NCR3850 – NCAMP 2015
National Collections Annual Maintenance Project Business Requirements - Sector / Version 1.2

NATIONAL SYSTEMS UPDATE PROGRAMME

NCR3850 – NCAMP 2015

National Collections Annual Maintenance Project Business Requirements - Sector

Version / 1.2 /
Date / 2/10/2014 /
Owner / Tracy Worsley /
Status / Final /

Table of Contents

1.Introduction

1.1.Purpose

1.2.Background

1.3.Project goals and objectives

2.Business Context

2.1.Exclusions

2.2.Business Rules

2.3.Relevant Facts

2.4.Business Scope

3.Multiple Collections

3.1.Update Domicile codes following the 2013 Census

4.National Minimum Data Set (NMDS)

4.1.2015/16 WIESNZ and Cost Weight Changes

4.2.Update Legal Status code and description

4.3.Update of Australia and New Zealand Standard Classification of Occupations (ANZSCO) list, 2013, v1.2

5.National Non-Admitted Patient Collection (NNPAC)

5.1.Addition of an ‘Alcohol involved’ field

5.2.Addition of ‘Mode of Delivery’ field, reinstatement of ‘Location code’

5.3.Reinstatement of Health Speciality Code

6.Programme for the Integration of Mental Health Data (PRIMHD)

6.1.Update Legal Status code and description

6.2.Alcohol and Drug Outcome Measure (ADOM) Collection

7.Miscellaneous Requirements

7.1.Update of ANZSCO codes – Ministry Common Code tables

7.2.Update of Legal Status codes – Ministry Common Code tables

Appendix ADefinitions

Appendix BDocument Control

B.1Document Details

B.2Version Control

B.3Related Documents

B.4Document Contributors

Appendix CDocument Sign-off

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NCR3850 – NCAMP 2015
National Collections Annual Maintenance Project Business Requirements - Sector / Version 1.2

1.Introduction

1.1.Purpose

This document provides a vehicle for the discussion of the requests for changes to the National Collections and documents the requirements that are within the final scope of the 2015National Collections Annual Maintenance Project (NCAMP).

1.2.Background

NCAMP is run annually as a work programme under the National Systems Upgrade Programme (NSUP).

NSUP

The NSUP will maintain oversight of NCAMP, along with those projects that initiate changes to the District Health Boards (DHB) Patient Administration Systems (PAS) and any other patient, financial or warehouse systems.

NSUP will be responsible for the Ministry’s “Maintenance and enhancement release process for core health systems”.

The NSUP Programme Board, which will include the Chairs of the other Project Boards, will co-ordinate all the activity, review and balance workload and priorities from both a Ministry and DHB perspective.

NSUP may give direction to the NCAMP Project Executive as to the desired/permitted level of change that the project may deliver.

Sector notifications will be provided in September 2014 which will give nine months notification of change instead of the six months required under the Operational Policy Framework (OPF).

NCAMP

NCAMP’s aim is to implement thenotified changes to the Ministry’s National Collections and to ensure they meet theiron-going statutory obligations. The NCAMP 2015 project will deliver changes to the following National Collections/Systems:

  • National Bookings Reporting System (NBRS)
  • National Non-admitted Patient Collection (NNPAC)
  • National Minimum Data Set (NMDS)
  • Programme for the Integration of Mental Health Data (PRIMHD)
  • New Zealand Cancer Registry
  • Mortality.

At times, other systems not listed above may also be included as part of NCAMP.

Some NCAMP changes require District Health Boards (DHBs), Non-Governmental Organisations (NGOs)and those private hospitals reporting directly to the NMDS and PRIMHDto implement changes to their Patient Administration Systems (PAS) sometimes also referred to as Patient Management Systems (PMS). The annual process for making these changes is outlined in the Operational Policy Framework (OPF) and a Memorandum of Understanding (MoU) with the District Health Boards.

