Service Referral Format Specification / Version Date: April 12, 2012
Community Care Access Centre (CCAC)
Service Referral Format Specification
Organization: / Ontario Association of Community Care Access Centres (OACCAC)Division: / Business Solutions
Version: / 2.18 (BTS Portal)
Version Date: / April 12, 2012
Prepared By: / Ion Moraru
Updated By: / Ellen Hsu
Arthur Bydon
Manuel Ng, N. Purvis
Revision Log
Version No. / Version Date / Summary of Change / Changed by/Input from /1.0 / October 26, 2007 / First draft / Guy Fortin
1.1 / October 30, 2007 / Remove duplicates from Service Type Table App A / Guy Fortin
2.0 / November 2, 2007 / Added the Service Referral Update chapter
Added ProviderEndDate to the Service Referral Authorization element
Remove Id attribute from Frequency element (this will not be supported day-1 - but may be added in a future version)
Added OfferId to ServiceOffer element
Added ServiceOfferResponse element / Guy Fortin
2.1 / December 4, 2007 / Change several Optional fields to be Mandatory
Change ProviderContractCode to ContractCode
Move ServiceResponseTime from Service element to ServiceOffer element
Remove RiskCodeLastUpdated and RiskCodeUpdatedBy fields from ClientRiskCodes element
Renamed PrimaryDiagnosis to Diagnosis (to allow for all diagnosis to be provided in the future)
Added IsPrimary attribute to Diagnosis to indicate the primary diagnosis
Added to DiagnosisDescription and SurgicalDescription to indicate that CCAC can also enter freeform text
Add a Date and Time description in Chapter 2
Added appendix to list of valid language codes and reduced PreferredLanguage attributes to 3 bytes
Renamed TransmissionDate to TransmissionDateTime in ServiceOffer and ServiceOfferResponse elements
Added OrganizationCode to Service Offer and ServiceOfferResponse elements
Added RequestType attribute to ServiceReferral element to capture "Initial" and "Resumption" of service / Guy Fortin
V2.2 / February 1, 2008 / Changed ContractCode, and ResponseTimeForReferral from optional to Mandatory in ServiceOffer element
Combined AuthorizingCaseManagerFirstname and AuthorizingCaseManagerSurname into AuthorizingCaseManagerName in Authorization element
Changed StreetName, Postal Code and City from optional to Mandatory in PresentAddressLocation element for Client (for Offer)
Renamed ResponseTimeForReferral to ResponseTimeForOffer (for Offer element)
Renamed ResponseTimeForReferralComments to ServiceResponseTimeComments (for Offer)
Moved GeographicArea from Client to Service (for Offer)
Changed RequiredFirstVisitDate from Mandatory to Optional in Authorization element of Offer
Renamed TransmissionDateTime to OfferTransmissionDateTime (time when Offer was sent to Provider)
Added ResponsePersonName, ResponsePersonPhone, AssignedStaffName, and AssignedStaffPhone to OfferResponse
Added ServiceOrderId to ServiceReferral element
Added OfferId to ServiceReferral element
Changed ReferralType, FocusOfIntervention and TreatmentOrders from optional to Mandatory
Added AuthorizingCaseManagerName and Provider instructions to to ServiceElement
Deleted ServiceTypeDescription and ServiceDeliveryTypeDescription from Service element
Added ServiceLocation element to Service element
Deleted ServiceDeliveryLocationCode, Authorization element, AuthorizingCaseManagerFIrstName and Surname from Service element
Added Summary to Frequency element
Changed QuantityOfService from Mandatory to Optional in Frequency element
Deleted PreferredDaysOfWeek and RepeatRate from Frequency element
Added Interval, RecurrenceNumber, RecurrencePeriod, Weekday1, ... Weekday7, NumberOfHoursPerVisit and AdditionalDetails to Frequency element
Changed Name, Lang, DOB, Gender, Marital Status, and Living Arrangement from optional to Mandatory
Change ClientRelationship, Role and Legal Role to Mandatory in PersonalContacts elements
Added IsPrimary to PersonalContacts element
Deleted CcacCode and SpecialStatus from Client Demographics element
Deleted ClientCharacterisitics from Client element and added IsSmoker Boolean to Client element
Renamed ClientContacts element to PersonalContacts in Client element
Changed SchoolPhone from element to a Number
Added a Physician element inside the MedicalContacts element
Changed TypeOfContact from element to attribute for Physician
Change ContactPhone from an element to a number
