Scottish Cancer Waiting Times System (SCWaTS) User Manual
Contents
1. EDITION_NUMBER will replace previous editions data 17 Validation Section Data Item Format Number Rule Error Message 008 Mandatory must be supplied Has the wrong number of characters it 009 Code length 10 characters musthave 10 010 Numeric characters only CHI contains invalid characters all chars CHI Number 10 Characters in CHI must be numbers 0 9 011 The first 6 chars conform to DDMMYY THE WES charactere Musi DE A date in the format DDMMYY Has an incorrect check digit 10th digit is 012 Check digit validation a modulus 11 check digit not 10 according to my calcs it should be Unique Care Pathway 13 Characters 013 Code length lt 13 characters Must not be longer than 13 characters Patient Number Demographics Hospital pak Patient 14 Characters 014 Code length gt 6 and lt 14 i na PE PeIncen Oana Uenalgelets Identifier Patient 7 Characters 015 Mandatory Cannot be null Postcode 016 valid Does not exist on national file on MGS1 017 Mandatory Cannot be null Valid value from a defined list date of first treatmen gt Ethnic Group 2 l 01 04 2012 List Does not exist in allowable list of values Alphanumeric 018 ETHNIC GROUP post Apr 2012 for this data item NOTE If numeric date of first treatmen gt 01 04 2012 List ETHNIC GROUP pre Apr 2012 leading 0 s may be removed 182. Load failed screen This screen will also include details of why the file was not accepted Screen 5 Load Failed Screen _File Transfer LDAP N A UPLOAD FILE TO ISD UPLOAD DYL FILE Co OGUE DVL load processing has failed to load the following file CHANGE USER PASSWORD tileid 23561 filename barry3 csv LOGAN dataset agent code 1308H load date 09 0CT 2009 ref date 01 0CT 2009 edition 68 nof records 1 nof lines io header HEADER NCWTD L308H 20091007 68 sending loc id 73 regards Data Validation and Loading systen The file has 1 error detailed below LINE NO ERROR MESSAGE Incorrect edition found 68 expecting 1 WARNING Think carefully before changing the editic if you are not trying to load edition 1 then DATA WILL BE REPLACED with higher addtion SA AN If this message is displayed edit information as per error message and try resubmitting file The system carries out checks in stages so there is a possibility that once the initial error has been dealt with further errors may appear A comprehensive list of error messages generated by the system is shown in Appendix 1 12 5 3 Load history To keep track of submissions both failed and successful there is a Load history page available in SWIFT This can be found by clicking on the Load History link above the BROWSE and select file options on the Upload DVL file page Screen 6 DV
3. Section ala Format cane Rule Error Message Urgency 019 Mandatory Cannot be null and 5 Ghataciars Does not exist in allowable list of values for Referral 020 Valid value from a defined list this data_item NOTE If numeric leading 0 s Source may be removed 021 Mandatory Cannot be null 022 Fotniat Does not fit date format FORWARD slashes Date of are ignored Receipt Date of Receipt of Referral must be on or ania py DDMMYYYY 023 less than or equal to current date before the Current Dale mererral urgency and referral source is 16 or 17 if date Dale On Nbc ipl Or REETA ANONY DE 024 En of referral is 10 10 1010 recorded as Inapplicable 10 10 1010 where Urgency and Source of Referral is 16 or 17 025 Mandatory Cannot be null Board of Does not exist in allowable list of values for Receipt 1 Ch 026 Valid value from a defined list this data item NOTE If numeric leading O s aracter of may be removed Referral Board of Receipt of Referral must align with 027 Equal to sending location the sending location 028 Mandatory Cannot be null Cancer Does not exist in allowable list of values for Diagnosis Type ct laa 029 Valid value from a defined list this data_item NOTE If numeric leading 0 s may be removed 030 Mandatory Cannot be null 031 Format Does not fit date format FORWARD slashes afin Date rare ignored Treat Decision DOMMYYYY gg patient age must be 16 or over on the daie The patient must be aged 16 or over on the to Treat Ka
