Road Test Grouper User Manual.
Contents
1. Appendices Appendix A 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 Relational outputs include _rel as a part of the output filename 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 ln most cases an output field appears in more than one file Use of RowNo and Iteration Fields The RowNo field provides a unique identifier for FCE records This allows records in different output files to be linked For example for Admitted Patient Care in the case of unbundled HRGs the file name 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 name 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 Note that depending on the files role in a relationship with other file RowNo may not contain consecutive values i e there may be values missing this is by design 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 Exampl2. Error Message Description of the error name _summary csv A single row file containing details about the grouping session Grouper Version The version of the grouper that produced the output files Database Version The grouper s internal HRG database version ACC Period Count The number of records submitted Periods Error Count The number of records having errors Run Start Date Time The date and time that the grouping session started Run End Date Time The date and time that the grouping session finished Input Filename The path and filename of the input file Output Filename The path and filename selected by the user RDF path and name The path and filename of the Record Definition File used for grouping Neonatal Critical Care There are six output files File Name Field Name Comment name csv A list of other output files this file is for validation only name _sort csv A copy of the input data after it has been sorted lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above name _ncc csv The main grouped output file lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields a
3. Where the error relates to the absence of a code for example a missing primary diagnosis the central code section of the error message is blank Error Types There are three types of errors Field Validation Errors These are generated where field values are missing or outside the accepted range of values Example error messages of this type are ICD Primary diagnosis is blank Bt ICD XX68 Code not recognised in DIAG 01 OPCS C992 Code not recognised in OPER 02 Spell Validation Errors These result from cross checks across records in a spell For example where consistency checks for sex code or age are failed SEX Not the same in all episodes in the spell AGE Falls in FCEs in this Spell Please note that the NHS Data Dictionary states that A known EPISODE NUMBER can be between 01 to 87 the Grouper does not recognise spells containing more than 87 episodes Clinical Coding Errors Most of these result from the use of clinical codes that do not exist in the coding system violate clinical coding convention or are not useful resource indicators for HRG grouping Clinical coding errors produce error messages that contain error category codes these are described in the following section Error Categories The error categories are used mainly for clinical coding errors Critical Care grouping error descriptions also include error category codes UZ01 Invalid Primary Diagnosis
4. above FCE_HRG The episode HRG GroupingMethodFlag The grouping method used for the episode P Procedure driven D Diagnosis driven M Multiple trauma DominantProcedure The dominant procedure used for procedure based grouping FCE_PBC Programme Budgeting Code CalcEpidur The calculated episode duration This is the input Episode duration minus the number of days in the input field CRITICALCAREDAYS ReportingEpidur This field is populated by Reference Costs groupers only FCETrimpoint This field is populated by Reference Costs groupers only FCEExcessBeddays This field is populated by Reference Costs groupers only SpellReportFlag Used in Reference Costs groupers when generating reports from grouped data SpellHRG The spell HRG SpellGroupingMethodFlag The grouping method used for the spell P Procedure driven D Diagnosis driven M Multiple trauma SpellDominantProcedure The dominant procedure for the spell File Name Field Name Comment SpellPDiag The primary diagnosis used when spell grouping SpellSDiag The first secondary diagnosis used when spell grouping SpellEpisodeCount The number of episodes in the spell SpellLoS The spell duration used for grouping This is the total of the CalcEpidur fields for the episodes in the spell ReportingSpellLoS This field is populated by Reference Costs gr
5. The date and time that the grouping session finished Input Filename The path and filename of the input file Output Filename The path and filename selected by the user RDF path and name The path and filename of the Record Definition File used for grouping Paediatric Critical Care There are six output files File Name Field Name Comment name csv A list of other output files this file is for validation only name _sort csv A copy of the input data after it has been sorted lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above name _pcc csv The main grouped output file lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above PCC_HRG The unbundled HRG for the PCC day All PCC HRGs are unbundled name _quality csv Contains one row for each record that has errors lt input data gt All of the input data for the record including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above Error Message A variable number of fields each consisting of Code Type Code and Error Message separated by pipe symbols name quality _rel csv Al
6. Use of RowNo and Iteration Fields above NRD_HRG The HRG for the dialysis record name _quality csv Contains one row for each record that contains errors lt input data gt All of the input data for the record including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above Error Message name _quality_rel csv A variable number of fields each consisting of Code Type Code and Error Message separated by pipe symbols All of the error messages in relational form There are no entries for records that do not contain errors RowNo See the section Use of RowNo and Iteration Fields above Iteration See the section Use of RowNo and Iteration Fields above Code Type The type of code that has failed validation Code The value of the code that has failed validation Blank where the code is missing from the input data Error Message Description of the error name _summary csv A single row file containing details about the grouping session Grouper Version The version of the grouper that produced the output files Database Version The grouper s internal HRG database version NRD Record Count The number of records submitted NRD Record Error Count The number of records having errors Run Start Date Time The date and time that th
7. item on the File menu Using the Record Definition File Wizard Step One The first step in the wizard has two components e Selecting the database the type of data file with which the RDF will be used e g Admitted Patient Care e Selecting of the method of creating the RDF either manually or by using a sample file as a template RT 1112 The Casemix Service Record Definition File Wizard Database Admitted Patient Care HRG4 Description APC ICD10 0PCS4 Road Test Grouper 11 12 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 The Create fields manually option allows the user to use a grid to define field positions and attributes Selecting this option and clicking the Next button jumps straight to the RDF editor grid see section Record Definition File Editor The Create from a sample file option allows the user to create an RDF interactively using a sample data file Selecting this option and clicking Next will prompt the user to select the sample data file on which the RDF is to be based see step two below HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 17 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All
8. For grouping it is not necessary for the RDF to specify the position of every field in the input file only the positions of the mandatory fields need to be specified For a list of mandatory fields for each data type see the Guide to File Preparation document which is available from the downloads section of the Casemix website For certain data items the RDF can specify the number of repeated fields that exist in the input file For example in Admitted Patient Care the number of procedure codes listed in the RDF is 12 by default Where user s data contains more than 12 procedure codes additional procedure code fields can be included in the RDF The number of fields cannot be decreased only increased beyond the default value The RDF wizard provides the facility to increase these fields where appropriate Where the input file contains fields that are not specified in the RDF the grouper ignores these fields during processing and passes them to the output file The Record Definition File Editor provides the facility to insert fields into the RDF doing so is not necessary for grouping The only reason to specify additional input fields in the RDF is where the grouper s internal file viewer will be used to view the output files the internal file viewer displays only those fields that are specified in the RDF Record Definition File Wizard The Record Definition File Wizard helps the user to create an RDF It is accessed via the New RDF
