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Victorian Emergency Minimum Dataset (VEMD) User Manual

1. Sites and software vendors should be aware that this manual describes how data should be submitted to the Department of Health and not how they are stored in a site s system Sites should map from their stored values to the specified ESIS values Data Definition Structure Specification Definition Label Field Size Valid Values Layout Reported in Reported for Reported when Code set Reporting guide Edits Related items A statement that expresses the essential nature of a data item The first row of a field in a text extract Labels represent field names The maximum number of characters accommodated by this field The title of the Code set valid for this data item when these are not specifically listed in Section 3 of this Manual Code sets not listed in Section 3 of this Manual are available from http health vic gov au hdss reffiles index htm X Alpha or Numeric character in range A Z a z 0 9 DD Numeric characters representing day of the month Leading zero filled Range 01 31 MM Numeric characters representing month Leading zero filled Range 01 12 YYYY Numeric characters representing year A Alpha character in range A Z a z N Numeric character in range 0 9 The specific text extract in which this data item is submitted to ESIS The specified circumstances when this data item must be reported The stage in the episode data submission cycle when this data item is to be reported to ESIS The valid
2. Clinical review of the patient or because a procedure that had been considered multi day is now being performed on a same day basis The field represents planning during the waiting period not intention as decided on day of admission therefore the field must not be altered at or after admission regardless of any change in planned length of stay apparent at that time In such an event the ESIS Planned Length of Stay and the VAED Intended Duration of Stay will differ Planned same day Patient is intended to be admitted and separated on the same day Planned 23 hour stay This is a model of care for elective surgery patients who require no more than one overnight stay The model is not an alternative or substitute for day surgery but an extension of services for patients unsuitable for day surgery Extended Day Surgery State of Victoria Department of Health 2007 167 Planned Length Of Stay Invalid Used in calculation of Day of Surgery Admission DOSA rates Department of Health AIHW and the Commonwealth Department of Health and Ageing July 1997 Version 3 Effective 1 July 2007 Department of Code set Source Department of Health Health Performance Acute Programs and Rural Health ESIS Manual 13 Edition Section 3A Data Definitions Page 27 Postcode Specification Definition Label Field Size Layout Reported for Reported when Code set Reporting guide Edits Related items Administra
3. NNNNXXXXXXXXX Episode extract All waiting list episodes that have been transferred from an ESIS reporting campus health service Source of Referral 2 The waiting list episode is first registered at this campus health service Report the campus health service code concatenated with the nine character Episode Identifier from the originating campus health service For example if you have received a waiting episode from Austin Health campus code 5530 and the Episode Identifier at Austin Health was 000123456 report 5530000123456 Valid campus or health service codes are listed in the campus health service code set Where organisations report at the health service level the code will be a health service code and where reporting at the campus level the code will be a campus code A Previous Identifier of Transferred Episode code is not required for patients that have been referred directly to the waiting list by a campus health service that does not report to ESIS 397 Unmatched Transfer As Reported By Receiving Campus Health service 398 Unmatched Transfer as Reported by Originating Campus Health service 414 Previous Identifier of Transferred Episode Invalid This section Source of Referral Section 4 Transfer of Ownership of Waiting Episode Used for analysis of referral patterns Department of Health July 2005 Version 1 Effective 1 July 2005 Department Code set N A of Health source Page 30 Principal Prescribe
4. includes details such as file naming conventions file structures reporting requirements data security test submission and system migration Section 7 Editina Each ESIS edit message is listed in this section in numerical order The entry for each edit message describes the problem and the remedy Section 8 Supplementary Code Lists http www health vic gov au hdss reffiles index htm Contents SECTION 3A Data Definitions Data Definition Structure Data Items Administrative Registration Date Clinical Registration Date Clinical Urgency Date of Admission Date of Birth Date of Birth Accuracy Code Destination Indigenous Status Insurance Declaration Locality Medicare Number Medicare Suffix Multi attribute Prioritisation Tool MAPT Score Patient Identifier Planned Length of Stay Postcode Previous Identifier of Transferred Episode Principal Prescribed Procedure Principal Prescribed Procedure Description Readiness for Care Reason for Removal Reason for Scheduled Admission Date Change Removal Date Scheduled Admission Date Sex Source of Referral Surgical Speciality Treatment Campus on A O O 10 12 14 16 18 20 22 24 26 27 28 30 31 33 34 36 42 47 49 51 53 55 57 SECTION 3A Data Definitions Section 3a details the related ESIS collection data elements in the data collection Note Section 3b sets out the technical or database items required for the submission of ESIS data
5. patients from the waiting list http Awww health vic gov au surgery wl htm F Failure of the patient to arrive for treatment e Patient who is booked for admission and fails to arrive at the hospital on that day without giving prior notice may be removed from the waiting list e Health services are required to exercise discretion to avoid disadvantaging patients in hardship misunderstanding and other extenuating circumstances The alternative is for the reporting health service to rebook the patient see Reason For Scheduled Admission Date Change leaving Reason for Removal blank ESIS Manual 13 Edition Section 3A Data Definitions Page 40 Reporting guide cont d Edits Related items Administration Purpose Principal data users Collection start Destination source O Other reason for removal Circumstances for removal that do not fit into any other Reason for Removal category S287 Scheduled Admission Date Exceeded S295 Date Of Admission Not Equal To Scheduled Admission Date S296 Reason For Removal Implies Procedure Performed But Not Ready For Care S298 Reason For Removal Invalid 303 Insurance Declaration Invalid 310 Invalid Destination Reason For Removal Combination 375 Clinical Urgency Category For ESAS Reason For Removal Invalid S395 Removal Date Reason For Removal Mismatch S397 Unmatched Transfer As Reported By Receiving Health Service 398 Unmatched Transfer As Reported By Originating
6. they are not within the scope of this data collection Transferred waiting episode from another ESIS hospital The Clinical Registration Date for a transferred waiting episode as reported by the receiving hospital is the agreed transfer date Refer to Section 4 Transfer of Ownership of Waiting episode for further information about transfers 099 Clinical Registration Date before Date Of Birth 135 Patient Already on Waiting List for same PPP 169 Clinical Registration Date Invalid 174 New Episode Old Clinical Registration Date 291 Removal Date Is Before Clinical Registration Date 311 Wait Equals Five Years Or More 315 Clinical Urgency Cat 1 Wait More Than 30 days ESIS Manual 13 Edition Section 3A Data Definitions Page 4 Related items Administration Purpose Principal data users Collection start Definition source 388 Clinical Registration Date Has Changed 397 Unmatched Transfer As Reported By Receiving Health Service 422 Clinical Registration Date After Administrative Registration Date Section 2 Registration Administrative Registration Clinical Total Waiting Time Section 3a Administrative Registration Date Used for waiting time calculations To determine the duration between a doctors referral to the waiting list and the time that the patient s details are entered onto the health service waiting list Department of Health AIHW and the Commonwealth Department of Health and Aged C
7. values for the data item current financial year only Additional comments or advice on reporting the item A list of edits edit numbers and titles that relate to this data item A reference to related data items within this collection ESIS Manual 13 Edition Section 3A Data Definitions Page 1 Administration Purpose Principal data users Collection start Version Definition source Code set source The main reason s for the collection of this data item Identifies the key primary users of this information The date the collection of this data item commenced A version number for each data item beginning with 1 for the initial version of the data item and incremented by one for each subsequent revision A new version number is allocated to a data item when changes have been made to one or more of the following attributes Name Definition or Code set Identifies the authority that defined this data item and the unique identifier for the data item if applicable Identifies the authority that developed the code set for this data item ESIS Manual 13 Edition Section 3A Data Definitions Page 2 Data Items Administrative Registration Date Specification Definition Label Field Size Layout Reported in Reported for Reported when Reporting guide Edits Related items Administration Purpose Principal data users Collection start Definition source ESIS Manual 13 Edition Section 3A D
8. 57 Page 3 Clinical Registration Date Specification Definition Label Field Size Layout Reported in Reported for Reported when Reporting guide Edits The date of the clinical assessment at which it was agreed that surgery was required and the relevant referral paperwork completed by the clinician Clinical_Registration_Date 8 DDMMYYYY Episode extract All waiting list episodes The episode is first registered on the waiting list Where data entry of a patient s waiting episode takes place after the date on which the need for a procedure is identified the Clinical Registration Date should be backdated The Clinical Registration Date remains the date on which the need for a procedure to treat a clinical condition is identified even where the Consent for Surgery form has not been signed and the administrative registration process is delayed because of this For further information regarding the registration process refer to the Elective Surgery Access Policy available from http health vic gov au elective surgery Changes to Clinical Registration Date The Clinical Registration Date may only be altered if a data entry error has occurred Clinical Registration After Admission Sites that use their booking system to schedule procedures for patients who are currently admitted and who will receive the awaited procedure in the same admission should ensure that these episodes are not reported to ESIS as
