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Changes to National Collections effective from 1 July 2007
Contents
In line with our obligations under the National Health Information System (NHIS) Access Agreement, The New Zealand Health Information Services (NZHIS) is providing six months notice of changes to the following systems, which will be effective from 1 July 2007 as part of the 2007 National Collections Annual Maintenance Project (NCAMP).
The changes to the national systems effective from 1 July 2007 include:
- Changes to the National Minimum Dataset (NMDS)
- Changes to the National Booking Reporting System (NBRS)
- Changes to the National Non Admitted Patient Collection (NNPAC)
High-level details of these changes are listed below, along with information on the timeline, compliance testing requirements, communications and questions and answers. Please take the time to review the information available.
Full details of these changes are available in the Requirement Changes documents which are included in this page in a Pdf format under the document sections.
We also invite your questions and will publish a Questions and Answers section that will be updated on a regular basis.
Note: A number of the changes are repeated as they apply across all of the National Collections.
Changes to the National Minimum Dataset (NMDS)
Some of the changes to NMDS will result in updates to the file specification, data dictionary and compliance tests for the NMDS load file. Updated file specifications and data dictionaries will be published within the Technical Documents section of the web site. Details on the implementation of these changes will be published via the Email User Group and on the NZHIS website www.nzhis.govt.nz
The requirement changes effective from 1 July 2007 are:
1. WIES Changes (WR2006-243 + 2006-260):
Sector change required: YES.
Change 1: The Gisborne facility (3411) needs to be added to the list of Maternity facilities so maternity events from this facility can be covered by the maternity inpatient casemix rules
Change 2: Alter the co-payment value for AAA to 5.4077
Change 3: Include additional facilities in the Designated Hospital Casemix Revenue rules. There are expected to be approximately 20 facilities to be added and these will be documented in the Casemix Exclusion Rules document
Change 4: Change the version of WIES to 11C
Change 5: Add six new Event End Types for emergency department discharges
Update Database:
Add the six new Event End Types for emergency department discharges
Alter WIES tables to version 11C
Update Processing Code:
Include additional facilities in the Designated Hospital Casemix Revenue rules. These are expected to be approximately 20 facilities to be added and these will be documented in the Casemix Exclusion document
The Gisborne facility (3411) needs to be added to the list of Maternity facilities so maternity events from this facility can be covered by the maternity inpatient casemix rules
Alter the co-payment for AAA to 5.4077
Include the six new Event End Types for emergency department discharges in Casemix
Update Documentation:
Update the Casemix Framework document as follows:
Add the Gisborne Facility to the list of Maternity facilities in Section 5.2.3 of the Casemix Framework Document
Update Section 3.3.1 Maternity/Obstetrics Purchasing of the Casemix Framework Document to reflect the current year’s activities
Add the additional facilities to the list of facilities in section 5.2.10
Include the six new Event End Types and mappings
Note: The Costweight value of the AAA co-payment is not specified in the Casemix Framework document
2. Health Speciality Code Changes (WR2006-443):
DHB Funding and Performance Directorate cannot distinguish between Health Speciality Codes ‘Endocrinology’ and ‘Diabetology’ (Code M20), and ‘Specialist Paediatric Endocrinology’ and ‘Specialist Paediatric Diabetology’ (Code M24).
Sector change required: YES.
Change 1: Retire Health Speciality Codes M20 (Endocrinology and Diabetology) and M24 (Specialist Paediatric Endocrinology and Diabetology).
Change 2: Add Four new codes M95 (Endocrinology), M96 (Diabetology), M97 (Specialist Paediatric Endocrinology) and M98 (Specialist Paediatric Diabetology).
Update Database:
The Health Speciality table will be updated to retire the two Health Speciality Codes and add the four new codes.
3. Validate Health Speciality Code Start and End Dates (WR2006-451):
Currently when Health Speciality Codes are retired, it is still possible for DHBs to submit records that contain these retired codes which creates inconsistency. There is also a need to introduce new Health Speciality Codes from time to time.
NZHIS would like to improve data quality and ensure consistency in data by allowing only current Health Speciality Codes to be submitted.
Sector change required: YES.
