ALR > Radiation Planning / Treatment Activity

Entity

Data Element

Definition

Format

Valid Values

Purpose and Use

Completion Requirement

Changes

Radiation Planning/ Treatment Activity

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.

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

Mandatory

Radiation Planning/ Treatment Activity

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

Radiation Planning/ Treatment Activity

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

Radiation Planning/ Treatment Activity

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.

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

Radiation Planning/ Treatment Activity

Visit Date

The date that the activity was performed for radiation planning/therapy.

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

Radiation Planning/ Treatment Activity

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.

Radiation Planning/Treatment Activity

RT Protocol

An RT-protocol is composed of one or more courses of radiation that are prescribed to meet treatment goals, and provide detailed specification regarding the planned radiation treatment (i.e. dose/fractionation). Applicable to all NHPIP activity codes.

CHAR 60

Alpha-Numeric. Centres can submit as long or short versions as preferred. For example, "Genitourinary - Intact prostate single phase hypo IMRT" can be submitted as "GU_PROS_HYPO_IMRT" or "GU020."

See  Appendix 1.46 - Radiation Treatment (RT) Protocol, under "RT_PROTOCOL_CD" column..

RT-QBP funding and concordance with evidence-informed practice guidelines.

Optional for FY 2019/20.

Mandatory starting with FY 2020/21.

Radiation Planning/ Treatment Activity

Course of Radiation Treatment

A component of a Radiation Treatment (RT) protocol. A course is a consecutive series of radiation treatments to a specific treatment volume characterized by a distinct radiation dose and fractionation schedule.  A course includes all activities associated with the planning, simulation, dosimetry, treatment, monitoring and other support activities associated with the delivery of care. Applicable to all NHPIP activity codes.

INTEGER

1 through 99.

Used for funding and activity measurements.

Radiation Planning/ Treatment Activity

Course Complete Flag

Radiation course complete indicator.  Indicates the completion of a series of radiation treatments.  Used for funding purposes.

CHAR 1

Y=Yes for complete, N=No.

Used in funding calculations.

Radiation Planning/ Treatment Activity

NHPIP Code

National Health Productivity Improvement Program activity code for radiation therapy workload. Define different radiation tasks. Identifies ALR activity and allows calculation of fractions.

CHAR 4

NHPIP codes define different radiation tasks. 

See NHPIP list and descriptions in Appendix 1.14.

Identifies ALR activity types and allows calculation of fractions.  May also be used to calculate course and funding.

Mandatory

Radiation Planning/ Treatment Activity

Body Region Code

Subset of the Body Region Group, which identifies the anatomical location of the body that received treatment. Used for research analysis and funding purposes.

CHAR 4

See CCO body region codes in Appendix 1.15

Identifies body region treated. 

Used for research analysis and funding by identifying courses.

Radiation Planning/ Treatment Activity

Dose per Fraction

The amount of radiation absorbed by the tumour per dose (fraction).  This value is measured in Gray, for Photodynamic Therapy, it is measured in J/cm2.  Only applicable for treatment NHPIP activity codes.

REAL

For planning activities, dose should be NULL. 

For treatment activities, dose should be any positive real number.

Concordance with evidence-based practice guidelines, research analyses, Ontario Cancer Registry.

Radiation Planning/ Treatment Activity

Intent of Radiation Treatment

The intent of radiation treatment as determined by the radiation oncologist at the time of booking the planning/ treatment visit.

CHAR 1

1 = A treatment to the original (primary) site of the disease

2 = A treatment to a secondary (metastatic) site of the disease

Concordance with evidence-based practice guidelines.  Also used for funding.

Mandatory

Valid values '1' and '2' are permissible effective January 2021 while the previous valid values 'C', 'P', 'A' or 'N' for the 'intent of radiation treatment' field will be decommissioned April 2021.

Radiation Planning/ Treatment Activity

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)

Radiation Planning/ Treatment Activity

Clinical Trial Flag

Indicates if the treatment event is part of a clinical trial

CHAR 1

Y=Yes or N=No.

Allows exclusion of patients on clinical trials from analyses of concordance with evidence-based practice guidelines.

Radiation Planning/ Treatment Activity

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

Radiation Planning/ Treatment Activity

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.

Radiation Planning/ Treatment Activity

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

Radiation Planning/ Treatment Activity

Ready to Treat Date

Date on which any planned delay (other cancer treatment first, patient choice, physician choice) is over, and the patient is ready to begin treatment from both a social/personal and medical perspective.

YYYYMMDD 

Valid dates only.

Must be equal to or later than the first consult date.  Must be equal to or earlier than the first treatment date.  

Used in wait times reports.

Radiation Planning/ Treatment Activity

Urgency Category

A triage categorization for wait times reporting.  See Appendix 1.33 for detailed definitions.

CHAR 1

See Appendix 1.33 for category definitions.

Used in wait times reports.

Radiation Planning/ Treatment Activity

Patient Postal Code

Patient's postal code of their home address on the date of this activity.

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 residence. See Appendix B.

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

Planning, Ontario Cancer Registry.

Mandatory

Radiation Planning/ Treatment Activity

Trt Unit Name

Unique treatment unit identifier for the cancer centre

CHAR 20

Alpha-numeric. As per radiation system.

This will enable CCO to track hours of operation for all radiation treatment units