9. A Data Definitions Page 35 Reason for Removal Specification Definition Label Field Size Layout Reported in Reported for Code set Code Descriptor The reason a waiting episode is removed from the waiting list Reason_For_Removal N A Valid Values Code from Reason For Removal code set Episode extract All waiting list episodes removed from the waiting list Admitted to this campus WwW Admitted to the intended campus and has received the awaited procedure M Admitted to the intended campus or if reporting at health service level any campus with the health service and has received the awaited procedure as an emergency admission Y Procedure received at intended campus not planned at admission excludes emergency admission Code Descriptor Treated elsewhere B Received the awaited procedure at another public campus not arranged by this campus health service l Received the awaited procedure at a private campus not arranged by this campus health service U Received the awaited procedure at another campus unknown whether public or private not arranged by this campus health service 5 Admitted to another campus arranged by ESAS and has received the awaited procedure X Admitted to another campus arranged by this campus health service and has received the awaited procedure under other contract or similar arrangement ESIS Manual 13 Edition Section 3A Data Defini
10. Data Definitions Page 23 Multi Attribute Prioritisation Tool MAPT Score Specification Definition Label Field Size Layout Reported in Reported for Reported when Intra Episode Event Reporting guide Edits Related items A score used to assist in prioritising monitoring and service planning for patients who may require joint replacement surgery It is a value between 0 and 100 and is derived from patient responses to an 11 item questionnaire using an underlying algorithm Event_Value 7 NNN NNN Leading and trailing zero filled numeric characters and decimal point only Intra Episode extract as an Event Value Waiting list episodes where the patient undergoes one or more MAPT assessments When a MAPT assessment is conducted Event Type MAPT Event Date e the date of the MAPT assessment or the Clinical Registration Date whichever is the most recent Report the number that the MAPT tool generates zero filled as appropriate For example report a score of 2 3 as 002 300 Although MAPT assessments may continue after removal do not report MAPT score where the date of the MAPT assessment is greater than the Removal Date The Event Date is either the date of the MAPT assessment or the Clinical Registration Date whichever is the most recent There can be only one MAPT Event per episode per day 383 Multiple Events Of Same Type For Same Episode On One Day 384 Invalid Event Date 385 Invalid Event Ty
11. Elective Surgery Information System ESIS User Manual 13th Edition 2010 11 Section 3A Data Definitions Download from the Department of Health web site at http Awww health vic gov au hdss Published By The Department of Health Victoria Authorised By The Victorian Government 50 Lonsdale Street Melbourne Version Version 13 0 Year 2010 11 ESIS Manual Sections The Elective Surgery Information System ESIS Manual sections are Please follow the arrow and click the manual section number you require Click Section Number Lists the terms and abbreviations used in the ESIS manual Glossary ESIS Manual Introduction Provides information on the development and purpose of the ESIS data collection scope and coverage contact details and a list of relevant abbreviations Concept and Derived Item Definitions Provides definitions of concepts that are the foundation of the ESIS collection and information that the department derives from the data submitted Section 3a Data Definitions Details the specifications of data items relating to individual waiting episodes for reporting to ESIS Details the technical or database elements required for submission of ESIS data Business Rules Draws together a number of concepts and data items as well as describing the technical functions of the ESIS processing Compilation and Submission Specifies the required format of ESIS records submitted to AED It
12. Health Service S399 Date Of Admission For Awaited Procedure But No Removal Date S400 Date Of Admission For Awaited Procedure Invalid S401 Date Of Admission Reason For Removal Mismatch Section 2 Admission For The Awaited Procedure Total Waiting Time Section 3a Destination Treatment Campus Section 4 Deletion Tabular Business Rules Transfer Of Ownership Of Waiting Episode Used to monitor waiting list management Department of Health AIHW and the Commonwealth Department of Health and Aged Care July 1997 Version 1 Effective 1 July 1997 2 Effective 1 July 2001 3 Effective 1 July 2005 Department of Health Code set source Department of Health ESIS Manual 13 Edition Section 3A Data Definitions Page 41 Reason for Scheduled Admission Date Change Specification Definition The reason this episode s Scheduled Admission Date has been revised or cancelled Label Event_Value Field Size N A Valid values Code from Reason Scheduled Admission Date Change code set Reported in Intra Episode extract Reported for All waiting list episodes where the Scheduled Admission Date has been revised or cancelled Reported when The decision is made not to admit the patient on the Scheduled Admission Date 100 Surgeon unavailable 101 Surgical unit initiated 102 Hospital staff unavailable 103 Ward bed unavailable 104 Critical care bed unavailable 105 Equipment unavailable 106 Theatr
13. IS Manual 13 Edition Section 3A Data Definitions Page 20 Edits Related items Administration Purpose Principal data users Collection start Definition source 2 mother family Medicare Number in the first ten characters and the mother s code as the eleventh character Card Unavailable Ineligible Prisoners If the Medicare Number is not available or the patient is not eligible for Medicare the field should be reported as blank and the appropriate suffix reported in the Medicare Suffix field 081 Medicare Number Invalid S082 Medicare Code 0 And Age Greater Than 180 Days S088 Medicare Suffix Invalid Section 2 Medicare Eligibility Status Eligible Person Medicare Eligibility Status Ineligible Person Section 3a Medicare Suffix Used to determine eligibility for publicly funded health care Department of Health July 1999 Version 2 Effective 1 July 2005 NHDD Code set source Medicare Australia METeOR Id 270101 ESIS Manual 13 Edition Section 3A Data Definitions Page 21 Medicare Suffix Specification Definition The first three characters of the patient s first given name as it appears on the persons Medicare card Label Medicare_ Suffix Field Size Between 1 and 3 Characters Layout AAA AA A A AA A A A AA Reported in Patient extract Reported for All patient level records Reported when The waiting list episode is first registered and updated as required Reporting guide Cha
14. are July 1997 Version 3 Effective 1 July 2005 Department of Health ESIS Manual 13 Edition Section 3A Data Definitions Page 5 Clinical Urgency Specification Definition Label Field Size Reported in Reported for Reported when Code set Intra Episode Event Reporting guide A clinical assessment of the urgency with which a patient requires elective hospital care Event_Value N A Intra Episode extract All waiting list episodes The waiting list episode is first registered and each subsequent urgency categorisation Code Descriptor 1 URGENT Admission within 30 days of clinical assessment desirable for a condition that has the potential to deteriorate quickly to the point that it may become an emergency 2 SEMI URGENT Admission within 90 days of clinical assessment desirable for a condition causing some pain dysfunction or disability but is not likely to deteriorate quickly or become an emergency 3 NON URGENT Admission at some time in the future acceptable for a condition causing minimal or no pain dysfunction or disability that is unlikely to deteriorate quickly and does not have the potential to become an emergency Event Type Urgency Event Date Date that the clinician assigned or re categorised the patients Clinical Urgency Urgency categorisation is based on factors such as the degree of pain dysfunction and disability caused by the condition and its potential to deteri
15. as AAA and EEE will be acceptable It is understood that the Date of Birth Accuracy Code will be reported as AAA unless the date has been flagged as an estimated date It is not necessary to validate the Date of Birth provided by every patient unless there is a reasonable suspicion that the date provided is not correct Where there is a question over the date provided or where the patient is unable or unwilling to provide their date of birth the date should be estimated and flagged as such If the date of birth is provided by a reliable source for example the patient or close relative and is known as accurate then the date accuracy indicator should be reported as AAA ESIS Manual 13 Edition Section 3A Data Definitions Page 10 Reporting guide Cont d Edits Related items Administration Purpose Principal data users Collection start Definition source Value Domain source If the patient s approximate age is known then this should be used to calculate an estimated year of birth Sentinel dates should not be used The Date of Birth Accuracy code would be reported as UUE that is the day and month are unknown and the year is estimated A Year component value of U Unknown is not acceptable Where the date part is accurate or estimated the date part cannot be 00 Where the date part is unknown the date part may be 00 or NN Examples Valid combination
16. ata Definitions The date that the waiting list episode is first entered on the reporting health service waiting list system Administrative_Registration_Date 8 DDMMYYYY Episode extract All waiting list episodes registered on or after 1 July 2005 The Waiting List episode is first reported The Administrative Registration Date will be on or after the date of the Clinical Registration Date It should be an automatic date stamp of the date of data entry Because this date should reflect the system s processing date it cannot be updated once reported An episode may commence and conclude before staff has had a chance to enter it into the system The Administrative Registration Date will be the date on which the data entry was actually performed 315 Clinical Urgency Cat 1 Wait More Than 30 days 422 Clinical Registration Date after Administrative Registration Date 423 Administrative Registration Date has changed 424 Administrative Registration Date Invalid Section 2 Registration Date Administrative Registration Date Clinical Section 3a Clinical Registration Date To determine the duration between a doctors referral to the waiting list and the time that the patient s details are entered onto the health service waiting list To enable close compliance with national reporting requirements Department of Health July 2005 Version 1 Effective 1 July 2005 Department of Health Based on Listing Date for Care METeOR Id 2699