Reject records where the Health Specialty Code start and end dates are not valid for the Event End Date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC) and the Event date is after 1 July 2007.
Update Processing Code:
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC) is between the submitted Health Speciality Code’s start and end dates, the record will continue to be processed.
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC) is before the submitted Health Speciality Code’s start date, the record will be rejected.
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC) is after the submitted Health Speciality Code’s end date, the record will be rejected.
Note:
- Currently NBRS does validate against the start and end date of the Health Speciality Codes for health events.
- NMDS and NNPAC do not currently validate against the start and end date of the submitted Health Speciality Codes for health events.
Publish start and end dates of Health Specialty Codes
4. Purchaser Code Changes (WR2006-169):
DHBs use Purchaser Code 13 to report both MoH Purchase Events and Base Purchase Events and DHB Funding and Performance would like these events to be identified separately. Purchaser Code 18 (DHB Accident Purchase) was introduced when there were private health insurers and this code is no longer relevant. NZHIS would like to tidy up this code so it is no longer used.
Sector change required: YES.
Change 1: Retire Purchaser Codes 13 (Base Purchase) and 18 (DHB Accident Purchase) from 1 July 2007
Change 2: Add two new Purchaser Codes from 1 July 2007, 34 (MOH-funded purchases) and 35 (DHB-funded purchases)
Update Database:
The Purchaser Code table will be updated to retire the two Purchaser Codes and add the two new codes.
Update Processing Code:
Exclude events with Purchaser Code 13 from Casemix
Include events with Purchaser Code 34 and 35 in Casemix
5. Validate Purchaser Code Start and End Dates (WR2006-452):
Currently when Purchaser Codes are retired, it is still possible for DHBs to submit records that contain these retired codes which creates inconsistency. There is also a need to introduce new Purchaser Codes from time to time.
NZHIS would like to improve data quality and ensure consistency in data by allowing only current Purchaser Codes to be submitted.
Sector change required: YES
Reject records from 1 July 2007 where the Purchaser Code start and end dates are not valid for the Event End date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC).
Update Processing Code:
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC), is between the submitted Purchaser Codes start and end dates, the record will continue to be processed.
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC), is before the submitted Purchaser Codes start date, the record will be rejected.
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC), is after the submitted Purchaser Codes end date, the record will be rejected.
Note:
- Currently NMDS and NBRS do validate against the start and end date of the submitted Purchaser Codes for health events.
- NNPAC allows Principal Health Service Purchaser Codes to be submitted by DHBs in their load file records; however these codes do not currently validate for a specified date field.
| File | Description | Date last updated |
| National Minimum Dataset (NMDS) Requirement Changes [download as a 1MB PDF file] | Detailed requirement changes to be applied to the national system. | 27 July 2007 |
| National Minimum Dataset (NMDS) Compliance Scripts [download as a 1 MB Word file] | Instructions and scripts required to be run by all DHBs to be compliant from 1 July 2007 | 28 May 2007 |
| New ED Event End Type mappings [download as a 1.86 MB Word file] | Mapping to separation mode codes which is used to calculate the Diagnosis Related Group (DRG) | 12 July 2007 |
Changes to the National Booking Reporting System (NBRS)
Some of the changes to NBRS will result in updates to the file specifications, data dictionary and compliance tests for the NBRS load file. Updated file specifications and data dictionaries will be published within the Technical Documents section of the web site. Details on the implementation of these changes will be published via the Email User Group and on the NZHIS website www.nzhis.govt.nz
The requirement changes effective from 1 July 2007 are:
6. Health Speciality Code Changes (WR2006-443):
DHB Funding and Performance Directorate cannot distinguish between Health Speciality Codes ‘Endocrinology’ and ‘Diabetology’ (Code M20), and ‘Specialist Paediatric Endocrinology’ and ‘Specialist Paediatric Diabetology’ (Code M24).
Sector change required: YES.
Change 1: Retire Health Speciality Codes M20 (Endocrinology and Diabetology) and M24 (Specialised Paediatric Endocrinology and Diabetology).
Change 2: Add Four new codes M95 (Endocrinology), M96 (Diabetology), M97 (Specialist Paediatric Endocrinology) and M98 (Specialist Paediatric Diabetology).
