User Manual. - Health & Social Care Information Centre
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1. Iteration In conjunction with RowNo provides a unique key for the record SSC The SSC derived for the parent spell 10 File filename ub rel csv The unbundled HRGs produced during the run There will be no entries for episodes that do not have any unbundled HRGs RowNo The key into other files In this case it will be the row number associated to the episode in the spell Iteration In conjunction with RowNo provides a unique key for the record UnbundledHRG The unbundled HRG 11 File filename summary csv A single row file containing details about the grouping run Grouper Version The version of the grouper that produced the run FCE Count The number of episodes submitted to the run Spell Count The number of spells submitted to the run FCE Error Count The number of episodes with errors Spell Error Count The number of spells with errors Run Start Date Time The data time that the run started Run End Date Time The data time that the run finished Input Filename The path and filename of the input file Input Filename The path and filename of the first output file mentioned above HRG 2008 09 Reference Costs Grouper User Manual Page 33 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service RDF path and name The path and filename of the rdf file used in the run Non Admitted Care A single input file produces seven output files 1 Fil2. Casemix Service HRG4 EF HRG4 2008 09 Reference Costs Grouper User Manual Issue Date 8 May 2009 HRG4 2008 09 Reference Costs Grouper User Manual The Casemix Service Changes and corrections are made to this manual from time to time Please check the Casemix website for the most up to date version at http www ic nhs uk hrg4groupermanual Table of Contents In Adobe Reader the Bookmarks tab can be used to show the table of contents in a separate panel Record Definition Files 3 Grouping Modes 3 Running the Grouper from the Command Line non interactive mode 3 Grouping in Interactive Mode 4 The Grouper Main Screen 8 Current Database 10 Record Definition File Wizard Step One 11 Record Definition File Wizard Step Two 12 Record Definition File Editor 14 Process File 15 Display File 16 Single Spell Grouping 17 Database Selection Screen 19 Reports 20 Subtraction of Days from Admitted Patient Care Duration 24 Picture Field Examples 25 Extract Field Example 26 Glossary 27 Contact Information 28 HRG 2008 09 Reference Costs Grouper User Manual Page 2 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Record Definition Files The grouper relies on a text file called a Record Definition File RDF to indicate the field position column number of each of the mandatory fields in the input file The entries in the RDF act as pointers so t
3. FCE Truncated Non Elective Long Stay Emergency Inpatient Bed Days by TFC and HRG4 FCE Truncated Non Elective Long Stay Non Emergency Inpatient Bed Days by TFC and HRG4 _ FCE Non Elective Short Stay Inpatient Bed Days by TFC and HRG4 FCE Non Elective Short Stay Emergency Inpatient Bed Days by TFC and HRG4 FCE Non Elective Short Stay Non Emergency Inpatient Bed Days by TFC and HRG4 T Crall MN aranana he UDA Select all Process Cancel It is crucial that the file selected in the Filename box is a previously processed non relational FCE output file the output file that has the name ending in _FCE The use of other output files will result in reports that are either blank or contain incorrect figures Note that reporting from a previously grouped file should only be done if the grouped file was produced using the same version of the HRG4 Reference Cost Grouper as that which is being used for reporting HRG 2008 09 Reference Costs Grouper User Manual Page 23 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Subtraction of Days from Admitted Patient Care Duration The Grouper facilitates the subtraction of days for Critical Care Rehabilitation and Specialist Palliative Care from finished Consultant Episode and Hospital Provider Spell durations Where the user populates the input data fields with numbers representing the appropriate days of
4. HRGs where there is more than one daily HRG the field consists of an HRG followed by an asterisk followed by the number of days rather than the HRG repeated for every day E g VC182Z 20 indicates VC18Z for 20 days 4 File filename spell csv This file could be considered semi relational It contains one row per spell However it also contains all of the SSCs generated for the spell in a flat HRG 2008 09 Reference Costs Grouper User Manual Page 30 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service structure like unbundled HRGs in the FCE output The FCE input data is not reproduced The row number in the first column refers to the first row number in the sort or FCE output and will always be the first episode in the spell after sorting RowNo The key into other files Unless all spells in the input data each consist of a single episode RowNo in the spell file is not continuous i e some numbers are absent SpellHRG The spell level Core HRG The first of the spell level output Be careful to avoid double counting when using spell level fields SpellDominantProcedure DominantProcedure but at spell level SpellPDiag The primary diagnosis used when spell grouping SpellSDiag The 1st secondary diagnosis used when spell grouping SpellEpisodeCount The number of episodes in the spell SpellLoS The duration of the spell used for grouping Report
5. The Grouper can process a file using the command line and parameters below mandatory parameters are enclosed within lt angle brackets gt optional parameters are enclosed within square brackets HRGGrouper i lt Input File gt o lt Output File gt d lt Record Definition File gt l lt Grouping Logic gt h r lt report filename gt An example command line to run the grouper is shown below HRGGrouper i C Grouper Testing HRG4 1000 episodes 1000 episodes CSV o C Grouper Testing HRG4 1000 episodes 1000 episodes out csv d C Program Files IC HRG4 2008 _09 RC Grouper HRG4_sample_APC rdf l1 apc_v42rce h r APCFCEReport003 rgf r APCFCEReport005 rgf HRG 2008 09 Reference Costs Grouper User Manual Page 3 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service The available Grouping Logic parameters are apc_v42rc Admitted Patient Care nap_v42rc Non Admitted Consultations em_v42rce Emergency and Urgent Care acc_v42rc Adult Critical Care pcc_v42rc Paediatric Critical Care nec_v42rc Neonatal Critical Care Any messages generated by the application while running in command line mode such as the number of records processed are written to the HRG LOG file Before running the command the working directory must be set to the directory of the Grouper executable HRGGrouper exe Use path names for the input file the output file and the r
