Elective Surgery Information System (ESIS) User Manual
Contents
1. Data Item Label Format Values Description Patient Identifier Patient NNNNNNNNNN An identifier unique to a patient within Identifier this submitting health service Commonly referred to as the unit record or UR number Episode Identifier Episode NNNNNNNNN A string of characters that uniquely Identifier identifies a waiting episode for a given health service Census Date Census DD MMM YYYY Date on which a snapshot of a waiting Date list is taken for reporting purposes ESIS census dates occur on the 15 and the final day of each month Reportable Reportable PPP lt 500 Reportable A code describing the elective surgery Prescribed Principal PPP PPP gt 500 Not reportable procedure for which the patient nas Procedure principally been placed on the waiting list Total Ready For Total RFC N The total number of days an episode Care Days Days has been waiting as ready for care Total Not Ready For Total NRFC N The total number of days an episode Care Days Days has been waiting as NOT ready for care Day of Surgery on DOSA Flag N A Flag to indicate whether admission was Admission Flag Yes on same day as surgery No ESIS Manual 14 Edition Section 5 Compilation and Submission Page 9 Census Urgency Census 1 Category 1 Clinical urgency category at census Urgency 2 Category 2 date 3 Category 3 Census Readiness Census Ready Ready for care Readine2. B6 v Fe We Ee lO O eee Reportable PPP PPP lt 500 y PivotTable Field List RE All Drag items to the PivotTable report Not Rmvd_ n Patient Identifier i Ej Episode Identifier H Census Date B Reportable PPP i Ej Total RFC Days E Total NRFC Days i Ej DOSA i Census Urgency fe Census Readiness eo Within Time i Census Rmvl E0 Add To Row Area ESIS Manual 14 Edition Section 5 Compilation and Submission Page 18 ESIS SERV KPI 1 Elective Surgery Admissions Ensure that the data in the Pivot Table is filtered to ensure only the following data is returned PPPs lt 500 Census Urgency ALL Census Readiness Ready Ready for care Census Rmvl Adm as planned Admitted as planned Census Date is filtered to the month in question The most recent 4 months will appear in the rows by default Sum of 0 provides a count of patient on the elective surgery waiting list E Micros _03_25 _0DS_Cbt B9 File Edt View Insert Format Tools Data Window Help DE A BIG MA E EE E a A EA E RAA B6 v f a T eee 1 Reportable PPP PPP lt 500 v PivotTable Field List EK a Census Urgency _ All T aes to the PivotTable report JE Census Rmvl Adm as planned f j Census Date a Reportable PPP i pi E Total RFC Days E Total NRFC Days EJ DOSA ital dul w E Census Urgency E Census Readiness szl Within T
3. File Edit View Insert Format Tools Data Window Help DSA BIG RIF AIX AaB FI L 4h K h 00 Bi ve aE AG x fe 2 ie eee a PivotTable Field List SFE z Drag items to the PivotTable report m 3 Patent Identifier a Episode Identifier i Ej Census Date m g Reportable PPP a E Total RFC Days i 5 Total NRFC Days f o E DOSA Fz lt 1 ra a a Census Urgency HBl T D ro p Data Ite m S H ere Census Readiness a Within Time 7 Ej Census Rmvl 0 2 13 Row Area ve 6 The Pivot table and field list should appear in a new worksheet as above ESIS Manual 14 Edition Section 5 Compilation and Submission Page 14 re Drag and drop the data items into the PivotTable that are relevant to your analysis Fields can be dropped into Page Fields Row Fields and Column Fields ESIS ACCESS KPI 10 Percentage of Category 1 elective patients admitted within 30 days Ensure that the census data in the Pivot Table is filtered to ensure only the following data is returned PPPs lt 500 Census Urgency 1 Category 1 Census Readiness Ready Ready for care Census Rmvl Adm as planned Admitted as planned Census Date is added to the Row Fields The most recent 4 census dates will appear in the rows by default e Within time allows filtering on weather the patient was seen within 30 days Yes or not No Drag Wait Time into the Column Fiel
4. See example of the filters applied below Note KPI 6 Percentage of Category 3 elective patients waiting 365 days or less Within Time Yes Grand Total x 100 11_03_25 ODS Ctx BJ Eile Edit View Insert Format Tools Data Window Help OBE BIG RIF ALA aB SLI le 41 Zh 10 4 Al X f Reportable PPP Reportable PPP _ PPP lt 500 x PivotTable Field List Drag items to the PivotTable report Not Rmvd__ p Patient Identifier a a E Episode Identifier c D WithinTimewj o Cc Dat E 781 Reportable PPP 815 Ej Total RFC Days 823 be E Total NRFC Days 802 posa Census Urgency Census Readiness i Within Time 5 Census Rmvl Lao ESIS Manual 14 Edition Section 5 Compilation and Submission Page 17 ESIS ACCESS KPI 7 Number of patients on the elective surgery waiting list Ensure that the census data in the Pivot Table is filtered to ensure only the following data is returned PPPs lt 500 Census Urgency ALL Census Readiness Ready Ready for care Census Removal Not Rmvd Not removed Census Date is filtered to the month in question The most recent 4 months will appear in the rows by default Sum of 0 provides a count of patient on the elective surgery waiting list Note Within Time is not required to calculate this KPI 2 Microsoft Excel 2050_11 03_25 ODS_Ctct o E sert Format Tools Data Window Help D Ga to ces 7 4 Ge FI mM B
