Canadian Patient Cost Database Data Submission
Specifications—Effective June 2014
Standards and Data Submission
Our Vision
Better data. Better decisions.
Healthier Canadians.
Our Mandate
To lead the development and
maintenance of comprehensive
and integrated health information
that enables sound policy and
effective health system management
that improve health and health care.
Our Values
Respect, Integrity, Collaboration,
Excellence, Innovation
Table of Contents
Section 1: Overview of the Canadian Patient Cost Database ..................................................... 1
1.1 Updates .......................................................................................................................... 2
Section 2: Data Submission ....................................................................................................... 2
2.1 Submission Timeline ...................................................................................................... 2
2.2 Electronic Data Submission ............................................................................................ 2
2.2.1
Setting Up a Client Services Account .................................................................. 2
2.2.2
Accessing eDSS ................................................................................................. 4
2.2.3
File Submission via eDSS ................................................................................... 5
2.2.4
Submission History ............................................................................................. 6
2.2.5
eDSS User Guide ............................................................................................... 6
2.3 General Rules and Conditions for Data Acceptance ....................................................... 7
2.3.1
File Acceptance .................................................................................................. 7
2.3.2
Record Acceptance............................................................................................. 8
Section 3: Preparing Your File for Submission ........................................................................... 9
3.1 Mapping to the MIS Standards ....................................................................................... 9
3.2 Mapping to CIHI Cost Groups ......................................................................................... 9
3.3 File Naming Conventions................................................................................................ 9
Section 4: File Specifications ....................................................................................................10
4.1 File Characteristics ........................................................................................................10
4.2 Submission Type ...........................................................................................................10
4.3 Record Identifier ............................................................................................................11
4.4 File Contents and Formats ............................................................................................11
4.5 Accessing and Reviewing Submission Reports .............................................................18
4.5.1
Accessing Submission Reports ..........................................................................18
4.5.2
Reviewing Submission Reports..........................................................................19
4.6 Data Resubmission .......................................................................................................21
4.7 Facility Testing ..............................................................................................................22
Appendix A: Validation Tables ..................................................................................................23
Appendix B: Data Quality Checks .............................................................................................43
Appendix C: CPCD Error Messages .........................................................................................57
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Section 1: Overview of the Canadian Patient
Cost Database
In most Canadian health service organizations, financial data (expenses and revenues) is
reported at the functional centre level in accordance with the national financial accounting
standard—the Standards for Management Information Systems in Canadian Health Service
Organizations (MIS Standards). A subset of these health service organizations also have
costing systems and are able to further distribute department-level expenses to patients.
This activity, known as patient costing, brings together clinical and financial data to provide
valuable management information.
Patient cost data is submitted to the Canadian Institute for Health Information (CIHI) by this
subset of health service organizations. This data consists of detailed expenses that can be
grouped and linked to CIHI’s clinical databases by patient encounter.
CIHI’s numerous clinical databases—including the Discharge Abstract Database (DAD),
National Ambulatory Care Reporting System (NACRS), Ontario Mental Health Reporting
System (OMHRS), National Rehabilitation Reporting System (NRS) and Continuing Care
Reporting System (CCRS)—report services provided by patient encounter (that is, by case).
Thus, once CIHI receives the patient cost data and accepts it into the Canadian Patient Cost
Database (CPCD), the data is aligned with the corresponding clinical information to produce
many products that support health service planning and decision-making in Canada.
For example, CPCD data is of key importance to the following CIHI initiatives:
• Releasing the annual Resource Intensity Weights (RIWs) that are used by our stakeholders
to make national, provincial and local decisions regarding expenditures and resource
allocation in health care
• Developing case-mix grouping methodologies, including Case Mix Group+ (CMG+) for
hospital inpatients, the Comprehensive Ambulatory Classification System (CACS) for
acute ambulatory patients and Day Procedure Groups (DPGs) for day surgery patients
• Supporting the work of an interprovincial committee charged with determining interprovincial
reimbursement rates for hospital services
• Providing patient-level cost data to inform discussions around alternative funding
methodologies for various jurisdictions
• Performing research and analysis
These examples are not exhaustive but illustrate that patient cost data provides evidence for
decision-making at the local, provincial and national levels. CIHI is grateful to the data providers
who have been submitting cost data since 1994, as well as to those embarking on patient
costing initiatives more recently. As patient cost data submission has always been voluntary,
the hard work of the data providers is very much appreciated.
