OR Benchmarks Collaborative
Data File Information
Release 3.0 July 2009
Copyright notice CopyrightŠ 2009 McKesson Corporation and/or one of its subsidiaries. All rights reserved. Use of this documentation and related software is governed by a license agreement. This documentation and related software contain confidential, proprietary and trade secret information of McKesson Information Solutions and are protected under United States and international copyright and other intellectual property laws. Use, disclosure, reproduction, modification, distribution, or storage in a retrieval system in any form or by any means is prohibited without the prior express written permission of McKesson Information Solutions. This documentation and related software are subject to change without notice. Publication date July 2009 Version OR BenchmarksŽ Collaborative 3.0 Reader comments Any comments or suggestions regarding this publication are welcomed and should be forwarded to the attention of: McKesson Corporation Documentation Department 380 Russell Street Hadley, MA 01035-9538 Trademarks OR Benchmarks is a registered trademark of OR Manager, Inc. All other product and company names may be trademarks or registered trademarks of their respective companies.
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Table of Contents About Security and Privacy ....................................................................................................... 4 OR Benchmarks Collaborative Data Input File Information ................................................... 5 Data Input File Formatting Considerations...................................................................................... 6 Case Input Files .......................................................................................................................... 8 Case Input File Detail Chart............................................................................................................. 8 Case Input File Layout – Sample Records ..................................................................................... 14 Cancellation Files ..................................................................................................................... 15 Cancellation File Detail Chart........................................................................................................ 15 Cancellation File Layout – Sample Records .................................................................................. 18
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About Security and Privacy OR Benchmarks® Collaborative (ORBC) was designed with full awareness of the importance of protecting confidential patient information. This section explains McKesson’s security and privacy measures. Physical Security Data Center ORBC is housed within a McKesson-controlled facility with physical barriers and a locked data center. No signage indicates that the building has a data center. Access into the building, as well as access within the building, is controlled by numeric locks, keypads, and proximity cards. All building visitors are registered and escorted. Data Security Transmission, Encryption, and Storage ORBC data is encrypted using an industry standard 128-bit encryption protocol using a public/private certificate pair. The ORBC production database resides behind multiple firewalls, where the data is also encrypted. All ORBC system backups are encrypted and stored offsite at a secure location. Privacy Protection of Subscriber-Provided Data McKesson uses ORBC data only for the benchmarking service. A facility’s case data cannot be seen by any other facility or competitor. Each subscriber’s data is stored in its own separate dataset. The benchmarks are calculated by spanning the individual subscriber’s dataset. When subscribers drill down, they are drilling into their own dataset only. McKesson will not sell, distribute, or reveal patient or facility data to any other organization without express written consent of the subscriber.
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OR Benchmarks Collaborative Data Input File Information
The purpose of this document is to provide you with the information you need to create data input files. The Case Input File Detail Chart and the Cancellation File Detail Chart list all required fields and all optional fields, as well as the required format for each field. Fields in your data input files must be arranged in the order shown in the chart. Optional fields can be left blank, but delimiters for those fields must be included. If your data input file does not adhere to the required layout, format, and order, individual records or possibly the entire data file may be rejected. Before you can submit data, you must complete all the required subscription information on the OR Benchmarks Collaborative Subscriber site. Refer to the Getting Started document for more information. Once you have completed your data input files, return to Getting Started for information on preparing and submitting your historical data and on subsequent steps in the process. This document includes the following sections: • Data File Formatting Considerations • Case Input File Detail Chart • Case Input File Layout – Sample Records • Cancellation File Detail Chart • Cancellation File Layout – Sample Records For questions regarding the information provided in this document, please log a support call through SAGE Web. To access the SAGE Web system, go to http://sageweb.hboc.com/sageweb/Start/LogIn.asp. If you have any problems or questions regarding the SAGE Web system, please e-mail the sagemaster at sagemaster@mckesson.com. New Users: Follow the Register SAGE... link prompts.