5. 2010 current financial year The aggregate value for number of removals year to date in the first July 2010 submission is 123 See Section 6 Editing ESIS Manual 14 Edition Section 5 Compilation and Submission Page 8 ESIS Operational Data Store ODS Files On receipt of each health service s ESIS submission a series of reports are returned to health services These reports provide health services a range of valuable information including waiting list performance data and summaries regarding data edits The reports are provided in two zip files containing the submission file name followed by ODS and Edits Operational Data Store ODS files are a snapshot summary of your health service s ESIS data that has been successfully loaded into the ESIS database for the current financial year Note a minimum of 4 month of ODS data is provided at the commencement of the financial year therefore from July to September the ODS data will contain ODS data from the previous financial year ESIS ODS file naming convention example The two output files returned to health service code 5000 for their 3 submission in 2010 11 with an extraction end date of 31 March 2011 would be labelled in the following format 5000_11_03_31_003_ODS zip and 5000_11_03_31_003Edits zip Refer to the Census File format specification below for the fields included in the ODS census extract Census ODS File Structure XXXX_YY_MM DD ODS C txt
6. 24th submission for the year 15 November 2011 submission Patient Table records The first eighteen characters of the text file s name should be identical to the first eighteen characters of the name of the zip file in which the text file is submitted ESIS Manual 14 Edition Section 5 Compilation and Submission Page 3 File Security To deter unauthorised access and protect patient privacy submitted files and files produced by Department of Health via electronic mail must be e zipped using WinZip Version 10 or later and e encrypted using 128 bit AES encryption and e password protected using the password supplied by the department Please contact the DH ESIS data collection manager or the HDSS Helpdesk if you have not received a password If a submission file is not zipped and password protected it will not be processed Department of Health will advise reporting health services of alternate submission arrangements if security requirements change due to viruses or firewall issues ESIS Manual 14 Edition Section 5 Compilation and Submission Page 4 Text Extracts Each elective surgery waiting list episode must be reported to ESIS When extract files are generated for submission health services should submit only the records that have been added or changes since the previous submission Software should date stamp changes internally to facilitate correct extraction Extractions should also be uniquely identifi
7. and Submission Specifies the required format of ESIS records submitted to AED It includes details such as file naming conventions file structures reporting requirements data security test submission and system migration Editina Each ESIS edit message is listed in this section in numerical order The entry for each edit message describes the problem and the remedy Supplementarv Code Lists http www health vic gov au hdss reffiles index htm Contents SECTION 5 Compilation and Submission Introduction File Naming Convention Zip File Naming Text File Naming File Security Text Extracts Patient Extract Structure Episode Extract Structure Intra Episode Extract Structure Merge Extract Structure Reconciliation Table Structure ESIS Operational Data Store ODS Files Using Census C ODS File to monitor Health Service KPls Data Submission Data Submission Timelines Referential Integrity Test Submission and System Migration Details of the Testing Process When Testing is Necessary Period of Data Subject to Testing Notification of Intention to Test Considerations when changing software Considerations for a PMI Merge Data Migration Compilation of Test Data Submission of Live Data for Testing Evaluation Manual Data Collection During Testing Exemptions from Submission Deadlines During Testing AED Data Manipulation Policy Health Service Responsibilities Department of Health Responsibilities oO O N NN DO
8. new system is a more accurate representation of the patient s actual experience than data from the old system Health Services may optionally wish to send to the department a small subset or sample of their extracted data at any stage for preliminary inspection The department will assess things such as e File naming convention e Zip passwords if applicable e Text file field and row delimiters e Column headers and number of columns Note this data will not be run in the test or live ESIS editing suite ESIS Manual 14 Edition Section 5 Compilation and Submission Page 25 Submission of live data for testing The submission file must be emailed to ESIS ESIS health vic gov au and the subject of the email must be clearly labelled Test data Note to prevent a test submission accidentally being run in the live system the zip file naming convention should have the word TEST appended to the start of the file name For example 5000_10_11_15 024 zip would be changed to TEST5000_10_11_15 024 zip Please leave the zipped text files named according to the prescribed convention For example 5000_10_11_15 024 p txt Evaluation Health Services and DH must be satisfied that the new software can successfully perform e Deletions at Patient Episode and Intra Episode level e Merges e Updates to episode and intra episode records irrespective of whether they are removed or unremoved e Insertion of missi
9. reconciles with the Health Service s internal system In order for Department of Health to test the effectiveness of a migration to a new system sites need to be aware of the following e The first extract end date from the new system must be within seven days of the extract end date of the last submission generated from the previous system e The first submission from the new system must contain all records for episodes unremoved and all related patient and intra episode data as at that submission s extract end date e The first submission from the new system must also contain all reportable activity occurring between the extract end date of the last submission generated from the previous system and the new submission s extract end date e DH returns raw data files known as ODS text files to sites after each run They represent the Department of Health view of the site s waiting list in a similar format originally sent to Department of Health The new system must provide the site with sufficient reporting access to the site s operational data to allow for reconciliation between that data and the ODS text files The data sent in the first submission from the new system will be compared with what should be the same data sent from the old system While it will not be a requirement that new data exactly correspond with data sent from the old system discrepancies will only be accepted where it can be demonstrated that the data from the
