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HRG Grouper Software Manual

1. HRG Any additional variables defined by you in the Record Definition File used to process your input file Note that if you are creating the export file for use in a spreadsheet select the with headings checkbox and relevant headings will be added to the top of the export file If you wish to create the file for the HRG Report Generator available as a download from the HSCIC please refer to the documentation that comes with that application Grouper Software 5 Checking results There are two ways you can check the results the Grouper is giving you the batch display form and the single episode display form The batch display form will be displayed when you select Group Display Batch File Select either an input or output file from the list presented to you eos E e uate i a If the display looks odd maybe the codes do not look meaningful then check you are linked to the correct Record Definition File or look up the Troubleshooting section in this document page 18 On this form you can select the fields for display display all or particular record types and highlight individual records to view details of a single episode The Single Episode form which is also available by selecting Group Single Episode appears as follows Single Episode po Intracranial Procedures Except Trauma Category 3 You can experiment with the values displayed here and press Group Episode to see which HRGs
2. 03 or DD MM YYYY 12 04 2003 For months three letters identify a fixed format string e g DD MMM YY 12 Apr 03 or DD MMM YYYY 12 Apr 2003 If no delimiters are expected do not add it to the picture field e g DDMMYY and DDMMYYYY Pivot year The pivot year for dates is 20 by default To change this add the following to the file hrguser ini DATE_PIVOT_YEAR nn Where nn is the required value 25 GLOSSARY cc DGVP diag export file hrguser ini FCE HRG ICD 10 OPCS 4 PBC PDiag PProc Proc rdf or RDF Record Definition File Report Generator SSC w w o WHRG Grouper Software Complications and comorbidities Dominant Group Variable Procedure Diagnosis File created during processing used by the Report Generator The HRG program initialisation file Finished Consultant Episode Healthcare Resource Group 10 revision of the International Classification of Diseases 4th revision of Office of Population Censuses and Surveys Classification of Operations and Procedures Program Budget Categories Primary diagnosis Primary procedure Procedure Record Definition File The file defining the format of the data you are presenting to the Grouper Analysis tool available from the HSCIC Special Service Code attached to a FCE or Spell with without Windows version of the HRG Grouper
3. The primary diagnosis code should be that which the clinician considers with hindsight to have been the cause of the patient s admission to hospital This is not necessarily that of the greatest severity nor that for which the patient is actually admitted in the first instance The primary procedure is likely to be the most resource intensive operation performed during the episode However this is often difficult to determine If there is more than one procedure the Grouper will identify the code to be used as the primary for grouping purposes from the procedure hierarchy list the Code to Group Tables list the hierarchy value for all codes If procedures of equal resource intensity are listed then the first in the list is considered Age should be in years between 0 and 130 For Version 2 ICD 10 OPCS 4 the following rules hold Neonatal episodes are indicated by a suffix to the age and should be between 0 and 9 Values of 1 2 and 3 indicate a patient is less than 29 days old Method of discharge status will affect the assignment of some records where the patient has died The field value for this is 4 For Version 3 and above the following rules hold Unlike Version 2 the field subsidiary diagnosis is used and is treated as the first secondary diagnosis when available Sex the valid values are 1 Male 2 Female or 3 Intermediate or anticipated sex change Any other value or a missing value will not affect the HRG assignme
4. menu option File Link lf you do not want to save your latest will not be saved changes click Yes otherwise click No If this occurs during program start up reinstall the product If the problem continues contact support Reinstall the product If the problem due to lt message gt continues contact support lt length gt Field lt field name gt has an invalid duplicate start position lt start position gt Field lt field name gt has duplicate field no at or near position lt position gt equal to length lt length gt length of the picture you have defined spaces or tabs identified otherwise click No l i The file lt filename gt could not be saved s the file in use elsewhere The file lt filename gt is already open Close the file first The highlighted field must be filled in Fill in the field in which the cursor is placed The Record Definition File lt filename gt is not Display the Record Definition File and use compatible with the database check the the Test button to confirm which fields variables it defines must be defined 19 20 Grouper Software WORKSHEET 1 DEHNING THE FORMAT OF DATA FROM YOUR PAS SYSTEM You need to create a file that contains the data from your Patient Administration System The format of this file is very simple 1 One line of text is one record 2 The layout of the record is optional so either a comma separated record or a fixed forma