6. based HRG 2008 09 Reference Costs Grouper User Manual Page 11 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Record Definition File Wizard Step Two Where the user selects Create from a sample data file from the dialog box described in Step One the user is prompted to browse for the file after which the dialog box shown below is displayed Record Definition File Wizard Mandatory Fields Assigned Fields Drag items from the mandatory field list to the field below to assign them Unassign fields by PROCODET selecting them and pressing delete PROVSPNO EPIORDER Number of diagnosis codes STARTAGE a E Bs CLASSPAT ADMISORC ADMIMETH DISDEST DISMETH EPIDUR mance Number of procedure codes 12 Field 1 Field 2 Field 3 Field 4 Field 5 Field 6 Field 7 OrgCode SpellNunm EpNumn Age Sex PatCla AdmSre A area The first row of the data file is displayed in the lower part of the dialog box the preview area above it temporary field names Field 1 etc are shown The preview area automatically assigns field positions based on the comma positions in the file For Admitted Patient Care the Number of diagnosis codes and Number of procedure codes values may be edited to allow the processing of files that contain a non standard number of clinical codes Other data types allow similar increases in the numbers o
7. Casemix Service All rights reserved
8. Non elective long stay APCSpellReport010 rgf _APCSpellReport010 xml HRG 2008 09 Reference Costs Grouper User Manual Page 21 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service emergency Non elective long stay non APCSpellReport01 1 rgf _APCSpellReport011 xml emergency Non elective short stay APCSpellReport012 rgf _APCSpellReport012 xml Non elective short stay APCSpellReport013 rgf _APCSpellReport013 xml emergency Non elective short stay non APCSpellReport01 4 rgf _APCSpellReport014 xml emergency Non Admitted Consultations Report Title Command line Output file name extension Non Admitted Consultations NACReport001 rgf _NACReport001 xml Excluding Chapter WF by TFC and HRG4 Non Admitted Consultations NACReport002 rgf _NACReport002 xml Chapter WF Only by TFC and HRG4 Unbundled HRG4 Non NACReport003 rgf _NACReport003 xml Admitted Consultations Adult Critical Care Report Title Command line Output file name extension Adult Critical Care by HRG4 ACCReport001 rgf _ACCReport001 xml Emergency and Urgent Care Report Title Command line Output file name extension Emergency and Urgent Care EUCReport001 rof _EUCReport001 xml by HRG4 A amp E The user has the option of producing reports either during processing a file or as a separate operatio
9. grouping dialog box is shown below ic Single Spell Grouping Field Value Description Click to add episode PROCODET PROVSPNO EPIORDER STARTAGE MAINSPEF NEOCARE TRETSPEF Output Field Yalue Description Group UnbundleHRGs FCE Trimpoint FCEExcessB SpellHRG SpellDGVP SpellPDiag SpellSDiag SpellE pisode SpellLOS SpellT rimpoint SpellExcessB Unlike the file grouping facility the single spell grouping function does not attempt to validate input fields and will allocate an HRG provided there is sufficient information to do so i e at least a valid primary diagnosis HRG 2008 09 Reference Costs Grouper User Manual Page 17 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Clicking the Click To Add Episode header bar will open an adjacent set of columns allowing values for a second episode to be entered and grouped as part of the same spell Clicking the Group button will process the values entered and will display the HRG and other derived information in the output lower area HRG 2008 09 Reference Costs Grouper User Manual Page 18 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Database Selection Screen From the Tools menu select Select Database to open the dialog box shown below Database Selection Databa
10. instruction During processing the Grouper will apply this Extract instruction to the field and only the characters that the user has specified Click here for examples The Insert toolbar button inserts a new field in the RDF This feature is provided so that non mandatory fields can be shown using the Display File feature The Delete toolbar button removes a field from the RDF Mandatory fields cannot be deleted When the RDF is saved the user will be informed if any validation checks such as conflicting field positions have been failed These issues must be resolved before the file can be saved HRG 2008 09 Reference Costs Grouper User Manual Author Casemix Service Page 14 of 39 Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Process File From the Tools menu select Process File this opens Process File dialog box Select the input file data file using the browse button folder icon next to the input file field Note that with the default setting of Input files selected in the Files of type list the Open dialog box accessed via the browse button will list files with csv and txt extensions only Change this value to All Files if the input file has a different extension Check the Input data has headings check box if the input data includes field names in the first row Select the name and location of the output file using the
11. of the input data for the attendance including any non mandatory fields are reproduced in the output RowNo The row number field mentioned in the attend file It is unique within the file Error Message A variable number of fields containing the error message Each message is the three fields shown in the relational quality file separated by pipe symbols 4 Eile filename quality rel csv All of the error messages in relational form There will be no entries for attendances that have no errors produced RowNo The key into other files Iteration In conjunction with RowNo provides a unique key for the record Code Type The field type causing the problem Code Where populated the value of that code causing the problem Error Message Explanation of the problem 5 File filename summary csv A single row file containing details about the grouping run Grouper Version The version of the grouper that produced the run Attendance Count The number of attendances submitted to the run Attendance Error Count The number of attendances with errors Run Start Date Time The date time that the run started Run End Date Time The date time that the run finished HRG 2008 09 Reference Costs Grouper User Manual Page 36 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Input Filename The path and filename of the input file Input Filename The pat
