma separated CSV text file This holds each record on a separate line of the file with fields within each record being separated by commas To prevent errors when a comma appears within the actual data of a field e g in a notes field all data values should be quotes wr
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