5. this name is used internally by the Grouper Each name must be unique You are not allowed to modify this field if it is required by the database you set up in the Database Select form e Col title this will be displayed at the top of the relevant column on the Batch File Display form Something like Proc1 as column title for the first procedure code would be sensible e Field No csv files only this is the field number as given by the number of commas that will have preceded it in any batch file record For example if your batch file looks like this J021 JO73 1210 5710 55 29 8 then Procl i e J021 is Field No 1 Proc2 i e J073 is Field No 2 Age i e 29 is Field No 11 e Start fixed format only if your batch file has fixed length records then set this field to the position of the first character in the field Start counting from 1 e Length fixed format only enter here the length of the field in the input file e Picture this allows you to provide filtering instructions to the Grouper by describing a picture of the field During the batch file process the Grouper will apply this picture to the field Only use the characters which you have specified for this Some examples will illustrate how you use this facility Example 1 entering a Picture of AAA AA instructs the Grouper that the first three and last two characters of the field should be used The fourth character is ignored Example 2 enter
6. your incoming data you must File Link this RDF file so that the Grouper can use it when processing your data Grouper Software 4 Process the file with the Grouper starting the batch process Select Group Process Batch File and the Grouper will display the following form Batch Process Request Ei m File format Definition file C Release HRGgrouper hrg35 release augus Browse Filter file Browse Standard Output Files Input file Browse Output file Browse Extended fields Set Repor File I Write export file I with headings Export file Browse Cancel Use the Browse buttons to select the filenames to process and create You can if necessary select a different Record Definition File against which to process your file When you click on the Process button the Grouper will inform you of its progress through your file If you have any problems at this point please refer to the Troubleshooting section page 18 The Set button is used to select Extended Fields for Batch Processing These are fields which you may choose to append to the record once it has been grouped The fields you can choose from are listed in the Select Extended Fields dialog box Fields appearing in this dialog box are of two kinds Default options Version Number and Program Budget Categories will always be available as Extended Field options Extended fields
7. Health and Social Care Information Centre HRG GROUPER SOFIWARE USER MANUAL PURPOSE OF THIS DOCUMENT HRG Grouper Software The purpose of this document is to assist the National Health Service in using the Health and Social Care Information Centre Healthcare Resource Grouper Software Authors Woodward Associates UK Ltd 3 Clarence Crescent Windsor Berkshire SL4 5DT http www woodwardassoc co uk Further copies from Health and Social Care Information Centre Service Desk phone 0845 300 6016 Service Desk email enquiries ic nhs uk http www ic nhs uk our services standards and classifications casemix Date of Issue December 2007 Grouper Software HRG GROUPER SOFTWARE Introduction This document is a user manual and technical reference guide aimed at people responsible for grouping hospital data using the HRG Grouper software program It has been designed to enable new and existing users to group Minimum Dataset records quickly and accurately The grouper software is the heart of the HRG Toolkit encapsulating the clinical and statistical design of the HRG classification Purpose The purpose of this software manual is to enable users to produce activity information which can be expressed in terms of Healthcare Resource Groups This information will be used to understand the treatments you provide or purchase to compare yourself or your providers to other units in terms of lengt