17. ated elsewhere for the awaited procedure not arranged by U this campus health service Patient whose awaited procedure has been performed at another campus or health service Procedure was not arranged by this campus health service Includes e Patient has initiated treatment at another campus including a private hospital e Patient admitted through the Emergency Department of another campus for the awaited procedure If reporting at the health service level it must be a campus outside this health service Determine wherever possible whether the patient was treated at a private or public campus Do not report a Destination code ESIS Manual 13 Edition Section 3A Data Definitions Page 38 Reporting guide S Admitted to another campus arranged by ESAS and has contd received the awaited procedure The Elective Surgery Access Service has arranged the patient s treatment at another campus The responsibility for the patient s waiting episode remains with the campus health service that originally placed the patient on their waiting list Report a Destination code to indicate the campus where the patient was admitted and received the awaited procedure arranged by ESAS X Admitted to another campus arranged by this campus health service and has received the awaited procedure under other contract or similar arrangement This campus health service arranged for the patient to be treated at another campus under contract or
18. atment Removal Date is the Scheduled Admission Date on which the patient failed to attend for their awaited procedure 290 Removal Date Invalid 291 Removal Date Is Before Clinical Registration Date 295 Removal Date Not Equal To Scheduled Admission Date 296 Reason for Removal implies procedure performed But Not Ready for Care ESIS Manual 13 Edition Section 3A Data Definitions Page 47 315 Clinical Urgency Cat 1 Wait More Than 30 Days 395 Removal Date Reason For Removal Mismatch 397 Unmatched Transfer As Reported By Receiving Health Service 398 Unmatched Transfer As Reported By Originating Health Service S399 Date Of Admission For Awaited Procedure But No Removal Date S403 Date Of Admission For Awaited Procedure Is After Removal Date 409 Age Greater Than 105 Years Related items Section 2 Total Waiting Time Section 3 Reason for Removal Section 4 Tabular Business Rules Transfer Of Ownership Of Waiting Episode Administration Purpose Used to calculate Total Waiting Time Principal data users Department of Health Commonwealth Department of Health and Aged Care Collection start July 1997 Version 1 Effective 1 July 1997 2 Effective 1 July 2005 Destination source Department of Health Code set source NA ESIS Manual 13 Edition Section 3A Data Definitions Page 48 Scheduled Admission Date Specification Definition Label Field Size Layout Reported in Reported for Reported when Rep
19. born in Australia is No Ask the patient What country were you born in However if the answer is Yes Ask the patient Are you of Aboriginal or Torres Strait Islander origin If the patient answers Yes to being of Aboriginal or Torres Strait Islander origin then ask further questions to record correctly the person s indigenous status Patient is baby or child The parent or guardian should be asked about the Indigenous Status of the child If the mother of a newborn baby has not identified as being of Aboriginal or Torres Strait Islander descent hospital staff should not assume the baby is non Aboriginal the father may be of Aboriginal or Torres Strait Islander descent For further information refer to the Principles of recording Aboriginal Status in Victoria available on the internet at http www health vic gov au koori 425 Indigenous Status Invalid To enable planning and service delivery and monitoring of indigenous health at state and national level facilitate application of specific funding arrangements Koori Health Unit Public Health Department of Health July 2005 Version 2 Effective 1 July 2008 NHDD Code set NHDD Department of Health METeOR Id 291036 source modified ESIS Manual 13 Edition Section 3A Data Definitions Page 15 Insurance Declaration Specification Definition Label Field Size Layout Reported in Reported for Reported when Cod
20. ch Section 2 Intra Episode Event Hospital Initiated Postponement Postponement Section 3a Reason For Scheduled Admission Date Change Reason for Removal Removal Date Section 3b Scheduled Admission Date Identifier Event Date Event Type ESIS Manual 13 Edition Section 3A Data Definitions Page 49 Event Value Section 4 Scheduling or Booking Administration Purpose Used for analysis of admission scheduling patterns Principal data users Hospitals Department of Health Collection start July 1997 Version 1 Effective 1 July 1997 Destination source Department of Health Code set source N A ESIS Manual 13 Edition Section 3A Data Definitions Page 50 Sex Specification Definition Label Field Size Layout Reported in Reported for Reported when Reporting guide Sex is the biological distinction between male and female Where there is an inconsistency between anatomical and chromosomal characteristics sex is based on anatomical characteristics Sex N A Valid values Code from Sex code set Patient extract All patient level records The patient is first registered on the waiting list for any episode Code Descriptor 1 Male 2 Female 3 Indeterminate 4 Intersex Sex should be inferred or accepted as reported by the respondent as at the time of registration That is it is usually unnecessary and may be inappropriate or even offensive to ask a person their sex Sex may be infe
21. d Procedure Specification Definition Label Field Size Valid values Reported for Reported when Code set Reporting guide The elective procedure for which the patient has principally been placed on the waiting list Principal_Prescribed_Procedure N A Code from the Principal Prescribed Procedure code set All waiting list episodes The waiting list episode is first registered and can be updated in the circumstances outlined below Updated code set is available at http Awww health vic gov au hdss reffiles index htm The Principal Prescribed Procedure PPP is the procedure prescribed by the surgeon to treat that is cure alleviate or control the patient s condition PPP codes are not limited to a given Surgical Specialty Different hospitals may have different surgical specialties under which a procedure is performed therefore select the PPP code that best matches the description of the procedure Whilst full details of the procedure undergone by the patient will not be known until after the surgery the surgeon will provide an explanation of the proposed nature of the procedure to be performed This information provides the basis for the Principal Prescribed Procedure code assignment It is recognised that the allocated PPP is essentially a statement of intent and that it may transpire as late as the operating table that the procedure originally intended is no longer appropriate Changing the Principal Pre
22. d at another hospital arranged by ESAS A patient treated at another hospital arranged by ESAS is not considered to be a transfer of the waiting episode because the responsibility for the patient s waiting episode remains with the original hospital In order to identify where the patient has received treatment report the Destination code for the treating campus Patients who are treated under other contract or similar arrangement at another hospital public or private A patient treated under other contract or similar arrangement at another hospital public or private arranged by this hospital is not considered to be a transfer of the waiting episode because the reporting responsibility for the patient s waiting episode remains with the contracting hospital In order to identify where the patient has received treatment report the Destination code for the treating campus Includes e Patients treated under Hub and spoke arrangement where the Hub retains responsibility for the patient s waiting episode Patients who elect to be treated in a private hospital Where a patient elects to be treated in a private hospital and this has not been arranged by this hospital this is not considered to be a transfer of the waiting episode In this instance the patient should be removed from the waiting list with a removal code of Do not report a Destination code 310 Invalid Destination Reason for Removal Combination Section 2 Elect
23. d one who declares themselves unavailable for treatment for prolonged periods If the surgeon considers a patient s deferral to be unreasonable for example the patient wishes to defer indefinitely or repeatedly defers for long periods and removes the patient from the waiting list assign Reason for Removal code Q Surgery declined or not required For policy advice on management of patient deferrals refer to the Elective Surgery Access Policy at http Awww health vic gov au electivesurgery 296 Reason For Removal Implies Procedure Performed But Not Ready For Care 315 Clinical Urgency Cat 1 Wait More Than 30 Days 383 Multiple Events Of Same Type For Same Episode On One Day 384 Invalid Event Date 385 Invalid Event Type 390 Intra Episode Event Value For Readiness Change Invalid 413 Episode Registered Without A Readiness For Care Value 429 SAD Identifier Event Type Mismatch Section 2 Intra Episode Event Total Not Ready For Care Days Total Waiting Time Section 3b Event Date Event Type Event Value Section 4 Intra Episode Events Required for Registration Used in calculation of Total Waiting Time Department of Health AIHW and the Commonwealth Department of Health and Aged Care July 1997 Version 1 Effective 1 July 1997 2 Effective 1 July 2002 3 Effective 1 July 2005 National Health Data Code set source Department of Health Committee Department of Health ESIS Manual 13 Edition Section 3
