ALR > Clinic Visit

Entity

Data Element

Definition

Format

Valid Values

Purpose and Use

Completion Requirement

Changes

Clinic Visit

Patient Chart Number

Patient identifier code that is unique within the healthcare facility.

CHAR 10

Alpha-numeric.  Consistent with CIHI NACRS and DAD definition and format. If alpha, must be upper case.

Uniquely identifies a patient within an RCC.  Necessary to determine a case.  Foundational to most measures and indicators.

Mandatory

Clinic Visit

Visit Hospital Number

MOHLTC Master Number  for the healthcare facility where the cancer activity occurred (known by CIHI as Institution Numbers)

CHAR 4
Numeric

Same as CIHI’s Institution Number for NACRS or DAD submissions, but does not include CIHI’s provincial identifier digit. For current valid MOHLTC master numbers, see Appendix A.

Uniquely identifies the hospital organization to which this visit belong.

Mandatory

Clinic Visit

Submitting Hospital Number

The MOHLTC healthcare facility that submits activity to OH-CCO.

CHAR 4
Numeric

Valid MOHLTC facility numbers only.  Same 3-digit number that is used for MIS submissions.  An additional leading zero is acceptable. For current valid MOHLTC facility numbers, see Appendix A.

Allows the hospital organization submitting the data to be distinguished from the hospital site where the service was delivered.

Mandatory

Clinic Visit

Visit Date

The date that the patient was seen for a consultation or follow-up assessment with a health care provider. This visit date may refer to in-person, video conference, telephone or group visits”  

YYYYMMDD 

Valid dates only.

Foundational to most measures and indicators – ALR, Wait Times, Funding. Used as a proxy for Consult date for Wait Times.  1^st  Consult date will be used for Wait Time .

Mandatory

Clinic Visit

Visit Time

Time of this activity.

HHMM 

0000 (midnight) to 2359, as per CIHI NACRS format.  

Used for ALR to identify multiple visits in the same day.

Clinic Visit

HCP Number

Healthcare professional identifier code for the physician or non-physician who is most responsible for the patient or who saw the patient. This code is unique to the submitting healthcare facility.

CHAR 15

Numeric only as per CIHI NACRS format. For physicians, this code has historically been the physician’s OHIP billing number in OPIS.

Uniquely identifies a healthcare professional (physician or non-physician) so patient activity can be linked to a  healthcare provider.

Mandatory

Clinic Visit

Visit Program Code

Primary cancer programs for clinic, planning and treatment activity. Includes; Radiation (RAD), Systemic (SYS), Surgical (SUR), Research (RE), Palliative (PA), Preventive oncology (PO) or Psychosocial Oncology (PSO).

CHAR 3

RAD=Radiation Therapy,SYS = Systemic Therapy,SUR = Surgery, RE = Research, PA = Palliative Care, PO = Preventive Oncology, PSO - Psychosocial Oncology.

Used to classify visits by Program.

Clinic Visit

MIS Functional Centre

Subdivisions of an organization for the purpose of recording budgeted and actual revenues, expenses, and statistics pertaining to the function or activity being carried out. They are used to capture cost of labour, supplies, and equipment required to do specific functions.

CHAR 9

Valid MOHLTC Functional Centre Only

For current valid MOHLTC Functional centre numbers, see  Appendix 1.1 - OHRS Functional Centres.

To be able to align OH-CCO activity data to MOHLTC OHRS reporting standards.

Clinic Visit

Radiation Review Flag

Identifies physician reviews that occur in the radiation therapy area during a patient’s course of treatment. 

CHAR 1

R if this is a rad review, or NULL if not.

Used for ALR.

Clinic Visit

Inpatient Flag

Identifies whether the patient is currently registered as an inpatient at this healthcare facility.

CHAR 1

Y=Yes for inpatient, N=No.

Used to identify activity provided to inpatients. (To be updated with information on 'case scenarios'/'briefing notes'  for inpatient flag capture)

Clinic Visit

Registration Date

Date this patient was first registered at this RCC and/or hospital for this disease

YYYYMMDD 

Valid dates only.

Used as a surrogate for date of initial diagnosis when date of initial diagnosis in not available. Additional purpose: Used to derive disease sequence number for sites who do not submit the disease sequence number. Therefore used to link clinic visit activity to patient’s disease.

Mandatory

Clinic Visit

Disease Sequence Number

The numeric sequence assigned to a primary cancer for a patient at a specific healthcare facility.

INTEGER

1 through 99.

When combined with a patient identifier, disease sequence number uniquely defines a cancer case.

Disease Sequence Number must be either entered or left blank on ALL records in ALL entities from a submitting site, and that must remain consistent from month to month.

If left blank, OH-CCO will derive a value from the Registration Date.  If this is the case, the field must be unique amongst Diseases within the Patient.

Used in ALR, Ontario Cancer Registry, Wait Times, Planning, and funding.

Clinic Visit 

Patient Postal Code

Patient’s postal code of their home address on the date of this visit.

CHAR 10

Canadian postal codes must be in the format ANANAN (no space, where A is a letter and N is a number. For US zip codes, use either NNNNN or NNNNN-NNNN. CIHI’s two-letter province/ state codes are also acceptable if full code not known or for non-Canadian residents. See Appendix B. 

Used for generating prevalence rates by region, and for registry linking.

Planning, Ontario Cancer Registry.

Mandatory

Clinic Visit

Visit Type

Identifies the method of contact for clinic visits.  Examples include, in-person (face-to-face), telephone, group visits, video conferencing.  Note:   visits done via Ontario Telemedicine Network (OTN)/other video conference mechanism to provide a systemic treatment consultation/follow-up are identified by using data element  value “VC” (for individual/one-on-one). Videoconferencing done as a group (i.e. for educational purposes) should use the code or “GV” (to represent group setting ).

CHAR 2

<NULL> - Face To Face

OM - Patient Interaction by Phone

OC  - Oral Chemotherapy Clinic Visit

VC -  Individual/one-on-one visits done via Ontario Telemedicine Network (OTN)/other video conference mechanism to provide a consultation/follow-up

GV - Videoconferencing done as a group (i.e. for educational purposes to represent group setting).

GF - Group Visit Face to Face