12. the Length field So in the examples above the user will have entered the values 6 6 and 3 respectively in the Length field HRG 2008 09 Reference Costs Grouper User Manual Page 25 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Extract Field Example 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 to remove decimal points from fields in the input batch file Note that when entering the Extract instruction the Grouper can be informed 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 both the character and character should be ignored by the Grouper when processing that field Note that it is not possible to extract the comma character using this facility HRG 2008 09 Reference Costs Grouper User Manual Page 26 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Glossary CC Complications and comorbidities CSV Comma Separated Value Diag Diagnosis HRGUSER INI The HRG program initialisation file FCE Finished Consultant Episode HRG Healthcare Resource Group ICD 10 10th revision of
13. 00002 1 66 0 1 29 21 Ic 000000002 2 66 D 1 29 21 IC 000000003 1 55 2 3 29 98 IC 000000003 2 55 2 3 29 98 JIC 000000003 3 55 2 3 29 98 JIC ooo0000003 4 55 2 3 29 98 4 uu gt Current Database 1000 episodes csy The space beneath each field name allow the user to enter filter criteria to limit the records displayed based on one or more starting characters Pressing the Enter key activates the filter In the example below Y2 has been entered under OPER_5 to limit the list to those records where the OPCS code starts with Y2 OPER_02 OPER_0O3 OPER_04 OPER_05 OPER_06 OPER_O OPER_ M629 F129 C601 Y276 H319 C403 Y912 w809 W974 w502 Y268 055 M053 115 m gt Current Database 1000 episodes csv Double clicking on a record within the display opens it in the Single Spell Grouping screen HRG 2008 09 Reference Costs Grouper User Manual Page 16 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Single Spell Grouping This option allows the interactive grouping of input data The mandatory fields for the currently selected database are displayed within the upper area The user can insert data by typing into the Value column Pressing the Enter key displays the code s description where a valid code has been entered A valid record definition file must be selected in order to use single spell grouping The single spell
14. activity these will be used by the grouper to calculate modified output fields In addition the Rehabilitation and Specialist Palliative Care days are used as the multiplier for Rehabilitation and Specialist Palliative Care per diem HRGs Although the fields are mandatory in the input data i e the columns must exist in the file they may be left blank or populated with zeros where appropriate For further guidance on using this facility please see the document Guide to File Preparation which is available from the Casemix website HRG 2008 09 Reference Costs Grouper User Manual Page 24 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Picture Field Examples 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 Entering 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 are entered should not be separated by spaces and the number of characters making up the Picture should equal the value entered in
15. atabase P Record Definition Files HRG4 Ref Cost 2008_09 HRG4_sample_APC rdt v lt Log empty gt e On the main screen toolbar click on the Open RDF File button a and select an appropriate Record Definition File RDF for the database to be used for grouping Ensure that the RDF is intended for the same data type as the selected database e g if the selected database is Admitted Patient Care ensure that the RDF was designed to describe Admitted Patient Care data Failure to ensure that the data type of the RDF and the database match will lead to grouping errors HRG 2008 09 Reference Costs Grouper User Manual Author Casemix Service Page 5 of 39 Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service e In the RDF Editor the field positions for the RDF may need to be altered to match the input file check them and make any required changes Field Name Field Title Field No Picture Extract PROCODET PROCODET PROVSPNO PROVSPNO EPIORDER EPIORDER STARTAGE STARTAGE SEX SEX CLASSPAT CLASSPAT ADMISORC ADMISORC ADMIMETH ADMIMETH DISDEST DISDEST DISMETH DISMETH IDUR EPIDUR Current Database C Program Files IC HRG4 2008_09 RC Grouper HRG4_sample_APC rdf BS oon onewno e To save the revised RDF click the Save RDF File button tal and then close this tab by clicking the x in the upper right corner of the RDF tab e On the Current Da
16. bove RDF path and name The path and filename of the rdf file used in the run Neonatal Critical Care There are six output files File filename csv A single row file containing details about the grouping run File filename _ncc csv The main grouped output file File filename _quality csv Contains one row for each record that has errors File filename quality_rel csv All of the error messages in relational form File filename _sort csv A copy of the input data after it has been sorted File filename _summary csv A single row file containing details about the grouping run i ae ee Paediatric Critical Care There are six output files 1 File filename csv A single row file containing details about the grouping run 2 File filename pcc csv The main grouped output file 3 File filename quality csv Contains one row for each record that has errors HRG 2008 09 Reference Costs Grouper User Manual Page 38 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service 4 File filename quality rel csv All of the error messages in relational form 5 File filename sort csv A copy of the input data after it has been sorted 6 File filename summary csv A single row file containing details about the grouping run HRG 2008 09 Reference Costs Grouper User Manual Page 39 of 39 Author Casemix Service Copyright 2009 The Information Centre
17. browse button folder icon next to the output file field The output file is the file that will contain the grouped data Process File Input File Input File Input data has headings Browse buttons Output File Output File Reports Select all reports Deselect all reports Process Cancel When all selections have been made click the Process button to group the file A progress bar is displayed When grouping is complete the progress bar and the Process File dialog box will close the application returns to the Main Screen It is very important that the user examines the entries in the log area after grouping If grouping fails this will be reported in the log area HRG 2008 09 Reference Costs Grouper User Manual Page 15 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Display File The application provides a Display File facility accessed from the Tools menu The fields displayed using this facility are restricted to those defined in the Record Definition File The field positions pictures and extract values from the RDF are applied The output is a text file so can be opened using other applications 1000 episodes csy x PROCODET PROVSPNO EPIORDER STARTAGE SEX CLASSPAT ADMISORC ADA OrgCode SpellNum EpNum Age Sex PatCla AdmSre Adn Ic 000000001 1 34 Oo 2 99 23 Ic 000000001 2 34 0 2 99 23 IC 0000