24. dmission Cancellation before patient receives booking advice If a booking the setting of a Scheduled Admission Date is entered onto the system but not communicated to the patient and a decision is made not to proceed with that booking the booking should be DELETED rather than reported as a booking and cancellation Hospital initiated postponements The Department of Health monitors the rates of Hospital Initiated Postponements HIPs through its Performance Monitoring Framework For details regarding the calculation of this key performance indicator refer to http Awww health vic gov au hospital performance busrule10 pdf Cancellations before 1 July 2007 Intra episodes events with Event Date before 1 July 2007 will have a Reason SAD changed event value from a previous code set Refer to previous ESIS Manuals for valid code sets 100 Surgeon unavailable The surgeon booked to perform the procedure has cancelled some or all of their scheduled theatre time due to leave illness lateness or being called away Where the postponement is due to leave the surgeon has not informed the hospital within a timeframe that prevents the patient from being booked and informed of their date for surgery 101 Surgical unit initiated Surgery postponed due to surgeon registrar preference to perform surgery on another patient ESIS Manual 13 Edition Section 3A Data Definitions Page 43 Use this code when the surgeon registrar initiates th
25. e Of Admission For Awaited Procedure But No Removal Date 400 Date Of Admission For Awaited Procedure Invalid 401 Date Of Admission Reason For Removal Mismatch S403 Date Of Admission For Awaited Procedure Is After Removal Date Section 3a Reason For Removal Removal Date Calculation of key performance indicators under Performance Monitoring Framework Performance Acute Programs and Rural Health Department of Health July 2005 Version 1 Effective 1 July 2005 July 2005 Code set N A source ESIS Manual 13 Edition Section 3A Data Definitions Page 8 Date of Birth Specification Definition Label Field Size Layout Reported in Reported for Reported when Reporting guide Edits Related items Administration Purpose Principal data users Collection start Definition source The date of birth of the person Date_Of_Birth 8 DDMMYYYY Patient extract All patient level records The patient is first registered on the waiting list The Date of Birth must be on or before the Clinical Registration Date Unknown Date Of Birth If the patient s Date of Birth is unknown the patient s approximate age should be used to estimate the year of birth Sentinel dates should not be used S096 Date Of Birth Invalid S099 Clinical Registration Date Before Date Of Birth 409 Age Greater Than 105 Years Section 2 Age Section 3a Date of Birth Accuracy Code Used to derive age for demographic analyses Department
26. e overbooked 107 Theatre over run 108 Emergency priority 109 Elective priority 110 Hospital surgeon has not prepared patient 111 Clerical Booking error 120 Patient is unprepared 121 Patient deemed unfit 122 Patient has postponed 123 Patient has failed to attend 124 Admission postponed surgery date unchanged 130 Booking brought forward ESIS Manual 13 Edition Section 3A Data Definitions Page 42 Intra Episode Event Event Type e Reason SAD Changed Event Date e The date on which the cancellation decision was made SAD Identifier e SAD Identifier of the corresponding Set SAD event the booking that is being changed or cancelled by this Reason SAD changed intra episode event Reporting guide Report the reason that most accurately reflects the patient s Scheduled Admission Date has been changed or cancelled Where multiple reasons for Scheduled Admission Date change exist select the most appropriate code The decision not to admit a patient as scheduled will be made after the date the scheduling takes place and before the scheduled admission date Cancellation after the patient has been admitted Whilst an admission cannot be cancelled after it has occurred it is possible that the awaited procedure may be cancelled after the planned admission has commenced In these instances the Reason SAD Changed event should reflect the reason the procedure was cancelled and the Event Date can be later than the date of the a
27. e postponement and it is not due to leave illness lateness or being called away or higher priority patient Excludes When surgery is postponed because of the need to perform surgery on a patient of higher clinical urgency report 108 Emergency priority or 109 Elective priority 102 Hospital staff unavailable Insufficient hospital staff nurses anaesthetists non clinical staff Report this code for Industrial action 103 Ward bed unavailable A bed other than a critical care bed is not available in the hospital 104 Critical care bed unavailable A critical care bed intensive care coronary care or high dependency is not available in the hospital 105 Equipment unavailable Equipment including power or water is unavailable or has failed or prosthesis for implantation is unavailable 106 Theatre overbooked Too many cases scheduled in the planning of the list Excludes e Unintentional list overrun because cases took longer than anticipated report 107 Theatre over run 107 Theatre over run Unintentional list over run due to cases taking longer than anticipated 108 Emergency priority Rescheduled due to a higher priority emergency patient requiring surgery Includes e Emergency patients currently admitted e Patients presenting via the emergency department e Obstetric emergencies 108 Emergency priority Rescheduled due to a higher priority emergency patient requiring surgery Includes e Emergency patien
28. e set Reporting guide Edits Related items The patient s insurance election for a given episode Insurance_Declaration N A Valid values Code from Insurance Declaration code set Episode extract Mandatory for all episodes where the patient has received the awaited procedure and the patient was either admitted to this Health Service r Campus or the admission was arranged by this Health Service Campus Reason For Removal code of W M Y S X The patient is removed from the waiting list mandatory May be reported at any time during the waiting episode Code Descriptor M Public P Private V Department of Veterans Affairs WwW Worksafe Victoria T Transport Accident Commission A Armed Services S Seamen Cc Common Law Recoveries O Other Compensable xX Ineligible If the episode is not removed the Insurance Declaration reflects the patient s intended insurance election for that episode If the intended Insurance Declaration changes the episode record should re sent to update the episode record already at Department of Health Prisoners For prisoners report X Ineligible 303 Insurance Declaration Invalid Section 3a Reason for Removal ESIS Manual 13 Edition Section 3A Data Definitions Page 16 Administration Purpose Analysis of utilisation and health care financing Principal data users Department of Health Collection start July 1997 Version 4 Effective 1 Jul
29. esource allocation audit and performance monitoring Used by hospitals to book and schedule procedures Department of Health AIHW and the Commonwealth Department of Health and Aged Care July 1997 Version 2 Effective 1 July 1999 Department of Health Code set source Department of Health ESIS Manual 13 Edition Section 3A Data Definitions Page 32 Principal Prescribed Procedure Description Specification Definition A free text description of this episode s awaited procedure Label PPP_Description Field Size Between 3 and 100 characters Layout Free text but field cannot contain tabs linefeeds or carriage returns Reported in Episode extract Reported for All waiting list episodes with a non specific Principal Prescribed Procedure PPP code mandatory and optional for all other PPP codes Reported when The waiting list episode is first registered Can be updated Reporting guide The PPP description is mandatory for non specific PPP codes Descriptions for non specific PPPs cannot be generic default values or system generated descriptions The non specific PPP codes are Code set Code Descriptor 030 Other ENT surgery 050 Other general surgery 070 Other gynaecological surgery 090 Other neurosurgery 110 Other ophthalmic surgery 130 Other orthopaedic surgery 160 Other plastic surgery 230 Other surgery on the heart 231 Other thoracic surgery 180 Other urological s
30. ferred from this ESIS reporting health service to another ESIS reporting health service Usually this occurs when it is possible for the patient to be treated in a timely manner at the receiving campus health service It is essential that the Episode Identifier the Removal Date and the originating campus health service s code are provided to the receiving campus health service Excludes e Where the patient has initiated their own treatment at another campus Report Reason for Removal code B or U Q Surgery declined or not required Includes e Patients who refuse treatment at their own initiative and no longer wish to receive treatment at the hospital e Patients whose clinical condition has either improved or worsened to the extent that they are no longer suitable candidates for the awaited surgery e Patients on the waiting list for an ESIS reportable procedure but after study require alternative treatment that is a not within the scope of ESIS refer to Section Common procedures that are not considered to be elective surgery e Episodes removed from the waiting list by a surgeon for non clinical reasons This includes instances where the patient s surgeon considers the patient s deferral of this episode to be unreasonable for example the patient wishes to defer this episode indefinitely or repeatedly defers this episode for long periods Refer to the Elective Surgery Access Policy for guidelines regarding removal of
31. he surgeon who will perform the elective surgery Surgical_ Specialty N A Valid values Code from Surgical Specialty code set Episode extract All waiting list episodes The episode is first registered on the waiting list and can be updated at any time Code Descriptor 01 Cardio thoracic surgery 02 Ear nose and throat surgery 03 General surgery 04 Gynaecology 05 Neurosurgery 06 Ophthalmology 07 Orthopaedic surgery 08 Plastic surgery 09 Urology 10 Vascular surgery 11 Other If there is no code that exactly matches the Surgical Specialty record the code that is the best match Assign the best match Surgical Specialty even if the Principal Prescribed Procedure code assigned for this patient appears in Principal Prescribed Procedure reference data under a different specialty When a patient is placed on the waiting list for a number of procedures to be performed during the same episode that might be performed by different surgeons select the Surgical Specialty code that is appropriate for the PPP code assigned Changes to Surgical Specialty codes within a single episode Changes to the Surgical Specialty within an episode of waiting are allowed in the following circumstances When a surgeon of a different specialty indicated by the new Surgical Specialty code will treat exactly the same condition in the patient as was intended when the patient was placed on the waiting li