Update Database:
The Health Speciality table will be updated to retire the two Health Speciality Codes and add the four new codes.
Update Documentation:
Publish start and end dates of Health Specialty Codes.
7. Validate Health Speciality Code Start and End Dates (WR2006-451):
Currently when Health Speciality Codes are retired, it is still possible for DHBs to submit records that contain these retired codes which creates inconsistency. There is also a need to introduce new Health Speciality Codes from time to time.
NZHIS would like to improve data quality and ensure consistency in data by allowing only current Health Speciality Codes to be submitted.
Sector change required: NO.
Note:
- Currently NBRS does validate against the start and end date of the Health Speciality Codes for health events.
- NMDS and NNPAC do not currently validate against the start and end date of the submitted Health Speciality Codes for health events.
DHBs use Purchaser Code 13 to report both MoH Purchase Events and Base Purchase Events and DHB Funding and Performance would like these events to be identified separately. Purchaser Code 18 (DHB Accident Purchase) was introduced when there were private health insurers and this code is no longer relevant. NZHIS would like to tidy up this code so it is no longer used.
Sector change required: YES.
Change 1: Retire Purchaser Codes 13 (Base Purchase) and 18 (DHB Accident Purchase) from 1 July 2007.
Change 2: Add two new Purchaser Codes from 1 July 2007, 34 (MOH-funded purchases) and 35 (DHB-funded purchases)
Update Database:
The Purchaser Code table will be updated to retire the two Purchaser Codes and add the two new codes.
9. Validate Purchaser Code Start and End Dates (WR2006-452):
Currently when Purchaser Codes are retired, it is still possible for DHBs to submit records that contain these retired codes which creates inconsistency. There is also a need to introduce new Purchaser Codes from time to time.
NZHIS would like to improve data quality and ensure consistency in data by allowing only current Purchaser Codes to be submitted.
Sector change required: YES.
Reject records from 1 July 2007 where the Purchaser Code start and end dates are not valid for the Event End date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC).
Update Processing Code:
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC), is between the submitted Purchaser Codes start and end dates, the record will continue to be processed.
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC), is before the submitted Purchaser Codes start date, the record will be rejected.
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC), is after the submitted Purchaser Codes end date, the record will be rejected.
Note:
- Currently NMDS and NBRS do validate against the start and end date of the submitted Purchaser Codes for health events.
- NNPAC allows Principal Health Service Purchaser Codes to be submitted by DHBs in their load file records; however these codes do not current validate for a specified date field.
The Minister of Health has released additional electives funding together with parameters around how the funding can be audited and monitored. Changes to the NBRS is required to enable both the Ministry of Health and DHBs to audit clinicians practices around prioritisation processes.
Elective Services needs to be able to identify for auditing and monitoring purposes clinician prioritisation practices. The following field is responsible for the recording of this information:
Clinical Responsibility Code – This code identifies the clinician responsible for a plan of care decision.
The Clinical Responsibility Code is currently used to specify a Clinician number (or left blank) as free format text and there is a need to extend this field to 10 characters to allow DHBs to submit a ‘DHB’ specific code from 1 July 2007. This change is associated with WR 2006-392 (point 12 below) as a DHB specific Clinical Responsibility Code will be submitted with a Professional Group Code of ‘HB’.
Sector change required: YES.
Accept records with a ‘DBH’ Specific Clinical Responsibility Code from 1 July 2007.
Update Database:
The Clinical Responsibility Code will be updated to allow records of up to 10 characters to be submitted.
11. Make the Clinical Responsibility Code a mandatory field (WR2006-391):
The Minister of Health has released additional electives funding together with parameters around how the funding can be audited and monitored. Changes to the NBRS is required to enable both the Ministry of Health and DHBs to audit clinicians practices around prioritisation processes.
Elective Services requires the Clinical Responsibility Code to be mandatory for NBRS load files in which this field can be currently provided. The following field is responsible for the recording of this information:
Clinical Responsibility Code – This code identifies the clinician responsible for a plan of care decision.
Sector change required: YES.
Records will be rejected where NBRS load files contain records where the Clinical Responsibility Code and/or the Professional Group Code is not populated.
