IDI Data Dictionary:
Programme for the integration of
mental health data
October 2015 edition
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Citation
Statistics New Zealand (2015). IDI Data Dictionary: Programme for the integration of mental
health data (October 2015 edition). Available from www.stats.govt.nz.
ISSN 2463-3062 (online)
Published in October 2015 by
Statistics New Zealand
Tatauranga Aotearoa
Wellington, New Zealand
Contact
Statistics New Zealand Information Centre: [email protected]
Phone toll-free 0508 525 525
Phone international +64 4 931 4600
www.stats.govt.nz
Contents
1 Purpose of this data dictionary ....................................................................................4
Background ......................................................................................................................4
2 About the programme for the integration of mental health data .............................5
Overview ..........................................................................................................................5
Coverage .........................................................................................................................5
Methodology ....................................................................................................................5
Quality information ...........................................................................................................6
Privacy, security, or confidentiality issues .......................................................................7
List of datasets.................................................................................................................8
Dataset history .................................................................................................................8
3 Data dictionary for programme for the integration of mental health data ..............9
Dataset description ..........................................................................................................9
Summary table .................................................................................................................9
Detailed information .......................................................................................................10
3
1 Purpose of this data dictionary
IDI Data Dictionary: Programme for the integration of mental health data (October 2015
edition) documents the content of this dataset that the Ministry of Health (MOH) provides
to Statistics NZ to use in the Integrated Data Infrastructure (IDI).
This dictionary gives information on the variables contained in the dataset from July 2008
to December 2013 – including technical information and descriptions.
Use this data dictionary if you are interested in understanding and accessing the
programme for the integration of mental health dataset in the IDI for your research.
Background
The MOH seeks to improve, promote and protect the health of New Zealanders through:
its sector leadership of New Zealand’s health and disability system; advising the Minister
of Health, and government as a whole, on health issues; directly purchasing a range of
important national health and disability support services; providing health sector
information and payment services for the benefit of all New Zealanders.
The objectives of the MOH’s data and metadata are to: measure and describe the
information available within the National Collections; promote uniformity, availability and
consistency across the National Collections; support the use of nationally agreed
protocols and standards wherever possible; promote national standard definitions and
make them available to users.
4
2 About the programme for the integration of mental
health data
Overview
The Programme for the Integration of Mental Health Data (PRIMHD) is a Ministry of
Health single national mental health and addiction information collection of service activity
and outcomes for healthcare users.
The vision for PRIMHD is to assist in the improvement of health outcomes for all mental
health and addiction healthcare users in New Zealand by the provision of a single rich
data source of national mental health and addiction information that can be used for
multiple purposes.
PRIMHD data is used to report on what services are being provided, who is providing the
services, and what outcomes are being achieved for healthcare users across New
Zealand’s mental health and addiction sector. District health boards (DHBs) and nongovernmental organisations (NGOs) electronically report their activity and outcomes data
to National Collections and Reporting (NCR) at the Ministry of Health.
See the MOH website for more information about the PRIMHD collection.
See the MOH website for more information about the (usually annual) publications based
on PRIMHD data.
See the MOH website for more information about the PRIMHD Code Set.
Coverage
Reference period start: July 2008
Reference period end: December 2013
Geographic coverage: New Zealand
Target population: Healthcare users seen by Ministry of Health funded secondary
mental health and addiction service providers.
Observed population/ Analysis Unit: Healthcare users seen by Ministry of Health
funded secondary mental health and addiction service providers except those NGOs
which were not reporting (see Missing data for more information).
Methodology
Type of data: Administrative data capture
Data collector: National Collections and Reporting, Ministry of Health.
Mode of data collection: Captured from DHB and NGO systems.
Frequency of data collection: DHBs and the larger NGOs send regular (usually
monthly) extracts to the MOH. Smaller NGOs submit their data via an online system on
an ‘as needed’ basis. All data is stored initially in the ODS, and from there the PRIMHD
datamart is refreshed weekly. When sending in their monthly extracts DHBs and NGOs
will include all services provided in the previous month. Where services are ongoing (in
particular where a healthcare user is receiving long term inpatient/residential services),
5
IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
the extract will therefore include the number of bednights provided during the monthly
reporting period. This is different from other health collections such as NMDS where the
data for such long term health care users would generally only be submitted once the
healthcare user had been discharged.
