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.NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly2022Emergency Department DataCollectionData DictionaryJuly 2021
Important Disclaimer:All information and content in this Material is provided in good faith by the WA Departmentof Health and is based on sources believed to be reliable and accurate at the time ofdevelopment. The State of Western Australia, the WA Department of Health and theirrespective officers, employees and agents, do not accept legal liability or responsibility forthe Material, or any consequences arising from its use.Department of Health, Western AustraliaContact:Information and Performance GovernanceApproved by:Rob Anderson, Assistant Director General, Purchasing and System PerformanceOriginal Approvaldate:2 June 2021Current version:1.0Links to:Information Management Policy FrameworkNoSu Lpe onrs geed r Aed ppon lica1 blJu us/Policy-frameworks/InformationManagement
ContentsAbbreviations . 11. Purpose . 22. Background . 23. Recording of data . 24. Data definitions . 2NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly2022.Aboriginal Status . 3Account Number . 4Additional Diagnosis . 5Additional Diagnosis System Code EDIS . 6Admission Datetime . 7Admission Number . 8Admitting Doctor Code . 9Admitting Doctor Type . 10Ambulance Number . 11Arrival Datetime . 12Australian Postcode. 13Australian State or Country of Birth . 14Bed Request Datetime . 15Claim Type . 16Clinical Comments . 17Date of Birth. 18Department of Veteran Affairs Authorisation Date . 19Department of Veteran Affairs Authorisation Number . 20Department of Veterans' Affairs Card Colour . 21Department of Veterans' Affairs File Number . 22Departure Ready Datetime . 23Departure Status . 24Destination on Departure . 26Discharge Datetime . 27Doctor Seen Datetime . 28Emergency Department Information System COVID-19 Flag . 29Employment status . 30Establishment Code . 32External Cause of Injury . 33Family Name . 34Feeder System . 35Feeder System Update Datetime . 36First Given Name . 37Funding Source . 38Home Phone Number . 41Human Intent of Injury . 42Interpreter Required . 43Major Diagnostic Block . 44Major Diagnostic Category . 45Marital Status . 47Medicare Card Number . 48Methamphetamine Flag at Diagnosis . 49Methamphetamine Flag at Triage . 51
NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly2022.Methamphetamine Manual Date . 54Methamphetamine Manual Flag . 55Methamphetamine Manual Time . 57Mode of Arrival . 58Nurse Seen Datetime . 59Occupation . 60Place Where Injury Occurred . 61Presenting Complaint . 62Principal Diagnosis . 63Principal Diagnosis System Code EDIS . 64Record Loaded Datetime . 65Record Status . 66Referral Source . 67Referred to on Departure . 68Residential Address . 69Residential Address 2. 70Second Given Name . 71Senior Doctor Seen Datetime . 72Senior Doctor Type . 73Sequence Number . 74Sex . 75Short Stay Unit Admission Datetime . 76Short Stay Unit Departure Status . 77Short Stay Unit Destination on Departure . 78Short Stay Unit Discharge Datetime . 79Stream . 80Suburb . 81Third Given Name . 82Treating Doctor Seen Datetime . 83Treating Doctor Type . 84Triage Category . 85Triage Datetime . 87Type of Activity When Injury Occurred . 88Unit Medical Record Number (UMRN) . 89Visit Type . 90Ward Ready Datetime . 91Work Phone Number . 92Appendix A – Summary of revisions . 93
DVADepartment of Veterans AffairsEDEmergency DepartmentEDDCEmergency Department Data CollectionEDISEmergency Department Information SystemGPGeneral PractitionerHCAReHealth Care Related Client Management SystemHITHHospital In The Home22Did Not WaitNoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly20DNW.AbbreviationsHMDSHospital Morbidity Data SystemICD-10-AMInternational Statistical Classification of Diseases and RelatedHealth Problems, 10th Revision, Australian ModificationISPDInformation and System Performance DirectorateMDCMajor Diagnostic CategoryNFPANo Fixed Permanent AddressPASPatient Administration SystemSJOGMSt John of God MidlandSSUShort Stay UnitUMRNUnit Medical Record NumberWAWestern AustraliawebPASWeb-based Patient Administration SystemEmergency Department Data Collection Data Dictionary1