8. Health and Social Care Information Centre Service Desk who will be able to supply you with the relevant media Grouper Software Contents HRG GROUPER SOFTWARE vcs citceicedeczccteccte ect ccei ccseccntdecteceueeshecedteracceacccadesececdecevoerssceucecsedes 0 USER MANUAL ix iodain ena aasa ana erana ada TEE NA raa Oa a LAAARO OIETAN 0 PURPOSE OF THIS DOCUMENT csecceseeesseeeesneeeeeeeeesnaesanaeeeneeeeseaesesaaeseneeeeseesesnaeenseeeeeaes 1 HRG GROUPER SOFTWARE 0 c sccecccteccescccersenesnecesacesearenacecnseenesuacesescceccedeasdecueceeentesneceesnee 2 tFOGU CTO Nas aroa const ctr A ea a A a dovvanineestiat oeeshmeseetaans 2 POUNDOSO iss iepectensa eee E E Lae Jeuntependesicaga tact uieeiae Seva aveasdagueibsaeewianandirss 2 Previous versions of Healthcare Resource Groups ccccccceeeeeeeeeeeeeeeceeeeeeeaeeeeaeeesaees 2 WELCOME TO HEALTHCARE RESOURCE GROUPS scccseeeseseeesseeeeseeeeeeeeeseneeenseeeeeeneess 4 ONZE ASIP A its cont Peli ete Gel wet nae deter cay N Sarah hayes ieee ty 4 Licence conditions const ccciteits cotidh nce o eE dd cetetathaceththaiddensit EE EEA ETA 5 Helpdesk E A E A A E A 5 GUIDE TO INSTALLATION are e ccdetvnncesetu icecdeteesta gene casacdecescicdstrantidhcceeccdeneentdeccedaddeseesies 6 STARTING UP THE GROUPER 0 c02ccestscsscenneceseessceeacevencecteeenetesoecescesseesstecetscnesscerseneecearensesen 7 Using the keyboard esminiu dane atit aiu a a ti Ni EE atati 7 SELECTING WHICH HRG VE
9. RSION TO USE ssaassnnsunneunneunnuunnuunnunnnnunnnunnnunnnunnnunnnnnnnnnnnnnnnnn 8 Previous versions of HRG cccccceeeececeeeeeeeaeeceeeeeseaeeeeaaeseeeeeseaeeeeeaeeeeeeeeseaeeesaeeneeeseaes 8 GROUPING YOUR DAT A sssssssusenneuuennnnunnunnnnnunnnnnnnnnnnunnnunnnn nunnur nunnu nunen nunen annann annuun nunnana 9 Iaa Ua A T E E AE EE E E E eevee res 9 1 Extracting the data from your PAS system cc ccceeeceeeeeeeeneeeeeeeeeseaeeeeaeeteeeeeteas 9 2 Define the format of your data to the Grouper in a Record Definition File 10 3 Link your Preferred Record Definition File RDF to the Grouper 10 4 Process the file with the Grouper starting the batch process seeeee 11 4a and 4b Creating and using an export file 2 2 eee eeeeeeseeceeeeeeeeeeeeeeeeeeeeesaeeteneeeeees 12 5 Checking r SUults cceeeceeceeceeeeeeeaeeeeneeeeeeeecaaeseeaaeeeneesaeeesaaesseaeeseeaeeessaesseneeeaes 13 6 Returning data to your main Computer System 0 00 0 cece eeeeeeeeeeeeeeeeeteeeeeeeeeeaees 14 OTHER FUNCTIONS ya a e aaa a a aaa aaia aa ara aaa ha aeee aeaaeae a kaaa aaiae 15 Viewing the codes database cccccccseeeeeeeeceeeeeeeaeeeeaeeceeeeecaaeeesaaeeseeeeeseeeesaeeseneeeeaes 15 The log file Nrg logar nri nainii eet tet aaan aia aapi auaa aea ener 15 Command line Options eeccceecceceeeeeeeneeeeeeeecaeeeeaaeseeaeeceaeeecaeeesaaeeeeaeesceeeeesaeeseneeeeaes 16 CODING ISSUES i a a fate aed seeded ea sa
10. at you have described the input batch file in your Record Definition File then it is likely that there is an error in the Record Definition File or you are not linked to the right one You should use the main menu File Open facility to view the record description and make changes as necessary or File Link to link to the correct Record Definition File Grouper Software Process Batch File not enough fields defined If an error message is displayed at the start of the Process Batch File process indicating that not enough fields are defined then this indicates that one or more of the Minimum Dataset fields has been omitted in the_Record Definition File You should use the main menu bar File Open facility to view the record description and make changes as necessary Using the Test button will tell you which fields are missing Enor messages produced by the HRG Grouper The following messages may be produced by the Grouper They are listed in alphabetical order Many simply prompt you to provide or check information but those with more complex actions to perform are identified below Message Ci tion O Are you sure you want to delete file If you do click Yes otherwise click No lt filename gt Cannot read the record definition Use the option File Link to link the file lt filename gt please link to a valid file Grouper to a valid Record Definition File You must first link to a Record Definition File under
11. d during installation After the program starts up you will see the main menu E HRG Grouper Acute HRG Grouping 3 5 October 2004 ol x Record definition file C Release HRGgrouper hrg35 release august 05 bin v3test rdf Each menu option is referred to in detail below but for now you may like to select Help and look through the information available Scroll buttons oe Top of file Pageup Lineup Linedown Pagedown Bottom of file Kk lt lt lt gt gt gt gt 1 On some of the forms you will come across scroll buttons rather than scrollbars they operate as indicated in this diagram Using the keyboard If you want to use the keyboard keys in addition to or instead of the mouse the following tables will help Windows Alt Tab Next application current Alt Space Display system button menu Select deselect menu Alt lt underlined letter of menu Display submenu option gt Highlight previous next field control button Grouper Software SELECTING WHICH HRG VERSION TO USE The Grouper is able to process data to allocate various versions of HRG From the main menu select Database Select and you will see the following form ij Database Selection x Database Acute HRG Grouping V3 5 October 2004 Description HRG decision tree version 3 5 ICD10 OPCS4 grouping revision 1 Table Procedures 0 Version BB Description JOPCS4 Procedures Link Cancel Most of