9. UZ01 indicates an invalid primary diagnosis This means that the diagnosis code is present but it should not be used in a primary position according to the clinical coding conventions For example ICD Z509 UZ01 Invalid Primary Diagnosis in DIAG_01 Z509 Care involving use of rehabilitation procedure unspecified UZ02 Poorly Coded Primary Diagnosis UZO indicates a poorly coded primary diagnosis The diagnosis code is valid as a primary diagnosis but is too vague to determine the resource use For example ICD T140 UZ02 Poorly Coded Primary Diagnosis in DIAG_01 T140 Superficial injury of unspecified body region UZ03 Diagnosis Conflicts with Age UZ03 indicates that a paediatric primary diagnosis has been recorded for an adult patient age 19 years and over For example ICD P704 UZ03 Diagnosis Conflicts with Age in DIAG 01 P704 Other neonatal hypoglycaemia UZ04 Diagnosis Conflicts with Anatomical Site UZ04 indicates an invalid combination of primary diagnosis and anatomical site This only applies to specific musculoskeletal codes entered at 5th digit level For example Q ICD M6607 UZ04 Diagnosis Conflicts with Anatomical Site in DIAG 01 M6607 Rupture of popliteal cyst Ankle foot UZ05 Invalid Dominant Procedure UZOS indicates an invalid dominant procedure e g an anatom
10. checkbox is checked Process File Input File Input File C Shrq_data HRG4 Grouper APC sample csv Input data has headings Output File Output File C hrg_dataoutput csv Add headings to output data Reports Select all reports p Cancel HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 11 of 62 Date 14 Dec 2010 Author The Casemix Service Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 1112 The Casemix Service 11 Click the Process button this initiates HRG grouping A progress bar shows the file being sorted The sample file contains very few records so the sorting phase is brief Processing Sorting file Processing Processing file Cancel 12 When grouping is complete the progress bar and the Process File form will close and the application returns to its main screen The log area shows the status of the grouping session including the number of records grouped ic HRG4 2011 12 Road Test Grouper File Edit Tools Help e Ii 6 EI E i Current Database Database Admitted Patient Care HRG4 ine Description 4 Road 1 Information Centre for health and social care EE o Record Definition File HRG4_sample_AP rdf Browse i Rinz 24 Nov 2010 15 07 35 Processing Be hrg_data HAG4 Grouper APC sample csv 24 Nov 2010 15 07 37 Processed 100 records
11. fields RowNo See the section Use of RowNo and Iteration Fields above NAC_HRG The attendance HRG GroupingMethodFlag The grouping method used for the attendance DominantProcedure The dominant procedure used for procedure based grouping name _quality_rel csv All of the error messages in relational form There are no entries for attendances that do not contain errors RowNo See the section Use of RowNo and Iteration Fields above File Name Field Name Comment Iteration See the section Use of RowNo and Iteration Fields above Code Type The type of code that has failed validation Code The value of the code that has failed validation Blank where the code is missing from the input data Error Message Description of the error name _ub_rel csv The unbundled HRGs There are no entries for attendances that do not have unbundled HRGs RowNo See the section Use of RowNo and Iteration Fields above Iteration See the section Use of RowNo and Iteration Fields above UnbundledHRG The unbundled HRG name _summary csv A single row file containing details about the grouping session Grouper Version The version of the grouper that produced the output files Database Version The grouper s internal HRG database version Attendance Coun
12. k ke kk KK KK KK A 16 Record Definition File EdilOr EE EE Eka kk kk k k K k kK KA KAK KK KK AA 20 Subtraction of Days from Admitted Patient Care Duration 21 na ee ec iar ie r lb r gm 22 Single Spell GroOUDi I g EEEEEEEE EEE kek kk k K k Kak A KK KAKA KAKA KAKA KK KAK KK KK A KK KAK KIR 23 Running the Grouper from the Command Line E Ek kek 25 The Grouper Main Screen kek kk kk k k K k E KK KK KK KK KK KK KK KK KK ennen 27 Process File carene o e gt o gt o nJ h eeeewwrernr 29 Displaying FI 6S i s y k a aals a lkekias linik k k eu ened al k ada dank kena kk haaa ka nan kb danka a kenl ka nada kasa anka k 31 PIC TUNE SS MNE AE KARE SEXE E NENA N a r r rrr rrr 35 EAM MSE ata deine az a Maa A PAR Den Eek ay cha Sea asd 37 Database Selection Screen kk kek K k k K k kK kK KK KK KK 39 RPMI Database eek Eic kcaclyadla ck ieie binika nebina kana b r kann bn sa lank ne bana beke daka nune kek henka yan 40 PISO arcs ie osseeee A E cecereeeetusaostes 41 Appendix A Output PINGS 4 yx 1 y 5x enina neieviesa rina au aiaei aea badida bes aka awi dayk dak 41 Appendix B U Groups and Error Reportilg kk kk kk kk 58 Appendix C Sample Record Definition File EE Ek kk 62 HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 2 of 62 Author The Casemix Service Date 14 Dec 2010
13. place of residence unless listed b Patient discharged on clinical advice or MAINSPEF GENERAL MEDICINE NEOCARE Not Applicable TRETSPEF GENERAL MEDICINE DIAG_01 PLA Ea a Output Field Description FCE_HRG Data invalid for grouping GroupingMet DominantPro FCE_PBC PBCO2U1 D Error Field Value Error Message CLASSPAT 6 Code not recognised Code not recognised in DIAG_0O1 The upper area is for data input the central area is used to display the output HRGs etc and the lower area is used to display any error messages When the form is first displayed the data input area is populated with default values for the currently selected database s mandatory fields HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 23 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved The user can add or edit data in the Value column the Enter key must be pressed after adding or editing a value otherwise the grouper will ignore the new value Where the item has a related text description this is displayed in the Description column when a valid code has been entered Clicking the Click to add episode header bar will open an adjacent set of columns allowing values for additional episodes to be entered and grouped as part of the same spell This is appropriate only when grouping Admitted Patient Care records
14. sample data file downloaded from the Casemix web site Look in ar Recent My Network O hrg_data Z HRG4 Grouper APC sample csy File name HRG4 Grouper APC sample csy Files of type Input file Click the Open button HRG4 2011 12 Road Test Grouper User Manual v1 0 Author The Casemix Service Cancel Page 8 of 62 Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 1112 The Casemix Service The Input File box on the Process File form will now display the path and filename for the input data file Process File Input File Input File C hrg_data HRG4 Grouper APC sample csy C Input data has headings Output File Output File Add headings to output data Reports Select all reports Deselect all reports Process Cancel 8 Ensure that the Input data has headings check box is checked Process File Input File Input File Cc hrq_dataS HRG4 Grouper APC sample csyv Input data has headings Output File Add headings to output data Output File Reports Select all reports S Process Cancel HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 9 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved 9 Click the browse button folder ico
15. that field should be ignored in grouping The application does not consider a series of characters as a string of characters to be ignored as a unit each character entered is ignored wherever it appears in the input field Notes The characters specified will be ignored wherever they appear in the input data field There is no relationship between the position of the character in the extract field and the position of the characters in the input field All occurrences of the characters are affected e Extract is applied prior to data validation e Extract applies to file processing only it does not affect single spell grouping HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 37 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved Bt Extract Field Examples In the examples below the characters are shown surrounded by double quotes for clarity The data entered in the Extract column should not include double quotes unless it is intended that double quotes are ignored in grouping Example 1 Entering an Extract character of informs the application that all occurrences of the full stop should be ignored when processing that field This is a convenient way to remove decimal points from a field in the input file An input field containing the character string abc d will be interpreted by the application as abcd Exampl