32. his campus health service 4 Referred by other department at this campus health service Patient has been referred from a department within this campus health service excluding Outpatient Departments This includes admitted patient wards and the Emergency Department 5 Referred by other not at this campus health service Patient has been referred from a source other than those outlined in the codes above This includes patients who have been referred directly to the waiting list by a public hospital that does not report to ESIS Excludes Patients referred from other hospitals who first attend the Outpatient Department at this campus health service report code 3 Referred by Outpatient Department at this campus health service 193 Source of Referral Invalid 397 Unmatched Transfer As Reported By Receiving Health Service 414 Previous Identifier of Transferred Episode Invalid Section 3a Previous Identifier Of Transferred Episode Section 4 Transfer Of Ownership Of Waiting Episode Used for analysis of referral patterns Department of Health July 1999 Version 1 Effective 1 July 1999 2 Effective 1 July 2005 Department of Health Code set source Department of Health ESIS Manual 13 Edition Section 3A Data Definitions Page 54 Surgical Speciality Specification Definition Label Field Size Layout Reported in Reported for Reported when Code set Reporting guide The area of clinical expertise of t
33. ifier allows the recording of more than one waiting episode per patient A patient may be waiting for the same procedure to treat the same clinical condition to be performed in separate operative episodes In this event the patient will be reported a number of times under the same Patient Identifier but different Episode Identifier For example the patient may be waiting for a cataract repair on the left eye then the right eye The unique Episode Identifier allows the recording of more than one waiting episode per patient This number of records submitted to DH is therefore likely to exceed the actual number of patients waiting Valid PPPs for Multiple Episodes A selection of PPP codes have been identified as procedures that can be repeated for the same patient that is a patient can be on the waiting list for these procedures more than once Valid PPPs for concurrent episodes reference data available from http Awww health vic gov au hdss reffiles index htm 134 Principal Prescribed Procedure Invalid 135 Patient already On Waiting List For Same PPP 386 PPP For This Episode Has Changed 405 Non Specific Other PPP Code Used But No PPP Description Section 3a Patient Identifier Surgical Specialty Section 3b Episode Identifier Section 4 Common Procedures not considered elective surgery Used to analyse waiting time by procedure useful to patients and referring doctors Waiting time data by procedure assists in planning and r
34. ination source 091 Sex Code Invalid 093 Unusual Sex Code Reported 411 Sex Surgical Specialty Mismatch Used for demographic analyses of service utilisation Department of Health July 1997 Version 1 Effective 1 July 1997 2 Effective 1 July 1999 3 Effective 1 July 2004 NHDD Code set source NHDD Department of Health modified ESIS Manual 13 Edition Section 3A Data Definitions Page 52 Source of Referral Specification Definition Label Field Size Layout Reported in Reported for Reported when Code set Reporting guide The source of the patient s referral to the waiting list Source_Of_Referral N A Valid values Code from Source Of Referral code set Episode extract All waiting list episodes The episode is first registered on the waiting list Code Descriptor 1 Referred by private practitioner or private clinic 2 Referred from waiting list at other ESIS campus health service 3 Referred by outpatient department at this campus health service 4 Referred by other department at this campus health service 5 Referred by other not at this campus health service If reporting at the health service level the term campus health service means health service If reporting at the campus level the term campus health service means campus 1 Referred by private practitioner or private clinic A private practitioner has referred the patient to the waiting list at this repor
35. ive Surgery Access Service Section 3a Reason for Removal ESIS Manual 13 Edition Section 3A Data Definitions Page 12 Administration Purpose Used for analysis of service delivery patterns Principal data users Department of Health Collection start July 1999 Version 5 Effective 1 July 2005 Definition source Department of Health Code set source Department of Health ESIS Manual 13 Edition Section 3A Data Definitions Page 13 Indigenous Status Specification Definition Label Field Size Layout Reported in Reported for Reported when Code set Reporting guide An Aboriginal or Torres Strait Islander is a person of Aboriginal or Torres Strait Islander descent who identifies as an Aboriginal or Torres Strait Islander and is accepted as such by the community in which he or she lives Indigenous_ Status N A Valid values Code from Indigenous Status code set Patient extract All patient level records The waiting list episode is first registered and whenever the field is updated This field should be updated on each occasion that any other demographics are updated Code Descriptor 1 Indigenous Aboriginal but not Torres Strait Islander origin 2 Indigenous Torres Strait Islander but not Aboriginal origin 3 Indigenous Aboriginal and Torres Strait Islander origin 4 Not indigenous Not Aboriginal or Torres Strait Islander origin 8 Question unable to be asked 9 Patient refused to a
36. mpuses submit ESIS data separately the Patient Identifier must be unique within each campus S066 Patient Identifier Invalid 135 Patient Already On Waiting List For Same PPP 380 Referential Integrity Error Between Episode And Patient 382 Patient Identifier Exists Multiple Times In One Patient Level Extract S408 The Patient Identifier To Which This Episode Relates Has Changed Section 3b Ceased Patient Identifier Retained Patient Identifier Section 4 Merging Patient Identifiers To enable individual episodes to be identified and updated Department of Health July 1997 Version 2 Effective 1 July 2000 ESIS Manual 13 Edition Section 3A Data Definitions Page 26 Planned Length of Stay Specification Definition Label Reported in Reported for Reported when Code set Reporting guide Edits Administration Purpose Principal data users Collection start Definition source The intention of the responsible clinician at the time the patient is placed on the waiting list to separate the patient either on the day of admission or a subsequent date Planned_Length_Of_Stay Episode extract All waiting list episodes The waiting list episode is first registered and updated when the planned length of stay is revised during the waiting episode Code Descriptor 1 3 Planned 23 hour stay 4 Planned multiday stay May be altered at any time during the waiting episode for example after a
37. nswer A person of Aboriginal descent is a person descended from the original inhabitants of Australia The Torres Strait Islands are the islands directly to the north of Cape York between Cape York and New Guinea In Victoria the community of Torres Strait Island people is small and the community of Aboriginal and Torres Strait Island people is smaller again therefore code 2 Indigenous Torres Strait Islander but not Aboriginal origin and code 3 Indigenous Aboriginal and Torres Strait Islander origin would not be widely used Code 8 Question unable to be asked should only be used under the following circumstances When the patient s medical condition prevents the question of Indigenous Status being asked In the case of an unaccompanied child who is too young to be asked their Indigenous Status Where registration for a waiting list episode occurs without the patient being present and cannot be determined from the information supplied In this case it is expected that Indigenous Status will be updated prior to or at admission ESIS Manual 13 Edition Section 3A Data Definitions Page 14 Edits Administration Purpose Principal data users Collection start Definition source Note Systems must not be set up to input a default code Rather than asking every patient about his or her Indigenous Status first ask the patient Were you born in Australia If the answer to the question Were you
38. of Health July 1997 Version 1 Effective 1 July 1997 NHDD METeOR Id 287007 ESIS Manual 13 Edition Section 3A Data Definitions Page 9 Date of Birth Accuracy Code Specification Definition Label Datatype Field Size Layout Reported in Reported for Reported when Value domain Reporting guide A code representing the accuracy of the components of a date day month year DOB_Accuracy_Code Alpha Form Structured Code 3 AAA Patient extract All patient level records The patient is first registered on the waiting list Value domain consists of a combination of three codes each of which denotes the accuracy of one date component Code Descriptor A The referred date component is accurate E The referred date component is not known but is estimated U The referred date component is not known and not estimated Component Descriptor ist D Refers to the accuracy of the day component 2nd M Refers to the accuracy of the month component 3rd Y Refers to the accuracy of the year component Any combination of the values A E U representing the corresponding level of accuracy of each date component of the reported date Where possible report the accuracy of each date component However where software systems allow the collection of a binary value for Date of Birth Accuracy that is the system has an Estimated Date of Birth check box or similar values such
39. on Label Field Size Layout Reported in Reported for Reported when Reporting guide Edits The date on which the patient s waiting episode is completed by an event listed in the Reason For Removal code set Removal_ Date 8 DDMMYYVYY or blank Episode extract All waiting episodes removed from the waiting list The Reason For Removal is reported Admission at or arranged by this health service campus Removal Date is the date of procedure Admission at another health service campus not arranged by this health service campus Removal Date is the date that the hospital becomes aware that the patient has already received the awaited procedure Transfer of waiting episode Removal Date is the agreed transfer date of the waiting episode Refer to Section 4 Transfer of ownership of waiting episode for further details Patient is deceased Removal date is the patient s date of death or if this is unable to be determined the date on which the health service was notified of the patient s death Patient not contactable Removal Date is the date of final attempt of reasonable effort per Elective Surgery Access Policy Surgery Declined Removal Date is the date that the patient declined the surgery and contacted the health service to advise this Surgery no longer required Date on which the clinical decision was made that the patient no longer requires the awaited procedure Patient failure to arrive for tre