12. h of stay efficiency and casemix complexity and importantly to support the costing and pricing of activity It is important for you to check the data produced by this program to ensure that the results are based on good quality patient data and that the correct grouping tables have been used A high percentage of records falling into the Undefined Groups may indicate a problem with your source data which if left unresolved may result in the information being discredited or more seriously lead to inappropriate decisions being taken Previous versions of Healthc are Resource Groups New releases of the Grouper software are designed to enable users to access older versions of HRG should you wish to do so The software is shipped as standard with the access to these older versions DISABLED This is to help prevent the inadvertent use of these versions particularly where the latest HRG information would be expected e g in costing and pricing data To enable access to previous versions you will need the original HRG data files as installed by the respective Grouper Software These will need to be located in the same directory as the HRG data files You will also need to modify the hrguser ini file installed with the latest Grouper Software see page 6 of this manual If you are installing the HRG Grouper for the first time and do not have the previous installation media but wish to produce older groupings for comparison then contact the
13. h the character and character should be ignored by the Grouper when processing that field Note that it is not currently possible to extract the comma character using this facility So in our previous example Age Legal status Discharge method ex Diagnoses 1 2 3 4 5 6 Procedure 1 2 3 4 338 A044 R309 X4619f520 M90X B948 A031 M722 A982 Fixed format data 100301X338A044R309X461T520 M90X B948 A031 M722 A982 2 position 123456789112345678921234567893123456789412345678951234567896 0 0 0 0 0 0 Comma separated data 108 30 1 The Record Definition File will have the following fields for a comma separated value file Be e toll nee Aa a ee Prose Prop Je J WY J p Pos Poco J6 J q o e Prost Poe Yz J Wo k P PDiag PDiag 8 T o T T d ef Diagt SDiagi J9 P o T T S Diag _ Diag fio o T S SDiag5 and for a fixed format file Poe Poe e o A E R E E E Poes Prop J J Ja k o Pro Poe ST Proc4 Prop Mo da S PDiag PDiag CP Diagt SDiagi BP Diage2 SDiage Diags_ SDiags HP Diag4 ss SDiag4 A Diags Ss SDiags_ Ag o AE m d E De meee ee a Discharge Disch ss i CP S Grouper Software Legalstatus Legal 4 3 Group Group HA Note there is always a special entry for Group This allows the Batch File Display form to show you the HRG from the output file you will be creating The fie
14. id as a aaaea a aaa dadana adie daada dada aiaa aiaei 17 TROUBLESHOOTING aaaeeeaa eo aaae a aa aaae aa deaa adraia etaria oiia daadaa dadia aaan 18 SPaCe oltolol 1n niere AAEE E E E E E E A E 18 GIrOUPING PrODISMS PE EE EEE A E A E mexteteatehs 18 Displaying a batch file that does not look as you had expected ccceeeceeseeeereeees 18 Process Batch File not enough fields defined cccccecceceeeeeeeeeeeeeeseeeeeseeeeeeneeees 19 Error messages produced by the HRG Groupel c ccceeceeceeeeeseeeeeeeeeseeeeeseaeeeenaeeees 19 WORKSHEET 1 DEFINING THE FORMAT OF DATA FROM YOUR PAS SYSTEM 20 WORKSHEET 2 WORKING ON A RECORD DEFINITION FILE cssseecceseesseeeeseeeensees 21 BATCH GROUPER DATE FORMATTING sccssseeceseeeeeseeesneeeeneneeseaeseseeeenseeeeesesesnaesenseeeees 24 Default tonmat fii Site aae Ea ceeded verantadlts a a latex secoael e aa aE i 24 Defining the format ss wcities ihe Nevers ihols cae ath E E E A a AAE EC 24 PIVOU VOOM 2 6 5 Saineced seer etl sore cect bs ce TNE E AS EE TAE 24 GLOSSARY E eset tice ace nc The Sete T tied E E tah eveta were Revie 25 Grouper Software WELCOME TO HEALTHC ARE RESO URC E GROUPS The program you are about to use the Healthcare Resource Group Grouper HRG Grouper offers you the following facilities e lt works out the HRG for an episode of patient data the grouping process e lt works out related items such as the dominant procedure for a gi