Update Processing Code:
New Validation Rules will be introduced for the NBRS (*.NBR files) load process to make the Clinical Responsibility Code a mandatory field.
This change also requires the Professional Group Code to be mandatory in certain instances:
The Professional Group Code and Clinical Responsibility Code fields will be mandatory where the field Action Code is A ‘Add’
AND
The field Booking Status Code is one of the following:
- 01 ‘Book’
- 02 ‘Give Certainty’
- 04 ‘Active Review’
- 05 ‘Defer’
- 06 ‘Rebook’
- 07 ‘Reassess’
The field Booking Status Code is 20 ‘Exited’ AND the Exit Category Code is 11 ‘Treated’
Where the field Action Code is C ‘Change’
AND
- If Professional Group Code is provided then Clinical Responsibility Code must be provided
- If Clinical Responsibility Code is provided then Professional Group Code must be provided
The Minister of Health has released additional electives funding together with parameters around how the funding can be audited and monitored. Changes to the NBRS is required to enable both the Ministry of Health and DHBs to audit clinicians practices around prioritisation processes.
Elective Services requires DHBs to be able to load ‘HB’ as a Professional Group Code (note ‘HB’ is being used rather than ‘DHB’ due to the field being only two characters in length). The following field is responsible for the recording of this information:
- Professional Group Code – A code identifying the professional group or body that the clinician assuming clinical responsibility for a plan of care decision is registered with.
DHBs will be able to submit an ‘HB’ Professional Group Code from 1 July 2007.
Update Database:
The Professional Group table will be updated to include ‘HB’.
13. Outpatient Template (WR2006-393)
The NBRS outpatients system collates summary patient information from DHBs regarding their monthly outpatient figures. The outpatients Database is a Microsoft Access database that generates a DHB specific template, for DHBs to populate and return. This information is collated into the Access database and then extracted monthly via text files to be loaded into the NBRS Data Warehouse.
DHB Funding and Performance have requested that a Reporting Unit is re-worded to clarify the definition of this field.
The current Microsoft Excel template generated for DHBs to enter their summary outpatient information includes the following Reporting Unit:
Number of new referrals received during the month
Elective Services have requested that this Reporting Unit be renamed on the template sent to DHBs. The Reporting Unit should be renamed to the following:
Number of new referrals accepted during the month
Sector change required: NO. This is an internal NZHIS change only but should be noted.
National Booking Reporting System (NBRS) documents
| File | Description | Date last updated |
| National Booking Reporting System (NBRS) Requirement Changes [download as a 500 KB PDF file] | Detailed requirement changes to be applied to the national system. | 26 Feb 2007 |
| National Minimum Dataset (NMDS) Compliance Scripts [download as a 632 KB Word file] | Instructions and scripts required to be run by all DHBs to be compliant from 1 July 2007 | 28 May 2007 |
National Non-Admitted Patient Collection (NNPAC) documents
The changes to NNPAC may result in updates to the file specification, data dictionary and compliance tests for the NNPAC load file. Updated file specifications and data dictionaries will be published within the Technical Documents section of the web site. Details on the implementation of these changes will be published via the Email User Group and on the NZHIS website www.nzhis.govt.nz
The requirement changes effective 1 July 2007 are:
14. Health Speciality Code Changes (WR2006-443):
DHB Funding and Performance Directorate cannot distinguish between Health Speciality Codes ‘Endocrinology’ and ‘Diabetology’ (Code M20), and ‘Specialist Paediatric Endocrinology’ and ‘Specialist Paediatric Diabetology’ (Code M24).
Sector change required: YES.
Change 1: Retire Health Speciality Codes M20 (Endocrinology and Diabetology) and M24 (Specialist Paediatric Endocrinology and Diabetology).
Change 2: Add Four new codes M95 (Endocrinology), M96 (Diabetology), M97 (Specialist Paediatric Endocrinology) and M98 (Specialist Paediatric Diabetology).
Change 3: Add Two new codes A01 (Allied Health and Other) and N01 (Nursing).
Update Database:
The Health Speciality table will be updated to retire the two Health Speciality Codes and add the four new codes.
Update Documentation:
Publish start and end dates of Health Specialty Codes.