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
This document outlines the technical specifications that data-submitting organizations are asked
to adhere to when submitting their data to CIHI. It describes the requirements for successful data
submission and resubmission and will enhance the comparability of data at the national level.
1.1 Updates
This version of the specifications contains updates to the December 2012 version. Of particular
note, the format for submitting the cost value has been updated. Data providers are required to
update the format of their data submission files and, as of June 1, 2014, submit according to the
new specifications for submission. Please see Section 4.4 for further details on this change.
Any questions may be directed to CIHI via email at [email protected]. We also welcome your
suggestions and comments.
Section 2: Data Submission
2.1 Submission Timeline
Annual data submissions are due by June 30 of each year for the fiscal year ending 15 months
prior to ensure that the most recent cost data can be used in the annual calculation of RIWs.
This includes any data resubmissions that may be required.
2.2 Electronic Data Submission
Files containing extracted data are submitted to the CPCD through electronic Data Submission
Services (eDSS). This online application provides secure online data transmission though the
internet 24 hours a day, 7 days a week.
Persons responsible for submitting CPCD data to CIHI and reviewing submission reports will
need to set up a CIHI Client Services account.
2.2.1 Setting Up a Client Services Account
To set up a Client Services account:
1. Select “Applications” on CIHI’s website (www.cihi.ca).
2. Click “Electronic Data Submission Services (EDSS).”
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
3. Under “Client Services” on the left, click “Create Account” and complete the profile
information. Then, select and answer three security questions.
If you have questions about creating a Client Services account, send an email to [email protected].
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
2.2.2 Accessing eDSS
Once the Client Services accounts have been created, the data submission coordinator at your
organization will need to send an email to [email protected] to request access to the eDSS and
Operational Reports applications. The names, email addresses and contact information of
each individual requesting access to each application will be required. Each staff member in
the request will receive an email confirmation once his or her access has been granted and
will be provided a submission organization identifier. If data will be submitted on behalf of
multiple organizations, a single submission organization identifier can be requested.
To access eDSS:
1. Select “Applications.”
2. Click on “My Services” and then on “Electronic Data Submission Services (eDSS).”
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
2.2.3 File Submission via eDSS
Above is a screen shot of the eDSS Data Submission page. To get to this page, sign in to Client
Services and click the eDSS link.
To submit data, complete the following steps:
1. Select “CPCD” from the Data Holding drop-down menu, the year that corresponds to the fiscal
year in the file name, “00” for the period and the submitting organization number. If the users are
registered for only the CPCD, your data holding and facility/organization will be pre-selected.
2. Select the appropriate submission purpose:
• Select “Test Facility/Organization Data Submission” for test submissions. All first-time
submitters to the CPCD must first submit test extract files.
• Select “Live Facility/Organization Data Submission” to submit data to the live/production
database once the test extract files have been successfully submitted and all required
test records accepted.
3. Click “Browse” to select your zipped extract file for submission.
The naming convention for the extract file must be PCDYYYYPPSSSSSDXXX.zip.
PCD = data holding identifier
YYYY = fiscal year
PP = period—”00”
SSSSS = submitting organization identifier
D = data holding
XXX = sequence number
Please see Section 3 for further information on file naming conventions.
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
4. Click “Next.”
If there are issues with the file name submitted via eDSS (for example, the year, period and
organization identifier selected do not match the information in the file name), the applicable
error messages will show above the Submission Description area.