10. submission and corrections All outstanding rejections notifiables and correction edits must be resolved by the ESIS clean date ESIS clean dates are scheduled on the 14 day of the following month or the preceding working day if the 14 falls on a weekend or public holiday This allows health services two full working weeks to provide corrections for outstanding edits ESIS data submission deadlines and clean dates are specified in Section 1 ESIS Data Submission Timeframes The department will endeavour to process submissions within one working day of receipt of the data Any outstanding corrections for the financial year must be transmitted before consolidation of the ESIS database on 21 August 2012 ESIS Manual 14 Edition Section 5 Compilation and Submission Page 20 Where health services do not comply with the above timelines the department may apply a penalty of up to e 3 600 if a reporting period s activity 1st to 15th being a period and 16th and subsequent being a period is not submitted by the timeline specified above e 1 800 for each Rejection and Notifiable edit that is not resolved by the timeline specified e 3 600 for each Rejection and Notifiable edit that is not resolved within thirty days of the timeline specified or database consolidation whichever comes first If it is anticipated that there will be some difficulty experienced in meeting the ESIS deadlines health services must complete an ESIS Late Data
11. D OO Oo fF WO YP NH PO N N N N DHS HBO NYO NHB NYO YS NY HS YO NHB NYO NY NY YN oO N N N DD Da A A A A Wo Wo Wo wo OO SECTION 5 Compilation and Submission Introduction This section specifies how to format ESIS data for reporting to the Department of Health the submission timelines and information on what is included in the ESIS output files which are returned to health services after each submission This section also outlines the necessary testing requirements that health services and software vendors need to complete when a site is either new to ESIS reporting or changing software Health services are required to submit five types of text files that are used to update the following tables maintained by the department e Patient Table Patient Extract e Episode Table Episode Extract e Intra Episode Table Intra Episode Extract e Merge Table Merge Extract e Reconciliation Table Reconciliation Extract All text files must e be tab delimited ASCII with fields trimmed of leading and trailing spaces e have labels that represent the field names in the first row The fields in the text files can be in any order e follow the file naming convention detailed below There is no requirement that these files be fixed width All text files for a submission must be zipped into one password protected zip file File Naming Convention If the file naming convention is not followed for either the zip file or the text fil
12. Elective Surgery Information System ESIS User Manual 14th Edition 2011 12 Section 5 Compilation and Submission Download from the Department of Health web site at http Awww health vic gov au hdss Published By The Department of Health Victoria Authorised By The Victorian Government 50 Lonsdale Street Melbourne Version Version 14 0 Year 2011 12 ESIS Manual Sections The Elective Surgery Information System ESIS Manual sections are Glossary Section 1 Section 2 Section 3a Section 3b Section 4 Section 5 Section 6 Section 7 Lists the terms and abbreviations used in the ESIS manual ESIS Manual Introduction Provides information on the development and purpose of the ESIS data collection data submission timeframes scope and coverage contact details and a list of relevant abbreviations Concent and Derived Item Definitions Provides definitions of concepts that are the foundation of the ESIS collection and information that the department derives from the data submitted Data Definitions Data collection items Details the specifications of data items relating to individual waiting episodes for reporting to ESIS Data Definitions Technical elements Details the technical or database elements required for submission of ESIS data Business Rules Draws together a number of concepts and data items as well as describing the technical functions of the ESIS processing Compilation
13. Exemption Request form located within the ESIS section of the HDSS website This form must be completed in order to avoid the ESIS Data Quality and Timeliness penalties set out in the Victorian Health Services Policy and Funding Guidelines Heath Operations Exemptions for late data will only be considered for circumstances beyond the control of the health service Software problems are of themselves insufficient justification for late submission of data Health services are expected to have arrangements in place with their software vendor to ensure that statutory reporting requirements are met Submissions for exemption should be received by the appropriate consolidation deadline Under no circumstances will consideration of exemption from late penalties be given to exemption requests received after 50m on 21 August 2012 For any period that the health service is unable to supply unit record data the health service is required to submit manual aggregate data Additional penalties may apply for failure to submit aggregate data when required The reporting schedule for ESIS is published in the Victorian Health Services Policy and Funding Guidelines 2011 12 found on the following website http www health vic gov au pfg downloads pfg part2 pdf ESIS Manual 14 Edition Section 5 Compilation and Submission Page 21 Referential Integrity Referential integrity is enforced between Patient Episode and Intra Episode level data This m