15. Validate Health Speciality Code Start and End Dates (WR2006-451):
Currently when Health Speciality Codes are retired, it is still possible for DHBs to submit records that contain these retired codes which creates inconsistency. There is also a need to introduce new Health Speciality Codes from time to time.
Sector change required: YES.
Reject records from 1 July 2007 where the Health Specialty Code start and end dates are not valid for the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC) and the Event date is after 1 July 2007.
Update Processing Code:
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC) is between the submitted Health Speciality Code’s start and end dates, the record will continue to be processed.
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC) is before the submitted Health Speciality Code’s start date, the record will be rejected.
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC), is after the submitted Health Speciality Code’s end date, the record will be rejected.
Note:
- Currently NBRS does validate against the start and end date of the Health Speciality Codes for health events.
- NMDS and NNPAC do not currently validate against the start and end date of the submitted Health Speciality Codes for health events.
DHBs use Purchaser Code 13 to report both MoH Purchase Events and Base Purchase Events and DHB Funding and Performance would like these events to be identified separately. Purchaser Code 18 (DHB Accident Purchase) was introduced when there were private health insurers and this code is no longer relevant. NZHIS would like to tidy up this code so it is no longer used.
Sector change required: YES.
Change 1: Retire Purchaser Codes 13 (Base Purchase) and 18 (DHB Accident Purchase) from 1 July 2007.
Change 2: Add two new Purchaser Codes from 1 July 2007, 34 (MOH-funded purchases) and 35 (DHB-funded purchases)
Update Database:
The Purchaser Code table will be updated to retire the two Purchaser Codes and add the two new codes.
17. Validate Purchaser Code Start and End Dates (WR2006-452):
Currently when Purchaser Codes are retired, it is still possible for DHBs to submit records that contain these retired codes which creates inconsistency. There is also a need to introduce new Purchaser Codes from time to time.
NZHIS would like to improve data quality and ensure consistency in data by allowing only current Purchaser Codes to be submitted.
Sector change required: YES.
Reject records from 1 July 2007 where the Purchaser Code start and end dates are not valid for the Event End date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC).
Update Processing Code:
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC), is between the submitted Purchaser Codes start and end dates, the record will continue to be processed.
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC), is before the submitted Purchaser Codes start date, the record will be rejected.
If the Event end date (NMDS) or Booking Status date (NBRS) or Date of Service date (NNPAC), is after the submitted Purchaser Codes end date, the record will be rejected.
Note:
- Currently NMDS and NBRS do validate against the start and end date of the submitted Purchaser Codes for health events.
- NNPAC allows Principal Health Service Purchaser Codes to be submitted by DHBs in their load file records; however these codes do not current validate for a specified date field.
| File | Description | Date last updated |
| National Non-Admitted Patient Collection (NNPAC) Requirement Changes [download as a 901 KB PDF file] | Detailed requirement changes to be applied to the national system. | 17 Apr 2007 |
| National Non-Admitted Patient Collection (NNPAC) Compliance Scripts [download as a 538 KB Word file] | Instructions and scripts required to be run by all DHBs to be compliant from 1 July 2007 | 28 May 2007 |
Timeline
Dates shown below are indicative only and will firm up once scope and planning has been completed.
Deliverable | Approximate timeframe |
| Detailed Requirement Changes advised | December 2006 |
| DHB System Analysis, Development and System Testing completed | May 2007 |
| Compliance test scripts provided to DHBs | May 2007 |
| Compliance environment available | June 2007 |
| Compliance testing completed and signed off | June 2007 |
| Changes go live | 1 July 2007 |
Compliance testing requirements
Compliance testing of the National Collections will be required to be completed. Compliance test scripts and the compliance environment will be provided to all DHBs.
The purpose of these compliance test scripts is to confirm that health agencies can meet data reporting requirements as documented in the National Collections File Specifications. If your system meets the test criteria requirements, compliance will be certified.
Scheduling of compliance testing will be completed closer to the compliance testing in June.
Communication
We will, as we have done previously, establish an Email User Group for the duration of the project, plus publish information on the NZHIS website. These communication channels will be used to provide regular updates on progress and further information on the changes. We will also invite questions from the Email User Group and will include a Questions and Answers page on the website that will be updated on a regular basis.