1.3.Project goals and objectives

The goal of this work is to:

  • improve data quality to enable DHBs to accurately report on the provision and funding of services or treatment, particularly in relation to inter-district flows
  • ensure data quality and integrity is maintained to avoid substantial rework by both the Ministry and DHBs
  • improve DHB’s ability to provide timely, accurate and comparative information. This will assist them to complete functions and meet objectives set out in the New Zealand Public Health and Disability Act 2000
  • enable the Ministry to meet its obligations of providing high quality data to the DHBs and other providers, particularly in relation to data processing and reporting, manual data entry, and application of data collection business rules
  • initiation of upgrades to stated Collections to meet Ministerial standards.

2.Business Context

2.1.Exclusions

BA1.The updating of Domicile codes within the National Health Index (NHI) systems is outside the scope of NCAMP 2015.

BA2.The Health Identity Project (HIP) development is outside the scope of the NCAMP2015 project.

BA3.The National Patient Flow (NPF) project is outside the scope of the NCAMP 2015 project.

2.2.Business Rules

Where relevant the business rules will be listed individually with each request.

2.3.Relevant Facts

  • The cut-off date for requests for NCAMP 2015was01 June 2014.
  • The final scope for NCAMP 2015 is 31 August 2014.

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NCR3850 – NCAMP 2015
National Collections Annual Maintenance Project Business Requirements - Sector / Version 1.2

2.4.Business Scope

The following items have been reviewed, prioritised and will be included in the scope for NCAMP 2015. Of these changes, some are Sector facing and some are Ministry-only changes. Due to possible complexity with the Ministry-only changes it has been decided to split the Business requirements for NCAMP 2015. The Sector/Ministry Requirements will be distributed to both Sector and Ministry groups; whereas the Ministry only Requirements will not be distributed to the Sector as there is no impact to the Sector in making these changes.

NCAMP Ref # / Collection(s)/ System(s) Impacted / Description / Sector and/or Ministry
113 / NNPAC / Addition of ‘Alcohol Involved’ field (Restricted use to piloted sites) / Sector Ministry
119 / Multiple / Update Domicile codes from the 2013 Census / Sector/ Ministry
123 / NMDS
Mortality
Common code table / Update occupation codes using the latest Australia New Zealand Standard Classification of Occupations (ANZSCO) list, v1.2 issued in 2013 / Sector/ Ministry
125 / Multiple / Repointing of Collections to the NHI Patient Online Analytical Processing (OLAP) database (MoH change only) / Ministry only
126 / NMDS / 2015/16 WIES NZ and Cost Weight changes / Sector / Ministry
128 / NMDS
PRIMHD / Add Legal Status code ‘TZ’, Act year description amended for ‘YD’ / Sector / Ministry
129 / PRIMHD / DB2 upgrade for PRIMHD database
(MoH change only) / Ministry only
131 / NNPAC / Introduce new ‘Mode of Delivery’ field which include Telehealth values, restore ‘Activity Setting’ to ‘Location code’ and reinstate previous values (pre-NCAMP 2014) / Sector / Ministry
135 / PRIMHD / Make ADOM values for the Outcome Tool type and Outcome Item codes mandatory / Sector / Ministry
136 / NNPAC / Reinstate Health Specialty Code ‘M87” / Sector / Ministry
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Printed copy is not guaranteed to be current. Refer to the electronic source for the latest version
NCR3850 – NCAMP 2015
National Collections Annual Maintenance Project Business Requirements - Sector / Version 1.2

3.Multiple Collections

3.1.Update Domicile codes following the 2013 Census

3.1.1.Problem Statement

The problem of / New and amended Domicile information created as part of New Zealand’s 2013 Census of Population and Dwellings held on 05 March 2013 is not available for demographic analysis in National Collections.
Affects / Reporting and data analysis carried out by the Ministry of Health and the wider Health Sector.
The Impact(s) of which are / Out of date mapping and reporting on the Domicile codes linked in the National Collections.
A successful solution would / Have all Domicile information captured as part of the 2013 Census included in all relevant tables and available for reporting and data analysis.