14. IS submission files reported to ESIS These files reflect the Patient Episode and Intra episode data stored in ESIS for the last four census dates Patient ODS File Structure XXXX_YY_MM_DD_ODS_P ixt Note The fields returned in the return patient file are in a different order to those in the file submitted from health services to DH Data Item Label Field size Layout Code Set Patient Identifier Patient_Identifier 10 XXXXXXXXXX Medicare Medicare_Number 11 NNNNNNNNNNN or Number blank Medicare Suffix Medicare_Suffix Between 1 AAA AA A A AA A and 3 A A AA characters Date Of Birth Date_Of_Birth 8 DDMMYYYY Sex Sex N A Code from code set Indigenous Indigenous_ Status N A Code from code set Status Postcode Postcode N A Code from code set Locality Locality N A Code from code set ESIS Manual 14 Edition Section 5 Compilation and Submission Page 11 Episode ODS File Structure XXXX_YY_MM_DD_ODS_E ixt Data Item Layout Code Set Episode Identifier Episode_ldentifier 9 XXXXXXXXX Clinical Registration Clinical_Registration_Date 8 DDMMYYYY Date Administrative Administrative_Registration_Date 8 DDMMYYYY Registration Date Source Of Referral Source_Of_Referral N A Code from code set Principal Prescribed Principal_Prescribed_Procedure N A Code from code Procedure set Principal Prescribed PPP_Description Up to Free t
15. Specialty Surgical_ Specialty N A Code from code set M Treatment Campus Treatment_Campus N A Code from code set 6 Previous Identifier of Previous_lIdentifier_of_Transferred_Episo 13 XXXXXXXXXXXX Transferred Episode de X Key To Note M Mandatory 1 Report when made available by the patient 3 Mandatory for Reason For Removal codes N S and X Mandatory for Reason For Removal codes W M S Y and X 5 Mandatory for non specific PPP codes 6 Mandatory for Source of Referral code 2 ESIS Manual 14 Edition Section 5 Compilation and Submission Page 6 Intra Episode Extract Structure AOIG Data ltem Label Field size Layout Code Set Episode Identifier Episode_Identifier 9 XXXXXXXXX M Event Type Event_Type N A Code from code set M Event Date Event_Date 8 DDMMYYYY M Event Value Event_Value N A Code from code set or DMMYYYY 7 Scheduled Admission SAD_Identifier 10 NNNNNNNNNN Date Identifier Key To Note M Mandatory 7 Mandatory for SET SAD and Reason SAD Changed events Must be blank for all other intra episode events Merge Extract Structure The Merge extract contains data to instruct the merge of Patient Identifiers This identifies the Patient Identifier s to be ceased and the Patient Identifier to be retained Data ltem Field size Layout Code Set M Ceased Patient Identifier Ceased_Patient_Identifier 10 XXXXXXXXXX M Retained Patient Retained_Patient_Identifier 10 XXXXXXX
16. XXX Identifier Key To Note M Mandatory See Section 4 Merging Records Reconciliation Table Structure AOIG Data ltem Label Field size Layout Code Set M Aggregate Identifier Aggregate_ID 1 N M Aggregate Description Aggregate_Description N A Code from code set M Aggregate Value Aggregate_Value Up to 6 NNNNNN characters Key To Note M Mandatory ESIS Manual 14 Edition Section 5 Compilation and Submission Page 7 Reporting Guide Aggregate_ID Aggregate_Description 1 Number of registrations year to date 2 Number of removals year to date Number of registrations year to date A count of the total number of Registrations in all submissions for the current financial year to date regardless of the year in which the Registration Dates fall For example The first submission in July 2011 contains 35 new registrations from June 2010 previous financial year and 45 new registrations from July 2011 current financial year The Aggregate Value for Number of registrations year to date in the first July 2011 submission is 80 Number of removals year to date A count of total number of Removals in all submissions for the current financial year to date regardless of the year in which the Removal Date falls For example The first submission in July 2010 contains 103 removals from June 2010 previous financial year and 20 removals from July
17. d Sum of 0 provides a count of Cat 1 patients See example of the filters applied below Note Percentage of Category 1 elective patients admitted within 30 days Within Time Yes Grand Total x 100 E Mici 99 11 03_15 0DS_Cxis a File Edit View Insert Format Tools Date Window Help DG BIG DIY GB 4 Fa B GH 9 B Sh KL ly a 100 B3 v fe Ready sk amp EON Reportable PPP _ PPP lt 500 PivotTable Field List z 4 pensus Migeney _ Drag items to the PivotTable report D Census Readiness Ready 4 Census Rmvl Adm as planned w Census Date 4 gt Ej Reportable PPP Er 6 E Total RFC Days z 787 E Total NRFC Days 31 Jan 11 oe 28 Feb 11 255 E Census Urgency 15 Mar 11 E Census Readiness oy 22 Grand Total ieren a F Census Rmvl B Row Area E ESIS Manual 14 Edition Section 5 Compilation and Submission Page 15 ESIS ACCESS KPI 5 Percentage of Category 2 elective patients waiting 90 days or less Ensure that the census data is filtered to ensure only the following data is returned PPPs lt 500 Census Urgency 2 Category 2 Census Readiness Ready Ready for care Census Rmvl Not Rmvd Not removed Census Date is added to the Row Fields The most recent 4 months will appear in the rows by default Within time allows filtering on weather the patient was seen within 90 days Yes or not No Sum of 0 provi