5. If there are no issues with the file name, double-check that the correct file has been selected
on the Submission Verification screen and click “Upload.” The file will now be sent to CIHI
for processing.
A confirmation number on the Submission Results screen will indicate that the file was
successfully transmitted to CIHI.
2.2.4 Submission History
To view the status of the submitted extract files, click on “View History Log” on the left-hand side
of the page. This history page allows you to search for file submissions according to date, type,
organization (for users submitting on behalf of more than one organization) and file name.
2.2.5 eDSS User Guide
To access the eDSS user guide, click on the eDSS link and click “User Guide.” Any questions
not covered in the user guide can be directed to CIHI at [email protected].
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
2.3 General Rules and Conditions for Data Acceptance
It is essential that you follow the naming conventions outlined in Section 3.3, as a file with the
wrong name will not be accepted into the database.
All data within a submitted file must be for the same type of care. For example, a data-submitting
organization that submits both inpatient and ambulatory care encounter costs must submit at least
two files: one containing inpatient data and one containing ambulatory care data.
Please note that eDSS can accept files up to 2 GB in size with no more than 10 million records.
If your data submission exceeds this limit, split the data into multiple files, taking particular care
not to split patient encounters across files. A patient encounter that has been split will not be
recognized as one encounter by the CPCD.
If necessary, when the file size exceeds 2 GB (and contains fewer than 10 million records),
arrangements can be made to submit files to the CPCD via secure file transfer protocol (SFTP).
Please notify the CPCD team at [email protected] if you would like to submit your data this way;
CIHI will configure the system and forward a PGP key to you.
In accordance with best practices in data quality, CIHI requires that all data be edited and
corrected at its source. Technical errors and validation errors may prevent data from being
accepted by the CPCD.
Upon receiving your file, CIHI will process it to verify that the data meets the specifications
outlined in this document. This applies to both the original data submission and all corrections.
A series of reports will be produced for you that describe the file and record status of
each submission.
If there are errors in the submission, an entire file may be rejected, a record in the file may
be rejected or a record may be accepted and flagged as a potential data quality concern,
depending on the severity of the error. Please see Section 4.6 in this document for a detailed
description of each scenario.
CIHI recommends that you resubmit rejected files and records. This may be done through
CIHI’s resubmission process, described in Section 4.6.
2.3.1 File Acceptance
The first record in the file (header record) and the file name contain descriptors of the data.
Three checks will be performed using both the header record and the file name, as follows:
• The first record in the file must conform to the submission header record layout.
• Each submission must contain the submission header record as the first record in the file.
• The record count in the submission header record must equal the number of records in the
file, excluding the header record itself. In other words, it’s the number of records (rows) with
submission type = “N” or “C” that you wish to add to the database.
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Information from multiple facilities may be submitted in the same file.
If a file submission fails the above tests, the file will show as rejected in the submission
application and a Submission Summary Report will be made available for you to view.
Please see Section 4.4 of this document for instructions on how to create the header record.
2.3.2 Record Acceptance
CIHI will check all submitted data elements to ensure they are in a valid format. For example,
a date element must be in the format YYYYMMDD.
For some data elements, the CPCD will also verify the content against a table of accepted
values or a range. For example, the CPCD contains a table of valid MIS functional centres that
are relevant to the data submission fiscal year; each record will be validated against this table.
Please see Appendix A to obtain validation tables for province code, cost group code and MIS
functional centre codes.
All records belonging to a specific encounter should be grouped in sequential order. If you are
submitting per diem files, for example, please ensure that you group the cost records for all
service dates, cost group codes and MIS functional centres for encounter A before those
of encounter B. The CPCD processes encounters in the order in which they appear in the
submission file and will reject encounters that appear as duplicates.
In addition to the above, the CPCD will also verify the following:
• Record length must be as specified in the technical requirements as specified in Section 4.4.
• Data elements must be submitted in the correct sequence as specified in Section 4.4.
• Data element contents must follow the required format as specified in Section 4.4.