Figure 1
Potential mental
illness identified
Organisation funded with
mental health funding
(eg, DHB or NGO)
Team (grouped by team type),
eg, community, alcohol and
drug, child, adolescent and
family team
One or more activities provided
(eg, assessment, inpatient
occupied bednights, mental
health individual treatment).
These activities can be grouped
into bednights and contacts.
Client discharged
Referral to
Service used
New referral created
Referral end
Referral from source, eg,
general practitioner, self,
hospital referral
(non-psychiatric)
Referral
received
Referral process
Non-mental health
and addiction
organisation
No further referral
New mental health
and addiction
referral created
Quality information
Editing: When errors are found the Data Management team at MOH requests
organisations to resubmit the correct data. This means numbers can change over time,
and also means researchers may not be able to accurately recreate numbers in official
reports or in the media.
Missing data: Mental health and addiction services for older people are funded as
mental health and addiction services in the Northern and Midland regions, but as
disability support services in the Southern and Central Regions. PRIMHD mainly captures
mental health and addiction services, and occasionally captures data on disability support
services. This means data on healthcare user’s aged over 65 (including psychogeriatric
services) is incomplete.
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IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
Completeness of NGO data
Non-governmental organisation (NGO) data within the PRIMHD data in the IDI should be
used with caution.
The reporting of NGO data to PRIMHD has been a phased process. The completeness of
NGO data has improved since 1/7/2008 (the start of the period of PRIMHD data provided
to the IDI). As shown in the table below the crude rate of distinct healthcare users seen
reported by NGOs has risen from 168.7 per 100,000 population in 2008/09 to 1,232.3 in
2013/14. This equates to an increase of 631%.
Table 1
Number and crude rate of distinct healthcare users seen by NGOs(1), 2008/09 to 2013/14
Activity Start Fin Year
Distinct healthcare
users seen
Crude rate(2)
2008/09
2009/10
2010/11
2011/12
2012/13
2013/14
7203
169
15171
351
33891
776
46212
1049
52920
1193
55143
1232
Source: PRIMHD
Notes:
1. All organisation types apart from district health boards have been included in the non-governmental
organisation category. This includes charitable trusts and a very small number of private hospitals.
2. Crude rate is per 100,000 population.
Despite this increase, NGO data is still incomplete as not all NGOs were reporting to
PRIMHD as at the end of the extraction period (31/12/2013). Furthermore NGOs that
were reporting did so inconsistently as not all NGOs supplied data for the entire period.
For these reasons, the Ministry of Health recommends that ‘NGO totals’ and ‘combined
DHB and NGO totals’ are not compared across time before 2012/13.
If caution is used, NGO data can be compared from 2012/13 onwards. There was only a
small increase of 3% during this time (from 1193.0 per 100,000 population in 2012/13 to
1232.3 in 2013/14). This is further reflected in the graph below that shows the crude rate
may be beginning to stabilise in 2012/13.
Figure 2
Crude rate of healthcare users seen by NGOs, 2008/09 to 2013/14
1400
1200
1000
800
600
400
200
0
2008/09
2009/10
2010/11
2011/12
2012/13
2013/14
Source: PRIMHD
Privacy, security, or confidentiality issues
Privacy, security and confidentiality issues are covered by the IDI Confidentiality Rules
and the IDI Output Guide.
7
IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
The programme for the integration of mental health tables that are accessible to
researchers do not contain any name or address information to identify an individual. All
researchers who have access to the programme for the integration of mental health data
have had their research proposals assessed using Statistics NZ’s microdata access
protocols. Only approved researchers who have been granted access by Statistics NZ
and the Ministry of Health may view the programme for the integration of mental health
data.
Read Statistics NZ’s microdata access protocols.
All outputs produced from the programme for the integration of mental health data must
be aggregated and counts suppressed if the underlying unrounded count is fewer than
six.