1. PurposeThe purpose of the Emergency Department Data Collection Data Dictionary is todetail the data elements captured in the Emergency Department Data Collection(EDDC).The Emergency Department Data Collection Data Dictionary is a related documentunder the MP 0164/21 Patient Activity Data Policy. Emergency Department Data Collection Data Specifications Patient Activity Data Policy Information Compendium.22Emergency Department Patient Activity Data Business RulesNoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly20 .This data dictionary is to be read in conjunction with this policy and other RelatedDocuments and Supporting Information as follows:2. BackgroundThe use of emergency department patient data by the Department of Health is dependenton high quality data that are valid, accurate and consistent.3. Recording of dataData that is submitted to the EDDC must be recorded in accordance with the datadefinitions (Section 4).4. Data definitionsThe following section provides specific information about data elements captured in theEDDC, including definitions, permitted values, guide for use, rules and operationalexamples.All information relating to data elements in this data dictionary is specific to the EDDC andcaution should be taken if these data elements are compared with those of other datacollections. Where relevant, related national definitions have been referenced.Emergency Department Data Collection Data Dictionary2
Aboriginal StatusField name:ethnicitySource Data Element(s):[Ethnicity] - EDIS, webPAS, Midland webPASDefinition:The patient's Aboriginal status.Requirement status:MandatoryData type:StringFormat:NPermitted values:12349NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly2022.Aboriginal but not Torres Strait Islander originTorres Strait Islander but not Aboriginal originBoth Aboriginal and Torres Strait Islander originNot Aboriginal or Torres Strait Islander originUnknownGuide for useAboriginal but not Torres Strait Islander origin – refers to patients who are of Aboriginaldescent and who identify as an Australian Aboriginal.Torres Strait Islander but not Aboriginal origin– refers to patients who are of Torres StraitIsland descent and who identify as Torres Strait Islander.Both Aboriginal and Torres Strait Islander origin - refers to patients who descent from andidentify as both Australian Aboriginal and Torres Strait Islander.Not Aboriginal or Torres Strait Islander origin – refers to patients who do not identify as anAustralian Aboriginal, Torres Strait Islander or both.ExamplesA person who identifies as Aboriginal attends the Royal Perth Hospital ED, select Option1 Aboriginal but not Torres Strait Islander origin.Related national .phtml/itemId/602543Emergency Department Data Collection Data Dictionary3
Account Numberaccount numberSource Data Element(s):[Account Number] - EDIS, webPAS, MidlandwebPASDefinition:An identifier of an episode of care.Requirement status:MandatoryData type:StringFormat:X(12)Permitted values:The account number can be alphanumeric ornumeric and has a maximum of 12 characters.NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly2022.Field name:Guide for useThe account number is assigned through the webPAS system for all hospitals excludingJoondalup Health Campus and Peel Health Campus, where the account number isassigned by Meditech.EDIS sites interface with webPAS (and Meditech for Joondalup) through Health LevelSeven International (HL7) data transmission messaging to receive the account number.Emergency Department Data Collection Data Dictionary4
Additional Diagnosisadditional diagnosisSource Data Element(s):[Additional Diagnosis] - EDIS, webPAS, MidlandwebPASDefinition:A condition either coexisting with the principaldiagnosis or arising during the episode of care, asrepresented by a code.Requirement status:ConditionalData type:StringFormat:ANN{.N[N]}Permitted values:ICD10-AM Code.NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly2022.Field name:Guide for useThe collection of additional diagnosis is conditional – this data element can be recordedwhere applicable to the treatment of the client.Additional diagnosis codes give information on the conditions that are significant in termsof treatment required during the episode of care.Related national .phtml/itemId/699588Emergency Department Data Collection Data Dictionary5
Additional Diagnosis System Code EDISdi code2Source Data Element(s):[Additional Diagnosis] - EDISDefinition:Secondary diagnosis information system identifier todesignate ICD-10-AM version, as represented by acode.Requirement status:OptionalData type:StringFormat:X(8)Permitted values:ICD-10-AM Code.NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly2022.Field name:Guide for useThe collection of Additional Diagnosis System Code EDIS is optional.Emergency Department Data Collection Data Dictionary6
Admission Datetimeadmission datetimeSource Data Element(s):[Admission DateTime] - EDIS, webPAS, MidlandwebPASDefinition:The date/time that the patient is admitted to alegitimate Short Stay Unit (SSU) or inpatient ward atthe same hospital as the ED presentation. This willbe blank if the patient was not admitted.Requirement status:ConditionalData type:DatetimeFormat:YYYY-MM-DD HH:MM:SSNoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly2022.Field name:Permitted values:N/AGuide for useThe collection of Admission Date/Time is Mandatory for admitted patients only, when theED patient was formally admitted to a hospital and commenced an inpatient episode ofcare.See Emergency Department Patient Activity Data Business Rules and the AdmittedPatient Activity Data Business Rules for more information on admissions from ED.Emergency Department Data Collection Data Dictionary7