• Data elements must contain only the valid values as specified in Section 4.4.
• Each record must be unique and be identified by a unique Record ID.
If a record fails any of the above tests, it may be rejected or it may be accepted and flagged as
a potential data quality concern. The Submission Details Report will be available for you to view,
and CIHI recommends that you correct and resubmit any rejected files or records.
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Section 3: Preparing Your File for Submission
3.1 Mapping to the MIS Standards
The functional centre account must be mapped to the primary accounts in the MIS Standards
that are relevant to the cost data fiscal year. We prefer that the data providers complete this
step to ensure the highest-quality data. Please see Appendix A for a list of valid 2011 MIS
functional centres.
3.2 Mapping to CIHI Cost Groups
CIHI has a set of standard cost groups, as outlined in the appendix. If you cannot map your data
to the standard cost groups, please contact CIHI so data provider–specific cost groups can be
created prior to submission. The CPCD is flexible enough to accommodate customized cost
groups where required. Please see Appendix A for a list of valid cost group codes.
3.3 File Naming Conventions
Data must be submitted to eDSS in zipped files. Each file must contain a header record.
Once you are ready to send your file to CIHI, you must ensure that the file name follows our
naming convention:
Indicates clinical
database; 1 = DAD,
2 = NACRS, 3 = NRS,
4 = OMHRS,
5 = CCRS
Period of
data; use
“00”
Identifies file
is for CPCD
Identifies the
file format
PCDYYYYPPSSSSSDXXX.txt
Fiscal year (2011
for FY 2011–2012)
Submitting
organization
code
Sequence ID
(001–999)
You will need to compress your file, ensuring that the file naming convention is followed and the
appropriate file extension is added, depending on the software used. For files submitted using
eDSS, the file should be zipped and the extension will be .zip, as follows:
PCDYYYYPPSSSSDXXX.ZIP
Must match the
text file inside
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
For files submitted using SFTP, the files should be encrypted and the file extension will be .pgp,
as follows:
PCDYYYYPPSSSSDXXX.PGP
Must match the
text file inside
Section 4: File Specifications
4.1 File Characteristics
A patient encounter is made up of a series of unique records at the cost group or service date
level. For per diem files, there should be only one cost record per functional centre per cost group
for a given day. For total cost files, there should be only one cost record per functional centre per
cost group code. It is not necessary to include records containing an account balance of zero.
There should be no duplicate records in the file being submitted. Records are considered to be
duplicates if every data element is the same.
All data records contain fixed-width fields, and the records themselves are of a fixed length,
depending on the type of data being submitted. All fields (data elements) in all submission files
must be included in the fixed-width record.
Variable names should not be provided in the files submitted to CIHI.
Please take careful note of the Valid Values column in Section 4.4. For each specific data
element, only the characters listed as valid values will be accepted. Any other values will lead to
the record being rejected.
The data element Service Date can be left blank for total cost files. Service Date is mandatory for
per diem cost files. The CPCD will not accept a file that has a mix of per diem and total costs.
4.2 Submission Type
Valid values for the Submission Type data element are the following:
N—New
C—Correction
Each record must be identified as being a new record or a correction record.
For an original submission, identify all records as new.
For a resubmission, please refer to Section 4.6 in this document for detailed scenarios.
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
4.3 Record Identifier
The purpose of the Record ID is to facilitate communication between CIHI and the data provider
about specific record(s), for example, to identify those that were rejected by the CPCD. The
Record ID is a mandatory data element that is generated by the data-submitting organization,
generally in sequential order and unique within each file submission (data provider, care type,
year). The Record ID is not designed to identify unique encounters in the file; it must uniquely
identify each record within a file submission.
For new records (Submission Type N), all Record IDs must be unique and cannot be reused.
For correction records (Submission Type C), Record IDs can be reused.