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Data Input File Formatting Considerations Note the following formatting considerations when you create your data files: • All files should be in ASCII text format. Separate fields using one of the following characters as a delimiter: o
Tab
o
Tilde
o
Vertical Bar/Pipe
• Use one of the following as a date delimiter: o
Slash
o
Period
o
Dash
o
None (No delimiter)
• Using one of the delimiters listed above, the following are examples of acceptable date formats. o
mm/dd/yyyy (Slash)
o
yyyy.mm.dd (Period)
o
dd-mm-yyyy (Dash)
o
mmddyyyy (None)
• Time fields must be in one of the following formats: o
24-hour clock
o
12-hour am/pm
o
Date time stamp
• Do not include field numbers or field names in your data input file. • Header rows will be rejected. • Remove all quotes. They would be included as part of the text value in a field. • Data that exceeds the maximum number of characters for a given field will be truncated. •
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It is mandatory that all fields be present in your input file; however, the optional fields may be blank. To accomplish this, a delimiter must be used as a placeholder for every blank optional field. In addition, if the last field in your input file is blank, then it is recommended to populate this field with an asterisk (*). The asterisk will automatically be replaced with NULL characters during the submission process. Refer to Case Input File Layout – Sample Records #3 on page 13 and Cancellation Input File Layout – Sample Records #3 on page 18. Case Input File Information Release 3.0
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Case Input Files Case Input File Detail Chart The table below lists the required and optional fields for a case input file. IMPORTANT! Please pay particular attention to the following: • For Case Input Files, do not include cancelled cases. • All ORBC subscribers are required to submit data for the bolded fields – 1, 9, 10, 14, and 18 – in the table. • Ministry of Health-Ontario subscribers are required to capture some additional fields, denoted with an asterisk* in the table. These fields are optional for any subscribers not using the Ministry of Health-Ontario scorecard. • The fields that have neither bolding nor asterisks are optional for all subscribers; they are designed to support additional analytical capability. • A data type of “Varchar(N)” indicates a variable-length character field, with the maximum allowable number of characters equal to the value displayed within the parentheses. • Data that exceeds the maximum number of characters for a given field will be truncated. • If a date is not provided for fields indicating time, the Surgery Date from Field 1 will be used. When you have completed your case input file, review the final output to make sure that all required fields are present and formatted correctly. If you have included any optional fields, make sure you have adhered to the formatting guidelines described on the previous page. Do not include any fields that are not listed in the Case Input File Detail Chart.
Field Number & Order
Field Names
Data Type
Comments Date in which surgery occurred. Acceptable date formats (using a Slash as delimiter): • mm/dd/yyyy
1
Surgery Date
Date
• dd/mm/yyyy • yyyy/mm/dd Other Acceptable delimiters: Period, Dash, or None.
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Field Number & Order
Field Names
Data Type
Comments Time of day surgery patient was scheduled to enter the OR. Acceptable formats:
2*
Scheduled Start Time
• Field is in 24 hour clock time (00:00 – 23:59)
Time
• Field is in am/pm time (00:00 – 11:59a/p) • Date time stamp Date the case was booked in the surgery system. Acceptable date formats (using a Slash as delimiter): • mm/dd/yyyy
3
Booking Date
Date
• dd/mm/yyyy • yyyy/mm/dd Other Acceptable delimiters: Period, Dash, or None. Facility-specific value
4
Patient Type
Varchar(32)
Examples: Inpatient, Outpatient
Procedure Service
Varchar(32)
Facility-specific value representing the service associated with this case’s procedure.
Procedure Code
Varchar(32)
Facility-specific value
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Procedure Description
Varchar(80)
Facility-specific value
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Medical Record Number (optional for facility-specific drill-down use)
5*
6*
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Account Number (or any unique record identifier)
Varchar(32)
Case Input File specifications require that Medical Record Numbers be unique. These numbers do not have to be your actual MRNs. You can submit any unique number you choose. Note: Canadian subscribers should not submit MRNs. Case Input File specifications require that account numbers be unique. These numbers do not have to be your actual account numbers. You can submit any unique number you choose.
Varchar(32)
Note: If you want ORBC to track data for the Return to Surgery indicator and highlight, a patient must be assigned the same account number for the case-record that represents the “return to surgery” incident. If you have encryption software that assigns multiple random numbers to a patient, you will not be able to track this data.
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Field Number & Order 10
Field Names
Data Type
Comments OR suite the procedure takes place in. Value must match an OR room identifier entered in the subscriber’s profile.