Moved GeographicArea and LocalDistinction from Client to Service for both Offer and Referral
Deleted IsActive and RiskCodeDescription from ClientRiskCodes
Changed TelephoneNumber from an element to an Alpha / num in PhoneContact element
Deleted ContactType from PhoneContact element
Rename OtherServices element to OtherActiveServices in ServicePlanSummary element and add a subordinate Service element
Rename AdmitDate to StartDate in OtherActiveServices element
Add a subordinate Item element to EquipmentMedicalSupplies element
Deleted ItemType, ItemOrderType, ItemDeliveryDate, and ItemRentalPeriod (promoted Start and End date) from EquipmentMedicalSupplies element
Added ItemStatus to EquipmentMedicalSupplies element
Moved Diagnosis element and Surgery element from ServicePlanSummary element to Client element
Added ContractCode to ServiceReferral element (for ServiceReferral Update)
Added AuthorizingCaseManagerName, GeographicalArea, nad LocalDistinction to Authorization element (for ServiceReferral Update)
Made StreetName, PostalCode City, and Directions mandatory in Address element
Deleted ClientDemographics element and promoted Firstname, Surname, etc. to Client Element for ServiceReferral and ServiceReferralUpdate
Added an optional Province element to all of the Address specifications
Added full specification of ServiceReferralUpdate element instead of referring to ServiceReferral element (it is a subset)
Delete Authorization element and its sub-elements ReassessmentDate, ProviderEndDate, and moved AuthrizingCaseManagerName to ServiceReferralUpdate element / Guy Fortin
2.3 / Feb 21, 2008 / Renamed PresentAddressLocation to AddressLocation in Client element
Added AdditionalInfo, Comments, and FreeLine to AddressLocation element
Added OfferAddressInstructions to Client element
Added ContractName to ServiceReferral and SeriveReferralUpdateRequest element
Changed ServiceLocation to Optional (of ServiceReferral)
Added CaseManagerReassessmentDate to Service element (of ServiceReferral and ReferralUpdateRequest)
Fixed ServiceLocation element to be ServiceDeliveryLocationCode in Service element (of ServiceReferral)
Changed IsVeteran and IsSmoker from a field to an attribute of the Client element (for ServiceReferral)
Made FirstName, PreferredLanguage, ClientAddress, and ClientPhone Optional in Client element (for ServiceReferral and ServiceReferralUpdateRequest)
Added AdditionalInfo, Comments, and FreeLine to ClientAddress
Address Type optional for School, and Physician element
Made Physician Contact Address Optional
Made Physician ContractPhone Mandatory
Added RiskCodeDescription to ClientRiskCodes element
Made Diagnoses Mandatory
Made DiagnosisCode and ProcedureCode Optional
Made ServicePlanGoals Mandatory
Renamed EstimatedEndDate to ItemEstimatedEndDate
Added ServiceDeliveryLocationCode to Service element (ReferralUpdateRequest) / Guy Fortin
2.4 / Feb 21, 2008 / Added updated XML Diagrams / Guy Fortin
2.5 / March 3, 2008 / Reflect feedback from CHRIS Team Review
- Added ServiceInstructions element to ServiceReferral and ServiceReferralUpdate and moved ServicePlanGoals and other instructional fields into it
- Removed CaseManagerReassessmentDate (this is for CCAC only) from Service element
- Added DateServiceRequiredBy to Service element and ServiceOffer element
- Made Diagnoses optional (not provided for non-meidcal services in Client element
- In Address element (for both Referral and Offer): made Directions optional; deleted Comments; renamed FreeLine to AddressSummary / Guy Fortin
2.6 / March 7, 2008 / Renamed ClientReferralCode to BillingReferenceNumber in ServiceReferral and ServiceUpdateReferral element / Guy Fortin
2.7 / April 21, 21 / Updated ServiceOfferResponse XML diagram in Appendix C to reflect minor changes in 2.5 of the XML schema (see comments in diagram for details) / Guy Fortin
2.8 / May 27, 2008 / Added ResponseDueDateTime to ServiceOfferRequest
Added Provider Notification Notes, School Name, Referral Type to Service element for ServiceOfferRequest
Added Risk Codes and Active Diagnosis to Client element for ServiceOfferRequest
Added new Authorization element to ServiceOfferRequest, ServiceReferral and ServiceReferralUpdate
ServiceOrderId renamed to ProviderAssignmentId in ServiceReferral and ServiceReferralUpdate.