A joint DHB, Vendor, and Ministry Teleconference or Forum will be organised in 2007 to go over the changes and to address any questions.
If you have any queries regarding these changes, please contact the Project Manager by email on Lynda_Kamstra@nzhis.govt.nz using the title ‘2007 NCAMP’ in the subject line.
Questions and Answers
In order to provide all 2007 NCAMP stakeholders a view of the questions being raised, a list of all the questions received will be collated and published (anonymously) on our website on a regular basis, and an email sent to the Email User Group to advise when this is done.
Question:
1) WIES Changes.
2) Validation of Event End/Start Date against Health Specialty Code Start/End Dates
As far as I can make out the above two changes will be handled by the load process functionality which is carried out by the MOH therefore I guess we don’t need to do anything about these?
Answer: Yes these changes will be handled by the MoH load process; however it is preferable that you also build the validations into your extract process so you are not sending invalid codes etc
Question:
Is Service Purchaser Code ‘13’ being replaced with Service Purchaser Code ‘34’ or ‘35’?
Answer: Purchaser Code ‘13’ is being split into ‘34’ and ‘35’.
Question:
Is Service Purchaser Code ‘18’ being replaced with Service Purchaser Code ‘34’ or ‘35’?
Answer: ‘Purchaser Code 18’ is simply being retired and not replaced.
Question:
NBRS existing Waiting List records.
Presumably users will need to update existing Waiting List records (on the 1st July 2007) that have the ‘Service Purchaser Code’ showing as ‘13’ or have an incorrect ‘Health Specialty Code’ of ‘M20’ or ‘M24’ as I guess if they are not changed then they would ultimately be rejected when a subsequent NBRS transaction of some form or other is sent to the MOH?
Answer: NZHIS can see no need to update Waiting List records. These codes are valid until a current booking status date of 1 July 2007 and should continue to be used. For events with a booking status date after 1 July 2007 they are no longer valid (this also applies to any backlogs). If records are coded incorrectly after 1 July 2007 they will be rejected, however again our expectation is that you will build validations into your extract process to not allow records with ‘13’, ‘M20' or ‘M24’ to be sent to us.
Question:
Can a file sent to the MOH contain a mix of Medical Council and DHB Codes?
e.g.
My file sent has records for 2 patients only.
Each patient has a different clinician.
Can we use Medical Council Code (MC) for one clinician and a DHB Code (HB) Code for the other clinician (because we don't have the Medical Council number for them)?
Answer: Yes, a file can contain a mix of MC and HB codes. The only limitation is the number of characters within the Clinical Responsibility Code field, which from 1 July 2007 will be ten or less. The combination should be either:
Clinical Responsibility Code - Medical Council Number and Professional Group Code - MC.
or
Clinical Responsibility Code - DHB Clinician/Dr Code and Professional Group Code - HB
Question: Can you please clarify if the version number for NMDS is actually changing from 1 July 2007? Can you please confirm if this will require a change to the “HR” record in the extract, or if you are just updating documentation to reflect the new version number?
Answer: To clarify, the files you submit will remain with a header record of version 011.5.
The File Specification that is published on the NZHIS website will change from 11.7 to 11.8 due to the updating of text and will reflect that the header record is remaining as 011.5
Note: Files submitted for NBRS will need their header record changed from v02.0 to v03.0 to reflect the change in format for the Clinical Responsibility Code.
Question: There will be several patients in hospital who would have been admitted prior to the 1st July 07 that may have had the HSC Code of “M20” or “M24” assigned to them and virtually all of them with have been assigned the Service Purchaser Code of “13”. These patients will ultimately be discharged sometime on or after the 1st July 07.
a) What will the NMDS expect the HSC Code to be? “M20” or “M24” as was assigned at the time of admission or one of the new codes?
Answer: Within the NMDS all HSC codes are based on the discharge date of the record. If a patient is admitted prior to 1 July 2007 the old HSC code will be allocated. If they are then discharged after 1 July 2007 the old HSC code will need to be mapped to one of the new codes, otherwise the record will be rejected.
b) What will the NMDS expect the Service Purchaser Code to be? “13” as was assigned at the time of admission or one of the new codes?