15. ine options You can run the Grouper from the command line in order to process a file without the user interface being displayed The arguments to the program are as follows lt program gt i lt input file gt o lt output file gt d lt record definition file gt e lt report file gt s lt database gt v p v adds the HRG version number to the end of each record optional p adds the calculated PBC Program Budget Category to the end of each record optional If both v and p are selected the version number is appended before the PBC r adds the Special Service Code to the end of each record optional If v or p are selected the Special Service Code is appended after these fields g adds the DGVP to the end of each record optional If v p or r are selected the DGVP is appended after these fields will show you the command line options available on the version you are running For example dhrg i data inp o data out d icd10 rdf e data rep s hrg_v35 tre The databases that have been released to date are listed by selecting Help then About from the main menu Grouper Software CODING ISSUES The program uses variables from the Contract Minimum Dataset The following coding guidelines should help to minimise problems when grouping If codes contain decimal points read the section on the Record Definition File carefully as to how to allow the Grouper software to handle them correctly
16. ing a Picture of A AAA instructs the Grouper that the second character and last three characters should be used and the first and third characters should be ignored Example 3 entering a Picture of A indicates that the Grouper should use the second character only and ignore the first and last characters Note that when entering the Picture fields the characters which you enter should not be separated by spaces and the number of characters making up the Picture should equal the value entered in the Length field So in the examples above you will have entered the values 6 6 and 3 respectively in the Length field e Extract this also allows you to provide filtering instructions to the Grouper by describing an Extract instruction During the batch file process the Grouper will apply this Extract instruction to the field and only use the characters which you have specified for this An example will illustrate how you use this facility 21 Grouper Software Example entering an Extract instruction of informs the Grouper that all occurrences of should be ignored when processing that field This is a convenient way for you to remove decimal points from fields in the input batch file Note that when entering the Extract instruction you can inform the Grouper that more than one character should be stripped from the field For example by entering a value of in this field informs the Grouper that bot
17. ing been used to process the input file The following steps can be taken to correct this problem e Check that you have correctly described your input batch file as either comma separated or fixed format e f you have described your input batch file as fixed format check that the field positions you have described i e the position of the first character of the field in the record are correct e Check that the picture and extract fields in your input batch file description are correct e Use the Display Batch File screen to look at the input batch file If you notice any errors with the data displayed on the screen then there is likely to be a problem with the way you had described the input file in your RDF description e Extract a few records from your input batch file into a separate file and submit this small file to batch file grouping as a test file This will ensure that if there are still problems time is not wasted waiting for the whole of your input batch file to be grouped If the small file groups successfully you can safely submit the original file using the correct record description If the small file does not group successfully examine the structure carefully again and repeat the steps outlined above Use single episode grouping to test a few records Displaying a batch file that does not look as you had expected If the data displayed in the Display Batch File screen is not as you would have expected given the way th
18. ld number value or field position and length values will need to be updated by you The HRG will always be added to the end of the input record Therefore these values should be one higher than the values of the last field in your RDF file The table below is for you to photocopy and adapt to your own needs octi e pe ha E used for Version 2 HRG only 3 used for Version 3 HRG and above only 23 24 Grouper Software BATCH GROUPER DATE FORMATIING For some data sets the Grouper supports date fields This does not currently apply for Admitted Patient Care Acute HRGs or to A amp E HRGs Default format The default format for dates depends upon the incoming data If the date is delimited by a the assumed format of the date is M D Y If the date is delimited by a the assumed format of the date is DD MMM YYYY If no delimiter is apparent the assumed format of the date is YYMMDD Defining the format You may redefine the format of dates in the rdf file by setting the appropriate picture field The following formats are supported A single letter defines a free format date the element may or may not have a leading 0 e g D M Y the letters can be put in the appropriate order 3 4 03 or 03 04 03 or 03 04 2003 note you cannot use free format fixed format indicators together e g D MMM YY will produce undefined results A double or for the year four letters letter defines a fixed length integer e g DD MM YY 12 04