16. that the grouper can process thus a different RDF is required for each data type RDFs can be created and edited from within the grouper application The grouper provides a wizard to assist in the creation of RDFs and an editor to view and modify existing RDFs These facilities are described later in this document Once created custom RDFs can be used repeatedly The grouper installation includes a number of sample RDFs these can be found in the grouper application installation folder typically within C Program Files NHS IC The files are File Name Data Type HRG4_sample_APC rdf Admitted Patient Care HRG4_sample_NAC rdf Non Admitted Consultations HRG32_sample_A amp E rdf Accident and Emergency HRG v3 2 part of HRG v3 5 HRG4_sample_EM rdf Emergency Medicine HRG4_sample_NRD rdf Renal Dialysis National Renal Dataset HRG4_sample_ACC rdf Adult Critical Care HRG4_sample_PCC rdf Paediatric Critical Care HRG4_sample_NCC rdf Neonatal Critical Care Appendix C shows a listing of one of the sample record definition files When grouping a data file there are two possible sources for the RDF A custom user created RDF that matches the field order of the input data file One of the sample RDFs provided with the grouper installation In order to use a sample RDF for grouping the user s input data file must match exactly the field order in the appropriate sample RDF
17. the browse button folder icon next to the output file field Add headings to output data Check this box if the grouper should add field names for grouper generated fields in the first row of the output files Reports Unlike Reference Costs groupers Road Test groupers do not produce reports thus the Reports list is not available RT 1112 The Casemix Service Process File Input File Input File P HRG Data HRG4 100 E pisodes apc1 OO csv Input data has headings Output File Output File P SHRG Data HRG44100 Episodes out csv Add headings to output data Reports Process Cancel Process Button When all selections have been made clicking the Process button initiates grouping of the input file A progress bar is displayed When grouping is complete the progress bar and the Process File form close and 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 HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 30 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 1112 The Casemix Service Displaying Files Grouper output files are comma separated csv text files and thus can be opened using a variety of applications Displaying Files in Microsoft Excel Us
18. the command line such as specifying a non existent input file cause an entry to be created in the HRG LOG file In addition a non zero exit code is returned This means that a batch file or command file can check whether a command has passed validation by checking the value of errorlevel A sample batch file using the grouper s command line interface is shown below echo off C cd C Program Files NHS IC HRG4 2011_12 RT Grouper HRGGrouper i C hrg_data HRG4 Grouper APC sample csv o C hrg_data output csv d C Program Files NHS IC HRG4 2011_12 RT Grouper HRG4_sample_APC rdf l1 apc_v44rt h F SERRORLEVELS NEQ 0 echo Error in command please check hrg log Pause The Grouper Main Screen The Main Screen consists of a main menu a toolbar a tabbed display and a log area Main Menu Menu Menu ltem File New RDF Open RDF Save Save As Exit Edit Insert Field Delete Field Tools Process File Single Spell Display File Help Run Reports Select Database Latest User Manual About Function Opens the RDF Wizard Opens a selected RDF for editing or review within the tabbed display area Saves a currently open RDF only available when an RDF is being edited Saves a currently open RDF with the option to rename or change location only available when an RDF is being edited Closes the application Inserts a new line in an RDF for user defined
19. to calculate modified output fields Although these input fields are mandatory i e the columns must exist in the input data file they may be left blank or populated with zeros where appropriate For further guidance on using this facility please see the Guide to File Preparation document which is available from the Casemix website RT 1112 The Casemix Service Reports Unlike Reference Costs groupers Road Test groupers do not produce reports Reporting buttons and screens are visible in the Road Test Grouper application but are not functional HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 22 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 1112 The Casemix Service Single Spell Grouping Single spell grouping facilitates grouping of individual records using data manually entered by the user This can be useful when exploring how certain combinations of clinical codes lead to the derivation of HRGs A database and a matching record definition file must be selected in the grouper s main screen in order to use single spell grouping Selecting Single Spell from the Tools menu displays the Single Spell Grouping form shown below ic Single Spell Grouping FCE 1 Field Description Click to add episode PROVSPNO EPIORDER STARTAGE Male Usual place of residence unless listed b Waiting list Usual
20. validation the grouper derives the HRG UZ01Z Data Invalid for Grouping For single episode spells where the episode fails validation the error HRG is derived at both episode and spell level For multi episode spells that contain a mixture of episodes that pass validation and episodes that fail validation the error HRG is derived for each episode that fails validation and for every episode in the spell at spell level Details of all errors encountered are reported in a grouper output file called the quality file The output file listings in Appendix A include a description of the quality file for each of the data types processed by the grouper The Guide to File Preparation document describes the grouper s field validation Details of clinical coding validation can be found in the chapter summary documentation for chapter UZ Undefined Groups which can be downloaded from the Casemix website at www ic nhs uk services the casemix service using this service reference downloads Error Message Format The error messages in the quality file are in three sections the sections being separated by a pipe character The format is as follows Code Type Code Error Description Code Type identifies the field or field type code is the unrecognised value where a value exists and Error Description explains the nature of the error For example ICD P102 UZ03 Diagnosis Conflicts with Age in DIAG_ 01
21. where the spell HRG of a multi episode spell may differ from the HRGs of the constituent records Clicking the Group button will process the values entered and will display the HRG and other derived information in the output area Users should be aware that the order of clinical codes can affect the HRG derived Where input data fails the grouper s validation the HRG UZ01Z Data Invalid for Grouping is derived the field s that failed validation being displayed in the lower area of the window Running the Grouper from the Command Line Command line refers to the character based command shell user interface provided with Microsoft Windows The Grouper can process a file using the command line and parameters shown below Mandatory parameters are enclosed within lt angle brackets gt optional parameters are enclosed within square brackets The command line takes the form HRGGrouper i lt Input File gt o lt Output File gt d lt Record Definition File gt l1 lt Grouping Logic gt h t The command line parameters all consist of a hyphen followed by a lower case letter are i The path and filename of the input file o The path and filename of the output file d The path and filename of the record definition file 1 The grouping logic see below for accepted values h Optional Where present indicates that the input file has a header row field names When absent indicates th
22. 100 grouped 100 0 ungrouped 0 24 Nov 2010 15 07 37 Process complete 13 Open Windows Explorer or My Computer and browse to the folder created at the beginning of this process Double click the file named output_fce csv the file should open in HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 12 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved the file to see the columns that the grouper has appended RT 112 The Casemix Service Excel if not see Displaying Files in the reference section of this document The file is a copy of the input data file with HRGs and other related columns appended scroll to the far right of RowNo FCE_HRG GroupingMethodFlag DominantProcedure FCE_PBC CalcEpidur 1 MADIZ 2 LAQSE Ea 3 GAD5A 5 4 EB01Z 6 5 QZD1A 6 FZ05B 8 7 AA2IZ 9 8 HB14B o0 TI T TJ O TI O TU HRG4 2011 12 Road Test Grouper User Manual v1 0 Author The Casemix Service P322 J572 L212 G301 A299 W396 PBCO220C PBCD217B PBCO204x PBCO210x PBC0209X PBC0215X PBCO216x PBCO201x 209 7 55 1 88 190 27 134 Page 13 of 62 Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved Grouping Your Own Data The walk through above should help you feel comfortable with the grouping process In order to group your own data co
23. 9 OPER_09 37 OPER_10 OPER_10 38 OPER_11 OPER_11 39 OPER_12 OPER_12 40 CRITICALCAREDAYS CRITICALCAREDAYS 41 REHABILITATIONDAYS REHABILITATIONDAYS 42 SPCDAYS SPCDAYS 43 HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 62 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved
24. Casemix Service HRG4 HRG4 2011 12 Road Test Grouper User Manual 14 December 2010 RT i112 The Casemix Service HRG4 2011 12 Road Test Grouper User Manual Table of Contents Copyright Information cies ci cen ceded kek kk kk dined ka kk kK KK KK KK KK KK KK KK KK KA kK kK KA 3 e airs es m6 nl cd n n r rrr Db 3 About IRiS ManU l4 y x 1x 54 55 5455 5ss bosub ss bese eske ceba bese rni e ern sens n nb inr in nb nerin Eier nen ey neke 3 Section One Grouping Essentials EE Ek kk kk kk k kK kK A KAKA KAKA KA 4 Installing the Gropen si i x1 y y y1 23 xixayk sa yiya kana niya ya yak a yak da y da a we Hi yA d na k bu A k renk n k xuwa 4 File CONG gi ets eins corse ese acdc sete ede ewes dle pce ee aer EN cad raaa fede be eenedenen oe nete aden 4 File Grouping Walk ThrotU 4 4 44 4 45 1 24 x kix day ax n aaaea yake da Kde siran kaka n 4 Grouping Your Own Data ii kk kk kk k k k k KK kK KK KK KK KK KA KK KK KK KK KK KK KK 14 Section Two ReferenCe EEiuiimEEEEEE kk ke kk kk KK K k KK A KK KK KAK KK AKA K KK KK KK KK KA tenent 15 Input Data tcc dka dakae hida kanal avaa aaldek kala wa kaka dak k ala Wali ada Kal kaleka da aa aalalka d 8 15 Record Definition FileS E ELi dtd ected tide kk kk kk kk ka KK kk KK KK KK KK KK KK KK KK A lA 15 Record Definition File Wizard Em Ek kk kk k K
25. Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved Copyright Information The HRG4 grouper software and associated materials are the Copyright of the NHS Information Centre Contact Information If you have any queries about using the grouper application or about Healthcare Resource Groups please direct them to NHS Information Centre s Contact Centre Telephone 0845 300 6016 Monday Friday 9am 5pm Email enquiries ic nhs uk Supporting documentation for HRG4 is available from our website at www ic nhs uk casemix About This Manual The first section of this manual is a quick introduction to using the HRG4 2011 12 Road Test Grouper this section is sufficient get you started using the application The second section is reference material that describes aspects of the grouper application in more detail Section One Grouping Essentials Installing the Grouper If you don t feel confident to carry out the grouper installation process or you do not have permission to install applications on your employer s computer then you should contact your IT department about installation To install the grouper download the HRG4 2011 12 Road Test Grouper installation file from the Casemix website to a suitable location on a local or network drive The grouper installer is downloaded as a compressed file zip Once downloaded extract the file from the zip file one way is to right click t
26. Files NHS IC HRG4 2011 12 RT Grouper HRG4 sample APC rdf NHS Field Name Field Title Field No Extract PROCODET PROCODET PROYSPNO PROVYSPNO The i EPIORDER EPIORDER Information STARTABE STARTAGE Centre SEX SEX for health and social care CLASSPAT CLASSPAT ADMISORC ADMISORC ADMIMETH ADMIMETH DISDEST DISDEST RT mnz DISMETH DISMETH EPIDUR EPIDUR Xal Current Database C Program Files NHS IC HRG4 2011_12 RT Grouper HRG4_sample_APC rdf k j 2 e gg e q n Log empty gt Picture allows the user to provide filtering instructions for each field by describing a character template During file processing the application will apply this template to the field by selectively ignoring characters in specific positions within a data field An A character indicates a character position to be included in grouping and a full stop indicates a character position to be ignored in grouping The picture will be imposed on the data field prior to grouping i e the grouping algorithm is provided with the modified version of the field contents To use Picture enter a character template in the Picture column of the Record Definition File RDF using the grouper s built in RDF editor accessed via the File Open RDF menu item Notes The characters in Picture should not be separated by spaces e Quote marks should not be included Picture can be used with alpha and numeric fields Where th
27. at the first row in the file is a data row t Optional Where present turns off the generation of output file header rows field names If this parameter is omitted then each of the output files will contain a header row Where there are spaces in paths or filenames for parameter values the parameter value must be enclosed within double quotes The available Grouping Logic parameters are apc_v44rt Admitted Patient Care nap_v44rt Non Admitted Consultations em_v44rt Emergency Medicine HRG4 ae_v44rt Accident and Emergency v3 2 HRG v3 5 nrd_v44rt Renal Dialysis National Renal Dataset acc_v44rt Adult Critical Care ncec_v44rt Neonatal Critical Care pcc_v44rt Paediatric Critical Care Although the Grouping Logic parameters listed above are the names of tre files in the grouper installation folder the path to the file must not be included in the 1 parameter the parameter should be used only as listed above Before running the grouper from the command line the working directory should be set to the directory of the appropriate grouper executable HRGGrouper exe Use full path names for the input file the output file and the record definition file where they are located in other directories Messages generated by the application while running in command line mode e g the number of records processed are written to the HRG LOG file in the grouper s installation folder RT 1112 ha Casen Servic Errors in
28. bove NCC_HRG The unbundled HRG for the NCC day All NCC HRGs are unbundled name _quality csv Contains one row for each record that has errors lt input data gt All of the input data including any non mandatory fields RowNo Error Message See the section Use of RowNo and Iteration Fields above A variable number of fields each consisting of Code Type Code and Error Message separated by pipe symbols name _quality_rel csv All of the error messages in relational form RowNo See the section Use of RowNo and Iteration Fields above Iteration See the section Use of RowNo and Iteration Fields above Code Type The type of code that has failed validation Code The value of the code that has failed validation Blank where the code is missing from the input data Error Message Description of the error name _summary csv A single row file containing details about the grouping session Grouper Version The version of the grouper that produced the output files Database Version The grouper s internal HRG database version NCC Record Count The number of records submitted NCC Record Error Count The number of records having errors Run Start Date Time The date and time that the grouping session started File Name Field Name Comment Run End Date Time
29. e 2 Entering the characters in this field informs the application that any occurrences of both the character and the character are to be ignored by the application when processing that field An input field containing the character string 46 will be interpreted by the application as 46 RT 11 The Casemix Service Database Selection Screen The database selection form provides both an alternative way of selecting the current database and a method for exporting database tables From the Tools menu choose Select Database to open the form shown below Database Selection Database Database Admitted Patient Care HAGA Description Tables Table Database Version Description 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 HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 39 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 1112 The Casemix Service Current Database The current database is shown on the main wind
30. e date fields are considered valid This field is for warning purposes only failure of date validation does not prevent the derivation of an HRG The flag is set to F if any of the following are true e Calc_CC_Days 1 This indicates that CC Discharge Date is Before CC Start Date CC Start Date or CC Discharge Date Is blank Is not a valid date Doesn t match the required format e CCL2 Days CCL3 Days gt Calc_CC_Days e ARSD BRSD gt Calc_CC_Days e ARSD BRSD gt CCL2 Days CCL3 Days name _quality csv Contains one row for each record that contains errors lt input data gt All of the input data for the record including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above Error Message A variable number of fields each consisting of Code Type Code and Error Message separated by pipe symbols File Name Field Name Comment name _quality_rel csv All of the error messages in relational form There are no entries for records that do not contain errors RowNo See the section Use of RowNo and Iteration Fields above Iteration See the section Use of RowNo and Iteration Fields above Code Type The type of code that has failed validation Code The value of the code that has failed validation Blank where the code is missing from the input data