ProviderStaffName and ProviderStaffPhoneNumber added to ServiceReferral
UnitOfService and SpecialtyCode added to the Service element for ServiceReferral and ServiceReferralUpdate / Ion Moraru
2.9 / June 06, 2008 / Service Offer Request:
Added School Name, Referral Type, ServiceInstructions (Focus of Interventions, ServicePlan Goal, Treatment Orders, ProviderInstructions). Removed dates and description from active risk codes, Contract Name.
Service Referral:
Removed Contract Name, Removed dates and description from active risk codes. Renamed ProviderStaffName to AssignedStaffName, ProviderStaffPhoneNumber to AssignedStaffPhoneNumber. Added OfferDate.
ServiceReferralUpdate:
Removed ContractName, RoomNumber. Added CMReassessmentDate, ProviderEndDate,OfferDate, AssignedStaffName, AssignedStaffPhoneNumber, School and ActiveRiskCodes. / Ion Moraru
2.10 / June 12, 2009 / Remove Service Referral Update, Service Offer and Offer Response
Combined Service Referral Update with Service Referral
Added PreferredName and Health Card elements to the Client elelment / Mary Lou Smith
Ion Moraru
2.11 / Sep 1, 2009 / Update to following after QA Testing:
2.1 CcacCode, Referral Type, Request Type
2.2 ServiceTypeCode, ServiceDeliveryType, UnitOfService, ServiceDeliveryLocationCode
Appendix B ‘Home Care’ change to ‘Home’ / Ellen Hsu
2.12 / Sep. 22, 2009 / Changed the data type for NumberOfHoursPerVisit and QuantityOfService / Ion Moraru
2.13 / Oct 6, 2009 / Add <Salutation>, <Phone> and <WorkPhone> to <PersonalContacts> / Ellen Hsu
2.14 / December 9, 2009 / Add Sender and Destination elements that describe the participants in the message exchange. / Arthur Bydon
2.15 / March 26, 2010 / Added Allergies, SafetyIssues, BillingCodes / Arthur Bydon
2.15 / March 29, 2010 / Add Description to Frequency Day of the Week selection, Number of Hours per Visit, Recurrence Number and Recurrence Period.