Admission Numberepisode numberSource Data Element(s):[Account Number] - webPASDefinition:Account Number that links the EmergencyDepartment Data to Inpatient Data.Requirement status:ConditionalData type:StringFormat:X(12)Permitted values:N/A22NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly20Guide for use.Field name:The collection of Admission Number is Mandatory for admitted patients only, and a valuemust be entered if the patient is admitted.It is the Account Admission Number for every episode of care in the Hospital MorbidityData System (HMDS) that links to emergency department data.Emergency Department Data Collection Data Dictionary8
Admitting Doctor Codeadmit dr codeSource Data Element(s):N/ADefinition:The code used to indicate that a doctor has admittingrights.Requirement status:ConditionalData type:StringFormat:X(10)Permitted values:N/A22NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly20Guide for use.Field name:Only used for historical data prior to 01/04/2008.Emergency Department Data Collection Data Dictionary9
Admitting Doctor Typeadmit dr typeSource Data Element(s):N/ADefinition:The type of medical practitioner that has admittingrights to the ED.Requirement status:ConditionalData type:StringFormat:X(10)22Admitting DoctorAdmitting DoctorCharge NurseConsultantDoctor (only ED physicians haveadmitting rights to SSU)EDCONED ConsultantEDJMOED Junior Medical OfficerEDMOED Medical OfficerEDREGED RegistrarEDSMOED Senior Medical OfficerEDSNRED Senior RegistrarINTInternOTHEROtherREGRegistrarSREGSenior RegistrarUnknown UnknownNoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly20ADMADMDRCNCONSEDADMED.Field name:Permitted values:Guide for useThis refers to the type of hospital medical practitioner who authorises the patient to beadmitted to hospital.Emergency Department Data Collection Data Dictionary10
Ambulance Numberambulance noSource Data Element(s):N/ADefinition:The case number of the ambulance.Requirement status:ConditionalData type:StringFormat:[X(8)]Permitted values:N/A22NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly20Guide for use.Field name:This field is mandatory if the patient arrived to the ED via Ambulance.Note this is currently only available in EDIS (Metropolitan and Bunbury hospitals), andthis is the identifier for the ambulance case number.Emergency Department Data Collection Data Dictionary11
Arrival Datetimearrival datetimeSource Data Element(s):[Arrival Datetime] – EDIS, webPAS, MidlandwebPASDefinition:The Date and Time that the patient arrives at the ED.Requirement status:MandatoryData type:DatetimeFormat:YYYY-MM-DD HH:MM:SSPermitted values:N/A22NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly20Guide for use.Field name:The arrival date and time is the system default datetime, it is recorded when the triagenurse assesses the patient into the EDIS/webPAS systems.It is mandatory.The earlier of the Arrival Datetime and the Triage Datetime is used to derive PresentationDatetime, which is the datetime used as for reporting.Emergency Department Data Collection Data Dictionary12
Australian PostcodepostcodeSource Data Element(s):[Postcode] - EDIS, webPAS, Midland webPASDefinition:The Australian numeric descriptor for a postaldelivery area for an address. The postcode relates tothe patient's area of usual residence.Requirement status:MandatoryData type:StringFormat:NNNNPermitted values:N/ANoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly2022.Field name:Guide for useA postcode list is maintained with entries that are valid on the current list of postcodesfrom Australia Post. See Australia Post (http://www.auspost.com.au/ ) for current listings.Where the address is unknown or there is no fixed permanent address, the followingpostcodes must be used depending on the patient’s State/Territory of residence:PostcodeSuburbState/Territory CodeState/Territory Description0899Unknown7Northern Territory2999Unknown1New South n3Queensland5999Unknown4South nown0Not ApplicableWhen the patient has no fixed permanent address (NFPA) (e.g. homeless) but theState/Territory they live in is known, enter NFPA in the Residential Address field thenenter the Suburb and Postcode combination as listed above.When both the address and State/Territory are unknown you must assign the 9999Postcode. Interstate visitors must have the postcode of their usual place of residencerecorded. Overseas visitors must have their Country in the Suburb field and the postcodeof 8888.Do not submit Post Office box postcodes with residential addresses.Related national phtml/itemId/611398Emergency Department Data Collection Data Dictionary13