List of datasets
Programme for the integration of mental health data (PRIMHD)
Dataset history
There was a notable change made to the coding of team types as part of the HISO
review of the PRIMHD Code Set. This change was made on 1 July 2014 to all data in
PRIMHD from 1 July 2008 onwards. This means caution should be used when
comparing data extracted from PRIMHD before 1 July 2014, to the PRIMHD data
extracted for the IDI in January 2015. For more details of the coding change please see
http://ithealthboard.health.nz/hiso-10023-project-integration-mental-health-data-primhd
8
3 Data dictionary for programme for the integration of
mental health data
Dataset description
Contents of dataset: This dataset contains a subset of fields from PRIMHD. Specifically
it contains data about the referral, what services (activities) were provided and
demographic information. Outcomes, diagnosis and legal status data has not been
included.
Type of file: tab delimited text files
Summary table
IDI Variable name
Primary
key
Mandatory
Format
snz_uid
Y
Y
Char, 7
snz_moh_uid
Y
Y
Char,7
moh_mhd_organisation_id_c
ode
Y
moh_mhd_referral_id_code
Y
Char,10
Y
moh_mhd_referral_from_cod
e
Variable name
master_hcu_id_code
Organisation
lookup table
Char, 25
Char, 2
moh_mhd_referral_start_dat
e
Classification
name
ORGANISATION_ID
REFERRAL_ID
Referral from
lookup table
REFERRAL_FROM_CO
DE
d/t
REFERRAL_START_DA
TE
moh_mhd_referral_end_date
d/t
REFERRAL_END_DATE
moh_mhd_referral_end_cod
e
Char, 2
Referral end
look up table
REFERRAL_END_COD
E
moh_mhd_referral_to_code
Char, 2
Referral to
lookup table
REFERRAL_TO_CODE
moh_mhd_team_code
Char, 6
Team lookup
table
TEAM_CODE
moh_mhd_dom_code
Varchar,
4
domicile code
MASTER_HCU_DOMICI
LE_CODE
moh_mhd_dom_org_code
Char, 10
DHB code
MASTER_HCU_DOM_O
RG_ID
moh_mhd_dom_region_text
Varchar,
20
Dom region
code
MASTER_HCU_DOM_R
EGION
moh_mhd_priority_ethnic_co
de
Char, 2
Ethnic code
MASTER_HCU_PRIORI
TY_ETHNC_CODE
moh_mhd_activity_id_code
Y
Y
Char, 24
moh_mhd_activity_setting_c
ode
Y
Char, 2
Activity setting
code
ACTIVITY_SETTING_C
ODE
moh_mhd_activity_type_cod
e
Y
Char, 3
Activity type
code
ACTIVITY_TYPE_CODE
Char, 10
activity status
code
ACTIVITY_STATUS_CO
DE
moh_mhd_activity_status_co
de
Y
9
ACTIVITY_ID
IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
Format
Classification
name
Variable name
moh_mhd_activity_unit_type
_text
Char, 9
Activity unit type
code
ACTIVITY_UNIT_TYPE
moh_mhd_activity_unit_coun
t_nbr
Int, 8
ACTIVITY_UNIT_COUN
T
moh_mhd_activity_start_dat
e
d/t
ACTIVITY_START_DAT
E
moh_mhd_activity_end_date
d/t
ACTIVITY_END_DATE
IDI Variable name
Primary
key
Mandatory
Detailed information
_________________________________________
IDI variable name: snz_uid
Definition: a global unique identifier created by Statistics NZ. There is a snz_uid for each
distinct identity in the IDI. This identifier is changed and reassigned each refresh.
Format: Integer
Name of classification:
Notes:
_______________________________________
IDI variable name: snz_moh_uid
Definition: a local unique identifier derived by Statistics NZ from the source agency’s
unique identifier(s). This identifier will remain the same for an identity across refreshes.
Where we receive more information during a subsequent refresh that indicates that two or
more identities represent the same identity, the identifier may change.
The snz_moh_uid represents a distinct identity in all of MoH tables in IDI.
Format: Integer
Name of classification:
Notes:
_________________________________________
IDI variable name: moh_mhd_organisation_id_code
Definition: A unique lifetime identifier for the organisation that provided the healthcare
services to the healthcare user.