4. 11 LOADED View 2247 CWTD_Forth_ alley_CS _FINALANDY csv ANDREWDO1 CWID 249 260 22 10 2007 201H 01 04 2007 11 FAILED Vi 2246 CWID Forth Valley CSY FINALANDY csv ANDREWDO1 CWID 249 260 22 10 2007 v201H 01 04 2007 11 FAILED 2245 CWID Forth Valley CSY FINALANDY csv ANDREWDO1 CWTD 249 260 22 10 2007 v201H 01 04 2007 11 FAILED 2244 CWID Forth Valley CSY FINALANDY csv ANDREWDO1 CWTD 249 260 22 10 2007 V201H 01 04 2007 11 FAILED View 2243 CWTD_Forth_Valley_CSY_FINALANDY csv ANDREWDO1 CWTD 249 260 22 10 2007 201H 01 04 2007 11 FAILED View 2193 CWTD_Forth_Valley_CSY_FINALANDY csv ANDREWDO1 CWID 280 291 17 10 2007 201H 01 04 2007 10 DELETED View 2192 CWTD Forth Valley CSY FINALANDY csv ANDREWDOL CWTD 280 291 17 10 2007 201H 01 04 2007 12 FAILED View 2068 CWTD_Urology_Tayside csv ANDREWDO1 CWID 62 73 12 10 2007 T101HUROLOGY 01 04 2007 2 DELETED View 2032 CWID f SY NEWLcsv ANDREWDO1 cWID 80 a 11 10 2007 B120H 01 04 2007 11 DELETED 2031 CWID S _NEW csv ANDREWDOL cWID 80 91 11 10 2007 B120H 01 04 2007 11 FAILED 2028 cw1p S _NEW csv ANDREWDOL CWID 80 si 11 10 2007 B120H 01 04 2007 10 FAILED 2018 CWTD Borders CSY NEW csv ANDREWDO1 CWID 80 si 11 10 2007 B120H 01 04 2007 10 DELETED View 2014 CWTD Forth Valley CSY FINALANDY csv ANDREWDO1 cwTD 280 291 11 10 2007 v201H 01 04 2007 10 FAILED View 2013 CWTD Forth Valley CSY FINALANDY csv ANDREWDOL CWTD 280 291 11 10 2007 201H 01 04 2007 10 FAILED View 2012 CWTD_Forth_Valley_CSY_FINALANDY
5. Date Decision to Treat decision to treat 033 date decision to treat is less than or equal to Date Decision to Treat must be on or before date of first treatment where dates are valid Date of First Treatment 19 Validation Section Data Item Format Number Rule Error Message 034 Mandatory Cannot be null Does not exist in allowable list of values for Type of 035 Valid value from a defined list this data_item NOTE If numeric leading First 2 Characters O s may be removed Treatment 8 nai Date Decision to Treat can only be 036 Peal gi AI E Ceci Om TO GAS recorded as Inapplicable 10 10 1010 y where Type of First Treatment is 08 or 14 037 Mandatory Cannot be null 038 Format Does not fit date format FORWARD First slashes are ignored ts Date of First Treatment cannot be recorded Treatment Date of 039 Dummy Date licable 10 10 1010 First DDMMYYYY as Inapplicable Month of First Treatment must be Treatment 040 Where Date is known month of treatment BONG Sar PANA ha month inthe hedder month in header record record 041 Where Date is known year of treatment year Year of First Treatment must be consistent in header record with the year in the header record 042 Mandatory Cannot be null Board of f First f Character Does not exist in allowable list of values for T 043 Valid value from a defined list this data_item NOTE If numeric leading
6. Objects XI BOXI for access by the NHS Boards and distribution to SG colleagues Production of provisional and final quarterly reports for publication Diagram 1 Overview of Scottish Cancer Waiting Times System Scottish Cancer Waiting Times System SCWaTS aed NHS Boards Reporting Load report Way rt Load A gt T report Wr 24 Level Validation 15 Level Validations 4 Recording Data 4 1 Preparing the Header Record For each submission details have to be entered into the header record to identify the data reference who is sending data the period covered and the edition number before data are pasted into the template The DATA REF identifies the dataset that this file header and data records contains In this case it is Cancer Waiting Times Data NCWTD and will be the same for all submissions Screen 1 Sample Header Record E Microsoft Excel New CWT Test File 3 xls fe ei iB Eile Edit View Insert Format Tools Data Window Help Typ 8x lt o o 2 Al T fe CWTD Cancer Waiting Times Data B I E D E F G i F CWTD Cancer Waiting Times Data This file is a structured file and sould be saved as CSV before being sent to ISD using SWIFT DVL These lines are commented out this is done using the character at the beginning of the line 1st char in column A The first non commented line MUST be the header rec