3.1.2.Business Requirements – Overarching for affected Collections – Update Domicile codes

The following requirements under affected Collections – Domicile codes updates are a Mandatory priority, unless otherwise stated, and apply to all affected Collections.

Background information:

The Domicile codes currently being used in the National Collections are from the 2006 Census. Populations may have increased and/or moved considerably in the past seven years, so it is important to get an updated view of the population and its distribution over New Zealand to enable better planning

The Health Domicile code, representing a person’s usual residential address, is also used for facility addresses. ‘Usual residential address’ is defined by Statistics NZ as ‘the address of the dwelling where a person considers themselves to usually reside, except in some specific cases listed in the guidelines’. (refNZ Statistics definition of usual residence).

The file that contains the Domicile codes (new, amended and retired) produced by the 2013 Census is created by the Ministry of Health and will be provided to the Sector. The format of the 2013 Census Domicile codes is unchanged from previous years, ie 4 characters.

The new Domicile codes will be available from 01 July 2015. Please see each individual Collection (below) for details of how this date is to be applied

ID / Requirement
BR ALL-DOM-1 / The Domicile code must be a valid code.
BR ALL-DOM-2 / All webpages and documentation for all affected Collections, including:
  • Data Dictionaries
  • File Specifications.
Need to be reviewed and updated with 2013 Census information.
BR ALL-DOM-3 / Ensure the Business Objects universesinclude the new Domicile codes.
BR ALL-DOM-4 / Update the Data warehouses with new Domicile codes, including the 2013 Geographical Information Systems (GIS).

3.1.3.Business Requirements –Collection specific – Update Domicile codes

Some Collections have requirements that are specific to that particular system. Where this is the case they have been listed below, by Collection. Each requirement listed below, for each Collection, is a Mandatory priority, unless otherwise stated.
3.1.3.1.National Minimum Data Set (NMDS)
ID / Requirement
BR NMDS-DOM-1 / The NMDS Domicile Code table must be updated with any new, amended and retired 2013 Census Domicile codes.
Current Domicile codes will be indicated with a ‘C’.
Retired Domicile codes will be indicated with an ‘R’.
BR NMDS-DOM-2 / The backwards mapping table of Domicile codes must be updated as follows (the ‘Domicile Conversion’ table).
For event end dates:
  • Before 01 July 1998, the 1991 codes apply
  • From 01 July 1998 to 30 June 2003, the 1996 codes apply
  • From 01 July 2003 to 30 June 2008, the 2001 codes apply
  • From 01 July 2008 to 30 June 2015, the 2006 codes apply
  • From 01 July 2015 onwards the 2013 codes apply.
Where no event end date exists (eg for IM events), then:
i)Check that the status of the Domicile code is current
ii)If the code is current, use the event start date
iii)If the code is not current, generate an error.
NMDS-DOM-2 Rationale / Event end dates around June/July approximately two years after a Census are on the cusp between two Censuses’. Using the above logic the correct Census date, and therefore the correct Domicile code, can be assigned to Health event records.
BR NMDS-DOM-3 / The year Retiredfield in the Domicile table must be updated to indicate the Domicile codes that were retired during the analysis of the 2013 Census data.
NMDS-DOM-3 Rationale / Domicile codes can be retired if they are no longer required. The Retired year table needs to display the Census year that the code was retired in.
BR NMDS-DOM-4 / The year field in the Domicile table must be updated to indicate the Domicile codes that were introduced during the analysis of the 2013 Census data.
NMDS-DOM-4 Rationale / New Domicile codes can be introduced as required, the Year of Census field needs to display the Census year that the code was introduced in.
BR NMDS-DOM-5 / The Facility table must be reviewed and updated with new, amended and retired Domicile codes.
NMDS-DOM-5 Rationale / A Domicile code is derived from the address of the facility and is stored on the Facility table. In order to add a Facility, the Facility’s Domicile Code must be determined.
BR NMDS-DOM-6 / The TLA of Domicile needs to be reviewed and updated as required.
BR NMDS-DOM-7 / The Area Unit code needs to be reviewed and updated as required.
BR NMDS-DOM-8 / The DHB Area unit needs to be reviewed and updated as required.
NMDS-DOM-6, -7 and -8 Rationale / The TLA of Domicile and Area Unit codesare provided to the Ministry of Health from Statistics New Zealand. The Ministry of Health then derives the Domicile code and DHB Area unit.
3.1.3.2.National Non-Admitted Patient Collection (NNPAC)