4.4 File Contents and Formats
New for 2014
The format for the cost value field has been updated. The cost value is now a field with an
optional sign, implied decimals and leading zeros. A positive sign, negative sign or numeric
value (implied positive value) is required in the first left justified byte. Leading zeros (where
applicable) are required for the rest of the field with two decimal places implied.
For example, a positive value of $10.95 is denoted as +000001095 or 0000001095; a negative
value is denoted as -000001095.
The list of valid values for cost group codes has been updated. In situations where data providers
cannot split costs between fixed and variable, as suggested in Appendix A, please use “T” in the
second character of the cost group code to indicate that total costs are being provided. For example,
if you cannot split your direct medical compensation costs into direct fixed medical compensation
(DFCMEDC) and direct variable medical compensation (DVCMEDC), submit your direct medical
compensation costs using DTCMEDC. If you wish to use this option, please send an email to
[email protected] prior to your submission and we will add the appropriate codes to the database.
Data elements in the file must be ordered in the sequence specified in the following tables.
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Table 1: Header Record Element Table
Sample Header Record
S201055555100000200
Header record, 2010 cost data, from organization 55555, for DAD, 200 records
Data Element
Mandatory
Start
Byte
Length
Format
Valid Values
Record Type
Yes
1
1
Character
S—Submission
Fiscal Year
Yes
2
4
YYYY
Cost fiscal year
Submitting
Organization ID
Yes
6
5
Numeric
Should correspond with value in
file name
Data Holding
Yes
11
1
Numeric
1—DAD
2—NACRS
3—NRS
4—OMHRS
5—CCRS
Record Count
Yes
12
8
Numeric
Number of data records in the
submission file
Left-fill with zeros
Record Length
12
19
No spaces
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Table 2: Inpatient Cost Data Submission Element Table (DAD)
Sample DAD Record
N0000000000000012010010100155555ON20100831713500000DFCEQBG+000005000
New record, Record ID 1, Fiscal Year 2010, Fiscal Period 01, Batch 01, Abstract 001, Facility 55555, Province of
Ontario, Service date 20100831, Functional Centre 713500000, Cost Group code direct fixed equipment, buildings
and grounds (DFCEQBG), Cost Value of $50.00
Data Element
Mandatory
Start
Byte
Length
Format
Valid Values
Submission
Type
Yes
1
1
Character
N—New
C—Correction
Record ID
Yes
2
15
Numeric
Unique identifier generated
by data provider
Use preceding zeros as needed
Fiscal Year
Yes
17
4
YYYY
Valid year format
Fiscal Period
Yes
21
2
Numeric
01–13
Batch Number
Yes
23
2
Numeric
01–99
Abstract
Number
Yes
25
3
Numeric
001–100
Institution
Code
Yes
28
5
Character
Cannot be blank
First digit is province-specific
Province Code
Yes
33
2
Character
See appendix for validation table
Service Date
Yes for
per diem
submissions
35
8
YYYYMMDD
Valid date format
Functional
Centre
Yes
43
9
Numeric
Maximum of nine characters
Valid accounts start with “7”
Right-fill with zeros if less than nine
characters, per MIS Standards
Cost Group
Code
No
52
7
Character
First character represents cost type:
D—Direct
I—Indirect
Second character represents
cost category:
F—Fixed
V—Variable
T—Total
Third character represents standards:
C—CIHI codes
Other—Province-specific codes
Right-fill with blanks if less than seven
characters long
See appendix for validation table
Cost Value
Yes
59
10
Numeric
First character must be “+”, “-”
or numeric
Left-fill with zeros if necessary
Cannot be blank
Implied 2 decimal places
Record Length
68
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Table 3: Ambulatory Cost Data Submission Element Table (NACRS)
Example of a NACRS Cost Record
N00000000000000120100189999000000120100831713900000DVCCOMP+000020000