18. d Health service responsibilities In situations where software does not allow the health service to meet its reporting obligations in the first instance the health service should report the problem to their software vendor The terms of the contract between the health service and software vendor should ensure that these problems are addressed as a priority In these situations the use of third party data manipulation software may be an inevitable short term consequence In such cases the health service must e notify the department in writing of the specific problem including the affected fields e specify the plan and timeframe negotiated between the health service and vendor for the resolution of the situation e receive written permission from the department before proceeding with the proposed data manipulation The department will maintain a register of such occurrences Failure to meet the above conditions may result in the application of data quality and timeliness penalties The written permission advice will include a date by which the department expects the problem to be resolved and data manipulation to cease If the problem has not been resolved by this date the department requires further notification ESIS Manual 14 Edition Section 5 Compilation and Submission Page 27 Department of Health responsibilities In rare circumstances a health service may require the department to adjust an extract in order to address a
19. des a count of Cat 2 patients See example of the filters applied below Note KPI 5 Percentage of Category 2 elective patients waiting 90 days or less Within Time Yes Grand Total x 100 i D 11 03 25 ODS Ctxt BJ Eile Edit View Insert Format Tools Data Window Help FO Be BIg 8147 DB 4 tB F 9 M B Fh i 10 AG X fe Sum of 0 a B 1 Reportable PPP PPP lt 500 w a Drag items to the PivotTable report a 3 Census Readiness Not Rmvd__ Patient Identifier 4 ees Episode Identifier iy S Sumoto Within Times dC Fj Census Date GrandTotalf Z 534 s Reportable PPP m 622 1 H Total RFC Days 651 gt Total NRFC Days 668 E DOSA Fs 13 Ej Census Urgency S Census Readiness H Census Rmvl Fe Row Area F ESIS Manual 14 Edition Section 5 Compilation and Submission Page 16 ESIS ACCESS KPI 6 Percentage of Category 3 elective patients waiting 365 days or less Ensure that the census data in the Pivot Table is filtered to ensure only the following data is returned PPPs lt 500 Census Urgency 3 Category 3 Census Readiness Ready Ready for care Census Rmvl Not Rmvd Not removed Census Date is added to the Row Fields The most recent 4 months will appear in the rows by default Within time allows filtering on weather the patient was seen within 365 days Yes or not No Sum of 0 provides a count of Cat 3 patients
20. eans that if an invalid Patient Identifier is reported in the Patient extract the record will not be inserted into the ESIS editing database it will be rejected Any related Episode or Intra Episode records will also fail to be inserted until the patient record is corrected and resubmitted invalid Patient Identifier is reported for a new episode record in the Episode extract the episode record in question will not be inserted into the ESIS editing database it will be rejected Any related Intra Episode records will also fail to be inserted until the episode record is corrected and resubmitted invalid Patient Identifier is reported for an existing episode record in the ESIS editing database it will not be updated The update will be rejected but the Episode record in its existing state will remain Intra Episode records can still be inserted and updated because the episode record exists For details regarding edits relating to Referential Integrity refer to Section 6 Editing Edit numbers 380 and S381 ESIS Manual 14 Edition Section 5 Compilation and Submission Page 22 Test Submission and System Migration When changes occur in the Waiting List Management Systems WLMS or sites move to a completely different system the health service and software vendor are required to follow these testing requirements to meet statutory reporting requirements Note Sites that implement any changes without appropriate tes
21. ed and stored by the software for re use if required Each time a submission is processed by ESIS the related data will be updated until the waiting episode is completed and the record removed from the elective surgery waiting list Unit record level elective surgery data are reported in the following text extracts Patient extract contains Patient Identifier and demographic data specific to the patient Episode extract contains Episode Identifier Patient Identifier to link to the Patient Extract data and waiting list data specific to a single waiting list episode Intra Episode Event extract contains data relating to changes of patient urgency and status throughout the waiting list episode The health service generated Episode Identifier links data relating to a single waiting episode The Episode Identifier is the Primary key in the Episode table and the Foreign key in the Intra Episode Event table The Patient Identifier reported by the health service is the primary key in the patient table and the foreign key in the Episode table This enables identification of all episodes for a patient at a single health service Patient Extract Structure AOG Data Item Label Field size Layout Code Set M Patient Identifier Patient_Identifier 10 XXXXXXXXXX M Date Of Birth Date_Of_Birth 8 DDMMYYYY M Date of Birth DOB_Accuracy_Code 3 NNN Accuracy Code Indigenous Status Indigenous_Status N A Code f
22. ers 15 16 and 17 in the zip file name is a count of the submissions whose extract end dates fall in a given financial year Submission 001 is the first and the number sequence must increment by one each submission This is intended to help identify any break in sequence data extracted but not sent The submission number must cycle back to 001 for the first submission named with a July Extract End Date For example Final submission containing a 2011 2012 Extract End Date for health service 5000 Test health service might be named 5000_11_06_30_056 zip If the next submission had an extract end date of 9 July 2012 it would be named 5000_12_07_09_001 zip A financial year starts on the 1st July and ends at Midnight on the 30th June of the previous financial year Text File Naming Position Variable Required Format 1 4 Health service code NNNN 5 Underscore _ 6 7 Year YY 8 Underscore _ 9 10 Month MM 11 Underscore 12 13 Submission end date DD 14 Underscore 15 17 Submission number NNN 18 Underscore _ 19 Table identifier A P Patient table E Episode table Intra episode table R Reconciliation table M Merge table 20 23 txt txt Text file structure Reporting health service code _ Year _ Month of Submission _ Submission end date _ Submission Number Table identifier txt Text File Naming Example 5000_11_11_15_024_P txt Test health service