Australian State or Country of Birthrfc cob codeSource Data Element(s):[Country of Birth] - EDIS, webPAS, Midland webPASDefinition:The Australian state or country in which a patientwas born, as represented by a code.Requirement status:MandatoryData type:NumericFormat:N(4)Permitted values:Refer to the Australian State or Country of BirthCode ListNoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly2022.Field name:Guide for useThe collection of Australian State or Country of Birth is mandatory.The country of birth code embodies an important concept in the study of disease patternsbetween different population groups in Australia.It also allows health care authorities to monitor the health status of migrants and assistsin the provision of health services for diverse population groups.RulesThis data element is aligned with the Standard Australian Classification of Countries,2016.Only where all this information is not available, should the code (0003) Not Stated beentered.‘Australia’ should only be used when the Australian state of birth is not known forAustralian citizens.If the patient is born overseas indicate country of birth, e.g. Italy, France, England,Scotland, or Wales.If the patient is born in an Australian Territory other than the Australian Capital Territory orthe Northern Territory, (e.g. Christmas Island, Cocos (Keeling) Islands, please enter code(1199) Australian External Territories, etc.If the patient is born on a ship or aircraft, indicate country of citizenship.Examples1. Person born in Western Australia or in Australia (not otherwise specified) thecountry of Birth Code entered as 1101.2. Person born in Tokyo the country of Birth code entered as 6201.3. Person born on Christmas Island the country of Birth code entered as 1199.Related national .phtml/itemId/659454Emergency Department Data Collection Data Dictionary14
Bed Request Datetimebed req date timeSource Data Element(s):[Bed Request Datetime] - EDISDefinition:Date and time that an inpatient bed is requested for apatient.Requirement status:OptionalData type:DatetimeFormat:YYYY-MM-DD HH:MM:SSPermitted values:N/A22NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly20Guide for use.Field name:The collection of the Bed request date and time is optional. It is expected for all patientswho are admitted.Emergency Department Data Collection Data Dictionary15
Field name:claim typeSource Data Element(s):[Claim Type] - webPASDefinition:Field used to identify funding source.Requirement status:MandatoryData type:StringFormat:AAA22Australian DefenceBulk BilledCompensable OtherOther States MVITForeign DefenceOverseas StudentOverseas VisitorPublicPrivate InsuredShippingPrivate UninsuredUnknownVeteran AffairsWA MVITWorkers CompensationNoSu Lpe onrs geed r Aed ppon lica1 blJu C.Claim TypePermitted values:Guide for useThe collection of the claim type is mandatory in webPAS.Refer to the webPAS System Supplementary Information Pack Claim Types – September2014.Emergency Department Data Collection Data Dictionary16
Clinical Commentsclinical commentsSource Data Element(s):[Clinical Comments] - EDISDefinition:The description of a patient’s clinical commentsmade by the clinician.Requirement status:OptionalData type:StringFormat:[X(2000)]Permitted values:N/A22NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly20Guide for use.Field name:The collection of Clinical Comments is optional.Emergency Department Data Collection Data Dictionary17
Date of Birthdate of birthSource Data Element(s):[Date of Birth] - EDIS, webPAS, Midland webPASDefinition:Date on which a patient was born.Requirement status:MandatoryData type:DateFormat:DD/MM/YYYYPermitted values:N/A22NoSu Lpe onrs geed r Aed ppon lica1 blJu e.ly20Guide for use.Field name:Date of Birth is used to derive the age of the patient for use in demographic analysis. Italso assists in the unique identification of patients if other identifying information ismissing or in question and may be required for the derivation of other metadata items.Age is not to be sent on electronic files as it is a calculated field and that is performed bythe EDDC.It is important to be as accurate as possible when completing the birth date. It isrecognised that some patients do not know the exact date of their birth. When the exactdate of birth is unknown, please estimate the person’s age and record the date of birth asappropriate.Examples1. If patient with an unknown date of birth presents in ED on July 2020:The estimated age is 78 years old, DATE OF BIRTH 01/07/19422. If patient with an unknown date of birth presents in ED on January 2021:The estimated age is 33 years old, DATE OF BIRTH 01/07/1987Related national definitionhttps://meteor.aihw.gov.au
All information relating to data elements in this data dictionary is specific to the EDDC and caution should be taken if these data elements are compared with those of other data collections. Where relevant, related national definitions have been referenced. No . Longer Applicable.