Format: Char, 10
Name of classification: Organisation lookup table
Notes: The organisation code table also contains information on the type of organisation,
and the organisation name. The organisation type can be used to select all DHBs, NGOs
etc.
_________________________________________
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IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
IDI variable name: moh_mhd_referral_id_code
Definition: An identifier for the mental health referral that can be used to link all relevant
activity records for that referral.
Format: Char, 25
Name of classification:
Notes: When combined with the Organisation ID it becomes a unique identifier for the
referral record. On its own it is not unique – e.g. multiple organisations could have a
referral ID of 00001.
_________________________________________
IDI variable name: moh_mhd_referral_from_code
Definition: The source of the referral to the mental health and addiction team for the
healthcare user.
Format: Char, 2
Name of classification: Referral from lookup table
Notes: For more information about referral from codes refer to the PRIMHD Code Set: http://www.health.govt.nz/nz-health-statistics/national-collections-andsurveys/collections/primhd-mental-health-data/primhd-standards
_________________________________________
IDI variable name: moh_mhd_referral_start_date
Definition: The date the referral was received by the mental health and addiction team.
Format: ddmmyyyy
Name of classification:
Notes:
_________________________________________
IDI variable name: moh_mhd_referral_end_date
Definition: The date the referral ended.
Format: ddmmyyyy
Name of classification:
Notes:
_________________________________________
IDI variable name: moh_mhd_referral_end_code
Definition: A code that describes why the healthcare user was discharged from the
mental health and addiction team.
Format: Char, 2
11
IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
Name of classification: Referral end look up table
Notes: For more information about referral end codes refer to the PRIMHD Code Set:
- http://www.health.govt.nz/nz-health-statistics/national-collections-andsurveys/collections/primhd-mental-health-data/primhd-standards
_________________________________________
IDI variable name: moh_mhd_referral_to_code
Definition: The group of services or people to whom the healthcare user was referred to
when discharged from the health and addiction team.
Format: Char, 2
Name of classification: Referral to lookup table
Notes: For more information about the referral to codes refer to the PRIMHD Code Set: http://www.health.govt.nz/nz-health-statistics/national-collections-andsurveys/collections/primhd-mental-health-data/primhd-standards
_________________________________________
IDI variable name: moh_mhd_team_code
Definition: A code that identifies which team provided a service to the healthcare user. A
team consists of a person or functionally discrete grouping of people based in a particular
location, providing mental health and addiction services to a healthcare user group, in
either an inpatient or community setting.
Format: Char, 6
Name of classification: Team lookup table
Notes: The team look up table also contains team names, team target population, team
type, team setting and the service type. Each of these variables is useful in determining
the type of services provided to the healthcare user.
_________________________________________
IDI variable name: moh_mhd_dom_code
Definition: A 4-digit code representing the healthcare user’s usual residential address at
the time of the activity.
Format: Varchar, 4
Name of classification: domicile code
Notes: Domicile code is sourced from the address history table in the National Health
Index (NHI). Although the NHI only records the most up-to-date information for each
healthcare user, some data is retained in historical files. For instance, when an address is
changed on the NHI, a row is added to the address history table with address information
(including domicile code) and the date the change was made (effective date). The
domicile code in this field is the one that was current at the time of the activity start date.
It will be more up-to-date the more contact the healthcare user has with the health sector.
As the domicile code is retrieved from the healthcare user's NHI the caveats associated
with the quality of the domicile code in the NHI should also be considered here. For
instance, it should be noted that before the NHI moved to its new platform in 2012, the
address fields in the NHI were free-text with little validation. This meant there could be
considerable variability in accuracy, which, in turn, meant addresses could not always be
12
IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
successfully geocoded to a domicile code, or could result in rural addresses being
assigned to an urban domicile code where there was insufficient data to generate the
correct code. This is because the automated geocoding software relies on generating a
postcode in order to determine where in a related table it should look to find the code.
However, a number of validation checks were included when the NHI moved to its new
platform and the quality of address information should improve markedly.
Usual residential address is defined as the address at which the person has been, or
plans to be, living for three months or more (Statistics NZ definition of ‘usually resident’).
If a person usually lives in a rest home or a hospital, that is considered their usual
residential address.