23. es the processing system will not recognise the submission as valid and the run will be terminated Zip File Naming Position Variable Required Format 1 4 Health service code NNNN 5 Underscore B 6 7 Year YY 8 Underscore 9 10 Month MM 11 Underscore _ 12 13 Extract end date DD 14 Underscore 15 17 Submission number for NNN this financial year 18 21 Zip Zip Zip file structure Health service code _ Year _ Month _ Extract End Date _ Submission Number zip Zip File Naming Example Health service code 5000 3 Submission for 2010 2011 31 August Submission zip file 5000_10_08_31_003 zip The year month and date represent the end date up to which the data has been extracted The following dates must all be earlier than the extract end date of any given submission e Date Of Birth e Clinical Registration Date e Administrative Registration Date e Event Date e Admission Date e Removal Date The extract end date cannot be greater than today s date and cannot be less than the previous extract s end date The same end date may be resubmitted multiple times but the Submission sequence number must be incremented by one each time For example 24th submission for the financial year 5000_10_11_15 _024 zip 25th submission for the financial year 5000_10_11_15 025 zip ESIS Manual 14 Edition Section 5 Compilation and Submission Page 2 The submission sequence number charact
24. ext excluding Procedure Description 100 tabs linefeeds and carriage returns Surgical Specialty Surgical_ Specialty N A Code from code set Treatment Campus Treatment_Campus N A Code from code set Destination Destination N A Code from code set Insurance Declaration Insurance_Declaration N A Code from code set Planned Length Of Stay Planned_Length_Of_Stay N A Code from code set Date Of Admission Date_Of_Admission 8 DDMMYYYY Removal Date Removal_ Date 8 DDMMYYYY Reason For Removal Reason_For_Removal N A Code from code set Patient Identifier Patient_Identifier 10 XXXXXXXXXX Previous Identifier of Previous_Identifier_of_Transferred_Episo 13 XXXXXXXXXXXX Transferred Episode de X ESIS Manual 14 Edition Section 5 Compilation and Submission Page 12 Intra Episode ODS File Structure XXXX_YY_MM_DD_ODS_I ixt Data Item Label Field size Layout Code Set Episode Identifier Episode_Identifier 9 XXXXXXXXX Event Type Event_Type N A Code from code set Event Date Event_Date 8 DDMMYYYY Event Value Event_Value N A Code from code set or DMMYYYY SAD Identifier SAD_Identifier 10 NNNNNNNNNN ESIS Manual 14 Edition Section 5 Compilation and Submission Page 13 Using Census C ODS File to monitor Health Service KPIs Health services can use the Census file information to monitor the ESIS Key Performance Indicators KPls set out in the 2011 12 Statement of Priorities and Performance Framew
25. hange and cannot be re used e Scheduled Admission Date SAD Identifiers must be preserved and must not be re used in the same episode e Campus codes cannot be changed e Data must not be migrated manually that is data may not be re keyed into the new system Health Services must ensure that new Episode Identifiers allocated by the new software have not been previously used Most systems Episode Identifiers are incrementing integers so if a site was up to 000323760 the new system must start from a number higher than that It is also important that the vendor NEVER reset the incrementing of Episode Identifiers Considerations for a PMI merge Health services undertaking a PMI merge at the time of changing software must ensure that the Patient Identifiers reported by one campus have not already been reported by another campus A new Patient Identifier must be assigned to a patient who presents to the merged campus where the existing Patient Identifier has already been assigned by the other campus In a merge of PMls it can transpire that episodes from one site have the same Episode Identifier as episodes from another site involved in the merge The original Episode Identifiers reported to ESIS for both sites must be preserved in a way that allows them to continue to be reported to ESIS To effect this vendors may have to store both a new Episode Identifier for internal purposes and the original Episode Identifier for reporting purposes again
26. ime Ej Census Rmvl jo rr TEIRA r a ESIS Manual 14 Edition Section 5 Compilation and Submission Page 19 Data Submission ESIS submissions must be sent to the ESIS email address ESIS ESIS health vic gov au Department of Health will advise reporting health services of alternate submission arrangements if submission requirements change due to viruses or firewall issues Data Submission Timelines ESIS data must be submitted in accordance with the reporting schedule to avoid Data Quality and Timeliness DQT penalties Note Data Quality and Timeliness assessments will not be applied to edits relating to episodes whose Principal Prescribed Procedure PPP is 500 Health Services are required to adhere to the following ESIS minimum submission timelines Period File Content Due First fifteen days of the Data must include all activity Received at the department no i i h h month 1st to 15th registrations removals aer an 5 00pm on the 3rd readiness urgency and scheduling working day after the 15th of the events month The remaining days of the month Data must include all activity Received at the department no 16th and subsequent registrations removals later than 5 00pm on the 3 readiness urgency and scheduling working day of the following events month Health services may submit ESIS data more frequently in order to manage resources and workload issues related to data
