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Partnership Improvement and Outcomes Division.Dot Balance of Care / Continuing Care Census Definitions and data recording manual Revised September 2009 CONTENTS 1 Introduction 1.1 Purpose of this Paper 3 1.2 Background 3 1.3 Coverage and context of census 3 2 Data Requirements 2.1 Census Data 4 2.2 Census Date 4 2.3 Data Quality 4 2.4 Guidance for Data Input 4 2.4.1 Example of Excel Spreadsheet 4 3 NHS Continuing Care Census Data Items 3.1 Location Code 5 3.2 Location Name 5 3.3 CHI (Community Health Index) 6 3.4 Patient Identifier 6 3.5 Patient Name 7 3.6 Gender 7 3.7 Date of Birth 7 3.8 Date of Admission 8 3.9 Ethnicity 9 3.10 Speciality 10 3.11 Patient’s Postcode of Home address 12 3.12 Patient’s town/city of residence (if postcode unavailable) 12 3.13 Patient’s area of town/city (only required for larger cities, only required if postcode unavailable) 13 3.14 Delayed Discharge check (Y/N) 13 4 Submissions of Data 4.1 Census Data Collection 14 4.2 Date of Submission 14 4.3 Method of Submission 14 5 Contacts 5.1 NHS National Services Scotland 15 6 Appendix 1 What is NHS Continuing Health care Appendix 2 Location codes reported at previous census Version 3.3, September 2009 2 1 Introduction 1.1 Purpose of this Paper This paper provides guidance to NHS Boards on definitions, procedures and information concerning the Balance of Care / Continuing Care Census. 1.2 Background There is no method for identifying all patients who are receiving NHS care that is on-going non-acute care, delivered as an inpatient, and often over an extended period, in whatever setting (including hospice or care home). This has made it difficult to assess the balance of care for people with longer term needs. In February 2008, the Scottish Government revised the formal guidance on NHS continuing health care (see also Appendix 1): http://www.sehd.scot.nhs.uk/mels/CEL2008_06.pdf. This replaced previous guidance contained in MEL (1996) 22. http://www.sehd.scot.nhs.uk/mels/1996_22.pdf Information Services Division were asked to develop a census approach as a means of gathering information from the NHS that will support the need for information about the balance of long term care and will inform on the application of the NHS Continuing Health care guidance. 1.3 Coverage and context of census The patients who should be included in the census are: Category A Patients who are receiving NHS Continuing Health care as a result of a decision made under the terms of the guidance referred to above. Note that although NHS Continuing Health Care may be provided in a hospital ward it may also be provided on a contractual basis in a hospice or care home. Category B Patients who do not specifically meet the criteria for NHS Continuing Care but who have been in hospital for over one year and for whom no estimated date of discharge has been set. This also includes patients in NHS contracted beds in care homes. The census should not include anyone for whom a jointly funded package of care is in place with the local authority or anyone who partly or wholly funds their own care. The census should not include anyone under the age of 18 years. The NHS Continuing Care Census information will be gathered by ISD electronically. Paper submissions will not be accepted. Version 3.3, September 2009 3 2. Data requirements 2.1 Census Data The following information will be required for all relevant patients: location, patient name, patient ID, CHI, ethnicity, date of birth, gender, date of admission, specialty, postcode of residence, city/town of residence and whether patient is a delayed discharge. 2.2. Census Date The census date is the 30th September 2009. However, if there is local benefit in undertaking the national census on a date other than the 30th September NHS Boards can select a date up to 3 calendar days prior to the census date. Under no circumstances can NHS Boards undertake the census outwith these timescales. 2.3 Data Quality For the purposes of comparison it is essential that there is a uniform and consistent interpretation and application of the definitions and data recording rules set out in this paper. Any further revisions or points of clarification will require to be agreed by the Information Services. 