New record, Record ID1, Fiscal Year 2010, Fiscal Period 01, Facility 89999, Abstract ID 0000001, Service date
20100831, Functional Centre 713900000, Cost Group code direct variable CIHI compensation (DVCCOMP),
Cost Value of $200.00
Data Element
Mandatory
Start
Byte
Length
Format
Valid Values
Submission
Type
Yes
1
1
Character
N—New
C—Correction
Record ID
Yes
2
15
Numeric
Unique identifier generated by
data provider
Use preceding zeros as needed
Fiscal Year
Yes
17
4
YYYY
Valid year format
Fiscal Period
Yes
21
2
Numeric
01–13
Facility
Ambulatory
Care Number
Yes
23
5
Character
Valid facility number
No spaces
Abstract ID
Yes
28
7
Numeric
0000001–9999999
No spaces
Right-most digit cannot be blank;
must be zero-filled
Service Date
Yes for
per diem
submissions
35
8
YYYYMMDD
Valid date format
Functional
Centre
Yes
43
9
Numeric
Valid accounts start with “7”
Right-fill with blanks if less than nine
characters long, per MIS Standards
Cost Group
Code
No
52
7
Character
First character represents cost type:
D—Direct
I—Indirect
Second character represents
cost category:
F—Fixed
V—Variable
T—Total
Third character represents standards:
C—CIHI codes
Other—Province-specific codes
Right-fill with blanks if less than seven
characters long
See appendix for validation table
Cost Value
Yes
59
10
Numeric
First character must be “+”, “-”
or numeric
Left-fill with zeros if necessary
Cannot be blank
Implied 2 decimal places
Record Length
14
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Table 4: Rehabilitation Cost Data Submission Element Table (NRS)
Example of NRS Record
N00000000000000120105222211111111112010063020100831713500000DFCSUND+000004500
New record, Record ID 1, Fiscal Year 2010, Facility 52222, Chart Number 1111111111, admitted 20100630, Service
Date 20100831, Functional Centre 713500000, Cost Group code direct fixed CIHI sundry (DFCSUND), Cost Value
of $45.00
Data Element
Mandatory
Start
Byte
Length
Format
Valid Values
Submission
Type
Yes
1
1
Character
N—New
C—Correction
Record ID
Yes
2
15
Numeric
Unique and meaningless identifier
generated by data provider
Use preceding zeros as needed
Fiscal Year
Yes
17
4
YYYY
Valid year format
Facility Number Yes
21
5
Character
Valid facility number
First numeric value corresponds
to province
9999 corresponds to ministry
master number
Chart Number
Yes
26
10
Character
Must be 1 to 10 characters in length
(cannot be left blank)
Leading and trailing spaces permitted
Admission Date Yes
36
8
YYYYMMDD
Valid date format
Service Date
Yes for
per diem
submissions
44
8
YYYYMMDD
Valid date format
Functional
Centre
Yes
52
9
Numeric
Maximum of nine characters
Valid accounts start with “7”
Right-fill with zeros if less than nine
characters long, per MIS Standards
Cost Group
Code
No
61
7
Character
First character represents cost type:
D—Direct
I—Indirect
Second character represents
cost category:
F—Fixed
V—Variable
T—Total
Third character represents standards:
C—CIHI codes
Other—Province-specific codes
Right-fill with blanks if less than seven
characters long
See appendix for validation table
Cost Value
Yes
68
10
Numeric
First character must be “+”, “-” or numeric
Left-fill with zeros if necessary
Cannot be blank
Implied 2 decimal places
Record Length
77
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Table 5: Mental Health Cost Data Submission Element Table (OMHRS)
Example of OMHRS Cost Record
N00000000000000159999222222222222333333333333052010051520100515714650000DVCTDRG+000002000
New record, Record ID 1, Facility 59999, Chart Number 222222222222, Case Record Number 333333333333,
Assessment Type Code 05, Assessment Reference Date 20100515, Service Date 20100515, Functional Centre
714650000, Cost Group direct variable CIHI traceable drugs (DVCTDRG), Cost Value of $20.00
Data Element
Mandatory
Start
Byte
Length
Format
Valid Values
Submission
Type
Yes
1
1
Character
N—New