18. e filenamel csv Contains a list of all the other files produced This file will normally be ignored 2 File filename attend csv This is sometimes known as the attendance flat output Its structure is as follows lt input data gt All of the input data for the attendance including any non mandatory fields are reproduced in the output RowNo A unique row number field applied when grouping This serves as the key for other output files NAC HRG The Core HRG for the attendance GroupingMethodFlag An indication of the grouping method used for the attendance DominantProcedure The dominant procedure used for procedure based grouping UnbundledHRGs A variable number of fields containing unbundled HRGs at episode level Unbundled HRGs are appended to the end of each record there may be zero one or more unbundled HRGs per record 3 File filename quality csv This file contains one row per attendance that contain errors Its structure is as follows lt input data gt All of the input data for the attendance including any non mandatory fields are reproduced in the output RowNo The row number field mentioned in the attend file It is unique within the file Error Message A variable number of fields containing the error message Each message is the three fields shown in the relational quality file separated by pipe symbols 4 Eile filename attend rel csv This is sometimes known as the attendance relational
19. e numbers are assigned in order according to the order of the input data the sorted input data in the case of files that are sorted prior to grouping Admitted Patient Care A single input file produces eleven output files 1 File filenamel csv A list of other output files this file is for validation only and will normally be ignored by users 2 File filename sort csv This a copy of the input data after it has been sorted into Provider Code Spell Number Episode Number order prior to grouping It also contains a unique row number added as a final column assigned after the sorting process This row number is intended to be used as the key when using relational data HRG 2008 09 Reference Costs Grouper User Manual Page 29 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service 3 File filename FCE csv This file contains both FCE and spell output fields The spell fields are repeated for each episode in the spell beware of double counting when using spell fields The file structure is as follows lt input data gt All of the input data for the FCE including any non mandatory fields are reproduced in the output RowNo The row number field mentioned in the sort file It is unique within the file FCE HRG The episode level Core HRG GroupingMethodFlag An indication of the grouping method used for the episode P procedure driven D dia
20. ecord definition file where they are located in other directories A sample batch file is shown below Cr cd C Program Files IC HRG4 2008_09 RC Grouper HRGGrouper i C Grouper Testing HRG4 1000 episodes 1000 episodes CSV o C Grouper Testing HRG4 1000 episodes 1000 episodes out csv d C Program Files IC HRG4 2008 09 RC Grouper HRG4_sample_APC rdf l1 apc_v42rce h r APCFCEReport003 rgf r APCFCEReport005 rgf Grouping in Interactive Mode Interactive mode uses the grouper s graphical user interface Start the grouper using the shortcut on the Windows Start menu Steps to group a file e Export data e g from a Patient Administration System or other computer system in comma separated text format It is strongly recommended that field names are included as the first row of the data extract this makes it considerably easier to work with the file HRG 2008 09 Reference Costs Grouper User Manual Page 4 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service e On the main screen Current Database tab select the Database that corresponds to the data type to be grouped ic HRG4 2008 09 Reference Cost Grouper File Edit Tools Help a NHS The l Information Centre for health and social care Current Database Database Description Record Definition File _ Click here Admitted Patient Care HRG4 to select r 1 d
21. ename Generally a single input file produces a number of output files User requirements determine which files are used some users may not require certain output files In most cases an output field appears in more than one file In the text below the filename supplied by the user during processing is referred to as filename Use of RowNo and Iteration Fields The role of the RowNo field is to provide a method of uniquely identifying FCEs within output files The existence of a unique identifier for FCEs allows related records to be identified in different output files For example in the case of unbundled HRGs the file filename _ub_rel csv shows the unbundled HRGs for each output row The field RowNo contains the RowNo of the matching output record in the file filename _FCE csv If these files are imported to a relational database the RowNo fields can be used as the basis from which to derive keys to allow the relationship between these records to be represented Where there is more than one related record for example where there are more than one unbundled HRGs for an FCE the field Iteration is used to differentiate between the multiple related records Examples of where Iteration is used are e aninput row may generate more than one unbundled HRG e aninput row may result in more than one data quality message There is no significance to the numerical values of Iteration th
22. f specific fields see Guide to File Preparation for details All entries in the Mandatory Fields list must be assigned to fields in the sample file Fields are assigned by dragging the name from the list to the appropriate field in the preview area Fields appear in the Assigned Fields list as they are used The screenshot below shows the process partially completed first three fields assigned HRG 2008 09 Reference Costs Grouper User Manual Page 12 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Record Definition File Wizard Drag items from the mandatory field list to the paksa dlls giras eit lle field below to assign them Unassign fields by STARTAGE PROCODET selecting them and pressing delete SEX PROVSPNO CLASSPAT EPIORDER Number of diagnosis codes 14 ETI m2 DISDEST L__ DISMETH EPIDUR MAINSPEF NEOCARE TRETSPEF BA nat Number of procedure codes PROCODET PROVSPNO EPIORDER Field 4 Field 5 Field 6 Field 7 OrgCode SpellNun EpNun Age Sex PatCla AdmSre lt Multiple fields can be selected using the SHIFT and CTRL keys in combination with mouse clicks The selected collection of fields can then be dragged to the preview area To remove an assigned field select it in the Assigned Fields list and press the Delete key The field will be returned to the bottom of the Mandatory Fields list not its original posi