2.4 Guidance for Data Input The following mandatory fields should be recorded in an Excel spreadsheet, one patient record per row and one data item per column. If a particular data item is unavailable leave it blank in the spreadsheet; do not exclude patients from the census because of incomplete data. National Dataset: Location Code Location Name Ward Name CHI Number Patient Identifier (If CHI unavailable) Patient Name Gender Date of Birth Date of Admission Ethnicity Specialty Patient’s postcode of residence Patient’s town/city of residence (if postcode unavailable) Patient’s area of town/city (only required for larger cities, only required if postcode unavailable) Delayed Discharge check (Y/N) Patients who meet the definition in Category A (see page 3) should be recorded on sheet 1. Patients who meet the definition of Category B (see page 3) should be recorded on sheet 2. Version 3.3, September 2009 4 2.4.1 Example of Excel Spreadsheet For Gender, Ethnicity and Speciality codes see Section 4 NHS Continuing Care Census Data Items Location Code Location Name Ward CHI Patient Identifier Patient Name Gender Date of Birth T105H Ashludie Hospital Ward 1 2502702132 JOHN MCKENZIE 1 - Male 25/02/1970 L330V Carrickstone House Eastfield 0105085555 Rachel Bell 2 - Female 01/05/1908 L330V Carrickstone House Eastfield 1506893333 Michael Hardcastle 1 - Male 15/09/1989 L330V Carrickstone House Eastfield 1802526666 Lizzie Mellors 2 - Female 18/02/1952 Area of City if Date of Postcode of Patient's City/Town if Postcode Glasgow or Delayed Discharge Admi ssi on Ethnicity Speciality home address unavailable Edinburgh Check this is 'No' 05/09/2008 3B Pakistani G4 Psychiatry of Old Age EH42P6Q Glasgow Partick No 01/03/2001 1A - White Scottish AB Geriatric Medicine (see note 1) G67 1JH No 06/09/2007 1A - White Scottish AB Geriatric Medicine (see note 1) G67 1PZ Yes 03/04/2005 1A - White Scottish AB Geriatric Medicine (see note 1) G67 2BJ No Version 3.3, September 2009 5 3 NHS Continuing Care Census Data Items 3.1.1 Definition - Location Code This is the reference number of any building or set of buildings where events pertinent to NHS Scotland take place. Locations include hospitals, hospices and care homes. For information, Appendix 2 contains a list of location codes reported within the previous census. If a particular location is not included within the list, please contact Dougie Ferguson on 0131 275 6265 for assistance if he is unavailable please use the contact details in Section 5. http://www.datadictionary.scot.nhs.uk 3.1.2 Method of Data Entry The location code should be entered with no spaces between characters, thus: A101H. 3.1.3 Purpose of Data Entry This records the location where the patient is undergoing NHS health care. Although NHS health care is likely to be provided in a hospital ward it may also be provided in a hospice or care home. Every effort should be made to ensure patients from all of these settings are included in the census. 3.2.1 Definition - Location Name This is the name of any building the patient is undergoing NHS health care. Locations include hospitals, hospices and care homes. 3.2.2 Method of Data Entry The location name should be the full name of building or set of buildings, thus: Falkirk Royal Infirmary 3.2.3 Purpose of Data Entry This records the location where the patient is undergoing NHS health care. 3.3.1 Definition - CHI (Community Health Index) The Community Health Index (CHI) is a population register, which is used in Scotland for health care purposes. The CHI number uniquely identifies a person on the index. http://www.datadictionary.scot.nhs.uk 3.3.2 Availability of Data A Community Health Index number CHI should be recorded on every record - advice should be sought from your Medical Records Manager if no CHI is available. 3.3.3 Method of Data Entry Each CHI has a unique 10-digit number (CHI number) that consists the date of birth and four other numbers. The entry should be left justified with no spaces between characters. 3.3.4 Purpose of Data Entry It is essential that the CHI is completed as accurately and as consistently as possible as this data item may be used as an identifier. Version 3.3, September 2009 6 3.4.1 Definition - Patient Identifier (to be provided if CHI is not available) A patient identifier is a code (set of characters) used to uniquely identify a patient within a health register or a health records system if the CHI is not available. (see 3.3.4). 3.4.2 Examples of Data Patient's identifiers include: Hospital patient identifier, Departmental patient identifier, NHS Number, Hospital Patient Identifier (HPI) 3.4.3 Method of Data Entry The entry should be left justified with no spaces between characters. For those CHI numbers starting with a ‘0’, please record as ‘010112111. 3.5.1 Definition - Patient Name The full name of a person. 3.5.2 Method of Data Entry The patient’s name should be left justified.
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