27. ng intra episode records irrespective of whether the episode is removed or unremoved e Alteration of Clinical Registration Date and dependant dates such as the episode s initial Urgency and Readiness event dates The test data must be free of referential integrity errors See Section 6 Editing Edits S380 and S381 A site cannot go live if the editing process generates any errors that are unable to be corrected through the normal user interface A Department of Health ESIS representative will assist in the interpretation of errors throughout the testing process Manual data collection during testing If testing delays normal submission then until normal submissions of ESIS data resume an agreed minimum dataset must be submitted via a form The minimum dataset will consist of e admission activity e number of waiting list episodes by speciality and urgency e number of cancellations e number of hospital initiated postponements and scheduled admission dates For further information about the forms please contact ESIS ESIS health vic gov au ESIS Manual 14 Edition Section 5 Compilation and Submission Page 26 Exemptions from submission deadlines during testing Exemptions from submission deadlines are only applicable to those who have demonstrated strong evidence of a well planned migration In the normal course of migrating to a different system some consideration will be given to extended reporting deadlines Da
28. nment so sites can test at any time by prior arrangement All test submissions must be prefixed with the word TEST in the zip file name The zipped text extracts should maintain the normal file naming convention Department of Health will endeavour to process and return test data within one working day of receipt but this is dependent on server and staff availability Period of data subject to testing Unless otherwise agreed with the department two consecutive months of waiting list activity should be successfully submitted to the ESIS test system See Compilation of Test Data below for further details When migrating test data to a new system all migrated data should be tested to enable comparison with the existing data ESIS Manual 14 Edition Section 5 Compilation and Submission Page 23 Notification of intention to test Health Services should involve the department from the earliest stages of the decision to migrate to a new system Send a letter or email to the ESIS help desk ESIS ESIS health vic gov au and include details such as e Name of vendor e Version of software e Proposed date of go live e Proposed testing plan e Strategy for the electronic migration of data from old system to new system e Nature of interface between the PMI and waiting list system Considerations when changing software Health Services changing software must consider the following e Patients Identifiers and Episode Identifiers must not c
29. ork Business Rules These include e Percentage of Category 1 elective patients admitted within 30 days e Percentage of Category 2 elective surgery patients waiting 90 days or less e Percentage of Category 3 elective surgery patients waiting 365 days or less e Number of patients on the elective surgery waiting list e Number of elective surgery admissions An easy and effective way to perform analysis on the above measures is to open the Census text file in MS Excel and place the data into a Pivot Table Follow the below steps on how to place the census data into a pivot table using Microsoft Excel 1 Unzip and save the census file XXXX_YY_MM_DD_ODS_C ixt 2 Open the census text file with Excel Right click Census file Open with Microsoft Office Excel 3 Once the census data is in Excel Select All census data i e Ctrl A 4 Then in Excel click Data then click PivotTable and PivotChart Report note that users using Excel 2007 will go to Insert menu and then click Pivot Table 3 H Tu C txt Microsoft Excel gt Home Page Layout Formulas Data Review View Add Ins o let Soe OPR Pkeoo rO F125 4 ZH PivotTable Table Picture Clip Shapes SmartArt Column Line Pie Bar Area Scatter Other Hyperlink Text Header WordArt Signature Object Symbol y Art r y gt Charts Box amp Footer Line gt les Illustrations Charts i Links Text This launches the PivotTable Wizard 5 Click Finish E rricos
30. rom code set Sex Sex N A Code from code set 1 Medicare Number Medicare _Number 11 NNNNNNNNNNN or blank M Medicare Suffix Medicare _Suffix Between 1 and AAA AA A A AA A 3 characters A A AA M Postcode Postcode N A Code from code set M Locality Locality N A Code from code set M Mandatory 1 Report when made available by the patient ESIS Manual 14 Edition Section 5 Compilation and Submission Page 5 Episode Extract Structure AOG Data ltem Field Layout Code Set size Episode Identifier Episode_Identifier 9 XXXXXXXXX Patient Identifier Patient_Identifier 10 XXXXXXXXXX 2 Date Of Admission Date_Of_Admission 8 DDMMYYYY 3 Destination Destination N A Code from code set 4 Insurance Declaration Insurance_Declaration N A Code from code set M Planned Length Of Stay Planned_Length_Of_Stay N A Code from code set M Principal Prescribed Principal_Prescribed_Procedure N A Code from code Procedure set 5 Principal Prescribed PPP_Description Up to Free text excluding Procedure Description 100 tabs linefeeds and carriage returns M Reason For Removal Reason_For_Removal N A Code from code set M Administrative Administrative_Registration_Date 8 DDMMYYYY Registration Date M Clinical Registration Clinical_Registration_Date 8 DDMMYYYY Date Removal Date Removal_ Date 8 DDMMYYYY Source Of Referral Source_Of_Referral N A Code from code set M Surgical
31. specific data quality issue The department will only consider this where e all other avenues have been exhausted e the health service requests the changes in writing confirming that it has made the changes to its own data or indicating that this is not possible e the changes accurately reflect the health service s medico legal system of record The department maintains a register of all ESIS manual data changes for audit purposes ESIS Manual 14 Edition Section 5 Compilation and Submission Page 28