Answer: Within the NMDS the Service Purchaser Codes are based on the discharge date of the record. If a patient is admitted prior to 1 July 2007 the old Service Purchase Code will be allocated. If they are then discharged after 1 July 2007 the old Service Purchaser Code will need to be mapped to the new Service Purchaser Codes, otherwise the record will be rejected.
c) Will the NMDS extract validate these fields against the Event Start Date for the patient? and if the date is prior to the 1st July 07 then it will not reject them?
Answer: The NMDS load programme will validate these fields (Health Specialty code and Purchaser code) against the Event Start Date only if they are IM events and where there is no end date. These records will not be rejected. However, if the end date is after 1 July 2007 the old codes will need to be mapped to the new codes.
Question: NBRS referrals reporting unit changed from "received" to "accepted" can you direct me to a definition of accepted? In my view a referral is not accepted until it has been triaged and a decision to make an appointment is made, this would exclude those which are triaged back to GP or to discharge. However, what is the official view?
Answer: The change of definition is given on page 41 of the NBRS - National Booking Reporting System Requirement Changes; Version 1.2, 8 Feb 2006.
It states Number of new referrals accepted during the month is defined as The number of new referrals accepted from appropriate health professionals, acute referrals, direct attendances or inter-regional transfers received during the month.
As such, it is the referrals accepted following triage for specialist assessment. It does exclude those which are triaged back to GP or to discharge.
The move to this definition came about because DHBs were providing very different information previously; ranging from:
all referrals that came through the door (including those which had to go back to the GP because they had insufficient information)
to
only those that had been accepted for specialist assessment (as above)
This meant that the data set obtained was very variable, and no useful conclusions could be drawn from it; hence the desire to standardise the data provided.
Question: Just inquiring into when the specifications and data dictionaries will be available for the changes?
Answer: The file specifications and data dictionaries will be made available on the NZHIS website from 1 July 2007 when the changes go live. Prior to this, the existing file specifications and data dictionaries should be used.
Question: There are various validation rules being introduced to the NBRS reporter system for the validity of the records. One of the rules is as follows: -
On analysing year 2006 data files I have concluded that we never report Clinical Responsibility Code independent of Professional Group Code and vice versa. That is, either both fields are reported or none.
What should be done with the records where Booking Status Code is 20 “Exit” and Action Code is “C”?
Answer: The Booking Status Code is ignored on a change record. This refers to the fact that once in the system a record that has been exited can not have a change record submitted to alter its data, to alter the data the record needs to be deleted and resubmitted.
Question: Do we use the new Emergency Department Event End Types for all patients who discharge from Emergency Admissions or those who transfer to other services within the hospital as well?
Answer: The new ED Event End Types should only be used for admitted patients who are discharged from the Emergency Department. Patients who are transferred to another service should not have the ED codes applied, but instead use existing codes.
Question: We would like some clarity around the Purchaser Codes 34 and 35.
Answer: The two new Purchaser Codes replace the old code 13 - DHB Base Purchase. The new codes provide a split between events that are funded from the Ministry directly and those events funded from DHB contracts.
The new code 34 = MOH Purchases including events funded from Elective initiative money for cataracts, hip and knee replacements etc, and the Mobile Bus events.
The new code 35 = DHB Funded Purchases, are any other event that is funded from a DHB contract.
Question: Please clarify what the ‘Co-Payment’ was that is being changed as part of the annual WIES changes?
Answer: When certain procedure codes are reported in the NMDS event clinical coding, additional cost weights are added to the event. The National Pricing Programme (NPP) has agreed to increase the payment for AAA to 5.4077
Question: Which Purchaser Code should be used for sub-contracted WIES events?
Answer: Sub-contracted WIES events (i.e. waiting list events funded by Electives money), should be recorded with a Purchaser Code 34 - MOH-funded purchases. If the event is not Electives funded, Purchaser Code 35 - DHB-funded purchases, should be used
Question: When will the compliance test scripts be available?
Answer: The compliance testing is scheduled for June 2007 and it is envisaged that the scripts would be available mid to end of May 2007.