Update Appendix A: Service Type Codes, Service Delivery Location, Service Specialty, Service Delivery Type
Change field length of IsPrimary in Active Diagnosis and Personal Contacts from 1 to 5 / Ellen Hsu
2.15 / April 30, 2010 / Add Authorization Sender
Change Client Phone
Add Additional Information for Diagnoses / Ellen Hsu
2.15 / May 4, 2010 / Add room number and country in Address
Add Mailing Addresses and Cancelled Frequency
Add extension to Client Phone, Personal Contact Phone, Medical Contact Phone / Ellen Hsu
2.15 / May 10, 2010 / Update Home Mailing Address (Building name) for active Correspondent. / Ellen Hsu
2.15 / May 18, 2010 / Delete OrganizationName
Add ServicePriorityRating, Caseload Employee, ClientPhone Phone, PersonalContacts Contact, ActiveRiskCodes RiskCodeItem, ServicePlanSummary Service, EquipmentMedicalSupplies Item
Change from Mandatory “Yes” to “No”:
OfferDateTime, DateServiceRequiredBy, RequiredFirstVisitDate, Frequencies, SchoolAddress, Allergies, SafetyIssues
Change PreferredLanguage to PreferredLanguageOfService / Ellen Hsu
2.15 / May 19, 2010 / Change <ContactFirstName to ContatFirstName> in <MedicalContacts<Physician> / Ellen Hsu
2.16 / June 11, 2010 / Added “FrequencyId” attribute to the Frequency element / Manuel Ng
July 28, 2010 / Updated ContractCode type and size to match the schema / Arthur Bydon
August 26, 2010 / Added ServiceAssignmentId field / Arthur Bydon
2.17 / June 10, 2011 / Added “Service Pathway Name”, “Service Pathway Description”, “Service Pathway Document URL” to Frequency Element details section / N. Purvis
August 26, 2011 / Updated as per CQ 62801 / N. Purvis
2.18 / April 10, 2012 / Add IsClusterCare indicator / B. Fu
Table of Contents
1. Purchased Service Referral 12
1.1 Brief Description 12
High Level Structure of the Service Referral 12
2. Service Referral Elements 13
2.1 ServiceReferral element detail 13
2.2 Service element detail 18
2.3 Frequency element detail 22
2.4 ServiceRecipient element detail 24
2.5 Client element detail 24
2.5.1 Address element detail 32
2.6 ServicePlanSummary element detail 33
3. Appendix A - Service attribute values 35
3.1 Service Type Codes 35
3.2 Service Delivery Location 36
3.3 Specialty 36
4. Appendix B - Service Delivery Type 38
5. Appendix C - ISO 639-2 Language Codes 44
1. Purchased Service Referral
1.1 Brief Description
Once it is determined that a Client needs to receive a Purchased Service, the CCAC may issue a Service Offer to the chosen Service Provider for them to Accept or Reject. Once the Offer is accepted, a Service Referral is sent to that Provider to more fully describe the details and the context of the service that is required. Should the need occur to change the Service frequency, the CCAC will send another Service Referral (for Frequency Update) to the Provider with a set of Frequency elements containing the appropriate changes.
This document specifies the information and associated format of Service Referral.
High Level Structure of the Service Referral
The Service Referral and Service Referral Update are XML documents that share the following high level element structure:
Figure 2 Service Referral
As the diagram above depicts, a ServiceReferral and ServiceReferralUpdate element contain one Service element, one ServiceRecipient element and possibly one ServicePlanSummary element. The Service element itself contains one to many Frequency elements and the ServiceRecipient element contains a single Client element. These are the principal elements that make up a Service Referral and there is a section below to more fully specify each of them.
2. Service Referral Elements
The following tables detail the fields contained within the elements that make up a Service Referral as outlined in Figure 2 in a previous section. The Service Referral Update is a subset of the Service Referral and is documented in the following chapter.
2.1 ServiceReferral element detail
Name / Field Length (chars) / Type / Mandatory? / Description /
Version (Attribute of ServiceReferral element) / Max 10 / Alpha / num / Yes / The version of the schema that this element adheres to. E.g. "1.0". This is required for the receiving provider to correctly interpret the information being provided by the CCAC
MessageTrackingId / 36 / Alpha/Num (GUID) / Yes / The unique identifier of the message that can be used for tracking
Sender (parent element) / - / - / Yes / A group of elements and attributes identifying the sender of the document.
