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Definition

The scope of these data elements includes identification of individual and organisation health care providers. The data elements also allow for identification of an individual in a health care organisation. The definition of health care provider is:

'any person or organisation who is involved in or associated with the delivery of healthcare to a client, or caring for client wellbeing'.

The data elements have been defined to enable a common, best practice approach to the way data are captured and stored, to ensure that records relating to a provider will be associated with that individual and/or organisation and no other. The definitions are proposed for clinical and administrative data management purposes.

The ability to positively identify health care providers and locate their relevant details is an important support to the provision of speedy, safe, high quality, comprehensive and efficient health care. Unambiguous identification of individual health care providers is necessary for:

  • Requesting and reporting of orders, tests and results (e.g. pathology, diagnostic imaging)
  • Other communications and referrals between health care providers regarding ongoing care of patients (e.g. a referral from a GP to a specialist, a hospital discharge plan)
  • Reporting on health care provision to statutory authorities (e.g. reporting of hospital patient administration systems data to State/Territory government health agencies)
  • Payments to providers
  • Registration of providers
  • Directories or lists of providers and their service locations for consumer information.
There are many barriers to successfully identifying individuals in health care settings, including variable data quality; differing data capture requirements and mechanisms; and varying data matching methods. This data set specification provides a framework for improving the confidence that the data being associated with any given individual or organisation, is appropriately associated.There are many barriers to successfully identifying individuals in health care settings, including variable data quality; differing data capture requirements and mechanisms; and varying data matching methods. This data set specification provides a framework for improving the confidence that the data being associated with any given individual or organisation, is appropriately associated.

Metadata items in this Data Set Specification

Below is a list of all the components within this Dataset Specification.
Each entry includes the item name, whether the item is optional, mandatory or conditional and the maximum times the item can occur in a dataset.
If the items must occur in a particular order in the dataset, the sequence number is included before the item name.


Data Elements

Reference Data Element Data Type Length Inclusion #
Date—accuracy indicator, code AAA - - mandatory 1
Individual service provider—occupation (self-identified), code (ANZSCO 1st edition) N[NNN]{NN} - - mandatory 1
Individual service provider—occupation end date, DDMMYYYY
Specific Information:

This date must:

  • be greater than or equal to the provider occupation start date;
  • be a valid date;
  • be collected for each provider occupation recorded.

If the date is estimated in some way, it is recommended that the metadata item Date accuracy indicator also be recorded at the time of record creation to flag the accuracy of the data.

For data integrity, data exchange, future data analysis and/or manipulation of data from diverse sources the Date accuracy indicator must be used in conjunction with the provider occupation end date in all instances to ensure accuracy.

Date/Time 8 mandatory 1
Individual service provider—occupation start date, DDMMYYYY
Specific Information:

This date must:

  • be greater than or equal to the provider occupation start date;
  • be a valid date;
  • be collected for each provider occupation recorded.

If the date is estimated in some way, it is recommended that the metadata item Date accuracy indicator also be recorded at the time of record creation to flag the accuracy of the data.

For data integrity, data exchange, future data analysis and/or manipulation of data from diverse sources the Date accuracy indicator must be used in conjunction with the provider occupation start date in all instances to ensure accuracy.

Date/Time 8 mandatory 1
Person (address)—address line, text X[X(179)] - - mandatory 1
Person (address)—address type, code N Number 1 mandatory 1
Person (address)—Australian postcode, code (Postcode datafile) {NNNN} - - mandatory 1
Person (address)—building/complex sub-unit identifier, [X(7)] - - mandatory 1
Person (address)—building/complex sub-unit type, code A[AAA] - - mandatory 1
Person (address)—building/property name, text X[X(29)] - - mandatory 1
Person (address)—country identifier, code (SACC 2008) NNNN Number 4 mandatory 1
Person (address)—electronic communication address, text [X(250)] - - mandatory 1
Person (address)—electronic communication medium, code N
Specific Information:
Multiple electronic communication addresses (for example, multiple phone numbers, fax numbers and e-mail) may be recorded as required. Each instance should have an appropriate Electronic communication medium and Electronic communication usage code assigned.
- - mandatory 1
Person (address)—electronic communication usage, code N
Specific Information:
Multiple electronic communication addresses (for example, multiple phone numbers, fax numbers and e-mail) may be recorded as required. Each instance should have an appropriate Electronic communication medium and Electronic communication usage code assigned.
- - mandatory 1
Person (address)—floor/level identifier, [NNNA] - - mandatory 1
Person (address)—floor/level type, code A[A] - - mandatory 1
Person (address)—house/property identifier, text X[X(11)] - - mandatory 1
Person (address)—international postcode, text X[X(9)] - - mandatory 1
Person (address)—lot/section identifier, N[X(14)] - - mandatory 1
Person (address)—non-Australian state/province, text [X(40)]
Specific Information:
When used for identification purposes record this data element as part of an address.
String 40 mandatory 1
Person (address)—postal delivery point identifier, {N(8)} - - mandatory 1
Person (address)—street name, text A[A(29)] - - mandatory 1
Person (address)—street suffix, code A[A] - - mandatory 1
Person (address)—street type, code A[AAA] - - mandatory 1
Person (address)—suburb/town/locality name, text A[A(49)]
Specific Information:
This data should be verified against the Australia Post Postcode File (see
www.auspost.com.au/postcodes). Alternatively, contact State or Territory
Health Authorities for Postcode files.
- - mandatory 1
Person (name)—family name, text X[X(39)]
Specific Information:
When used for the purpose of positive identification or contact, agencies or establishments that collect Family name should also collect Person name type.
- - mandatory 1
Person (name)—given name sequence number, code N - - mandatory 1
Person (name)—given name, text X[X(39)] String 40 mandatory 1
Person (name)—name conditional use flag, code N Number 1 mandatory 1
Person (name)—name suffix sequence number, code N Number 1 mandatory 1
Person (name)—name suffix, text A[A(11)] - - mandatory 1
Person (name)—name title sequence number, code N Number 1 mandatory 1
Person (name)—name title, text A[A(11)]
Specific Information:

For the purpose of positive identification of a person, each name title should be associated with a Name title sequence number.