40. orate quickly into an emergency Clinical Urgency categorisation is a clinical decision that may only be made by the clinician responsible for the patient s treatment whether it is that patient s specialist the head of the unit or his her delegate or an appropriate panel of surgeons A patient s Clinical Urgency may change if he or she undergoes Clinical review during the waiting period The need for clinical review varies with the patient s condition and is therefore at the discretion of the treating clinician There can be only one Urgency Event per episode per day For further information regarding the clinical urgency process refer to the Elective Surgery Access Policy available from http health vic gov au elective surgery ESIS Manual 13 Edition Section 3A Data Definitions Page 6 Edits Related items Administration Purpose Principal data users Collection start Definition source 315 Clinical Urgency Cat 1 Wait More Than 30 Days 375 Clinical Urgency Category For ESAS Reason For Removal Invalid 383 Multiple Events Of Same Type For Same Episode On One Day 384 Invalid Event Date 385 Invalid Event Type 389 Invalid Intra Episode Event Value For Clinical Urgency Change 412 Episode Registered Without A Clinical Urgency 429 SAD Identifier Event Type Mismatch Section 2 Intra Episode Event Urgency Reassignment Recategorisation Section 3b Event Date Event Type Event Value Section 4 Intra Epi
41. orting guide Edits Related items The date on which the admission for the awaited procedure is intended to occur Event_Value 8 DDMMYYYY Intra Episode extract Episodes that have one or more admissions scheduled Each time a new admission is scheduled for this episode It is important to distinguish the scheduling of the admission from the scheduling of the procedure ESIS collects the Scheduled Admission Date not the scheduled procedure date Scheduled admissions are considered to be open or uncancelled if a related Reason SAD Changed event does not exist Set SAD events and Reason SAD Changed events are related to one another by a common SAD Identifier There should only ever be one open uncancelled admission scheduled for a given procedure at any point in time If the patient is admitted as planned for the awaited procedure the uncancelled Set SAD event must contain the actual Date of Admission If a patient does not get admitted on a given Scheduled Admission Date a Reason SAD Changed event must be reported with the correct SAD Identifier 287 Scheduled Admission Date Exceeded 295 Removal Date Not Equal To Scheduled Admission Date 392 Invalid Intra Episode Event Value For Set SAD Event 400 Date Of Admission For Awaited Procedure Invalid 417 Scheduled Admission Date Changed Without Reason For Change 418 Reason For SAD Change Reported But no related SAD 429 SAD Identifier Event Type Mismat
42. ostponed at the request of the patient for personal reasons or because they have declared themselves unwell 123 Patient has failed to attend Surgery postponed because the patient has failed to attend 124 Admission postponed surgery date unchanged Patient was admitted after the Scheduled Admission Date but the procedure was performed on the day originally planned 130 Booking brought forward Patient s Scheduled Admission Date has been brought forward for any reason ESIS Manual 13 Edition Section 3A Data Definitions Page 45 Edits 287 391 417 418 429 Related items Section 2 Scheduled Admission Date Exceeded Invalid Intra Episode Event Value For SAD Change Reason Scheduled Admission Date Changed Without Reason For Change Reason For SAD Change Reported But no related SAD SAD Identifier Event Type Mismatch Hospital Initiated Postponement Intra Episode Event Postponement Section 3b Event Type Administration Event Date Event Value Scheduled Admission Date Identifier Purpose Used to monitor waiting list management Principal data users Access and Metropolitan Performance Branch Department of Health Vic Collection start July 1997 Destination source Version 1 Effective 1 July 1997 2 Effective 1 July 2005 3 Effective 1 July 2007 Code set source Department of Health ESIS Manual 13 Edition Section 3A Data Definitions Page 46 Removal Date Specification Definiti
43. pe 431 Intra Episode Event Value For MAPT Invalid Section 2 Intra Episode Event Section 3a Clinical Registration Date Removal Date Section 3b Event Date Event Type Event Value ESIS Manual 13 Edition Section 3A Data Definitions Page 24 Administration Purpose To support the evidence based allocation of resources for patients awaiting hip or knee joint surgery Principal data users Department of Health Collection start July 2007 Version 1 Effective 1 July 2007 Definition source Department of Health Code set source Department of Health ESIS Manual 13 Edition Section 3A Data Definitions Page 25 Patient Identifier Specification Definition Label Field Size Layout Reported in Reported for Reported when Code set Reporting guide Edits Related items Administration Purpose Principal data users Collection start An identifier unique to a patient within this submitting health service Commonly referred to as the unit record or UR number Patient_Identifier 10 XXXXXXXXXX Leading zero filled alphanumeric characters only Patient extract Primary Key Episode extract Foreign Key All waiting list episodes The waiting list episode is first registered Hospital generated Individual health services may use their own alphabetic numeric or alphanumeric coding systems If reporting as a health service the Patient Identifier must be unique within the health service If the ca
44. persons under the Medicare scheme Medicare_Number 11 NNNNNNNNNNN or blank Patient extract All patient level records except in the circumstances covered under Medicare Suffix The Medicare card is made available by the patient Health Services should check for updated Medicare card details at each patient attendance Valid e First character can only be a 2 3 4 5 or 6 e Numeric e Check digit ninth character is the remainder of the following equation 1st digit 1 2nd digit 3 8rd digit 7 4th digit 9 5th digit 1 6th digit 3 7th digit 7 8th digit 9 10 e 11th digit only zero if date of birth lt 6 months Medicare 3256112837 Medicare Number Medicare Code 1 Jane A Citizen 2 John A Citizen Valid to 08 2010 Report the full Medicare Number from a patient s Medicare card the eleventh digit being the Medicare Code the number printed on the Medicare Card to the left of the printed name of the patient The Medicare Suffix is reported at the same time as the Medicare Number When the Medicare Number is reported it must be numeric and contain the appropriate check digit second last digit on the card Neonates For neonates who have not yet been added to the family Medicare Card and therefore have no Medicare Code there are two reporting options 1 mother s family s Medicare Number in the first ten characters and a zero 0 as the eleventh character ES
45. pitals to report at either the health service or campus level depending on how their waiting list is managed Principal data users Department of Health Collection start July 2002 Version 1 Effective 01 07 2002 2 Effective 01 07 2005 Destination source Department Code set Department of Health of Health source ESIS Manual 13 Edition Section 3A Data Definitions Page 58
46. racters permitted e Alphas only e Space as second and third characters e Space as third character e Hyphen or apostrophe as second character e Hyphen or apostrophe as third character The Medicare Number if available is reported at the same time as the Medicare Suffix Card Unavailable Ineligible Prisoner If the Medicare Number is not available or the patient is ineligible for a Medicare Number leave the Medicare Number blank and enter the appropriate suffix from the list below Code Descriptor C U Card unavailable N E Not eligible for Medicare P N Prisoner Unnamed Neonate For unnamed neonates where the family has a Medicare Number report a Medicare Suffix of BAB The Medicare Number issued to the mother family must also be reported with a Medicare Code 11 character of 0 or the Medicare Code for the mother Edits S088 Medicare Suffix Invalid Related items Section 2 Medicare Eligibility Status Eligible Person Medicare Eligibility Status Ineligible Person Section 3a Medicare Number ESIS Manual 13 Edition Section 3A Data Definitions Page 22 Administration Purpose To assist monitoring continuity of care across hospitals Used to ensure eligibility for publicly funded health care Principal data users Department of Health Collection start July 1999 Version 2 Effective 1 July 2005 Definition source Department of Health ESIS Manual 13 Edition Section 3A
47. roughout the waiting episode Each change in readiness is reported as an Intra Episode Event This date must reflect the patient s actual experience rather than the date of data entry There can be only one Readiness Event per episode per day R Ready For Care A patient who is available to undergo the awaited procedure C Clinically Initiated Deferral Includes a patient whose e health status has temporarily declined to the extent that they are not presently suitable for the prescribed procedure e medical condition will not require or be amenable to surgery until some future date For example a patient who has had internal fixation of a fractured bone and will require removal of the fixation device after a suitable time delay If a patient s health has permanently declined and the surgery is no longer an option remove the episode from the waiting list with Reason for Removal code Q Surgery declined or not required ESIS Manual 13 Edition Section 3A Data Definitions Page 34 Edits Related items Administration Purpose Principal data users Collection start Definition source P Patient Initiated Deferral A patient who refuses or seeks a delay in the booking for personal non clinical reasons Health services are expected to exercise discretion in distinguishing between a patient who is reasonably negotiating an admission date to suit their particular circumstances consider the patient s Clinical Urgency an