19. lete gt delete line 2 Define the format of your data to the Grouperin a Record Definition File Select File Open and pick one of the rdf files available and the Grouper will display a Record Definition File Field name Col title Field No Start Length Picture Extract This form allows you to define the format of your input file See Worksheet 2 on how to use the RDF form to define the format of your data Please Note From HRG Grouper V2006 2 0 April 2006 onwards the variable LOS length of stay is replaced by the definitive term EpiDur Episode Duration The keystrokes lt Ctrl gt Insert Inserts a new line following the line on which the cursor is placed lt Ctrl gt Del Deletes the line on which the cursor is placed This window is controlled through the File menu items New creates a new RDF file with the minimum variable set required for the HRG version you are currently using Open allows you to open and modify an already existing RDF file Close closes the current rdf form Save saves the current RDF form as a RDF file Save As save the current RDF form under a new RDF file name The Test button allows you to check that the fields that have been defined are the minimum required for the HRG version you are using Each file you have open will be listed under the main Window menu option 3 Link your Preferred Record Definition File RDF to the Grouper Having defined the format of
20. ndards and classifications casemix Simply register on the site and download the appropriate file For Windows users installation is managed automatically Simply 1 Extract the files from the Zip file using WinZip 8 1 or similar 2 Double click on the programme named Setup exe 3 Follow the instructions presented to you Please note the following If you intend to use the current HRG Grouper to produce older versions of HRG data you must install this software to the directory containing the original HRG Grouper files see page 6 of this manual If you encounter problems importing the Zip file to your machine please check with your technical support department that there are no restrictive Firewall settings in place If you have problems installing the software please check with your technical support department that there are no restrictions in place to prevent you from installing applications 1 Check you have at least 5Mb free disk space 2 Create a directory on your disk e g c hrg 3 Copy the contents of the distribution CD into the new directory 4 Decompress the files you have copied from the CD If you wish you can delete the compressed files you copied in step 3 from your hard disk e g C HRG the location of compressed file Note You will need to have additional space on your disk for any data you process Grouper Software STARTING UP THE GROUPER Starting the Grouper by double clicking on the icon create
21. nt and so will be equivalent to 1 Male Length of stay the valid range is 0 to 99999 days Legal status a two digit field takes the values 01 to 20 or 30 to 32 Method of discharge this will affect the assignment of some records where the patient has died The field value for this is 4 or 5 The following fields are not used neonatal indicator and specialty 17 Grouper Software TROUBLESHOOTING Space problems You may run short of disk space if you are grouping large input batch files This is because the output file which you are creating during the batch grouping process is slightly larger than your input file If you do run out of disk space the Grouper will stop and display an error message indicating that this has happened When this happens you should clear some space on the disk and re run the grouping process If you find that you are having space difficulties you could also check the size of the log file You might find that if you have not cleared the log file for some time it has grown quite large You can recover this space by clearing the log file using the File Menu Clear Log facility If space is still a problem divide your input batch file into a number of smaller files and submit these to the Grouper separately Grouping problems It is possible that all the episodes in an input batch file will be rejected as ungroupable by the software This is likely to be due to an inaccurate Record Definition File hav