Background information:

NNPAC stores the submitted Domicile codes and the NHI Domicile code at the Date of Service.

NNPAC Domicile codes must be in four character format. For Domicile codes that are less than four characters (egWarkworth = ‘81’) the Domicile codes must contain leading zeroes (eg making the Domicile code for Warkworth = ‘0081’). The addition of leading zeroes to create the four character Domicile code is needed to derive the patients DHB and as a data quality test to compare with the NHI domicile code.

ID / Requirement
BR NNPAC-DOM-1 / Where the Datetime of Service is on or after 01 July 2015, the 2013 Census Domicile codes must apply.
The Domicile code must be current for the Datetime of Service.
BR NNPAC-DOM-2 / A Domicile code entered for an Overseas Resident must show a warning.
NNPAC-DOM-2 Rationale / If a Domicile code is entered for an Overseas Resident, a warning (caution) message is displayed, as Domicile codes generated from 2013 Census are New Zealand specific (existing business rule).
BR NNPAC-DOM-3 / The Domicile code entered for a Patient shouldbe valid for the DHB.
NNPAC-DOM-3 Rationale / If a Domicile code is entered does not correspond to a valid DHB, a warning (caution) message is displayed (existing business rule).
BR NNPAC-DOM-4 / The Facility table must be reviewed and updated with new, amended and retired Domicile codes.
3.1.3.3.National Booking Reporting System (NBRS)

Background information:

NBRS Domicile codes must be in four character format. For Domicile codes that are less than four characters (egWarkworth = ‘81’) the Domicile codes must contain leading zeroes (eg making the Domicile code for Warkworth = ‘0081’).

ID / Requirement
BR NBRS-DOM-1 / The 2013 Census Domicile code must exist in the Domicile table and be valid at the time of Booking Event Type where:
  • Booking Status = ‘01’, ‘02’, ‘04’, ‘5” or ‘06’
  • CPAC Assessment Date (Booking Status = ‘07’) or
  • Exit Category Assigned Date (Booking Status = ‘20’).
These are existing business rules, restated here for completeness.
BR NBRS-DOM-2 / All Domicile codes submitted will be validated.
NBRS-DOM-2 Rationale / Validation will be:
  • That the Domicile code exists
  • That the booking status date is on or after the domicile codes start date and on or before the domicile codes end date
  • The CPAC assessment date is on or after the domicile codes start date and on or before the domicile codes end date
  • That the exit category assigned date is on or after the domicile codes start date and on or before the domicile codes end date.
Theevent record will be accepted if it complies with the above validation process, otherwise it will be returned with an error.
BR NBRS-DOM-3 / The 2013 Census Domicile code is mandatory for all booking events where a Booking Status Date, CPAC Assessment Date or Exit Category Assigned Date is on or after 01 July 2015.
3.1.3.4.Common Code tables
ID / Requirement
BR CC-DOM-1 / Update the Common code tables to reflect the 2013 Census codes.
CC-DOM-1 Rationale / The common code tables are accessed by some National Collections and are available to the general public on the Ministry of Health website. The tables are found here: Domicile common code table.
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NCR3850 – NCAMP 2015
National Collections Annual Maintenance Project Business Requirements - Sector / Version 1.2

4.National Minimum Data Set (NMDS)

4.1.2015/16 WIESNZ and Cost Weight Changes

4.1.1.Problem Statement

The problem that / Using2014/15 WIESNZ would not reflect current costs and changes in hospital activity.
Affects / Reporting and data analysis carried out by the Ministry of Health and the wider Health Sector.
The Impact(s) of which are on the /
  • casemix purchasing by DHBs.
  • calculation of case weighted discharge values.
  • identification of casemix purchased Purchase Units.
  • case complexity (for future costing work).
  • cost weight version used.