23. gnosis driven DominantProcedure The dominant procedure used for procedure based grouping FCE PBC This field is populated in reference costs groupers only It contains the Programme Budgeting Category CalcEpidur The calculated episode duration This is the input Episode duration minus the number of critical care days entered ReportingEpidur The episode duration used when generating reports FCETrimpoint The episode trimpoint for the HRG allocated to the episode FCEExcessBeddays The number of days that the episode exceeds the trimpoint SpellReportFlag Used when generating reports from grouped data SpellHRG The spell level Core HRG SpellDominantProcedure DominantProcedure at spell level SpellPDiag The primary diagnosis used when spell grouping SpellSDiag The 1st secondary diagnosis used when spell grouping SpellEpisodeCount The number of episodes in the spell SpellLoS The duration of the spell used for grouping ReportingSpellLoS The length of stay used when generating reports SpellTrimpoint The trimpoint for the HRG allocated to the spell SpellExcessBeddays The number of days the spell exceeds the trimpoint SpellCCDays The number of critical care days in the spell UnbundledHRGs A variable number of fields containing unbundled HRGs at episode level Unbundled HRGs are appended to the end of each record there may be zero one or more unbundled HRGs per record For Specialist Palliative Care and Rehabilitation unbundled
24. h and filename of the first output file mentioned above RDF path and name The path and filename of the rdf file used in the run Adult Critical Care A single input file produces five output files 1 File filename csv Contains a list of all the other files produced This file will normally be ignored 2 File filename acc csv Its structure is as follows lt input data gt All of the input data for the attendance including any non mandatory fields are reproduced in the output RowNo A unique row number field applied when grouping This serves as the key for other output files ACC HRG The unbundled HRG for the ACC period All ACC HRGs are unbundled Calc CC Days The number of CC days derived from the start and end dates entered This will be 1 if there are problems with the dates CC Warning Flag Set to F for Fail if Calc_CC_Days is 1 or any of the checks mentioned below have failed This is not a part of the cruel input validation A single data row can fail here but also have a valid non U group HRG Validation Checks Calc_CC_Days CC Discharge date CC Start Date 1 Set warning flag if Calc_CC_Days 1 or CCL2 Days CCL3 Days gt Calc_CC_Days or ARSD BRSD gt Calc_CC_Days or ARSD BRSD gt CCL2 Days CCL3 Days 3 File filename quality csv This file contains one row per ACC record that contains errors Its structure is as follows lt input data gt All of the input data for the rec
25. hat the grouper knows the location of each field in the input file Each time the grouper is run the user must ensure that an appropriate RDF is selected For convenience the grouper installation includes sample RDFs one for each of the data types that the application can process These files can be found in the grouper installation folder The grouper provides methods for creating user defined RDFs see below but the user may find that the sample RDFs provided with the application are sufficient It is not necessary for the RDF to specify the positions of all the fields in the input file only the mandatory fields must be specified For a list of mandatory fields for each data type see the Guide to File Preparation document Where the input file contains fields that are not specified in the RDF the grouper simply ignores these fields during processing and passes them to the output file The only reason to specify non mandatory input fields in the RDF is where the grouper s internal file viewer is used to view output files The internal file viewer displays only those fields that are specified in the RDF Grouping Modes The grouper offers three modes of operation e Non interactive file grouping using the command line mode e Interactive file grouping using the graphical user interface e Interactive record grouping using the graphical user interface single spell grouping Running the Grouper from the Command Line non interactive mode
26. iewed using Excel 2007 or later Admitted Patient Care Automatic Adjustments in Admitted Patient Care reports During report generation one day is automatically added to the episode duration of zero length ordinary admission episodes Patient Classification 1 This is in line with NHS Reference Costs guidance This does not apply to daycases FCE Reports Report Title Command line Output file name extension FCE Daycases by TFC and APCFCEReport001 rgf _APCFCEReport001 xml HRG4 FCE Daycases APCFCEReport002 rof _APCFCEReport002 xml Diagnosis Procedure by TFC and HRG4 FCE Truncated Elective APCFCEReport003 rgf _APCFCEReport003 xml Inpatient Bed Days by TFC and HRG4 FCE Truncated Elective APCFCEReport004 rgf _APCFCEReport004 xml Inpatient Bed Days Diagnosis Procedure by TFC and HRG4 FCE Truncated Non Elective APCFCEReport005 rof _APCFCEReport005 xml Inpatient Bed Days by TFC and HRG4 FCE Truncated Non Elective APCFCEReport006 rgf _APCFCEReport006 xml Inpatient Bed Days Procedure Diagnosis by TFC and HRG4 HRG 2008 09 Reference Costs Grouper User Manual Page 20 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Report Title Command line Output file name extension FCE Excess Inpatient Bed APCFCEReport007 rof _APCFCEReport007 xml Days by TFC and HRG4 Unbundled HRG4 Admitted APCFCEReport008 rgf _APCFCERe
27. ingSpellLoS The length of stay used when generating reports SpellTrimpoint The trimpoint for the HRG allocated to the spell SpellExcessBeddays The number of days the spell exceeds the trimpoint SpellCCDays The number of critical care days in the spell SpellSSC 1 The first possible SSC produced for the spell The grouper does not check eligibility All SSCs possible are output for organisational SSC eligibility check DH guidance SpellSSC2 The second possible SSC produced for the spell SpellSSC10 The tenth possible SSC produced for the spell UnbundledHRGs An aggregate of all unbundled HRGs produced for episodes in the spell 5 File filename quality csv This file contains one row per episode for all episodes in a spell that have an error including episodes in that spell that do not have any errors those records do not have an error message This means that the user can see all of the input data and all error messages for a spell that has failed validation Its structure is as follows lt input data gt All of the input data for the FCE including any non mandatory fields are reproduced in the output RowNo The row number field mentioned in the sort file It is unique within the file Error Message A variable number of fields containing the error message Each message is the three fields shown in the relational quality file separated by pipe symbols HRG 2008 09 Reference Costs Grouper User Manual Page 31