Actual Room
Varchar(32)
11
Admission Type
Varchar(32)
12
Anesthesia Type
Varchar(32)
Examples: local, regional block, general
13
ASA Score
Varchar(80)
Reflects the acuity of patient, as assigned by Anesthesiology.
Facility-specific value Examples: Emergent, Urgent Facility-specific value
Time the patient is in the OR on the day of surgery. Acceptable formats:
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Patient In Room Time
Time
• Field is in 24 hour clock time (00:00 – 23:59) • Field is in am/pm time (00:00 – 11:59a/p) • Date time stamp Note: If a date is not provided for this field, the Surgery Date from Field 1 will be used.
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Anesthesia Start Time
Time
Time when a member of the anesthesia team begins preparing the patient for an anesthetic. Acceptable formats: • Field is in 24 clock time (00:00 – 23:59) • Field is in am/pm time (00:00 – 11:59a/p) • Date time stamp
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Procedure Start Time
Time
Time the procedure is begun (e.g., incision for a surgical procedure, insertion of scope for a diagnostic procedure). Acceptable formats: • Field is in 24 hr clock time (00:00 – 23:59) • Field is in am/pm time (00:00 – 11:59a/p) • Date time stamp
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Field Number & Order
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Field Names
Procedure Stop Time
Data Type
Comments Time when all instrument and sponge counts are completed and verified as correct; all post-op radiological studies to be done in the OR/PR are completed; all dressings and drains are secured; and the physician/surgeons have completed all procedurerelated activities on the patient. Acceptable formats:
Time
• Field is in 24 hr clock time (00:00 – 23:59) • Field is in am/pm time (00:00 – 11:59a/p) • Date time stamp Time the patient is out of the OR on the day of surgery. Acceptable formats: 18
Patient Out of Room Time
• Field is in 24 hour clock time (00:00 – 23:59)
Time
• Field is in am/pm time (00:00 – 11:59a/p) • Date time stamp 19*
Surgeon Identifier
Varchar (32)
Facility-specific value which identifies the surgeon. Surgeon’s name: Last name, first name, middle initial recommended.
20
21*
Surgeon Name
Estimated Case Duration
Varchar (80)
Varchar(32)
Note: Canadian subscribers cannot use actual names. Options: replicate ID field or leave blank. Estimated case duration in minutes. If total minutes exceed 1440 (one day), value will be nulled out. Acceptable formats: • xxx where xxx = minutes in whole numbers • HH:MM
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A flag that indicates whether this case is an unplanned return to surgery. Responses:
Unplanned Return to Surgery within 24 Hours Indicator
Flag
Reason Code for Unplanned Return to Surgery
Varchar(32)
• Yes = 1, Y, Yes • No= 0, N, No • <null> = not captured and not counted Facility-specific value that identifies the reason for this return to surgery.
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Field Number & Order
24
25*
26
27*
28
29*
Field Names
Data Type
Comments
Reason Description for Unplanned Return to Surgery
Varchar(80)
Facility-specific value that describes the reason for this return to surgery.
Anesthesiologist ID
Varchar(32)
Facility-specific value that identifies the anesthesiologist. Anesthesiologist name: Last name, first name, middle initial recommended
Anesthesiologist Name
Varchar(80)
Delay Reason Code
Varchar(32)
Facility-specific value that identifies the reason for the surgical delay.
Delay Reason Description
Varchar(80)
Facility-specific value that describes the reason for the surgical delay.
Time
Time at which there is a sufficient level of anesthesia established to begin surgical preparation of the patient, and remaining anesthetic chores do not preclude positioning and prepping the patient. Acceptable formats:
Anesthesia Ready Time
Note: Canadian subscribers cannot use actual names. Options: replicate ID field or leave blank.
• Field is in 24 hr clock time (00:00 – 23:59) • Field is in am/pm time (00:00 – 11:59a/p) • Date time stamp
30
Anesthesia Finish Time
Time at which anesthesiologist turns over care of the patient to a post anesthesia care team (either PACU or ICU). Acceptable formats: Time
• Field is in 24 hr clock time (00:00 – 23:59) • Field is in am/pm time (00:00 – 11:59a/p) • Date time stamp
12
31
Surgeon Service Code
32*
Surgical Priority Classification Code
Varchar(32)
Facility-specific value representing the service code associated with the surgeon for this case. Facility-specific code identifying emergency classification or priority.