31. e grouping session started Run End Date Time The date and time that the grouping session finished Input Filename The path and filename of the input file Output Filename The path and filename selected by the user RT 1112 The Casemix Service File Name Field Name Comment RDF path and name The path and filename of the Record Definition File used for grouping HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 51 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved Adult Critical Care There are five output files File Name Field Name Comment name csv A list of other output files this file is for validation only name _acc csv lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above ACC_HRG The unbundled HRG for the ACC period All ACC HRGs are unbundled Calc_CC_Days The number of CC days calculated as CC Discharge Date CC Start Date 1 This will be set to 1 if there are problems with the dates CC_Warning_Flag A flag to indicate the result of the validation of CC Start Date and CC Discharge Date Possible values are F or Blank A value of F indicates a failure of date validation Where the field is blank this indicates that th
32. e number of characters in the field exceeds the number of characters specified in Picture the application will implement the Picture on the left most portion of the field HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 35 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved Bt For this reason care should be taken when using Picture with variable length fields as this may lead to unpredictable results Picture is applied prior to data validation Picture applies to file processing only it does not affect single spell grouping Picture Field Examples In the examples below the characters are shown surrounded by double quotes for clarity The data entered in the Picture column should not include double quotes Example 1 Entering a Picture of AAA AA instructs the Grouper that the first three and the fifth and sixth 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 characters four five and six should be used 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 third characters Example 4 Entering a Picture of AA indicates that the application should use only the first two characte
33. el csv Contains the Specialised Service Codes SSCs There are no records for Spells that do not have SSCs RowNo See the section Use of RowNo and Iteration Fields above Procodet The organisation code from the input file ProvSpNo The hospital provider spell number from the input file Iteration See the section Use of RowNo and Iteration Fields above SpellSSC The SSC derived for the spell name _ub_rel csv The unbundled HRGs There are no entries for episodes that do not have any unbundled HRGs RowNo See the section Use of RowNo and Iteration Fields above Iteration See the section Use of RowNo and Iteration Fields above UnbundledHRGs The unbundled HRGs name _summary csv A single row file containing details about the grouping session Grouper Version The version of the grouper that produced the output files Database Version The grouper s internal HRG database version FCE Count The number of episodes submitted Spell Count The number of spells submitted FCE Error Count The number of episodes having errors Spell Error Count The number of spells having errors Run Start Date Time The date and time that the grouping session started Run End Date Time The date and time that the grouping session finished Input Filename The path and filename of the
34. elect the file HRG4_sample_APC rdf and click the Open button Page 6 of 62 HRG4 2011 12 Road Test Grouper User Manual v1 0 Date 14 Dec 2010 Author The Casemix Service Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 1112 The Casemix Service The filename of the selected RDF will now be displayed in the Record Definition File box ic HRG4 2011 12 Road Test Grouper File Edit Tools Help amp Ii 6 EB Current Database Database Admitted Patient Care HRG4 The APC ICD10 0PCS4 Road Test Grouper 11 12 Description Information Centre for health and social care RT n2 Record Definition File HRG4_sample_APC rdf x 6 From the Tools menu select Process File this opens the Process File form Click the browse button folder icon next to the Input File field Process File Input File Input File C Input data has headings Output File Output File Add headings to output data Reports Select all reports Deselect allreports Process Cancel HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 7 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT i112 The Casemix Service 7 In the Open form select the input data file the
35. endments HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 19 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 1112 The Casemix Service Record Definition File Editor Selecting Open RDF from the File menu prompts the user to select a record definition file and opens it for editing ic HRG4 2011 12 Road Test Grouper File Edit Tools Help e ll p a g C Program Files NHS IC HRG4 2011 12 RT Grouper HRG4 sam ple A PC rdf NHS Field Name Field Title Field No Picture Extract PROCODET PROCODET PROYSPNO PROVSPNO The EPIORDER EPIORDER Information STARTAGE STARTAGE Centre SEX SEX for health and social care CLASSPAT CLASSPAT ADMISORC ADMISORC ADMIMETH ADMIMETH DISDEST DISDEST RT nnz DISMETH DISMETH 10 EPIDUR EPIDUR 11 aw Current Database C Program Files NHS IC HRG4 201 1 12 RT GrouperSHRG4_sample_APC rdf co noe ohm w lt Log empty gt The record definition file editor enables the modification of field positions and field attributes in a record definition file Field Name Field abbreviation This is for internal use and cannot be modified Field Title Field description can be edited by the user to show a locally defined name for the field Field No The field position in the input file Picture Specifies whether specific character positions in the field are used or ignored during proc
36. es 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 the 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 Output File Field Lists In the tables that follow the file name supplied by the user during processing is referred to as name the remainder of the file name is a standard suffix that is appended by the grouper Admitted Patient Care There are eleven output files File Name Field Name Comment name csv A list of other output files this file is for validation only name _sort csv A copy of the input data after it has been sorted into Provider Code Spell Number and Episode Number order prior to grouping lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above name _FCE csv Contains both FCE and spell output fields The spell fields are repeated for each episode in the spell care must be taken to avoid double counting when using spell fields lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields
37. essing See the Picture section later in this document Extract Allows the user to specify that specific characters in any position in the field are ignored during processing See the Extract section later in this document The Insert toolbar button inserts a new field in the RDF This feature is provided so that non mandatory fields in files can be shown using the grouper s Display File feature For grouping it is not necessary for the RDF to specify the positions of all the fields in the input file only the mandatory fields need to be specified 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 Any such issues must be resolved before the file can be saved HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 20 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved Bt 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 appropriate input data fields with numbers representing the relevant days of activity these will be used by the grouper
38. fields only available when an RDF is being edited Deletes the currently selected user defined field in an RDF only available when an RDF is being edited Opens the Process File form Opens the Single Spell Grouping form Opens a selected file within the tabbed display area Opens the Run Reports form Note that reports are available in Reference Costs Groupers only Opens the Database Selection form Opens a web page where the latest user manual can be opened or downloaded Opens the About screen to display application version and contact information RT 11112 Toolbar fo 5 Equivalent menu item Function Di New RDF Opens the RDF Wizard e Open RDF Opens a selected RDF for editing or review within the tabbed display area tal Save Saves a currently open RDF only available when an RDF is being edited i Insert Field Inserts a new line in an RDF for user defined fields only available when an RDF is being edited x Delete Field Deletes the currently selected user defined field in an RDF only available when an RDF is being edited Process File Opens the Process File form 3 Run Reports Opens the Run Reports box Note that reports are o available in the Reference Costs Groupers only Ei Display File Opens a selected file within the tabbed display area ETI Single Spell Opens the Single Spell Grouping form Tabbed Display Area This area shows screens that can be viewed by selec