7. Table 1 Valid Sending Locations NHS Board Sending Location Ayrshire amp Arran A111H Borders B120H Dumfries amp Galloway Y104H Fife F704H Forth Valley V201H Grampian N101H Greater Glasgow G107H G306H Highland H202H Lanarkshire L308H Lothian S116H Orkney R101H Shetland Z102H Tayside T101H Western Isles W107H 4 3 Ref Date Identifies the year month YYYYMM of the reporting period E g Data for reporting period October 2009 will have REF DATE 200910 4 4 Edition This is a single number representing the number of times a file has been submitted and loaded for a specified sending location and reference date The edition will increment by one every time data is successfully submitted for that sending location and reference date but will not increment for a failed submission E g the first submission should be edition 1 If this submission failed the next submission should also be edition 1 If this submission was successful the next submission should be edition 2 Note that each subsequent edition will overwrite all data submitted in the previous edition so that submissions should always be a complete set of data WARNING Where an error occurs indicating that a higher edition than that entered was expected Appendix 1 Header Validation no 007 this may indicate that two or more users have been submitting data with the same sending location and reference
8. csv ANDREWDO1 CWID 260 271 11 10 2007 v201H 01 04 2007 9 DELETED View 2011 CWTD Forth Valley CSY FINALANDY csv ANDREWDO1 CWID 260 271 11 10 2007 v201H 01 04 2007 9 FAILED 2010 CWID Forth Valley CSY FINALANDY csv ANDREWDOL CWID 260 271 11 10 2007 v201H 01 04 2007 9 FAILED 2009 CWTD_Forth_Yalley_CSY_FINALANDY csv ANDREWDO1 CWTD 261 273 11 10 2007 Y201H 01 04 2007 9 FAILED View By clicking on the View link on the right of each attempted submission you will be presented with the load report that you were initially presented with at time of submission 5 4 Validation Process The validation process has 2 main levels First level validations are undertaken automatically prior to the data file being uploaded to ISD Files must successfully pass first level validations before they can be transferred to ISD Second level validations require a degree of interpretation and are undertaken once the data have passed the first level validations and have been successfully loaded to ISD 13 First level validations Details of the full list of error message produced by the system during the validation process are given in Appendix 1 Diagram 1 Validations 1 Level File Loaded to SWIFT 1st Stage of N Validation 2nd Stage of N Validation 7 3rd Stage of Validation 14 Diagram 2 Validations 2 Level Scottish Cancer Waiting Times System SCWaTS a Services 2nd level validations Balisa m LAO 1 4 Level Va
9. reatment 0 s may be removed Wt 044 Mandatar Cannot be null If the value should be Adjustment Nlimbor y ZERO please enter a 0 in the field Waiting bag il 045 Format Does not fit number format Times Wt 046 Mandatory Cannot be null Adjustment ate Adjustment Characters Does not exist in allowable list of values for Pre Dtt 047 Valid value from a defined list this data_item NOTE If numeric leading Reason 0 s may be removed 20 Validation Section Data Item Format Number Rule Error Message WT Adjustment Pre DTT Days must be WT_ADJUST_PRE_DTT_DAYS 0 and i 048 WT ADJUST PRE DTT REASON 7 zero where WT Adjustment Pre DTT Reason is 07 WT ADJUST PRE DTT DAYS 0 and WT Adjustment Pre DIT Days cannot be 049 WT ADJUST PRE DTT REASON I 1to6 zero where WT Adjustment Pre DTT a BANG Reason is 01 02 03 04 05 06 050 Mandatory Cannot be null Wt Does not exist in allowable list of values for 051 Valid value from a defined list this data_item NOTE If numeric leading Adjustment Numb Post Da Number aT Days mit Waiting B f justment Post ays must be Times nays 052 YT adusien POSE dii days Sana IEE Ol fir zero where Type of First Treatment is 08 or treatment 8 or 14 Adjustment 14 053 Mandatory Cannot be null Does not exist in allowable list of values for 054 Valid value from a defined list this data_item NOTE If numeric leading Wt O s may be removed Adjustmen