C—Correction
Record ID
Yes
2
15
Numeric
Unique and meaningless identifier
generated by data provider
Use preceding zeros as needed
Facility Number Yes
17
5
Character
Valid facility number in format A9999
First digit corresponds to province;
see appendix
9999 corresponds to ministry
master number
Chart Number
Yes
22
12
Character
Characters must be upper case
Must be 1 to 12 characters in length
(cannot be left blank)
Leading and trailing spaces permitted
Case Record
Number
Yes
34
12
Character
Characters must be upper case
Left aligned
Assessment
Type Code
Yes
46
2
Numeric
A2 Reason for Assessment 01–06
Assessment
Yes
Reference Date
48
8
YYYYMMDD
Valid date format
Service Date
Yes for
per diem
submissions
56
8
YYYYMMDD
Valid date format
Functional
Centre
Yes
64
9
Numeric
Maximum of nine characters
Valid accounts start with “7”
Right-fill with zeros if less than nine
characters long, per MIS Standards
Cost Group
Code
No
73
7
Character
First character represents cost type:
D—Direct
I—Indirect
Second character represents
cost category:
F—Fixed
V—Variable
T—Total
Third character represents standards:
C—CIHI codes
Other—Province-specific codes
Right-fill with blanks if less than seven
characters long
See appendix for validation table
Cost Value
Yes
80
10
Numeric
First character must be “+”, “-” or numeric
Left-fill with zeros if necessary
Cannot be blank
Implied 2 decimal places
Record Length
16
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Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Table 6: Complex and Continuing Care Cost Data Submission Element Table (CCRS)
Example of CCRS Cost Record
N0000000000001005555555555201007071111111092010070720100708714100000DVCDRG +000060000
New record, Record ID 100, Facility 55555, URI 55555201007071111111, Assessment Type Code 09, Assessment
Reference Date 20100707, Service Date 20100708, Functional Centre 714100000, Cost Group direct variable CIHI
drugs (DVCDRG), Cost Value of $600.00
Data Element
Mandatory
Start
Byte
Length
Format
Valid Values
Submission
Type
Yes
1
1
Character
N—New
C—Correction
Record ID
Yes
2
15
Numeric
Unique and meaningless identifier
generated by data provider
Use preceding zeros as needed
Facility Code
Yes
17
5
Character
Valid continuing care facility number
Unique
Registration
Identifier (URI)
Yes
22
20
Character
Combination of Facility Number
(5 characters), System Date
(8 characters) and Counter Index
(7 characters)
Assessment
Type Code
Yes
42
2
Numeric
Also referred to as “Reason for
Assessment” 01–10, 17, 18
Blanks permitted for unassessed
residents only
Assessment
Yes
Reference Date
44
8
YYYYMMDD
Valid date format
Blanks permitted for unassessed
residents only
Service Date
Yes for
per diem
submissions
52
8
YYYYMMDD
Valid date format
Functional
Centre
Yes
60
9
Numeric
Maximum of nine characters
Valid accounts start with “7”
Right-fill with zeros if less than nine
characters long, per MIS Standards
Cost Group
Code
No
69
7
Character
First character represents cost type:
D—Direct
I—Indirect
Second character represents
cost category:
F—Fixed
V—Variable
T—Total
Third character represents standards:
C—CIHI codes
Other—Province-specific codes
Right-fill with blanks if less than seven
characters long
See appendix for validation table
Cost Value
Yes
76
10
Numeric
First character must be “+”, “-” or numeric
Left-fill with zeros if necessary
Cannot be blank
Implied 2 decimal places
Record Length
85
17
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
4.5 Accessing and Reviewing Submission Reports
Two types of data submission reports are available to describe the outcome of a file submission.
The Submission Summary Report will be generated for each file submission. A Submission
Details Report will also be generated for files that have been successfully processed to indicate
whether there are any record-specific errors and/or warnings.