32. ss for care status as at census Readiness Not Ready Not ready for care date Within Time Within Time Y Yes within desired waiting time Flag which denotes whether a record is within desired waiting time for each N No not within desired waiting urgency time Desired waiting times Category 1 lt 30 days Category 2 lt 90 days Category 3 lt 365 days Census Removal Census Adm as planned Patient admitted This field defines the removal status at ravi for procedure as planned on the h d my scheduled admission date the census date Returned when Reason For Removal is reported as W S or X Adm not as planned Patient admitted for procedure but surgery not performed on the scheduled admission date Returned when Reason For Removal is reported as B I U M amp Y Not Rmvd Not removed from the waiting list Returned when Reason For Removal is reported as blank Other Rmvi Removed from the waiting list for reasons other than admission for surgery i e Not admitted Returned when Reason For Removal is reported as R Z Q F O N amp T Waiting List Counter 0 N This field provides a counter for each waiting list episode within the month of ESIS data 1 is assigned for each waiting list episode in the given ESIS month ESIS Manual 14 Edition Section 5 Compilation and Submission Page 10 The Patient Episode and Intra episode ODS files contain the same data items as the raw ES
33. st the episode so that both internal and external reporting requirements can be accommodated Data migration One of the most important aspects of moving to a new system is managing the migration of data from the old system to the new system Ideally all operational data should be migrated from the old system to the new one Without this sites may lose access to important historical information required for business management planning and analysis and patient care Data must not be migrated manually that is by re keying data into the new system ESIS Manual 14 Edition Section 5 Compilation and Submission Page 24 Compilation of test data If a site is new to ESIS reporting testing expectations will be different to a site currently submitting to ESIS In their first submission a new site will need to submit all historic activity all urgency readiness and scheduling events for all episodes that are unremoved as at the date of commencement as agreed between the Department of Health and the site In a test submission for a site currently reporting to ESIS continuity between the test submission and previously submitted data will need to be maintained That is all intra episode events that have occurred since the last submission should be contained within the first test submission All unremoved episodes in the system as at an agreed date in addition to the normal submission must be included to ensure that Department of Health data
34. ta Manipulation Policy In the normal course of business the department will not condone manipulation of any data extracts for example with Microsoft Excel Notepad or any other data manipulation tool that causes change in data values prior to processing by the Department The rationale for this is as follows e It is expected that health services have a contractual arrangement with software vendors that obliges vendors to provide software to health services that allows them to meet their statutory reporting requirements When negotiating software contracts health services are strongly advised to consider the impact of data quality and timeliness penalties that may apply where the vendor fails to deliver a product that meets statutory reporting requirements In effect the vendor s software should be capable of producing an extract in the format required by the department e The department acknowledges that any software may have the potential to extract data that can trigger Rejection edits Where this occurs data must be corrected via the health service s relevant operational database thus eliminating the need for secondary data manipulation e Correcting errors in the extract but not in the operational database can lead to a misrepresentation of the health service s true position e There is an audit requirement that data received by the department is an accurate reflection of the health service s medicolegal system of recor
35. ting may compromise their capacity to meet reporting requirements It is a condition of funding that health services provide the Department of Health with accurate and timely data For more details See Victorian Health Services Policy and Funding Guidelines Health Operations http www health vic gov au pfg Health Services should not accept delivery of a system that requires any manipulation of extracts after they have been extracted by the system All corrections to data should be able to be effected through the system front end Post extraction manipulation of data has been shown to cause excessive errors be difficult to correct and causes inconsistency between the health services medico legal record and the data at the Department of Health Health Services must not decommission their existing software until they are given approval from the department to go live with the new system This will enable sites to continue to meet reporting requirements during the testing phase Details of the testing process When is testing is necessary The submission of test data to ESIS is required under the following circumstances e ifa site is new to ESIS reporting e if a site changes software vendor or system e ifa site makes changes within the current software that may impact on the capacity to report e to test annual revisions to reporting specifications Department of Health has a test environment that accurately replicates the live enviro
Download Pdf Manuals
Related Search