28. n To produce reports during file processing select the required reports in the Process File dialog box This is done using the check boxes next to the report names To produce reports based on a data file that has already been grouped select Run Reports from the Tools menu This opens the Run Reports dialog box shown below which allows selection of the grouped data file and the record definition file that was used to group it Select the required reports from the list by clicking the checkboxes and click the Process button HRG 2008 09 Reference Costs Grouper User Manual Page 22 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Run Reports File Format Record Definition File Jecord Definition Files HRG 4Ref Cost 2008 OS HRG4 sample APC rdf Previously processed output file Filename Data has headings Reports FCE Daycases by TFC and HRG4 FCE Daycases Diagnosis Procedure by TFC and HRG4 FCE Truncated Elective Inpatient Bed Days by TFC and HRG4 FCE Truncated Elective Inpatient Bed Days Diagnosis Procedure by TFC and HRG4 FCE Truncated Non Elective Inpatient Bed Days by TFC and HRG4 FCE Truncated Non Elective Inpatient Bed Days Procedure Diagnosis by TFC and HRG4 FCE Excess Inpatient Bed Days by TFC and HRG4 Unbundled HRG4 Admitted Patient Care FCE Truncated Non Elective Long Stay Inpatient Bed Days by TFC and HRG4
29. of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service 6 File filename FCE rel csv This file contains the FCE level output in relational form There are a fixed number of columns RowNo FCE HRG GroupingMethodFlag DominantProcedure FCE PBC CalcEpidur ReportingEpidur FCETrimpoint FCEExcessBeddays SpellReportFlag The row number field mentioned in the sort file It is unique within this file The episode level Core HRG An indication of the grouping method used for the episode P procedure driven D diagnosis driven The dominant procedure used for procedure based grouping This field is populated in reference costs groupers only It contains the Programme Budgeting Category The calculated episode duration This is the input Episode duration minus the number of critical care days entered The episode duration used when generating reports The episode trimpoint for the HRG allocated to the episode The number of days that the episode exceeds the trimpoint Used when generating reports from grouped data 7 File filename spell rel csv This file contains the Spell level output in relational form There are a fixed number of columns One entry will be produced per spell RowNo SpellHRG The key into other files The spell level Core HRG The first of the spell level output Be careful to avoid double counting
30. ord including any non mandatory fields are reproduced in the output RowNo The row number field mentioned in the acc file It is unique within the file HRG 2008 09 Reference Costs Grouper User Manual Page 37 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Error Message A variable number of fields containing the error message Each message is the three fields shown in the relational quality file separated by pipe symbols 4 File filename quality rel csv All of the error messages in relational form There will be no entries for records that have no errors produced RowNo The key into other files Iteration In conjunction with RowNo provides a unique key for the record Code Type The field type causing the problem Code Where populated the value of that code causing the problem Error Message Explanation of the problem 5 File filename summary csv A one row file containing details about the grouping run Grouper Version The version of the grouper that produced the run ACC Record Count The number of attendances submitted to the run ACC Record Error Count The number of attendances with errors Run Start Date Time The date time that the run started Run End Date Time The date time that the run finished Input Filename The path and filename of the input file Input Filename The path and filename of the first output file mentioned a
31. output Its structure is as follows lt input data gt All of the input data for the attendance including any non mandatory fields are reproduced in the output HRG 2008 09 Reference Costs Grouper User Manual Page 34 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved RowNo NAC HRG GroupingMethodFlag DominantProcedure The Casemix Service A unique row number field applied when grouping This serves as the key for other output files The Core HRG for the attendance An indication of the grouping method used for the attendance The dominant procedure used for procedure based grouping File filename quality rel csv All of the error messages in relational form There are no entries for attendances that do not contain errors RowNo Iteration Code Type Code Error Message The key into other files In conjunction with RowNo provides a unique key for the record The field type causing the problem Where populated the value of that code causing the problem Explanation of the problem 6 File filename ub rel csv The unbundled HRGs produced during the run There are no entries for attendances that do not have unbundled HRGs RowNo Iteration UnbundledHRG The key into other files In conjunction with RowNo provides a unique key for the record The unbundled HRG 7 File filename summary csv A sinlge row file containing details abo
32. port008 xml Patient Care Truncated Non elective long APCFCEReport009 rof _APCFCEReport009 xml stay Truncated Non elective long APCFCEReport010 rgf _APCFCEReport010 xml stay emergency Truncated Non elective long APCFCEReport01 1 rgf _APCFCEReport011 xml stay non emergency Non elective short stay APCFCEReport012 rgf _APCFCEReport012 xml Non elective short stay APCFCEReport01 3rgf _APCFCEReport013 xml emergency Non elective short stay non APCFCEReport014 rgf _APCFCEReport014 xml emergency Spell Reports Report Title Command line Output file name extension Spell Daycases by HRG4 APCSpellReport001 rof _APCSpellReport001 xml Spell Daycases APCSpellReport002 rof _APCSpellReport002 xml Diagnosis Procedure by HRG4 Spell Truncated Elective APCSpellReport003 rgf _APCSpellReport003 xml Inpatient Bed Days by HRG4 Spell Truncated Elective APCSpellReport004 rgf _APCSpellReport004 xml Inpatient Bed Days Diagnosis Procedure by HRG4 Spell Truncated Non Elective APCSpellReport005 rgf _APCSpellReport005 xml Inpatient Bed Days by HRG4 Spell Truncated Non Elective APCSpellReport006 rgf _APCSpellReport006 xml Inpatient Bed Days Diagnosis Procedure by HRG4 Spell Excess Inpatient Bed APCSpellReport007 rgf _APCSpellReport007 xml Days by HRG4 Note there is no report 008 for Spells Non elective long stay APCSpellReport009 rgf _APCSpellReport009 xml