39. he zip file and select Explore from the resulting pop up menu Double click the extracted executable file this starts the grouper installer program Follow the on screen instructions File Grouping File grouping is the process of adding HRGs and related fields to a data file This is done by e Selecting an input data file e g a month s Admitted Patient Care data Selecting a Record Definition File this tells the grouper about the input data file e Using the grouper application to append HRGs and related fields to a copy of the input data file File Grouping Walk Through This walk through takes you through process of grouping a sample data file downloaded from the Casemix website 1 Create a folder into which the sample data file will be downloaded e g C nrg_data 2 Download the sample Admitted Patient Care data file from www ic nhs uk hrg4groupermanual This link is also available from the grouper Help menu as Latest User Manual RT 112 The Casemix Service 3 Start the grouper On the main screen ensure that the Database for Admitted Patient Care is selected in the Database drop down list ic HRG4 2011 12 Road Test Grouper File Edit Tools Help A Ii ee HER Current Database Database Admitted Patient Care HRG4 APC ICD10 0PCS4 Road Test Grouper 11 12 The Information Centre for health and social care RT n2 Description Record Definition Fi
40. ical site and includes the entire Y methods of operations and Z anatomical sites codes and also a number of codes in the main body system chapters For example OPCS Y841 UZ05 Invalid Dominant Procedure in OPER 02 OPCS W450 UZ05 Invalid Dominant Procedure in OPER 02 Y841 Gas and air analgesia in labour W540 Conversion from previous prosthetic replacement of articulation of bone NEC UZ06 Poorly Coded Procedure UZ06 indicates a dominant or unbundled procedure that is too vague and unspecific to determine resource use from an HRG design perspective For example OPCS A579 UZ06 Poorly Coded Procedure in OPER 02 OPCS U019 UZ06 Poorly Coded Procedure in OPER 01 A579 Unspecified operations on spinal nerve root U019 Unspecified diagnostic imaging of whole body UZ11 Not a Neonatal Period of Care This is a general purpose grouping error for Neonatal Critical Care and is generated when the input record does not meet any of the criteria in the neonatal critical care grouping algorithm UZ12 Not a Paediatric Period of Care This is a general purpose grouping error for Paediatric Critical Care and is generated when the input record does not meet any of the criteria in the paediatric critical care grouping algorithm UZ13 ACC Grouping Error This is a general purpose grouping error for Adult Critical Care and is generated when the input record does not meet any of the criteria
41. ights reserved RT 1112 The Casemix Service All entries in the Mandatory Fields list must be assigned to fields in the sample file Fields are assigned by using the mouse to drag the field 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 some fields assigned Record Definition File Wizard Drag items from the mandatory field list to the field ee dewa alan lees below to assign them Unassign fields by i PROCODET selecting them and pressing delete PROVSPNO EPIORDER l omisorc Number of diagnosis codes 1 4 ADMIMETH gt f DiSDEST Number of procedure codes 12 DISMETH EPibuR MAINSPEF NEOCARE Drag TRETSPEF PROCODET PROVSPNO EPIORDER Field 4 Field 5 Field 6 Field 7 Fie OrgCode SpellNum EpNun Age Sex PatCla AdmSrc Adm gt 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 Mandatory Fields list at the bottom which may not be its original position When all fields have been assigned click OK to proceed The RDF will be opened in the RDF editor see next section allowing checking and any required am
42. in the adult critical care grouping algorithm Notes When one error is found in a record the grouper doesn t stop the validation process The grouping software aims to identify all errors and output them together e In Admitted Patient Care data primary diagnosis is always validated e Allclinical codes are validated against the grouper s internal database of codes RT 1112 The Casemix Service Appendix C Sample Record Definition File The screenshot below shows the Admitted Patient Care sample Record Definition File HRG4_sample_APC rdf that is provided with the grouper installation viewed from within the grouper application using Open RDF from the File menu 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 EPIDUR EPIDUR 11 MAINSPEF MAINSPEF 12 NEOCARE NEOCARE 13 TRETSPEF TRETSPEF 14 DIAG_O1 DIAG_O1 15 DIAG_02 DIAG_02 16 DIAG_03 DIAG_O3 7 DIAG_04 DIAG_04 18 DIAG_O5 DIAG_O5 19 DIAG_O6 DIAG_O6 20 DIAG_O DIAG_O 21 DIAG_O8 DIAG_O8 22 DIAG_OS DIAG_09 23 DIAG_10 DIAG_10 24 DIAG_11 DIAG_11 25 DIAG_12 DIAG_12 26 DIAG_13 DIAG_13 27 DIAG_14 DIAG_14 28 OPER_01 OPER_01 29 OPER_02 OPER_02 30 OPER_03 OPER_03 31 OPER_04 OPER_04 32 OPER_O5 OPER_05 33 OPER_O6 OPER_O6 34 OPER_O OPER_O 35 OPER_08 OPER_08 36 OPER_0
43. input file Output Filename The path and filename selected by the user RDF path and name The path and filename of the Record Definition File used for grouping Non Admitted Consultations There are seven output files File Name Field Name Comment name csv A list of other output files this file is for validation only name _attend csv lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above NAC_HRG The attendance HRG GroupingMethodFlag 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 name _quality csv Contains one row for each attendance that contains errors lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above Error Message A variable number of fields each consisting of Code Type Code and Error Message separated by pipe symbols name _attend_rel csv lt input data gt All of the input data including any non mandatory
44. ion Use of RowNo and Iteration Fields above Iteration See the section Use of RowNo and Iteration Fields above Code Type The type of code that has failed validation Code The value of the code that has failed validation Blank where the code is missing from the input data Error Message Description of the error name _summary csv A single row file containing details about the grouping session Grouper Version The version of the grouper that produced the output files Database Version The grouper s internal HRG database version Attendance Count The number of records submitted Attendance Error Count The number of records having errors Run Start Date Time The date and time that the grouping session started Run End Date Time The date and time that the grouping session finished Input Filename The path and filename of the input file Output Filename The path and filename selected by the user RDF path and name The path and filename of the Record Definition File used for grouping Renal Dialysis National Renal Dataset There are five output files File Name Field Name Comment name csv A list of other output files this file is for validation only name _renal csv lt input data gt All of the input data including any non mandatory fields RowNo See the section
45. l of the error messages in relational form RowNo See the section Use of RowNo and Iteration Fields above Iteration See the section Use of RowNo and Iteration Fields above Code Type The type of code that has failed validation Code The value of the code that has failed validation Blank where the code is missing from the input data Error Message Description of the error name _summary csv A single row file containing details about the grouping session Grouper Version The version of the grouper that produced the output files Database Version The grouper s internal HRG database version PCC Record Count The number of records submitted PCC Record Error Count The number of records having errors Run Start Date Time The date and time that the grouping session started File Name Field Name Comment Run End Date Time The date and time that the grouping session finished Input Filename The path and filename of the input file Output Filename The path and filename selected by the user RDF path and name The path and filename of the Record Definition File used for grouping Appendix B U Groups and Error Reporting Background As part of the grouping process the grouper carries out validation checks on many of the mandatory input fields Where one or more fields fail
46. le 4 Click the Browse button next to the Record Definition File box ic HRG4 2011 12 Road Test Grouper File Edit Tools Help Ii ee En Current Database Database Admitted Patient Care HRG4 The Information Centre for health and social care RT jnz lt Log empty gt Description APC ICD10 0PCS4 Road Test Grouper 11 12 Flecord Definition File HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 5 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 112 The Casemix Service 5 In the Open form browse for the sample Record Definition File RDF called HRG4_sample_APC rdf By default the sample RDFs are located in a sub folder of C Program Files NHS ICV they are copied to the grouper application s folder during application installation but the exact location of this folder varies because it can be changed by the person carrying out the installation Look in HRG4 2011_12 RT Grouper B HRG4 sample ACC rdf ES HRG4_sample_APC rdf HRG4 _sample_EM rdf HRG4_sample_NAC rdF 8 HRG4_sample_NCC rdf ls HRG4_sample_NRD rdf ls HRG4_sample_PCC rdf HRG32_sample _A amp E rdf File name HRG4_sample_APC rdf My Network Files of type Record Definition Files i S