10. IS D ae National SC TLAND lt eg es See Scotland Scottish Cancer Waiting Times System Data Submission Manual Information Services Division Scotland Version 4 0 4 May 2012 1 Summary of Updates from Previous Version 3 0 aaannnnanannnn 3 2 BACKGROUND wij tngthiocs nities aE E HANDA NAGANA 4 Pak o lali e Uc AK 4 2 2 Methodology and Coverage annwwwwaaaannananananananaaaanananannanana 4 2 3 Data amp Definitions Manual AA AA kana AA At an 5 O RIVET MIG aaa EN ANNA AG AG 5 4 Recording Dala NN AN ANAND ANNA Na 6 4 1 Preparing the Header ReCOMd cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaaees 6 4 2 Sending LOCAUOMS a can alae a aaa oa ie fan a 6 43 ROT DANGAN ANNE GANDA ANAN 7 A4 Edme a E E A A EEE G AANE 7 4 5 Inserting Cate sat eciethetete tt etee eh reaetet tan hebente tates ote Utena atten 8 4 0 Data Fields peA a aaaea title ite iit IND Ana Naa dati ele oy 9 4 6 1 GD NUMDER amps pa apa 9 4 62 POSING aaa Aa AEE 9 4 6 3 Date of Receipt of Referral Urgency and Source of Referral 9 4 6 4 Date Decision to Treat naanannnnnananwwwwaaananannnasanasananana 9 4 6 5 Length of Pathway Adjustment ccccceeeeeeeeeeeeeeeeeeeeeeeeeeee 9 4 6 6 Reason for Delay 62 day 31 day cccceceeeeeeeeeeeeteeeeeeeeeeeeeeee 9 Sy IGS UDIMISSIONG Naa DAANAN AP al 10 eR ne SAVING cctv eR Ca Ne nt Ah Goa ah cout ata ce eee ai 10 5 2 Logging into SWIFT D
11. L Load History Screen 6 0 NAA Heels a Ls gt baal IFT Submission With Internet File Transfer Yersion eens LDAP N A Database swift UPLOAD FILE TO ISD id file name username dataset no recs no lines load date sending loc refdate edition status Report eI ELAS 3035 CWTD_Shetland_CS _FINAL_A csv ANDREWDO1 cwID 10 21 23 11 2007 2102H 01 04 2007 6 LOADED View CHANGE USER DETAILS 2567 CWID Urology Tayside csv ANDREWDO1 CWID 62 73 07 11 2007 T101HUROLOGY 01 04 2007 4 LOADED View CHANGE USER PASSWORD 2527 5m High ovarian 2007 Jan Mar 2007 CSV csv ANDREWDO1 CWID 12 23 05 11 2007 H202H 01 01 2007 2 DELETED View APPLICATION ADMIN 2526 4n Hi ian 2007 Jan Mar 2007 CSY csv ANDREWDO1 CWID 12 23 05 11 2007 H202H 01 01 2007 2 FAILED aren 2525 12007 Jan Mar 2007 CSV csv ANDREWDO1 CWID 12 23 05 11 2007 H202H 01 01 2007 2 FAILED 2524 2 m 2007 Jan Mar 2007 CSV csv ANDREWDO1 CWD 12 23 05 11 2007 H202H 01 01 2007 1 FAILED 2523 1n Hi 1 2007 Jan Mar 2007 CSY csv ANDREWDO1 CWTD 12 25 05 11 2007 H202H 01 01 2007 1 DELETED View 2475 CWTD_Urology_Tayside csv ANDREWDO1 CWID 62 73 01 11 2007 T101HUROLOGY 01 04 2007 3 DELETED View 2470 CWTD Urology Tayside csv ANDREWDO1 CWID 62 73 01 11 2007 T101HUROLOGY 01 04 2007 3 FAILED Viel 2469 CWTD Urology Tayside csv ANDREWDO1 CWD 62 73 01 11 2007 TIOIHUROLOGY 01 04 2007 3 FAILED Vic 2248 CWTD Forth Valley CSY FINALANDY csv ANDREWDO1 CWTD 249 260 22 10 2007 201H 01 04 2007
12. S ISDCancerWaitsNew nhs net In the navigation bar on the left hand side of the screen select Upload DVL file This selects the data validation and load DVL version of SWIFT DO NOT select Upload file to ISD as submitting files using this previous version of SWIFT will not validate your data during the load process Screen 3 SWIFT Entry Screen O O HAG DKrK ele SEU s ay x ve WIFT Submission With Internet CA i _File Transfer Services SD LIVE User brianmu Click Browse and select the file that you wish to submit This is similar to creating an email attachment and is the same as the previous version of SWIFT Once file details are selected click Submit and wait a moment while your data is being processed If the data processing finds no errors or queries you will be presented with the Load successful screen 11 Screen 4 Load Successful Screen IFT Submission With Internet _File Transfer LDAP N A UPLOAD FILE TO ISD UPLOAD DYL FILE CUES TOE DYL load processing has successfully loaded the following file CHANGE USER PASSWORD fie dd 23558 filenane barry2 csv Locoug dataset ode 1308H 09 0CT 2009 01 JUL 2003 66 1 10 header HEADER NCWTD L308H 20090904 66 sending loc id 73 regards Data Validation and Loading system However if during the processing an error or query is found you will be presented with a
13. VL and using DVL processing 0 11 Bes POAC MISUORY sxcceasea Sate on Saree a ota bie tobi Seah ky 13 5 4 Validation Process aaa NANANA AA Aa 13 5 5 Quality Assurance QA Process 2mm mnnnanananananawwwaaaanananannnnann 15 5 6 Cohingene plans A NA an AN 15 5 7 SPUNNGK ASSISIAN COs Arete NA NAAN he eke AA AA AA 15 Appendix 1 SCWaTS Validation and Error Messages 7 unasasusaan 16 1 Summary of Updates from Previous Version 3 0 Page Number V4 0 Summary of Changes Whole document Update format of document to reflect to align with data and definitions manual Whole document Update document to reflect change from national targets to national standards 4 Update all sections