Name title should not be confused with job title. An example of Name title is 'Mr' for Mister.

- - mandatory 1
Person (name)—name type, code N Number 1 mandatory 1
Person—Australian state/territory identifier, code N Number 1 mandatory 1
Person—date of birth, DDMMYYYY
Specific Information:
Date of birth must be less than or equal to the date of death.
Date/Time 8 mandatory 1
Person—date of death, DDMMYYYY Date/Time 8 mandatory 1
Person—person identifier, XXXXXX[X(14)]
Specific Information:
Field cannot be blank.
- - mandatory 1
Person—sex, code N Number 1 mandatory 1
Service provider organisation (address)—address line, text X[X(179)] String 180 mandatory 1
Service provider organisation (address)—address type, code N Number 1 mandatory 1
Service provider organisation (address)—Australian postcode, code (Postcode datafile) {NNNN} Number 4 mandatory 1
Service provider organisation (address)—building/complex sub-unit identifier, [X(7)] String 7 mandatory 1
Service provider organisation (address)—building/complex sub-unit type, code A[AAA] String 4 mandatory 1
Service provider organisation (address)—building/property name, text X[X(29)] String 30 mandatory 1
Service provider organisation (address)—electronic communication address, text [X(250)] String 250 mandatory 1
Service provider organisation (address)—electronic communication medium, code N
Specific Information:
Multiple electronic communication addresses (for example, multiple phone numbers, fax numbers and e-mail) may be recorded as required. Each instance should have an appropriate Electronic communication medium and Electronic communication usage code assigned.
Number 1 mandatory 1
Service provider organisation (address)—floor/level identifier, [NNNA] String 4 mandatory 1
Service provider organisation (address)—floor/level type, code A[A] String 2 mandatory 1
Service provider organisation (address)—house/property identifier, text X[X(11)] String 12 mandatory 1
Service provider organisation (address)—international postcode, text X[X(9)] String 10 mandatory 1
Service provider organisation (address)—lot/section identifier, N[X(14)] String 15 mandatory 1
Service provider organisation (address)—non-Australian state/province, text X[X(39)]
Specific Information:
When used for identification purposes record this data element as part of an address.
String 40 mandatory 1
Service provider organisation (address)—postal delivery point identifier, {N(8)} Number 8 mandatory 1
Service provider organisation (address)—street name, text A[A(29)] String 30 mandatory 1
Service provider organisation (address)—street suffix, code A[A] String 2 mandatory 1
Service provider organisation (address)—street type, code A[AAA] String 4 mandatory 1
Service provider organisation (address)—suburb/town/locality name, text A[A(49)]
Specific Information:
This data should be verified against the Australia Post Postcode File (see www.auspost.com.au/postcodes). Alternatively, contact State or Territory Health Authorities for Postcode files.
String 50 mandatory 1
Service provider organisation (name)—name type, code N Number 1 mandatory 1
Service provider organisation (name)—organisation name, text X[X(199)] - - mandatory 1
Service provider organisation—Australian state/territory identifier, code N
Specific Information:

When used specifically in the collection of address information for a client, the following local implementation rules may be applied:

NULL may be used to signify an unknown address State; and Code 0 may be used to signify an overseas address.

Number 1 mandatory 1
Service provider organisation—organisation end date, DDMMYYYY Date/Time 8 mandatory 1
Service provider organisation—organisation start date, DDMMYYYY
Specific Information:

If the date is estimated in some way, it is recommended that the metadata item Date accuracy indicator also be recorded at the time of record creation to flag the accuracy of the data.

For data exchange and /or manipulation of data from diverse sources the Date accuracy indicator metadata item must be used in conjunction with the Organisation start date in all instances to ensure data integrity and accuracy of analysis.

Date/Time 8 mandatory 1

Comments

Comments:
There are many barriers to successfully identifying individuals in health care settings, including variable data quality; differing data capture requirements and mechanisms; and varying data matching methods. This data set specification provides a framework for improving the confidence that the data being associated with any given individual or organisation, is appropriately associated.

References

Health care client identification DSS

The Australian Standard AS4846 Health Care Provider Identification identifies other data that should be collected. These data are collections of free text information and as such are not capable of standardisation as a national health data standard. Within AS4846 however they form part of the data collection necessary for the complete identification of a heath care provider.

These data elements are identified in the section Standardised elsewhere section below.

If these data elements are collected in conjunction with those of the Data set specification they form a collection equivalent to that of the Australian Standard AS4846.


This content Based on Australian Institute of Health and Welfare material. Attribution provided as required under the AIHW CC-BY licence.

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Relation Count
As a numerator in an Indicator 0
As a denominator in an Indicator 0
As a disaggregation in an Indicator 0