47. le matches the order of the fields in the RDF that you are using The grouper application relies entirely on the RDF to interpret the contents of the input data file Important if the field positions in your input data file do not match exactly those specified in your RDF then you are likely to group the data incorrectly i e produce incorrect HRGs Once you have an input data file of your own data and a matching RDF you can simply substitute these in the walk through above to group your own data Bt Section Two Reference Input Data Files It is important that an input data file is in the appropriate format and includes all the fields that are essential for grouping The Guide to File Preparation document available from the downloads section of the Casemix website describes the input data file formats in detail Record Definition Files The grouping process requires two files An input file containing the data for grouping e g a file of admitted patient care episodes A Record Definition File A Record Definition File RDF is a text file that the grouper uses to identify the field position column number of each of the mandatory fields in an input file The entries in an RDF act as pointers so that the grouper knows the location of each mandatory field in an input file Each time the grouper is run the user must ensure that an appropriate RDF is selected The mandatory field set in the RDF is different for each type of data
48. n next to the Output File field Process File Input File Input File E hrg_data HRG 4 Grouper APC sample csv Output File RT 112 The Casemix Service Input data has headings Output File Reports Add headings to output data Select all reports Deselect all reports Cancel In the Save As form select the same folder that contains the input file created at the start of this process and type output in the File name box Save As Save in D B Desktop My Documents My Computer gt gt My Network O hrg_data BL HRG4 Grouper APC sample csyv File name output Save as type Output file HRG4 2011 12 Road Test Grouper User Manual v1 0 Author The Casemix Service Cancel Page 10 of 62 Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 11 The Casemix Service Click the Save button The Output File box in the Process File form will now display the path and filename for the output file Process File Input File Input File c hrg_dataSHAG4 Grouper APC sample csv Input data has headings Output File C Shrg_dataoutput csv Add headings to output data Output File Reports Select all reports Deselect all reports ll Process Cancel 10 Ensure that the Add headings to output data
49. oupers only SpellTrimpoint This field is populated by Reference Costs groupers only SpellExcessBeddays This field is populated by Reference Costs groupers only SpellCCDays The number of critical care days in the spell SpellPBC Programme Budgeting Code for 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 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 VC18Z 20 indicates VC18Z for 20 days name _spell csv Contains one row per spell Includes all of the Specialised Service Codes SSCs generated for the spell RowNo See the section Use of RowNo and Iteration Fields above Procodet The organisation code from the input file ProvSpNo The hospital provider spell number from the input file SpellHRG The spell HRG SpellGroupingMethodFlag The grouping method used for the spell P Procedure driven D Diagnosis driven M Multiple trauma SpellDominantProcedure The dominant procedure for the spell SpellPDiag The primary diagnosis used for spell grouping SpellSDiag The fir
50. ow of the application see screenshot below e HRG4 2011 12 Road Test Grouper File Edit Tools Help Current Database Database Admitted Patient Care HAG4 Description Information Centre for health and social care RT mnz lt Log empty gt Record Definition File HRG4_sample_APC rdf 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 box indicates the currently selected Record Definition File When the file is within the grouper s installation folder the full path is not shown For files in folders outside of the grouper s installation folder the full file path is displayed When the Record Definition File box list is dropped down it shows Record Definition Files that have been used recently Record Definition File HRG4_sample_NAC rdf vl AHRG4 sample NAC rdf C hrg_data HRG4_APC_Custom rdf SHRG4_sample_NCC rdf SHRG4_sample_EM rdf A HRG4_sample_APC rdf HRAG4_sample_ACC rdf The Browse button allows the user to locate Record Definition Files in the file system HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 40 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved
51. p out csv txt Look in 100 Episodes o test Bl apc100 no SPC or REHAB csv E apc100 csv EL out cs RE out_FCE csv Ela out_FCE_rel csy B out_quality csv El out_quality_rel csv El out_sort csy FA out_spell csv RE out_spell_rel csy RE out_ssc_rel csv E out_summary cs EL out_ub_rel csv My Network Files of type inp out csv txt The fields displayed are restricted to those defined in the currently active Record Definition File RDF This means that in order to use Display File to view the columns that grouping appends during file processing an RDF must be created that includes those fields HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 32 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 1112 The Casemix Service The field names and any picture and extract values from the RDF are applied ic HRG4 2011 12 Road Test Grouper DE File Edit Tools Help Ii ee ro JEn PROCODET PROVSPNO EPIORDER STARTAGE CLASSPAT ADMISORC ADhA Th e SpellNum EpNum Age PatCla AdmSre Information 1 Centre 1 for health and social care 2 RT jn 120 120 lt Log empty gt 121 13 Current Database out_FCE csv 0 N N amp es st C WD CO C1 Double clicking on a record within the display opens it in
52. pingMethodFlag The grouping method used for the spell P Procedure driven D Diagnosis driven M Multiple trauma SpellDominantProcedure The Dominant procedure for the spell SpellPDiag The primary diagnosis used when spell grouping SpellSDiag The first secondary diagnosis used when spell grouping SpellEpisodeCount The number of episodes in the spell SpellLoS The spell duration used for grouping ReportingSpellLoS This field is populated by Reference Costs groupers only SpellTrimpoint This field is populated by Reference Costs groupers only SpellExcessBeddays This field is populated by Reference Costs groupers only The number of days by which the spell duration exceeds the trimpoint SpellCCDays The number of critical care days in the spell SpellPBC Programme Budgeting Code for the spell name _quality_rel csv Includes a row for each episode that contains an error in relational form RowNo See the section Use of RowNo and Iteration Fields above File Name Field Name Comment Iteration See the section Use of RowNo and Iteration Fields above Code Type The type of code that has failed validation Code The value of the code that has failed validation Blank where the code is missing from the input data Error Message Description of the error name _ssc_r
53. riable number of fields each consisting of Code Type Code and Error Message separated by pipe symbols name _FCE_rel csv Contains the FCE level output in relational form RowNo See the section Use of RowNo and Iteration Fields above FCE_HRG The episode HRG GroupingMethodFlag The grouping method used for the episode P Procedure driven D Diagnosis driven M Multiple trauma DominantProcedure The dominant procedure used for procedure based grouping FCE_PBC Programme Budgeting Code CalcEpidur The calculated episode duration This is the input Episode duration minus the number of days in the input field CRITICALCAREDAYS File Name Field Name Comment ReportingEpidur This field is populated by Reference Costs groupers only FCETrimpoint This field is populated by Reference Costs groupers only FCEExcessBeddays This field is populated by Reference Costs groupers only SpellReportFlag Used in Reference Costs groupers when generating reports from grouped data name _spell_rel csv Contains the Spell level output in relational form There is one row per spell RowNo See the section Use of RowNo and Iteration Fields above Procodet The organisation code from the input file ProvSpNo The hospital provider spell number from the input file SpellHRG The spell HRG SpellGrou
54. rights reserved RT 11 The Casemix Service Using the Record Definition File Wizard Step Two Where Create from a sample file is selected in the form described in Step One the user is prompted to browse for an input data file after which the form shown below is displayed Record Definition File Wizard Drag items from the mandatory field list to the field ran dike Foer deeb below to assign them Unassign fields by selecting them and pressing delete P EPIORDER Number of diagnosis codes STARTAGE Number of procedure codes Field 1 Field 2 Field 3 Field 4 Field 5 Field 6 Field 7 Fie OrgCode SpellNum EpNun Age Sex PatCla AdmSre Adm a S The first row of the selected input data file is displayed in the lower part of the form the preview area temporary field names Field 1 etc are shown immediately above it The preview area automatically assigns field positions based on the comma positions in the sample input data file Depending on the data type the number of repeating occurrences of certain fields e g Number of diagnosis codes can be edited to accommodate the user s particular data recording conventions The Guide to File Preparation document indicates where this is appropriate for each data type HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 18 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All r