A successful solution would / Be the usage of the 2015/16Casemix Framework Document (WIESNZ15).

4.1.2.Business Requirements – 2015/16 WIESNZ and Cost Weight changes

The following requirements under NMDS – Weighted Inlier Equivalent Separation (WIES) and Cost Weight changes are sourced from the Cost Weights Working Group, and are a Mandatory priority, unless otherwise stated.

Background information:

WIESNZ is the methodology used to calculate the Cost Weight value based on the assigned Australian Refined Diagnosis Related Groups (AR-DRGs) and New Zealand costs. Revisions of WIESNZareperformed annually as part of NCAMP.

The 2015/16 New Zealand Casemix Framework for Publicly Funded Hospitals document (WIESNZ15)(Final tbc) is available on the NCAMP website here (tba).

This is a placeholder for the implementation of annual WIESNZ changes until the CasemixFramework Document is completed around the end of October 2014.

ID / Requirement
BR NMDS-WIES-1 /

Refer to the WEISNZ15 documents located at the above site.
This year was a full review year in which a new set of weights were developed together with some new structural elements. This version includes the following changes from the previous year:
  • New facility added to the casemix eligible facilities list. The facility is:
Mater Misericordiae Health Services, Brisbane (9136), see5.2.35
  • Primary maternity – tables for initial filters, flags, RVUs and the flow diagram have all been revised, see 5.2.16, 5.2.17and Appendix 4: New Zealand Casemix History
  • Same day blood transfusion – PU allocation rule revised, see 5.2.34
  • Deleted wording in section Designated Hospital for Casemix Revenue, see 5.2.35
  • A new DRG mapping so that pelvic exenteration surgery event records group to NZ DRG N01Z Pelvic Evisceration and Radical Vulvectomy, see 4.2.2
  • A new co-payment for treatment of cerebral aneurysms (CA) via endovascular repair, see 4.4.6
  • Extending the scoliosis eligibility rule to cover the DHB funding agency rather than the facility, see 4.4.4
  • 77 new SD or OD designations were introduced to better direct revenue to admitted patient events rather than ED or similar short stay events, see3.3
  • Reviewed existing co-payment values. Co-payment values have been adjusted for AAA, ASD and scoliosis. No adjustments were made to the EPS co-payment as further analysis was deemed necessary. LDN and MV were not reviewed
  • New purchase unit code created for Metabolic Services M24001 Metabolic services – inpatient services (DRGs), see 5.3
  • Revision of the payment for tonsils and adenoid (T&A) procedures with a sleep apnoea diagnosis to be funded at a similar level to T&A cases without a sleep apnoea diagnosis. This was achieved by giving the DRG E02C Other Respiratory System OR Procedures W/O CC a SD designation
  • Ophthalmology injections and excision skin lesion cost weights revised, see 5.2.36 and 5.2.37
  • A new section listing all NZ DRGs and DRG mappings has been added to the end of this document, see Appendix 6: List of NZ DRGs and DRG Mappings.

BR NMDS-WIES-2 / Business Objects must be able to report on WEISNZ15

4.2.Update Legal Status code and description

4.2.1.Business Requirements - NMDS

The following requirements under NMDS Legal Status are sourced from the Health Information Standards Organisation (HISO) Group (which consists of representatives of Provider Arm DHBs, NGOs and the Ministry of Health), and are a Mandatory priority, unless otherwise stated.