NZHIS data access policy

NEW ZEALAND HEALTH INFORMATION SERVICE

Current Data Access Policy

This policy document is also available as a 450 kB PDF file.

Introduction

NZHIS’s goal is to make timely and accurate data readily available throughout the health sector. This document outlines the policies followed by Analytical Services when responding to data requests. NZHIS will be consulting with the sector from time to time to ensure these access policies are meeting the sector’s requirements. If you have any queries regarding access to data, please contact the Analytical Services Team Leader on (04) 816 2862.

NZHIS must ensure that the Privacy Act 1993 and Health Information Privacy Code 1994 are followed when considering data requests.

All requests for non-identifiable data held by NZHIS are processed by the information analysts in the Analytical Services team, which is part of the Information Delivery Section of NZHIS. Requests for identifiable data held by NZHIS are handled by the information analysts in consultation with the Chief Analyst and Privacy Officer. For details on releasing identifiable data please see the NZHIS Information Release Policy, September 2001 (see to Appendix 1).

Data access

Data held by NZHIS is available to a number of agencies through the information analysts in Analytical Services. The methods by which data can be obtained are outlined below.

Staff from the Ministry of Health (external to NZHIS), District Health Boards (DHBs), Shared Support Agencies (SSAs), Independent Practitioner Associations (IPAs) and Pharmac can access summarised data through publications, the NZHIS web site, from the information analysts, or directly through Business Objects if access is approved. Unit record data with encrypted NHI numbers can also be obtained from the information analysts if appropriate (see below). Unit record data is usually provided to DHBs with unencrypted NHI numbers for clients seen by the DHB and encrypted NHI numbers for clients seen by other DHBs.

Other groups (eg, universities, research groups, other government organisations and the general public) can access summarised data through publications, the NZHIS web site, and through the information analysts. Unit record data with encrypted NHI numbers can be accessed via the information analysts if appropriate (see below).

Ad hoc information requests

The information analysts respond to ad hoc requests for statistical information. Data typically comes from published or previously produced material, and is provided in a summarised form where available. Requests are usually responded to within 3 working days and are completed at no cost to the client.

Customised information requests

The Analytical Services team respond to customised requests for statistical information. Customised requests include any information requests that cannot be completed using readily available reports and summary spreadsheets, and require specific additional effort (such as querying databases). An information analyst will work with the client to understand their information requirements and prepare a detailed specification that is signed off by the client. A program is then written to extract the data required. Any requests for unit record data with unique identifiers (encrypted NHI numbers) must be obtained directly from the information analysts as customised requests.

Customised requests are usually completed within 2 to 3 weeks of the job specification being signed off. Delivery timeframes may change if high-priority urgent requests are received, such as data requests from the Minister of Health. Customised data requests usually incur a charge (see below).

Standing orders

The Analytical Services team produce standard reports or data extracts for clients if required. An information analyst will work with the client to understand their information requirements and prepare a detailed specification that is signed off by the client. A program is then written to extract the data required. The data specification agreed to is then extracted on a regular basis as agreed with the client, and only minor changes may occur, eg, time periods. Most standing orders incur a charge (see below).

Business Objects

NZHIS has developed Business Objects universes for some data warehouses, and these data warehouses can be accessed directly through Business Objects if access approval is given. The data warehouses and specific approval processes are outlined below. Business Objects access is at different levels, and some objects are only visible to specific users. Business Objects does not contain encrypted NHI numbers, so if unit record data is required with unique identifiers this must be obtained directly from the information analysts as a customised request.

Publications

NZHIS produces regular publications and pamphlets containing statistical data. Publications can be purchased through the Publication Officer at NZHIS by e-mail (nzhis-pub@nzhis.govt.nz), and electronic copies are available free of charge on the NZHIS web site.

NZHIS web site

Selected data is also available on the NZHIS web site. The tables given there are summaries of aggregated data. Many of them contain more recent information than currently available in print.