55. rrectly it is essential that your input data file and your Record Definition File RDF are compatible To achieve this you can either Create a data file that matches one of the sample RDFs provided with the grouper installation There is one sample file for each type of data that the grouper can group e g Admitted Patient Care data or Use the tools provided within the grouper to create an RDF that matches the format of your data file The reference section of this document includes an explanation of how to do this Many users find the easier option is the first one i e to create a data file to match a supplied sample RDF If you create a data file to match one of the sample RDFs you need to look at the sample RDF for the type of data that you want to group in order to understand the fields that are required in a data file and their ordering This can be done from within the grouper application select Open RDF from the File menu and browse within the application s installation folder for the required file For example if you are preparing an Admitted Patient Care data file browse for the file HRG4_sample_APC rdf The fields in the RDF are referred to by abbreviated names The fields are described in detail in the Guide to File Preparation document which is available from the downloads section of the Casemix website To group data correctly it is essential that the order of the fields in your input data fi
56. rs in the field Note that full stops are not required if consecutive characters from the beginning of the field are the only characters required RT 1112 The Casemix Service Extract Extract is a feature of the record definition file that can be used to make the grouper ignore specific characters in input fields irrespective of character position ic HRG4 2011 12 Road Test Grouper File Edit Tools Help kl aa C Program Files NHS IC HRG4 2011 12 RT Grouper HRG4 sample APC rdf NHS Field Name Field Title Field No Picture PROCODET PROCODET PROYSPNO PROVSPNO The j EPIORDER EPIORDER Information STARTAGE STARTAGE Centre SEX SEX for health and social care CLASSPAT CLASSPAT ADMISORC ADMISORC ADMIMETH ADMIMETH DISDEST DISDEST RT inz DISMETH DISMETH EPIDUR EPIDUR 11 v Current Database C Program Files NHS IC HRG4 2011_12 RT GrouperSHRG4_sample_APC rdf ow On QI amp G KK lt Log empty gt To use Extract enter one or more characters to be ignored in the Extract column of the Record Definition File RDF using the grouper s built in RDF editor accessed via the File Open RDF menu item Because the grouper input files are comma separated it is not possible to extract the comma character using this facility More than one character can be entered in the Extract column This informs the application that any occurrence of any of these characters in
57. st secondary diagnosis used for spell grouping SpellEpisodeCount The number of episodes in the spell File Name Field Name Comment SpellLoS The spell duration used for grouping ReportingSpellLoS This field is populated by Reference Costs groupers only SpellTrimpoint This field is populated by Reference Costs groupers only SpellExcessBeddays This field is populated by Reference Costs groupers only SpellCCDays The number of critical care days in the spell SpellPBC Programme Budgeting Code for the spell SpellSSC1 SpellSSC10 Candidate SSCs for the spell The grouper does not check eligibility all possible SSCs are output For organisational SSC eligibility please refer to Department of Health guidance UnbundledHRGs All unbundled HRGs produced for episodes in the spell name _quality csv Contains a row for each episode that contains an error Where one or more episodes within a multi episode spell contain errors all the episodes from the spell including those that do not contain errors are included in the quality file Thus there are records in the quality file that do not include error messages lt input data gt All of the input data for the FCE including any non mandatory fields are reproduced in the output RowNo See the section Use of RowNo and Iteration Fields above Error Message A va
58. t The number of records submitted Attendance Error Count The number of records having errors Run Start Date Time The date and time that the grouping session started Run End Date Time The date and time that the grouping session finished Input Filename The path and filename of the input file Output Filename The path and filename selected by the user RDF path and name The path and filename of the Record Definition File used for grouping Emergency Medicine There are five output files File Name Field Name Comment name csv A list of other output files this file is for validation only name _attend csv lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above EM HRG The attendance HRG name _quality csv Contains a row for each input record that has errors lt input data gt All of the input data including any non mandatory fields RowNo See the section Use of RowNo and Iteration Fields above Error Message A variable number of fields each consisting of Code Type Code and Error Message separated by pipe symbols name _quality_rel csv All of the error messages in relational form There are no entries for records that do not contain errors RowNo See the sect
59. the Single Spell Grouping screen HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 33 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 112 The Casemix Service The space beneath each field name allows 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 The screenshot below shows the display file feature with an active filter ic HRG4 2011 12 Road Test Grouper File Edit Tools Help DODAN ee zl 1 AG_13 DIAG_14 OPER_01 OPER_02 OPER_03 OPER_04 OPER_05 OPER The l Information Centre for health and social care RT inz lt Log empty gt Current Database out_FCE csv Multiple criteria can be added by entering values in more than one column To remove a filter criterion delete it and press the Enter key HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 34 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 112 The Casemix Service Picture Picture is a feature of the record definition file that can be used to specify the inclusion and exclusion of specific character positions from input fields e HRG4 2011 12 Road Test Grouper File Edit Tools Help e lil OO Dd Bi Zi C Program
60. ting the tabs at the bottom of the window when more than one of the following is open e Database Selection Record Definition File Editor File Display Log Area This area displays messages about the grouping session Bt Process File Selecting Process File from the Tools menu opens the Process File form which includes the following Input File Select the input data file using the browse button folder icon next to the input file field this displays an Open form In the Open form with the default setting of Input files selected in the Files of type list only files with csv and txt extensions are listed Change this value to All Files if the input file name has a different extension Input data has headings Check this box should if the input data file includes field names in the first row Output File This box has two functions e To define the folder where the output files containing grouped data will be saved To specify a file name prefix that all the output files from this session will share For example if the user enters c temp output csv then all the output files will be saved to the folder c temp and all the output file names will be prefixed with output The grouper adds to this a standard file name suffix for each output file See Appendix A for a list of standard output file name suffixes Select the location and naming prefix for the output files using
61. ually comma separated files are associated with Excel which means that double clicking a csv file opens it in Excel On computer systems where csv files do not by default open in Excel select Open from Excel s File menu When the Open dialog appears select Text Files from the Files of type drop down box csv files will be displayed in the file list hrg_data C X amp E Tools BL HRG4 Grouper APC sample csy Ga Ed output csv My Recent Bh output_FCE csv Documents E output_FCE_rel csy E output_quality csv EN output_quality_rel csv EN output_sort cs EN output_spell csy En output_spell_rel csv En output_ssc_rel csv EN output_summary csv EN output_ub_rel csv File name My Network Oper z Files of type a Sera csv y cancel Using the Grouper s Internal File Viewer The application provides a file viewer which can be used to view grouper output files To access the file viewer select Display File item on the Tools menu This opens an open form HRG4 2011 12 Road Test Grouper User Manual v1 0 Page 31 of 62 Author The Casemix Service Date 14 Dec 2010 Copyright 2010 The NHS Information Centre The Casemix Service All rights reserved RT 112 The Casemix Service To display output files in the open form s file list ensure that the Files of type drop down list is set to in
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