From July 2003 to June 2008 the domicile code used in the NHI was based on the 2001
census. Since July 2008 they have been based on the 2006 census. Some older domicile
codes are still held for healthcare users whose addresses are not sufficiently detailed for
a mapping to a new version of the domicile code.
_________________________________________
IDI variable name: moh_mhd_dom_org_code
Definition: The healthcare user’s DHB of domicile at the time of activity. This code is a
high level grouping of the domicile code.
Format: Char, 10
Name of classification: DHB code
Notes: DHB of domicile is mapped from the domicile code.
_________________________________________
IDI variable name: moh_mhd_dom_region_text
Definition: A high level regional grouping
Format: Varchar, 20
Name of classification: Dom region code
Notes: There are four regions – Northern, Midland, Central and Southern.
_________________________________________
IDI variable name: moh_mhd_priority_ethnic_code
Definition: Ethnicity is the ethnic group or groups people identify with or feel they belong
to. Thus, ethnicity is self-perceived and people can belong to more than one ethnic group.
Where more than one ethnic group is reported, the Statistics NZ prioritisation algorithm is
used to report only a single ethnicity.
Format: Char, 2
Name of classification: ethnic_code
Notes: Although the NHI only records the most up-to-date information for each
healthcare user, some data is retained in historical files. The prioritised ethnicity code in
this field is the one that was current as at the activity start date.
Information about the prioritised ethnicity algorithm and other aspects of the collection of
ethnicity data can be found on the MOH website at:
http://www.health.govt.nz/publication/ethnicity-data-protocols-health-and-disability-sector
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IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
As the prioritised ethnicity reported here is at the time of the activity, a healthcare user’s
ethnicity could vary between rows.
_________________________________________
IDI variable name: moh_mhd_activity_id_code
Definition: An identifier for the activity.
Format: Char, 24
Name of classification:
Notes: Activity ID is unique at the organisation level only, as multiple organisations could
theoretically submit the same Activity ID.
_________________________________________
IDI variable name: moh_mhd_activity_setting_code
Definition: The activity setting indicates the type of physical setting or contact channel
the activity was provided in.
Format: Char, 2
Name of classification: Activity setting lookup table
Notes: Note that not all activities are face-to-face. For instance some can occur via
phone (PH), text messaging (SM), written correspondence (WR) or social media (OM).
For more information about activity setting codes refer to the PRIMHD Code Set: http://www.health.govt.nz/nz-health-statistics/national-collections-andsurveys/collections/primhd-mental-health-data/primhd-standards
_________________________________________
IDI variable name: moh_mhd_activity_type_code
Definition: A code that classifies the type of healthcare activity provided.
Format: Char, 3
Name of classification: Activity type lookup table
Notes: Note that not all activities are face-to-face. For instance, T08 (Care/liaison coordination contacts), T32 (Contact with family/whanau, consumer not present), T35 (Did
not attend), T37 (On leave).
Note that TCR (activity type) records have an activity unit type = BEDNIGHT, and are a
negative count. They are created by the PRIMHD datamart when the data is loaded, to
compensate for organisations that are unable to stop a BEDNIGHT record while a
healthcare user is on LEAVE. In these instances the organisation sends in overlapping
BEDNIGHT and LEAVE records, the effect of which is to cause an over count in any
summing of BEDNIGHT records unless the TCR records are included.
For more information about activity type codes refer to the PRIMHD Code Set:
http://www.health.govt.nz/nz-health-statistics/national-collections-andsurveys/collections/primhd-mental-health-data/primhd-standards
_________________________________________
14
IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
IDI variable name: moh_mhd_activity_status_code
Definition: A code that represents whether the activity record was still open or closed
when received from DHBs and NGOs.
Format: Char, 10
Name of classification: activity status code
Notes: This will usually only apply to BEDNIGHT records (see activity unit type below),
where the healthcare user is still occupying a bed at the end of the monthly reporting
period.
_________________________________________
IDI variable name: moh_mhd_activity_unit_type_text
Definition: A high level grouping of the type of activities provided
Format: Char, 9
Name of classification: activity unit type code
Notes: This variable can be in the form of CONTACT, BEDNIGHT, SECLUSION or
LEAVE. These are defined as follows:
Contact: Mental health and addiction services that are generally provided in a
community/outpatient setting. The majority of contacts are less than three hours in
duration.