48. rred from other cues such as observation relationship to respondent or first name A person s sex may change during their lifetime as a result of procedures known alternatively as Sex change Gender reassignment Transsexual surgery Transgender reassignment or Sexual reassignment Throughout this process which may be over a considerable period of time sex could be recorded as either Male or Female Code 3 Indeterminate should be used for infants with ambiguous genitalia where the biological sex even following genetic testing cannot be determined Code 3 can only be assigned for infants aged less than 90 days The term intersex refers to a person who because of a genetic condition was born with reproductive organs or sex chromosomes that are not exclusively male or female and who identifies as being neither male nor female Excludes Transgender transsexual and chromosomally indeterminate individuals who identify with a particular sex male or female Codes 3 Indeterminate and 4 Intersex should not generally be used on data collection forms completed by the respondent They should only be used if the person or respondent volunteers that the person is intersex or where it otherwise becomes clear during the collection process that the individual is neither male nor female ESIS Manual 13 Edition Section 3A Data Definitions Page 51 Edits Administration Purpose Principal data users Collection start Dest
49. s received the awaited procedure as an emergency admission Patient was admitted and has received the awaited procedure through the Emergency Department at this campus or another campus of this health service rather than as an elective admission Excludes A patient admitted to another campus outside this health service for the awaited procedure as an emergency patient Report a Reason for Removal code B or U Treated elsewhere for awaited procedure not arranged by this campus health service Y Procedure received at intended campus not planned at admission excludes emergency admission Patient was already registered on the waiting list for the procedure before this non emergency admission occurred The intent of this admission was for a reason other than the performance of this waiting list procedure During this admission the clinician makes the decision to perform the awaited procedure The Date Of Admission must be after the Clinical Registration Date The Date Of Admission need not equal any Scheduled Admission Date SAD whether the SAD has been cancelled or not because the procedure is unplanned unscheduled at the time of admission Excludes e Patients receiving the awaited procedure as an emergency admission e Where a patient is already admitted before the need for a procedure is determined These episodes are outside the scope of ESIS as the Date of Admission is before the Clinical Registration Date B l Tre
50. s include DOB Accuracy AAA DOB 03 1 1 1956 DOB Accuracy EEE DOB 03 1 1 1956 DOB Accuracy UUE DOB 00 00 1945 DOB Accuracy UUE DOB 01 01 1945 Invalid combinations include DOB Accuracy AAA DOB 00 00 1956 DOB Accuracy AAA DOB 00 06 1956 DOB Accuracy EEE DOB 00 00 1956 DOB Accuracy UUE DOB 00 00 0000 DOB Accuracy UEE DOB 00 00 1956 432 Invalid Date of Birth Accuracy code Section 2 Age Section 3a Date of Birth Required to derive age for demographic analyses and for analysis by age at a point of time Multiple internal and external research users 2008 2009 NHDD Department of Health modified NHDD Date Accuracy Indicator METeOR Id 294429 ESIS Manual 13 Edition Section 3A Data Definitions Page 11 Destination Specification Definition Label Field Size Layout Reported in Reported for Reported when Reporting guide Edits Related items Identification of the Campus e that is accepting responsibility for the patient s waiting episode or e where the patient is receiving treatment under contract or similar arrangement Destination N A Valid Values Code from Campus Codes code set or blank Episode extract Episodes removed from the waiting list with a Reason for Removal of N T S X The patient is removed from the waiting list Patients treate
51. scribed Procedure code within a single episode The Principal Prescribed Procedure can be changed within the waiting episode when e the new Principal Prescribed Procedure code will treat exactly the same condition in the patient as was intended when the patient was placed on the waiting list e adata input error has occurred and a change to the Principal Prescribed Procedure code is simply a correction of that error If the patient requires a new procedure for the treatment of a different condition a new waiting episode must be started Multiple procedures to be performed in the same operative episode When the surgeon indicates that the patient will undergo more than one procedure during the same operative episode assign the most resource intensive procedure as Principal Prescribed Procedure ESIS Manual 13 Edition Section 3A Data Definitions Page 31 Reporting guide Cont d Edits Administration Purpose Principal data users Collection start Definition source Multiple procedures to be performed in separate operative episodes A patient may be waiting for more than one procedure to treat more than one clinical condition In this event the patient will be reported a number of times under the same Patient Identifier but different Episode Identifier s with different Principal Prescribed Procedures For example the patient may be waiting for a hip replacement and release of carpal tunnel The unique Episode Ident
52. similar arrangement The responsibility for the patient s waiting episode remains with the ESIS campus health service reporting this episode This patient should remain on the waiting list until admitted Includes e Patients treated under a Hub and spoke arrangement where the Hub retains responsibility for the patient s waiting episode Report a Destination code to indicate the campus where the patient was admitted and received the awaited procedure under contract or similar arrangement Excludes e Where the patient initiates treatment at another hospital report Reason for Removal codes B or U Treated elsewhere for the awaited procedure not arranged by this campus health service N Transfer of waiting episode to a non ESIS public campus The reporting responsibility for the patient s waiting episode has been transferred from this ESIS reporting health service to a non ESIS reporting public campus The patient s surgery will be performed at the receiving campus Report a Destination code to indicate the campus to which responsibility has been transferred Excludes e Where the patient has initiated their own treatment at another campus Report Reason for Removal code B or U ESIS Manual 13 Edition Section 3A Data Definitions Page 39 Reporting guide T Transfer of waiting episode to another ESIS campus health cont d service The reporting responsibility for the patient s waiting episode has been trans
53. sode Events Required for Registration Allows hospitals to prioritise patients waiting for elective surgery based on their clinical urgency Provides an indicator for monitoring patients who wait in excess of the maximum desirable time for their elective surgery Department of Health AIHW and the Commonwealth Department of Health and Aged Care July 1997 Version 1 Effective 1 July 1997 NHDD Code set source NHDD METeOR Id 270008 ESIS Manual 13 Edition Section 3A Data Definitions Page 7 Date of Admission Specification Definition Label Field Size Layout Reported in Reported for Reported when Reporting guide Edits Related items Administration Purpose Principal data users Collection start Definition source Date on which an admitted patient commences an episode of care during which the patient receives the awaited procedure Date _Of_ Admission 8 DDMMYYYY Episode extract Episodes where the patient has received the awaited procedure Reason for Removal codes W M Y B I U S X The patient is admitted for and has received the awaited procedure for this waiting episode Report the Date of Admission for all waiting episodes where the patient has received the awaited procedure The Date Of Admission will be on or before the Removal Date Do not report any scheduling that occurs after the Date Of Admission S295 Date Of Admission Not Equal To Scheduled Admission Date 399 Dat
54. st ESIS Manual 13 Edition Section 3A Data Definitions Page 55 Reporting guide Cont d Edits Related items Administration Purpose Principal data users Collection start Definition source When a data input error has occurred and a change to the Surgical Specialty code is simply a correction of that error If the patient requires a new procedure and therefore new Surgical Specialty for treatment of a different condition start a new waiting episode 147 Surgical Specialty Invalid 387 Surgical Specialty Has Changed 411 Sex Surgical Specialty Mismatch Section 3a Principal Prescribed Procedure Section 3b Episode Identifier Used for analysis of waiting times by specialty Department of Health AIHW and the Commonwealth Department of Health and Aged Care July 1997 Version 1 Effective 1 July 1997 National Health Data Code set source NHDD Committee ESIS Manual 13 Edition Section 3A Data Definitions Page 56 Treatment Campus Specification Definition Label Field Size Layout Reported in Reported for Reported when Code set Reporting guide Edits Related items Where reporting is at the campus level the Treatment Campus is the reporting campus in all cases Where reporting at the health service level the Treatment Campus is the campus within the health service at which it is intended treatment will take place Treatment_Campus N A Valid values Code from Trea
55. stcode Locality reference data If Postcode is 1000 or 9988 Locality remains blank The health service campus may collect the patient s postal address for its own purposes However for submission to ESIS the Locality field must represent the patient s residential address 122 Postcode Locality Combination Invalid Section 3a Postcode ESIS Manual 13 Edition Section 3A Data Definitions Page 18 Administration Purpose Principal data users Collection start Definition source To calculate with Postcode field the patient s Statistical Local Area SLA code which enables e analysis of service utilisation and need for services e identification of patients living outside Victoria for purposes of cross border funding e identification of patients living outside Australia for the Reciprocal Health Care Agreement RHCA Department of Health AIHW July 1997 Version 4 Effective 1 July 2004 5 Effective 1 July 2009 Department of Code set ABS National Locality Index Cat Health source No 1252 Australian Standard Classification of Countries for Social Statistics Second Edition Australian Bureau of Statistics catalogue no 1269 0 ESIS Manual 13 Edition Section 3A Data Definitions Page 19 Medicare Number Specification Definition Label Field Size Layout Reported in Reported for Reported when Reporting guide Personal identifier allocated by Medicare Australia to eligible