33. put file from within the application select Display File from the Tools menu Navigate to the location of the output file The display will be similar to the screenshot below 1000 episodes out csy PROCODET PROVYSPNO EPIORDER STARTAGE SEX CLASSPAT ADMISORC ADHA OrgCode SpellNum EpNum Age Sex PatCla AdmSre Adr IC 000000001 1 47 1 2 19 24 Ic oo0000001 2 47 1 2 19 24 IC 000000001 3 47 1 2 19 24 IC 000000002 1 32 2 5 79 13 IC 000000002 2 32 2 5 79 13 IC 000000002 3 32 2 5 79 13 IC 000000002 4 32 2 5 79 13 IC 000000003 1 59 1 4 85 23 6 lt u gt Current Database 1000 episodes out csv HRG 2008 09 Reference Costs Grouper User Manual Page 7 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service The Grouper Main Screen The Main Screen has a main menu a toolbar a tabbed display and a log area e Main Menu File Edit Tools Help File New RDF Opens the RDF Wizard Open RDF Opens a selected RDF for editing or review within the tabbed display area Save Saves a currently open RDF only available when an RDF is being edited Save As Saves a currently open RDF with the option to rename or change location only available when an RDF is being edited Exit Closes the application Edit Insert Field Inserts a new line in an RDF for user defined fields only available when an RDF is being edited Delete Field Deletes the currentl
34. screen e Tabbed Display Area This area shows screens that can be viewed by selecting the tabs at the bottom of the window when more than one of the following are open Database Selection Record Definition File Editor File Display e Log Area This area displays progress and status messages during and after grouping HRG 2008 09 Reference Costs Grouper User Manual Page 9 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Current Database ic HRG4 2008 09 Reference Cost Grouper File Edit Tools Help ea e gt EE Current Database The l Information Centre for health and social care l Log empty gt Database Admitted Patient Care HRG4 Description Record Definition File P SRecord Definition Files HRG4 Reef Cost 2008_09 HAG4_sample_APC dt The current database is shown on the main window of the application see screenshot above The user must ensure that the Database selected matches the data type of the Record Definition File and the type of data to be grouped Failure to ensure that the data type of the RDF and the database match will lead to grouping errors The Record Definition File drop down box displays any Record Definition Files that have been used within the current session The Browse button allows the user to locate Record Definition Files HRG 2008 09 Reference Costs Grouper U
35. se Database Admitted Patient Care Description Tables Table Database Version Description This dialog box provides both an alternative mechanism for selecting the current database and a way of exporting database tables The Table drop down box displays a list of data files that make up the currently chosen database Selecting one will show a brief description of it in the accompanying area Clicking Select will set the Grouper to use the selected database Clicking the Export button will export the selected table the user being prompted for a filename and location HRG 2008 09 Reference Costs Grouper User Manual Page 19 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Reports The reports are created specifically to support the NHS Reference Costs process they are not intended for any other purpose The reports are produced as xml spreadsheets these can be opened using Microsoft Excel version 2002 or later With versions of Excel prior to Excel 2007 worksheet size was limited to 65 536 rows When reports are generated from very large data sets the number of report rows may exceed this number When opening a report where the number of rows exceeds the available number of worksheet rows Excel will display an error message such as Problems During Load In this case the entire report may be v
36. ser Manual Page 10 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Record Definition File Wizard Step One Note that sample Record Definition Files are provided as part of the grouper installation program these can be found within the grouper program folder User defined RDFs allow users the flexibility of using the grouper with locally defined input file layouts Record Definition File Wizard Database Admitted Patient Care Description APC ICD10 0PCS4 Grouper Data Definition Method Create fields manually Enter field positions and characteristics directly using the Record Definition File editor Create from a sample file Visually define field positions from a sample input file A Record Definition File RDF is required by the Grouper to identify the locations of the fields in the source data The Record Definition File Wizard allows the user to create a Record Definition File The mandatory fields required in the RDF are different for each database The Create fields manually option allows the user to use a grid to define field positions and attributes To jump straight to the RDF editor select this option and click the Next button The Create from a sample file option allows the user to create an RDF interactively using a sample data file Clicking Next will prompt the user to select the file on which the RDF is to be
37. tabase tab see screenshot above select the RDF by clicking the Browse button and navigating to the required RDF From the Tools menu select Process File this opens Process File dialog box Select the input file the data to be grouped using the browse button folder icon next to the input file field Check the Input data has headings check box if the input data includes field names in the first row e Select the name and location for the creation of the output file using the browse button folder icon next to the output file field The output file is the file that will contain the grouped data e When all selections have been made click the Process button to produce the grouped output file A progress bar is displayed When grouping Admitted Patient Care data grouping is preceded by a data sorting phase a separate progress bar is shown for sorting e When grouping is complete the Process File dialog box will close and the application returns to the Main Screen e It is very important that the user examines the entries in the log area after grouping If grouping fails this will be reported in the log area HRG 2008 09 Reference Costs Grouper User Manual Page 6 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service e Note that the output file is a text file and may therefore be opened using a variety applications e To open the out