in Background Information to align with data and definitions manual Update Data Items table and insert categories 16 Update Validation and Error Messages table to include new validations 2 BACKGROUND 2 1 Introduction Better Cancer Care An Action Plan was launched on 27 October 2008 Central to this is development of a comprehensive programme of work to assure the quality of care delivered Two key and complimentary strands of this work are assuring compliance with national standards and guidelines through robust clinical governance and delivery of 2 new cancer standards Standard 1 62 day standard to treatment for all patients referred urgently with a su
14. date E g A user submits data for the first time as edition 1 but the submission fails giving an error message Incorrect edition found 1 expecting 2 In this case it is important to check that all users submitting data are entering the correct sending location and reference date to prevent overwriting data for other locations or cancer sites 4 5 Inserting data Insert data into template ensuring that each variable is under the correct header and in the correct format The below table shows what format the data items should be in and if they are mandatory if a data item is mandatory a valid value must be inputted Patient Demographics Referral Diagnosis Decision To Treat First Treatment Waiting Times Adjustment Adjusted Length of Pathway Reason for Delay Field Format Mandatory CHI Number 10 numbers Yes Unique Care Pathway Number 13 No alphanumeric characters Hospital Patient Identifier 10 characters No Patient Postcode at Referral 7 characters Yes Ethnic Group 2 Yes Date of Receipt of Referral alphanumeric characters DDMMYYYY Yes if a patient is in the 62 day standard cohort Board of Receipt of Referral 1 character Yes Urgency and Source of 2 characters Yes Referral Cancer Type 2 characters Yes Decision to Treat Date DDMMYYYY Yes Type of First Treatment 2 characters Yes Date of First Treatment DDMMYYYY Yes Board of First Treat
15. e of Receipt of Board of Receipt of Urgency and Source Board of First Member Identifier at Referral Ethaic Gri of Referral Cancer Ty Date Decision to Treat Type of First Treatment Date of First Treatment Treatment 2 Dake JO AIQ X Gi BAe Tos J Ed New_CWT_Test File 2 xls E8 NCWT Test Scripts ds 3 My Recent 2 uCWTD table layout xls ni Documents Ed New_CWT_Test File a New CWT Test Fileods 5 3 3 5 Hi 5 E3 5 5 3 J s My Documents 2 5 a 4 rs Ki My Computer rn s 5 Filename New CWT Test File 2 xis sa My Network s Places Save as type Microsoft Office Excel Workbook xls ge k Microsoft Excel 5 0 95 Workbook ads 4 5 Microsoft Excel 97 Excel 2003 8 5 0 95 Workbook xls ni Comma delimited csv s Microsoft Excel 4 0 Worksheet xls A Microsoft Excel 3 0 Worksheet xls is Microsoft Excel 2 1 Worksheet xls i a s s ED E i 5 na o 7 H 7 F i i 5 s E a Microsoft Office Outlook x y KG j i s Outlook is trying to retrieve data from the Microsoft Exchange M lt gt MINCWID Test Template Is i Server NHS PCLI MBCO14 AD1 NHS NET gt I Ready EH Drawing Microsoft 10 5 2 Logging into SWIFT DVL and using DVL processing Go to following website https oas nss scot nhs uk swift Enter Username amp Password and click Logon If you don t already have login details for SWIFT then email your contact telephone number to NS
16. external table to read header N A 001 record it is likely that it is a binary file did you send an File being loaded must be a comma xls file if so open the file and from the file menu use separated file csv save as and choose comma separated file csv Problem reading header record remember that the 1st l N A 002 non commented line must be the header record GARA a INE NUSE pete example header HEADER NCWTD B120H 200403 1 N A 003 Header record does not start with the key word HEADE Header record must start with the key R found instead word HEADER N A 004 Problem with reference date in header ORA 01843 not Eran wihsrerarshee datoamheacer a valid month Heada Header Header must contain a valid Row SENDING_LOCATION for the N A 005 Agent code in header 111QS does not exist for this refe REF_DATE Note that although the rence date REF DATE is entered as YYYYMM it is redisplayed in the error message as 01 MON YYYY N A 006 Ref date in header YYYYMM cannot be in the future REF DATE cannot be beyond the file at time of loading process date Incorrect edition found REC EDITION expecting EDITION NUMBER should increment by higher increment of REC EDITION WARNING Think 1 per submission starting from 1 n b N A 007 carefully before changing the edition if you are not higher files with a higher trying to load edition 1 then DATA WILL BE REPLACED with higher addition