Destination (parent element) / - / - / Yes / A group of elements and attributes identifying the recipient of the document
Organization (child element of Sender or Destination) / - / - / Yes / Identifies the organization sending or receiving the document
Code (attribute of Organization) / 50 / Alpha/Num / Yes / Specifies the unique code of the sender or the recipient organization
Type (attribute of Organization) / 150 / Alpha/Num / Yes / Specifies the type of the sender organization. Valid content is:
“CCAC”
“Provider”
“Vendor”
Name (child of Organization) / 250 / Alpha / No / The name of the sender or the recipient organization
OwnerOrganization (child of Organization) / - / - / Yes / Specifies the owner organization of the sender or the recipient
Code (attribute of OwnerOrganization) / 50 / Alpha/Num / Yes / Specifies the unique code of the sender or the recipient owner organization
Type (attribute of OwnerOrganization) / 150 / Alpha/Num / No / Specifies the type of the sender or the recipient owner organization. Valid content is “CCAC”, “Provider” or “Vendor”. If not provided the “CCAC” type is assumed.
Name (child element of OwnerOrganization) / 250 / Alpha / No / The name of the sender or the recipient owner organization
ProviderAssignmentId / 25 / Alpha / num / Yes / A CCAC assigned number that uniquely identifies this item
ServiceAssignmentId / 25 / Alpha / Num (GUID) / Yes / A CCAC assigned number that uniquely identifies service assignment for the referral. This number can be retrieved from the ServiceReferral and ServiceFrequencyUpdate messages
OfferId / Max 25 / Alpha / num / No / The unique identifier for the Offer associated with this Referral
OrganizationCode / 10 / Num / Yes / A unique number assigned to Vendor by local CCAC. Reference may be “provider” or “vendor” organization
TransmissionDateTime / 14 / Date / Yes / Date and Time (yyyy-mm-ddThh:mm) when the Referral was sent by the CCAC to the Provider
OfferDateTime / 10 / DateTime / No / Date and time when service was offered
CcacCode / 2 - 4 / Alpha / Yes / A unique number for the CCAC. Valid values are: "ESC" |"SW" | "WW" | "HNHB" | "CW" | "MH" |"TC" | "CENT"| "CE"| "SE" | "CHAM"| "NSM"| "NE" | "NW"
BillingReferenceNumber / 12 / Num / Yes / A code that identifies this Referral and quoted by the provider in their Billing Invoice
ContractCode / Max 20 / Alpha / num / Yes / Contract Number assigned to Service Provider by the CCAC when the contract was entered into
BillingCodes (element) / No / List of Billing Codes that may be applied to the services provided
BillingCode (element) / No / Billing Code group containing the code and description
Code / Yes / The code assigned based on the contracted service
Description / Yes / The descriptive name of the billing code
ReferralType / Max 100 / Alpha / num / Yes / Categorizes the referral into "HomeCare", "School", or "Children’s Treatment Network"
RequestType / Max 25 / Alpha / Yes / Defines the type of action for the Referral; can be set to one of the following values: "New", "Update", “FrequencyUpdate”
NotificationNotes / 250 / Alpha / num / No / Additional information the CCAC would like the provider to know about the Service Referral
ServiceInstructions (element) / - / Element / Yes / Contains all of the fields that provide instructions for this service
(The elements should be in this order)
FocusOfIntervention / 250 / Alpha / num / Yes / Ensures that the CCAC and the provider have a common understanding of the needs of the client. For clients who have been assessed using the RAI-HC instrument, the focus of intervention will have been informed by the CAPS output of the assessment.
In the absence of client / referral level service planning documentation, the client’s needs are documented for each service, and are shared with the assigned provider.
ServicePlanGoals / 250 / Alpha / num / Yes / A list of specific, measurable, acceptable (to client/family), realistic, time limited goals, to be achieved through the service provider’s intervention(s)
Treatment Orders / 250 / Alpha / num / Yes / Reference to any medical referral(s) that relate to the required treatment(s)
Should also include references to a prescription, if a prescription is being sent as part of the referral package
ProviderInstructions / 250 / Alpha / No / Specific instructions to the provider from the CCAC.
2.2 Service element detail