Data available

Data from the databases and warehouses listed below can be accessed through the information analysts, or directly through Business Objects if access is approved. Appendix 2 of this document details the current online reporting access levels available for the data warehouses, and specific details of the process for gaining access to a warehouse. For more information about these databases, please see this site or contact one of the information analysts on (04) 816 2882, or inquiries@nzhis.govt.nz.

National Minimum Dataset (NMDS)

Ad hoc or customised data requests can be made through the information analysts. Standard casemix reports are made available to DHB staff via the Health Information Network (HIN) (https://hinnt1.moh.govt.nz). An annual publication of public hospital morbidity data is produced. Users who are granted permission by NZHIS can access data directly through Business Objects.

Mortality

Ad hoc or customised data requests can be made through the information analysts. An annual mortality publication is produced. Note that no direct reporting access is currently available to this system.

Cancer

Ad hoc or customised data requests can be made through the information analysts. An annual cancer publication is produced. Note that no direct reporting access is currently available to this system.

Workforce

Data requests can be made through the information analysts. Annual workforce publications are produced. Note that no direct reporting access is currently available to this system.

Mental Health Data Warehouse (MHDW)

Ad hoc or customised data requests can be made through the information analysts. Standard reports are sent to the Provider and Funder arms of the DHB by e-mail and are posted on the Health Information Network (HIN) (https://hinnt1.moh.govt.nz). Users who are granted permission by the MHINC Steering Group can access data directly through Business Objects.

Pharmhouse Warehouse

Ad hoc or customised data requests can be made through the information analysts. All data requests must be approved by Pharmac, and the information analysts will forward the request by e-mail to Pharmac. NZHIS have been advised by Pharmac that no data should be provided to anyone making requests for information for or on behalf of pharmaceutical companies, and these groups should approach Pharmac directly.

Pharmac e-mail the standard Drug Expenditure reports to DHB and SSA staff on a monthly basis. Pharmac also produce occasional reviews and reports that are available for downloading from the Pharmac web site (http://www.pharmac.govt.nz).

Users who are granted permission can access data directly through Business Objects. Access requests are made as for other warehouses, but NZHIS will confer with Pharmac before granting access.

If identifiable healthcare provider information (eg, regarding GPs, nurses) is requested, NZHIS requires a written response from the client regarding the purpose, the intended use of the information, and their authority to have identifiable provider data.

Laboratory Testing Warehouse

Ad hoc or customised data requests can be made through the information analysts. Laboratory Tests Expenditure Standard reports are made available via the Health Information Network (HIN) (https://hinnt1.moh.govt.nz) to DHB staff, and are updated monthly. Users who are granted permission by NZHIS can access data directly through Business Objects. If identifiable healthcare provider information (eg, regarding GPs, nurses) is requested, NZHIS requires a written response from the client regarding the purpose, the intended use of the information, and their authority to have identifiable provider data.

National Booking Reporting System (NBRS)

Ad hoc or customised data requests can be made through the information analysts. All data requests must be approved by Ministry of Health Elective Services. Elective Services publish data in their quarterly report. Note that no direct reporting access is currently available to this system.

Maternity and Newborn Information System (MNIS)

Ad hoc or customised data requests can be made through the information analysts. All data requests must be approved by the MNIS Advisory Board. An annual maternity report is produced. Note that no direct reporting access is currently available to this system.

National Health Index (NHI), and Medical Warnings System (MWS)

For details on releasing identifiable data, please see the NZHIS Data Release Policy (Appendix 1). As these databases refer to individual clients’ details, privacy considerations are paramount. Note that no direct reporting access is currently available to this system.

Costs

Most ad hoc requests are provided at no cost to the client, but if a significant amount of collation is involved there may be a charge.

Customised data requests are usually provided at no cost to Ministry of Health staff, and to DHBs requesting their own data with no added value from NZHIS. DHB requests that require other data or large amounts of programming work may incur a change. All other data requests originating from outside the Ministry of Health and DHBs may incur a charge. The information analysts discuss cost details of data requests with each client. The charge may be waived at the discretion of the NZHIS Management Team. There is a standard charge per hour for analyst, programmer and system time involved in producing the information required. Rates are charged in line with the Official Information Act.

Appendix 1 : Appendix 2

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