17. l Urgency and Source of Referral Code 10 10 1010 inapplicable used in Date of Receipt of Referral can only be used when patients are recorded as 16 GP GDP referral other or 17 Other 4 6 4 Date Decision to Treat If the patient dies or refuses all treatments prior to a Decision to Treat then the date entered for the Date of Decision to Treat should be 10 10 1010 This then requires you to e Use the appropriate code for Type of First Treatment 08 patient refused all treatment or 14 patient died before treatment e Enter the date refused or date died in Date of First Treatment 4 6 5 Length of Pathway Adjustments For information on calculating these and examples please see Data and Definitions Manual version 4 6 6 Reason for Delay 62 day 31 day For patients seen within the relevant standard code 10 Inapplicable patient treated within standard should be used 5 File Submissions 5 1 File saving In the File drop down menu select Save As Then in the Save as type drop down menu select CSV Comma delimited Name as appropriate and click Save Screen 2 Saving Data for Submission E Microsoft Excel New_CWT_Test_File 2 xls 3 31 BANI a F z w i 7 K T m A may Hospital Unique Care Pathway Paticat Paticat Postcode Dat
18. lidation 24 Level Validations 5 5 Quality Assurance QA Process If errors are corrected at time of submission on SCWaTS these amendments should also be made to the source database If this is not done then there may be accuracy implications at time of QA review plus it is a requirement of the Data Protection Act to correct any known data errors in your source data 5 6 Contingency plans In the unlikely event of SCWaTS failing back up plans for the submission of data will be put in place For example submission could be made via the old SWIFT system or on disk and sent by recorded delivery 5 7 Further Assistance Please contact NSS ISDCancerWaitsNew nhs net for further assistance 15 Appendix 1 SCWaTS Validation and Error Messages Please note that there may be some slight differences in the wording of these error messages The format of the error messages is described below Record number Data Item Value Message detailing why the record failed Record Number _ this enables you to identify which row in your file has caused a problem Data Item this is the name or label held in the database for the particular item Value the actual value held in your file Message details to help you understand the reason for the failure 16 Validation Rules and Error Messages Validation Section Data Item Format Number Rule Error Message Problem loading file into
19. ment 1 character Yes Waiting Time Adjustment Pre Number Yes if a patient is in the DTT Number of Days 62 day standard cohort Waiting Time Adjustment Pre DTT Main Reason 2 characters Yes if a patient is in the 62 day standard cohort Waiting Time Adjustment Post DTT Number of Days Number Yes if a patient is in the 62 day and 31 day standard cohort Waiting Time Adjustment Post DTT Main Reason 2 characters Yes if a patient is in the 62 day and 31 day standard cohort Referral to Treatment days Number Yes if a patient is in the 62 day standard cohort Decision to Treat to Treatment Number Yes days Reason for Delay 62 day 2 characters Yes Reason for Delay 31 day 2 characters Yes 4 6 Data Fields 4 6 1 CHI Number When inputting the CHI number ensure the correct check digit is used 4 6 2 Postcode For the valid postcode format please see the Patients Demographics section in the Data and Definitions Manual version If no postcode has been recorded or patients are not resident in the UK code NK01 OAA should be used ISD should be notified of newly created postcodes this can be done by filling in form pc_A found on the ISD website http Awww isdscotland org Products and Services Data Definitions and References National Reference Files SMR Reference Files and emailed to NSS isdDIGReference nhs net 4 6 3 Date of Receipt of Referra