56. tcode Locality reference data SACC Country codes are found in the Country of Birth and Country of Residence SACC codeset 122 Postcode Locality Combination Invalid Section 3a Locality To enable calculation with Locality field of the patient s appropriate Statistical Local Area SLA which enables e Analyses of service utilisation and need for services e Identification of patients living outside Victoria for purposes of cross border funding e Identification of patients living outside Australia for the Reciprocal ESIS Manual 13 Edition Section 3A Data Definitions Page 28 Health Care Agreement RHCA Principal data users Multiple internal and external users Collection start July 1997 Version 2 Effective 1 July 2004 Definition source Department of Code set source Australia Post Department of Health Health modified ESIS Manual 13 Edition Section 3A Data Definitions Page 29 Previous Identifier of Transferred Episode Specification Definition Label Field Size Layout Reported in Reported for Reported when Reporting guide Edits Related items Administration Purpose Principal data users Collection start Definition source ESIS Manual 13 Edition Section 3A Data Definitions The campus health service code concatenated with the nine character episode identifier from campus health service transferring the waiting episode Previous_lIdentifier_of_Transferred_Episode 13
57. ting health service from his her private rooms or private clinic where the patient has been billed under Medicare for the consultation 2 Referred from waiting list at other ESIS campus health service The reporting responsibility for the patient s waiting episode has been transferred from another ESIS reporting campus health service When this code is reported in the Source of Referral field the campus health service code concatenated with the nine character Episode Identifier for the referring campus health service must be reported in the Previous Identifier Of Transferred Episode field Refer to Section 4 Transfer of ownership of waiting episode Excludes Transfer of waiting episode from a non ESIS reporting hospital report code 5 Referred by other not at this campus health service Patients treated at this campus health service under contract from another campus health service When a patient is treated under contract that patient s waiting episode remains the reporting responsibility of the contracting campus health service and not the campus health service where the procedure is performed ESIS Manual 13 Edition Section 3A Data Definitions Page 53 Reporting guide Cont d Edits Related items Administration Purpose Principal data users Collection start Destination source 3 Referred by outpatient department at this campus health service Patient has been referred from an Outpatient Department at t
58. tion Purpose Postcode of the locality in which the patient usually resides not postal address Postcode N A Valid values Code from Postcode Locality code set All waiting list episodes The waiting list episode is first registered Code Descriptor 1000 No fixed abode 8888 Overseas 9988 Unknown address Postcode is only valid in the context of the Locality with which it is reported The only valid postcode locality combinations are those that appear in the DH Postcode Locality reference data If you find a new and valid Postcode Locality combination please notify AED and reference data will be updated The Australia Post listing of postcodes and localities is available from www auspost com au Non residential postcodes are excluded from the Australia Post list Common variations of locality spellings as used in Melway references and the Australian Bureau of Statistics National Locality Index Cat No 1252 are included The reporting health service may collect the patient s postal address for its own purposes For submission to ESIS the Postcode must represent the patient s residential address Non residential postcodes such as mail delivery centres will require correction 8888 Overseas Report the four digit SACC Country Code representing the patient s country of residence The four digit country code must be one that corresponds with a code listed against 8888 overseas codes in the Pos
59. tions Page 36 Code set cont d Transfer of ESIS episode N Transfer of waiting episode to a non ESIS public campus T Transfer of waiting episode to another ESIS campus health service Cancellation R Died Z Not contactable Q Surgery declined or not required F Failure of the patient to arrive for treatment O Other reason for cancellation Reporting guide The patient is removed from the waiting list when they are no longer waiting for their elective surgery This may be because e the surgery has been performed e the surgery is no longer required e the patient has been unable to be contacted or e another reason A removal refers to the end of a valid waiting list episode that occurs on a Removal Date and has a Reason for Removal Report the appropriate reason to explain why the patient s waiting episode has been removed from the waiting list WwW Admitted to the intended campus and has received the awaited procedure Patient was admitted to the intended campus and received the awaited procedure as a planned rather than an emergency admission Includes e Patients treated under a Hub and Spoke arrangement where the Spoke retains responsibility for the patient s waiting episode ESIS Manual 13 Edition Section 3A Data Definitions Page 37 Reporting guide M Admitted to the intended campus or if reporting at health cont d service level any campus with the health service and ha
60. tment Campus code set Episode extract All waiting list episodes The waiting list episode is first registered Updated when a health service revises the intended actual treatment campus during the waiting period Treatment Campus reference data is available from http www health vic gov au hdss reffiles index htm Where the episode is not removed For ESIS data reported at campus level report this campus code in Treatment Campus field For ESIS data reported at health service level report the ESIS campus at which the health service intends the patient to be admitted for the awaited procedure Where the episode is removed and the Reason For Removal is WwW Admitted to the intended campus and has received the awaited procedure M Admitted to the intended campus or if reporting at health service level any campus with the health service and has received the awaited procedure as an emergency admission Y Procedure received at intended campus not planned at admission excludes emergency admission The treatment campus represents the actual campus at which the patient has undergone the awaited procedure For all other Reason For Removal codes the Treatment Campus represents the campus it was intended the patient have the awaited procedure 370 Treatment Campus Invalid Section 2 Campus Section 3a Reason for Removal ESIS Manual 13 Edition Section 3A Data Definitions Page 57 Administration Purpose To allow hos
61. ts currently admitted e Patients presenting via the emergency department e Obstetric emergencies ESIS Manual 13 Edition Section 3A Data Definitions Page 44 Reporting guide 109 Elective priority conta Rescheduled due to a higher priority elective patient requiring surgery Includes elective patients seen in outpatients or private rooms 110 Hospital Surgeon has not prepared patient Further preoperative workup is required This code is only to be reported when the patient has been insufficiently prepared for surgery by the hospital surgeon Excludes e Where the patient has not prepared sufficiently report 120 Patient unprepared 111 Clerical Booking Error The patient has been incorrectly advised of date of surgery A clerical booking error occurred for example advising patient of incorrect date of surgery 120 Patient is unprepared The patient has not adhered to the required preparations for surgery for example has eaten or not done bowel preparation 121 Patient deemed unfit The patient has been assessed as unwell by a general practitioner surgeon anaesthetist or other clinical staff Includes e Surgeon s assessment that patient is temporarily not ready for care due to a change in their clinical condition e Shortage of blood for transfusion e Anaesthetic complications Excludes e Patients declaring themselves unwell report 122 Patient has postponed 122 Patient has postponed Surgery p
62. urgery 190 Other vascular surgery Edits S405 Non Specific Other PPP Code Used But No PPP Description Related items Section 3a Principal Prescribed Procedure Administration Purpose To analyse the use of the non specific PPP codes to assist in further refining and enhancing the PPP code set Principal data users Department of Health Collection start July 2005 Version 1 Effective 1 July 2005 Definition source Department of Health Code set source Department of Health ESIS Manual 13 Edition Section 3A Data Definitions Page 33 Readiness for Care Specification Definition Label Field Size Layout Reported in Reported for Reported when Code set Intra Episode Event Reporting guide A patient s readiness at a given point in time to undergo this episode s awaited procedure Event_Value N A Valid values Code from Readiness For Care code set Intra Episode extract All waiting list episodes The patient is first registered on the waiting list for this episode and for each change in the patient s readiness during the waiting episode Code Descriptor R Ready for Care Cc Clinically Initiated Deferral P Patient Initiated Deferral Event Type e Readiness Event Date e The date that the patient became ready or not ready for care The patient may or may not be Ready For Care when they are first registered onto the waiting list Their Readiness For Care can change multiple times th
63. y 2005 Definition source Department of Health Code set source Department of Health ESIS Manual 13 Edition Section 3A Data Definitions Page 17 Locality Specification Definition Label Field Size Layout Reported in Reported for Reported when Code set Reporting guide Edits Related items Geographic location Suburb town locality for Australian residents country for overseas residents of usual residence of the person not postal address Locality N A AAAAAAAAAAAAAAAAAAAAAA Patient extract All waiting list episodes patient level records without a Postcode of 1000 or 9988 The patient is first registered for any episode on the waiting list Updated as required Refer to the Postcode Locality reference data available from http Awww health vic gov au hdss reffiles index htm Australia Post web site listing of postcodes and localities is available from www auspost com au The DH file excludes non residential postcodes listed in the Australia Post file Common variations of locality spellings as used in Melway references and the Australian Bureau of Statistics National Locality Index Cat No 1252 are included in the DH file Overseas Locality Where the Postcode is 8888 Overseas report Locality as a four digit SACC Country code representing the patient s country of residence The four digit country code must be one that corresponds with a code listed against 8888 overseas codes in Po

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