Varchar(32)
Used only by the Ministry of Health-Ontario; all other subscribers should leave this field blank.
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Field Number & Order
33
34*
35*
Field Names
Surgical Priority Classification Description
Preadmission Screening indicator
Surgical Pause/Timeout
Data Type
Comments Facility-specific value describing the emergency classification or priority.
Varchar(80)
Used only by the Ministry of Health-Ontario; all other subscribers should leave this field blank. Flag that indicates if the patient was screened by telephone/in person using a standardized screening process prior to admission. Acceptable responses:
Flag
• Yes = 1, Y, Yes • No= 0, N, No • <null> = not captured and not counted
Flag
Flag that indicates if the OR team paused to verify and reach consensus on patient identity, surgical procedure and operative site/side. Acceptable responses: • Yes = 1, Y, Yes • No= 0, N, No • <null> = not captured and not counted
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Case Input File Layout – Sample Records This section shows three examples of correct case file layouts: one with required fields only, one with required fields and all optional fields, and one with required fields and two optional fields. 1. File layout sample record: All fields for v1.0 format (required & optional) 06/08/2005|13:00|06/07/2005|INPATIENT|GENSURG|EXPLLAPA|EXPLORATORY LAPAROTOMY |1234567890|0987654321|OR2|URGENT|GENERAL|02|11:56|11:56|12:14| 12:40|12:45|SMTHJOE|Smith, Joe|02:00 2. File layout sample record: All fields for v2.0 format (required & optional) 06/08/2005|13:00|06/07/2005|INPATIENT|GENSURG|EXPLLAPA|EXPLORATORY LAPAROTOMY |1234567890|0987654321|OR2|URGENT|GENERAL|02|11:56|11:56|12:14| 12:40|12:45|SMTHJOE|Smith, Joe|02:00|1|12| Hemorrhage |12345|Jones, Mary, R|18| Transport Delay|12:13|12:40|GenSurg|P1|Urgent|Y|Y 3. File layout sample record: All fields for v1.0 format (required & optional) and the two fields for v2.0 format as stated
Note: If any optional field is left blank, a delimiter for that blank field must be included. 06/08/2005|13:00|06/07/2005|INPATIENT|GENSURG|EXPLLAPA|EXPLORATORY LAPAROTOMY |1234567890|0987654321|OR2|URGENT|GENERAL|02|11:56|11:56|12:14| 12:40|12:45|SMTHJOE|Smith, Joe|02:00||||12345|Jones, Mary, R|||||||||*
Notes on Sample Records: • The sample record is broken into multiple lines for illustration purposes only. On an actual record, all fields must be on one line. • Date delimiter used in sample record is a slash ( / ). • Field delimiter used in sample record is the vertical bar/pipe ( | ). • Time format used in sample record is 24 hour clock time.
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Cancellation Files Cancellation File Detail Chart The table below lists the required and optional fields for a Cancellation file. IMPORTANT! Please pay particular attention to the following: • Cancellation Files only include cancelled cases. • All cancellation files are required to have data for the bolded fields – 1, 2, 4 and 14 – in the table. • The fields that have no bolding are optional for all subscribers; they are designed to support additional analytical capability. • A data type of “Varchar(N)” indicates a variable-length character field, with the maximum allowable number of characters equal to the value displayed within the parentheses. • Data that exceeds the maximum number of characters for a given field will be truncated. When you have completed your Cancellation file, review the final output to make sure that all required fields are present and formatted correctly. If you have included any optional fields, make sure you have adhered to the formatting guidelines described on the previous page. Do not include any fields that are not listed in the Cancellation File Detail Chart.
Field Number & Order
Field Name
Data Type
Comments Date in which surgery was scheduled to occur Acceptable date formats using a Slash as delimiter: • mm/dd/yyyy
1
Scheduled Surgery Date
Date
• dd/mm/yyyy • yyyy/mm/dd Other Acceptable delimiters: Period, Dash, or None.