22. port Generator 4b Process that file with the Report Generator to get statistical information for casemix analysis service agreement administration and the production of standard HRG costing reports as requested by the Costing Initiative 5 Checking Results 6 Returning Data to your System We will take each of these in order 1 Extracting the data from your PAS system First check which data items you need to download from your main computer system The simplest way to do this is to select the File New option from the main menu This displays a Record Definition file explained in detail below in which all the data items you are required to provide will be displayed Once you have worked out what you need select File Close from the Main menu Examples of the items you will need to provide are e Diagnoses e Procedures e Items such as the age sex episode duration and legal status of the patient Once you have the list of the data items you may need to arrange for the data to be passed down from your main computer system in which case talk to your systems administrator You may also need to define the format of that data in which case see Worksheet 1 on how to define the format of the data coming from your main computer system Grouper Software 10 fl Record Definition New oO x T Comma delimited file csv Test lt lt gt gt lt ctrl gt lt inserb insert line lt ctrl gt lt de
23. t record would be fine but only one format must be used within a single file 3 Simply make sure that all the items required for the Grouper appear in each record For example the following rather poorly patient will be classified as HRG A02 Intracranial Procedures except Trauma Category 2 has Age Legal status Discharge method Sex Diagnoses 1 2 3 4 5 6 Procedure 1 2 3 4 N Comma separated data 100 30 1 338 A044 R309 X46197520 M90X B948 A031 M722 A982 2 Fixed format data 100301X338A044R309X461T520 M90X B948 A031 M722 A982 2 position 123456789112345678921234567893123456789412345678951234567896 0 0 0 0 0 0 NOTE The Grouper comes with sample Record Definition Files that are ready to use Either 1 Modify one of these to suit your data or 2 Use an unmodified one to work out the format of the data you want to present Once you know you are presenting all the data needed for the grouper move on to Creating the Record Definition File which is covered in Worksheet 2 Grouper Software WORKSHEET 2 WORKING ON A RECORD DEANMON ALE The following guidelines will help you enter or modify the fields on this form Each of the columns needs to be completed but first note e If the input file is a comma separated value file csv then the Field No column must be completed e if the input file is a fixed format file then the Start and Length columns must be completed The columns are as follows e Field name
24. these are optional items of information from the HRG Algorithm that you may wish to access The Extended fields you can choose from will depend upon the version of HRGs you are grouping to but may include DGVP HRG Version number and PBC Program Budget Code 11 Grouper Software To append Extended Fields to your grouped record highlight one or more items in the Select Extended Fields dialog box and click OK Select Extended Fields umber Program Budget Categories Your selections will appear in the Extended Fields display area of the Batch Process Request screen The order in which these items will be appended to your data will be the same as the order in which they are displayed No export file will be produced unless the Write export file checkbox is selected 4a and 4b Creating and using an export file An export file can be used either by the HRG Report Generator or in standard applications such as spreadsheets It is a comma separated value file that contains additional items that are determined during processing You can also specify your own fields that will be picked out from the input file by defining those you want in the Record Definition File used to process your data The export file will contain different fields depending on the HRG version but for example the export file would contain Age length of stay legal status sex and method of discharge Dominant grouping procedure and primary diagnosis
25. u bar You can view procedure codes HRG codes and descriptions exception lists diagnosis codes comorbidities and complications Code List Tables hrg_v31 x Find i lt lt gt gt gt Code Description Agi _ intrecrenial Procedures Except Treuma Category1 Ag2 _ intrecrenial Procedures Except Trauma Category2 A03 _ intrecrenial Procedures ExceptTrauma Cetegory3 Ag4 _ Intrecrenial Procedures Except Trauma Cetegory4 A05 intracranial Procedures forTraumawec 00000 A06 intracranial Procedures for Traumaw occ 0000 Ag intermediate Pain Procedures Aog Percutaneous Image Controlled Pain Procedures The Enter key actions the Find box The Dump button creates a comma separated value ASCII file of all the codes contained in the file shown Complication and exception lists are prefaced by chapter and group references The log file hrg log Each time you start the Grouper up and perform a significant operation such as processing a file an entry is added to the log file hrg log It is there to remind you e What files you processed e When you processed them e Whether the processing was successful Occasionally you might wish to clear out this file using the menu option File Clear Log hrg log is a standard text file so you can read it with almost any editor or word processing package Notepad Word WordPerfect Edit Vi and so on 15 Grouper Software 16 Command l