20. ord refer to documentation for full explanation of file format DATA REF LOCATION REF DATE EDITION weaper ewo ooo o o od o Bit kal Hospital Patient Patient Postcode at Urgency an Unique Care Pathway Number ldentifier B8 Referral Ethnic Group Date of Receipt of Referral Board of Receipt of Referral Referral UNIQUE PATHWAY NUMBER PATIENT ID PATIENT POSTCODE JETHNIC GROUP DATE REFERRAL RECEIVED BOARD REFERRAL RECEIVED URGENCY 9 CHI number 10 CHI NUMBER M 4 gt MANCWID Test Template lt af Ready NUM E amp Oracde5QLD E New Scottish ERE Process MERE DVLfileL Gy Screens doc Wy scWaTS_USE T El Copy of JUR Wu 11 36 4 2 Sending Location A code identifying the location from which the file is submitted Note that at this time ISD is looking to have a single submission from each Board which will include all cancer sites It will therefore be unnecessary to also include a site specific suffix to the sending location The file will fail validation if a site specific suffix is included This is a change from the previous version of the system A list of recognised sending location codes is provided in the Table 1 Please refer to this before submission as USE OF THE INCORRECT SENDING LOCATION CODE COULD RESULT IN OVERWRITING DATA SUBMITTED FOR OTHER SENDING LOCATIONS
21. ous month s data is required due to an extra patient identified or a record already submitted needs to be amended then the whole submission for that treatment month must be uploaded Data for the quarterly publication can be submitted one month after submission deadline of the last month in that quarter e g Quarter 1 January March monthly submission deadline is in April therefore the quarterly submission deadline will be in May Any submission queries should be directed to NSS ISDCancerWaitsNew nhs net 2 3 Data amp Definitions Manual This Data amp Definitions manual should be used when recording cancer waiting times data To view the manual and FAQs please visit the Rules and Guidance section of the Cancer Waiting Times page 3 Overview The main components of the Scottish Cancer Waiting Times System SCWaTS involve Creating a file for submission in CSV comma separated variables format Secure submission of CSV files to ISD via SWIFT DVL Submission with internet file transfer with data validation and loading Automatic validation of data received Automatic feed back of a load validation report Automatic loading of validated data onto an ORACLE a relational database management system database Automatic adding of derived variables to the database Access to the database for analysis and reporting via CWT Business Objects reporting query and data analysis tools Production of a standard report pack via Business
22. s date of receipt of referral not applicable Receipt of Referral is 10 10 1010 y 071 reason for delay 62day 9 when Reason for Delay 62 day must be 09 if the Date of date of first treatment unknown First Treatment is 09 09 0909 072 reason for delay 62day 10 when Reason for Delay 62 day must be 10 where the referral to treatment days lt 63 patient has been treated within the target 073 reason for delay 62day 10 when Reason for Delay 62 day cannot be 10 where the Reason referral to treatment days 5 62 62 day target has been breached For Delay 074 Mandatory Cannot be null Does not exist in allowable list of values for this 075 Valid value from a defined list data item NOTE If numeric leading O s may be removed 076 reason for delay 31day 9 when Reason for Delay 31 day must be 09 if the Date date decision to treat is unknown Decision to Treat is 09 09 0909 Hagai a 2 077 reason_for_delay_31day 10 when Reason for Delay 31 day must be 10 if the Date ay 3 Characters date_decision_to_treat is not applicable Decision to Treat is 10 10 1010 y 078 reason for delay 31day 9 when Reason for Delay 31 day must be 09 if the Date of date of first treatment is unknown First Treatment is 09 09 0909 079 reason for delay 31day 10 when Reason for Delay 31 day must be 10 where the dtt to treatment days lt 32 patient has been treated within the target 080 reason for delay 31day 10 when Reason for Delay 31 day cannot be 10 where the dtt