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Scheduled Start Time
Time
Time of day surgery patient was scheduled to enter the OR. Acceptable formats: • Field is in 24 hour clock time (00:00 – 23:59) • Field is in am/pm time (00:00 – 11:59a/p) • Date time stamp
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Field Number & Order
Field Name
Data Type
Comments Date when appointment for surgery was made. Acceptable date formats using a Slash as delimiter: • mm/dd/yyyy
3
Booking Date
Date
• dd/mm/yyyy • yyyy/mm/dd Other acceptable delimiters: Period, Dash, or None. Date when surgery appointment was cancelled. Acceptable date formats using a Slash as delimiter: • mm/dd/yyyy
4
Cancellation Date
Date
• dd/mm/yyyy • yyyy/mm/dd Other Acceptable delimiters: Period, Dash, or None. Time when appointment for surgery was cancelled. Acceptable formats:
5
Cancellation Time
Time
• Field is in 24 hour clock time (00:00 – 23:59) • Field is in am/pm time (00:00 – 11:59a/p) • Date time stamp
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Rescheduled Flag
A flag that indicates whether this surgery has been rescheduled Acceptable Responses: Flag
• Yes = 1, Y, Yes • No= 0, N, No • <null> = not captured and not counted
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Cancellation Reason Code Cancellation Reason Description
Varchar(32)
Facility-specific value representing the reason surgery was cancelled
Varchar(80)
Facility-specific value description for reason surgery was cancelled Facility-specific value representing the service code associated with the surgeon for this case.
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Surgeon Service
Varchar(32)
10
Patient Type
Varchar(32)
Facility-specific value Examples; Inpatient, Outpatient
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Field Number & Order
Field Name
Data Type
Comments
11
Surgeon Identifier
Varchar(32)
Facility-Specific value which identifies the surgeon.
12
Surgeon Name
Varchar(80)
Surgeon’s name: last name, first name, MI recommended
13
Medical Record Number
Varchar(32)
Medical Record Number for this case
14
Account Number
Varchar(32)
Account Number for this case (or Case/Appointment Number if account number is not available)
15
Procedure Code
Varchar(32)
Facility-Specific value which identifies the procedure
16
Procedure Description
Varchar(80)
Facility-Specific value describing the procedure Date when the cancelled surgery will take place. Acceptable date formats using a Slash as delimiter: • mm/dd/yyyy
17
• dd/mm/yyyy
Reschedule Date Date
• yyyy/mm/dd • <null> = not captured not captured Other Acceptable delimiters: Period, Dash, or None.
18
Estimated Case Duration
Estimated case duration in minutes. If total minutes exceeds 1440 (one day), value will be nullified. Acceptable formats: Varchar(32)
• xxx where xxx = minutes in whole numbers • H:MM same calculation as case input file
19
Preadmission Screening Indicator
Flag that indicates if the patient was screened by telephone/in person using a standardized screening process prior to admission. Acceptable responses: Flag
• Yes = 1, Y, Yes • No= 0, N, No • <null> = not captured and not counted
20
Field 20
null
Reserved for future enhancement
21
Field 21
null
Reserved for future enhancement
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Cancellation File Layout – Sample Records This section shows three examples of correct cancellation file layouts: one with required fields only, one with required fields and all optional fields, and one with required fields and two optional fields. 1. File layout sample record: Required fields 29/01/2008|05:00||30/01/2008||||| | || || | | |||||| 2. File layout sample record: Required and optional fields 9/01/2008|05:00| 29/01/2008|30/01/2008|11:50||2| PATIENT MEDICAL STATUS CHANGE|ORTHO|INPATIENT|1212345|Donaldson, Alfred, J|10312|ab1234567xy|ORTH12|TOTAL HIP REPLACEMENT BIPOLAR|10/02/2008|03:15|N||| 3. File layout sample record: Required fields and two optional fields
Note: If any optional field is left blank, a delimiter for that blank field must be included. 29/01/2008|05:00||30/01/2008||||| | |1212345| || | | ||03:15|||*
Notes on Sample Records: • The sample record is broken into multiple lines for illustration purposes only. On an actual record, all fields must be on one line. • Date delimiter used in sample record is a slash ( / ). • Field delimiter used in sample record is the vertical bar/pipe ( | ). • Time format used in sample record is 24 hour clock time.
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