38. the International Classification of Diseases OPCS 4 4th revision of Office of Population Censuses and Surveys Classification of Procedures PAS Patient Administration System PBC Programme Budgeting Categories PDiag Primary diagnosis PProc Primary procedure Proc Procedure RDF Record Definition File SSC Specialised Services Code Record Definition File The file defining the format of the data to be processed by the Grouper Ww with w o without HRG 2008 09 Reference Costs Grouper User Manual Author Casemix Service Page 27 of 39 Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Contact Information This software and associated materials are the Copyright of the NHS Information Centre for Health and Social Care Help is available for both technical and general queries from the NHS Information Centre for Health and Social Care contact centre Telephone 0845 300 6016 Monday Friday 9am 5pm Email enquiries ic nhs uk http www ic nhs uk casemix HRG 2008 09 Reference Costs Grouper User Manual Page 28 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service Appendix Output Files The output files aim to meet the needs of those familiar with relational data as well as those who require non relational files Specific relational outputs include _rel as a part of the output fil
39. tion When all fields have been assigned click OK to proceed The RDF will be opened in the RDF editor allowing checking and any required amendments HRG 2008 09 Reference Costs Grouper User Manual Page 13 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved Record Definition File Editor The Casemix Service Field Name Field Title Field No Picture Extract PROCODET PROCODET 1 PROVSPNO PROVSPNO 2 EPIORDER EPIORDER 3 STARTAGE STARTAGE 4 SEX SEX 5 CLASSPAT CLASSPAT 6 ADMISORC ADMISORC 7 ADMIMETH ADMIMETH 8 DISDEST DISDEST g DISMETH DISMETH 10 IDUR EPIDUR 11 Curent Database C Program Files ICK HRG4 2008_09 RC Grouper HRG4_sample_APC rdf The RDF Editor provides a manual method of assigning field positions and attributes Field Name Field abbreviation This is for internal use and cannot be changed Field Title Field description can be edited by the user to show a meaningful name for the field Field No The field position in a comma separated input file with the first field being number one Picture Allows the user to provide filtering instructions to the Grouper by describing a Picture of the field During the processing the Grouper will apply this picture to the field and only use the specified characters Click here for examples Extract Allows the user to provide filtering instructions to the Grouper by describing an Extract
40. ut the grouping run Grouper Version Attendance Count Attendance Error Count Run Start Date Time Run End Date Time Input Filename Input Filename RDF path and name Emergency Medicine The version of the grouper that produced the run The number of attendances submitted to the run The number of attendances with errors The date time that the run started The date time that the run finished The path and filename of the input file The path and filename of the first output file mentioned above The path and filename of the rdf file used in the run A single input file produces five output files HRG 2008 09 Reference Costs Grouper User Manual Page 35 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service 1 File filename csv Contains a list of all the other files produced This file will normally be ignored 2 File filename attend csv This is sometimes known as the attendance flat output Its structure is as follows lt input data gt All of the input data for the attendance including any non mandatory fields are reproduced in the output RowNo A unique row number field applied when grouping This serves as the key for other output files EM _HRG The Core HRG for the attendance 3 File filename quality csv This file contains one row per attendance that have errors Its structure is as follows lt input data gt All
41. when using spell level fields SpellDominantProcedure DominantProcedure but at spell level SpellPDiag The primary diagnosis used when spell grouping SpellSDiag The 1st secondary diagnosis used when spell grouping SpellEpisodeCount The number of episodes in the spell SpellLoS The duration of the spell used for grouping ReportingSpellLoS The length of stay used when generating reports SpellTrimpoint The trimpoint for the HRG allocated to the spell SpellExcessBeddays The number of days the spell exceeds the trimpoint SpellCCDays The number of critical care days in the spell HRG 2008 09 Reference Costs Grouper User Manual Page 32 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service 8 File filename quality rel csv All of the error messages in relational form There will be no entries for FCEs or Spells that have no errors produced RowNo The key into other files Iteration In conjunction with RowNo provides a unique key for the record Code Type The field type causing the problem Code Where populated the value of that code causing the problem Error Message Explanation of the problem 9 File filename ssc_rel csv The SSCs produced during the run There will be no entries for Spells that have no SSCs produced RowNo The key into other files In this case it will be the row number associated to the spell first episode in the spell
42. y selected user defined field in an RDF only available when an RDF is being edited Tools Process File Opens the Process File dialog box Display File Opens a selected file within the tabbed display area Single Spell Opens the Single Spell Grouping screen Run Reports Opens the Run Reports dialog box Select Database Opens the Database Selection dialog box Help Index Opens the user manual Latest User Manual Opens a web page where the latest user manual can be opened or downloaded About Opens the About screen to display application version and contact information HRG 2008 09 Reference Costs Grouper User Manual Page 8 of 39 Author Casemix Service Copyright 2009 The Information Centre Casemix Service All rights reserved The Casemix Service e Toolbar eal S O alaa o New RDF Opens the RDF Wizard al Open RDF Opens a selected RDF for editing or review within the tabbed display area H Save Saves a currently open RDF only available when an RDF is being edited Insert Field Inserts a new line in an RDF for user defined fields only available when an RDF is being edited 8 Delete Field Deletes the currently selected user defined field in an RDF only available when an RDF is being edited gt Process File Opens the Process File window al Run Reports Opens the Run Reports box al Display File Opens a selected file within the tabbed display area je Single Spell Grouping Opens the Single Spell Grouping
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