Bed night: Nights where the healthcare user is occupying a bed at midnight. This is
usually in a residential or inpatient setting.
Seclusion: Where a healthcare user is placed alone in a room or area, at any time and
for any duration, from which they cannot freely exit.
Leave: The temporary absence of a healthcare user from the health care/support facility
to which they were most recently admitted/entered.
_________________________________________
IDI variable name: moh_mhd_activity_unit_count_nbr
Definition: A count of the number of activity units.
Format: Int, 8
Name of classification:
Notes: The activity unit count differs depending on the activity unit type. The activity unit
type can either be CONTACT, SECLUSION, BEDNIGHT or LEAVE. Where the activity
unit type is CONTACT or SECLUSION the activity unit count will always be 1. Where the
activity unit type is BEDNIGHT or LEAVE then the activity unit count is the number of
nights the record passes midnight (ie activity end date minus activity start date). For
instance a healthcare user who spent four consecutive nights in an inpatient/residential
facility will have a single activity record with an activity unit count of four, whereas another
healthcare user who has four contacts with a community/outpatient team will have four
separate activity records, each with an activity unit count of one.
When DHBs/NGOs submit an extract where the BEDNIGHT record is still open, the
activity end date is submitted with a NULL value. To enable calculation of the activity unit
count, the activity end date field is derived using the date/time the file was extracted from
15
IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
the DHB/NGO’s source system. This process continues until the actual activity end date
is submitted by the DHB/NGO.
Although most DHBs/NGOs send monthly updates for long term BEDNIGHT records, it is
possible for some organisations to only send an initial record (covering the first month)
and a final record (covering the last month). When this happens, the intervening
BEDNIGHTS between the initial and final months will be populated once the final record
is received, however, any BEDNIGHT activity unit count calculations conducted in the
interim will not contain any BEDNIGHTS following the initial record.
Note that when summing an activity unit count of BEDNIGHTS, any relevant TCR records
need to be included. TCR (activity type) records have an activity unit type = BEDNIGHT,
and are a negative count. They are created by the PRIMHD datamart when the data is
loaded, to compensate for organisations that are unable to stop a BEDNIGHT record
while a healthcare user is on LEAVE. In these instances the organisation sends in
overlapping BEDNIGHT and LEAVE records, the effect of which is to cause an over
count of BEDNIGHTS unless the TCR records are included in the calculation.
_________________________________________
IDI variable name: moh_mhd_activity_start_date
Definition: The date the activity started.
Format: ddmmyyyy
Name of classification:
Notes: For activity records where the activity unit type = CONTACT or SECLUSION, the
activity will usually start and end on the same day. However, where the activity unit type =
BEDNIGHT the activity start date and activity end date can be months or even years
apart.
For reporting purposes, such records have been broken into ‘monthly chunks’. Where the
healthcare user was still occupying a bed at the end of the monthly reporting period, an
artificial end date was created. Likewise a new record with an artificial start date was
created for the following month. This means no activity record is for longer than one
month even if the healthcare user was occupying a bed for years, and that some activity
start dates will not reflect the actual start of the inpatient/residential episode but rather the
continuation of a long term BEDNIGHT record.
Leave records are also broken up in a similar way.
_________________________________________
IDI variable name: moh_mhd_activity_end_date
Definition: The date the activity ended.
Format: ddmmyyyy
Name of classification:
Notes: For activity records where the activity unit type = CONTACT or SECLUSION, the
activity will usually start and end on the same day. However, where the activity unit type =
BEDNIGHT the activity start date and activity end date can be months or even years
apart.
When DHBs/NGOs submit an extract where the BEDNIGHT record is still open the
activity end date is submitted with a NULL value. To enable calculation of the activity unit
count, the activity end date field is derived using the date/time the file was extracted from
16
IDI Data Dictionary: Programme for the integration of mental health data (October 2015 edition)
the DHB/NGO’s source system. This process continues until the actual activity end date
is submitted by the DHB/NGO.
See notes against ACTIVITY_START_DATE for further information.
_________________________________________
17