23. spicion of cancer and for screened positive patients Standard 2 31 day standard from decision to treat to first treatment for all patients diagnosed with a suspicion of cancer irrespective of their route of referral These standards previously targets have been implemented and achieved in the timescale agreed by the Scottish Government by December 2011 As of 17 April 2012 they are considered National Standards 2 2 Methodology and Coverage The Board responsible for collating and submitting the data is the Board of receipt of the initial referral to secondary care Data for both performance management and official reporting of the new standards should come from a single source the tracking systems within Boards This will be subject to the same degree of scrutiny validation and quality assurance as current methods of standard performance measurement The data should be submitted to the Information Services Division ISD of NHS National Services Scotland monthly via SWIFT DVL Submission With Internet File Transfer Data Validation amp Loading based on patients treated within the month This should be submitted once per Board for all tumour sites by the 20th of the following month If the 20th falls on a weekend or public holiday the data should be submitted the next working day The submission and reporting timetable can be found within the Rules and Guidance section of the Cancer Waiting Times page If a resubmission of a previ
24. t 2 WT Adjustment Post DTT Days must be WT_ADJUST_POST_DTT_DAYS 0 Post Dtt Characters 055 y Paa zero where WT Adjustment Post DTT l Bescon WT_ADJUST_POST_DTT_REASON 7 Reason is 07 WT ADJUST POST DTT DAYS I 0 WT Adjustment Post DTT Days cannot be 056 WT ADJUST POST DTT REASON I 1to6 zero where WT Adjustment Post DTT re an J Reason is 01 02 03 04 05 06 Adjusted Referral to Length of Treatment Number 057 Format 999 Does not fit number format Pathway Days 21 Validation Section Data Item Format Number Rule Error Message Date of Receipt of Referral must not be dummy or Referral to Treatment Days must not be 058 not known if Referral to treatment days is supplied if the Date of Receipt of Referral is available 09 09 0909 or 10 10 1010 Referral to Treatment Days must be Mandatory if Date of Receipt of Referral must not supplied if the Date of Receipt of Referral is 059 be dummy or not known and if not 09 09 0909 or 10 10 1010 or the urgency_and_referral_source 16 or 17 Urgency and Source of Referral is not 16 or Referral to 17 Treatment Number Referral to treatment days Calculate Days date_of_first_treatment 060 date_of_receipt_of_referral Referral to Treatment Days is not Minus from consistent with the information supplied wt_adjust_pre_dtt_days wt_adjust_post_dtt_days j Referral to treatment days gt 0 when cancer_type Perea te FEAIMENEDAYS CAN ONDE Adjus
25. ted 061 y WP negative when Cancer Type is 06 Length of I 6 melanoma Pathway 062 Format 999 Does not fit number format dtt to treatment days should not be present DTT to Treatment Days must not be 063 When date decision to treat is dummy date or supplied if the Date Decision to Treat is not known 09 09 0909 or 10 10 1010 Fa DTT to Treatment Days must be supplied if 064 Na AN is NG the Date Decision to Treat is not Dtt to 09 09 0909 or 10 10 1010 Treatment Number dtt to treatment days Calculate Days 065 date of first treatment date decision to treat DTT ig Trearment Days a NONCONSIBIEM with the information supplied wt_adjust_post_dtt_days DTT to Treatment Days cannot be negative Please note that this number 066 dtt_to_treatment_days gt 0 should be equal to Date of First Treatment minus Date Decision to Treat minus WT Adjustment Post DTT Days 22 Validation Section Data Item Format Number Rule Error Message 067 Mandatory Cannot be null Does not exist in allowable list of values for this 068 Valid value from a defined list data item NOTE If numeric leading 0 s may be removed 069 reason_for_delay_62day 9 when Reason for Delay 62 day must be 09 if the Date of date_of_receipt_of_referral is unknown Receipt of Referral is 09 09 0909 oe for 070 reason_for_delay_62day 10 when Reason for Delay 62 day must be 10 if the Date of Dp ay 62 Character
26. to treatment days gt 31 31 day target has been breached 23
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