26. ven episode e lt creates a file that can be passed through the HRG Report Generator or to applications such as spreadsheets This manual is aimed at getting you grouping as quickly as possible There are examples with sample data that should help you to pick up what you need to do The convention used here is that Commands you might type are in bold Menu items selected from the screen are in bold with brackets Useful information is highlighted in italics Underlined text is defined in the Glossary at the end of this manual On line help During your use of the Grouper you have access to the on line help system at any time You can e Select Help from the main menu e Press F1 for context sensitive access to the Help system There is a Glossary at the end of this manual for any terms that you do not understand Grouper Software Licence conditions This software is the Copyright of the Health and Social Care Information Centre Helpdesk Between 9am and 5pm each working day you can get help for both technical and general queries from the Health and Social Care Information Centre on Health and Social Care Information Centre Service Desk phone 0845 300 6016 Service Desk email enquiries ic nhs uk http www ic nhs uk our services standards and classifications casemix Grouper Software GUIDE TO INSTALLATION The HRG Grouper software is available from the HSCIC website at http www ic nhs uk our services sta
27. what is displayed is for information only However you can select the database to be used for grouping by selecting the one you want from the Database drop down list click on the Inext to Database Note your version when installed will be set up to use the latest HRG coding schema Previous versions of HRG It is possible to group using previous versions of HRG if you already have older versions of the HRG Grouper installed on your PC but you must make manual changes to the file hrguser ini You must save this as a text file so use a standard text editor such as notepad Change the following line from RELEASE LATEST to RELEASE ALL This tables gives you access to will depend upon your existing installation Please call the Helpdesk if you require more information Grouper Software GROUPING YOUR DATA Summary Having defined which HRG ICD version you want to use in the previous section these are the main stages to grouping your data 1 Extract the data from your system this will become your input file 2 Define the format of this file in a Record Definition File for the Grouper you only have to do this once 3 Link your preferred Record Definition File to the Grouper 4 Process the file with the Grouper creating an output file to return the data to your original system or import it to another application optionally 4a In addition to the output file use the Grouper to create an export file to pass to the HRG Re
28. would be assigned given different circumstances Note though that changes you make here will not be saved back to your file 13 Grouper Software 14 6 Retuming data to your main computer system Output files created by the Grouper contain the original data from your input file but with the relevant HRG attached to the end of each line In comma separated value files the HRG is preceded by a comma An example input record looks like this Comma separated 100 30 1 X338 A044 R309 X461 T520 M90X B948 A031 M722 A982 2 data Fixed format data 100301X338A044R309X461T520 M90X B948 A031 M722 A982 2 position 123456789112345678921234567893123456789412345678951234567896 0 0 0 0 0 0 will end up as an output record looking like Comma separated 100 30 1 X338 A044 R309 X461 T520 M90X B948 A031 M722 A982 2 R02 data Fixed format data 100301X338A044R309X461T520 M90X B948 A031 M722 A982 2A02 position 123456789112345678921234567893123456789412345678951234567896 0 0 0 0 0 0 This information will be required by your system administrator for the HRG to be passed back to the main computer system This completes the description of how to get data to and from the HRG Grouper The next section deals with additional functions available from this program Grouper Software OTHER FUNCTIONS Viewing the codes database You can view the codes database used by the Grouper To do this select Database Tables gt option from the main men

HRG Grouper Software Manual

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