These reports may be viewed through the web-based Client Services application at www.cihi.ca;
you must register to gain access (see Section 2.2). We hope you can use this process to work
with CIHI to improve data quality and to resubmit corrected data as required.
4.5.1 Accessing Submission Reports
Staff members who have received confirmation that access has been granted to Operational
Reports (see Section 2.2.2) can follow these steps to view the organization’s submission reports:
1. Click on “My Services,” then on “Operational Reports.”
2. Click on “CPCD” and review the terms and conditions.
3. To review submission reports for test files, click “Submission Test.” To review submission
reports for live files, click “Submission Production.”
4. Select your submitting organization number and data holding then select “Search.”
18
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
5. There will be PDF versions available of both the submission details and submission
summary reports. Click on the report associated with the extract file submission. It is
recommended that a copy of the submission report be saved by the organization; following
file submission, these reports are available online for a limited period of time only.
4.5.2 Reviewing Submission Reports
Submission Summary Report
This report, as depicted in Figure 1, presents the number of received, accepted, accepted and
flagged, and rejected records by Submission Type (new, correction and total). The first thing to
look at in this report is the File Status.
File Status = File could not be processed
If the File Status reads “File could not be processed,” no records were processed. The listed
rejection reason why the file could not be processed will need to be addressed. The entire file
will need to be resubmitted using the next sequence number in the file name.
File Status = Processing completed with file accepted
If the File Status reads “processing completed with file accepted,” review the Total Records
Received to ensure that the file contained all of the intended records. Next, review the Total
Records Rejected (Severe Errors) and Total Records Accepted (Non-Severe Errors). If these
counts are greater than zero (that is, one or more records were rejected with an error or
accepted with a warning), review the Submission Details Report for detailed information
to help with resubmission.
19
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Figure 1: Example of a Submission Summary Report
0
Submission Details Report
This report, as depicted in Figure 2, identifies records that were rejected with errors and/or
records that were accepted and flagged with warnings. A complete list of error conditions and
their associated messages are available in Appendix C.
It is important that organizations review the Submission Summary Report and Submission
Details Report for each file submitted to CIHI.
20
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
There are two possible scenarios when a record appears on the Submission Details Report:
• The record contains one or more severe errors—the record status is “rejected” (that is, the
record is not stored at CIHI in the CPCD). All rejected records (records with severe errors)
should be fixed and resubmitted as specified in Section 4.6.
• The record contains only warning messages—the record status is “accepted with warnings”
(that is, the record is stored at CIHI). If necessary, the record should be resubmitted to
correct the data stored at CIHI in the CPCD.
All flagged records (records with warning messages) should be reviewed, and they should be
corrected and resubmitted if possible.
Please note that the Submission Details Report displays a maximum of 2,000 record errors.
If your Submission Summary Report indicates that your file contains more than 2,000 errors,
please contact CIHI at [email protected] for further assistance.
Figure 2: Example of a Submission Details Report
0
4.6 Data Resubmission
If a file was rejected, please make the corrections as indicated on the Submission Summary
Report and resubmit the file to CIHI. It should be given a new file name, as the original was
already processed by the system.
If a file was accepted and certain records were rejected, the process is slightly more complex.
There are three possible scenarios:
• All of the records for a patient encounter were rejected.
• Only some of the records for a patient encounter were rejected.
• All or some of the records for a patient encounter were accepted with a flag.
21
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
In all cases, it is important to remember that the CPCD does not accept split encounters;
therefore, you will need to resubmit the entire patient encounter (all records). If all records
in an encounter are not resubmitted, the resulting patient encounter in the database will be
incomplete (as the CPCD replaces all cost records for the given encounter).
The Submission Type data element, which identifies a record as either a new or a correction
record, will identify the scenario for the CPCD. Your resubmission should be created as follows:
1. If all of the records for a patient encounter were rejected, the entire encounter must be
resubmitted, with each record identified as Submission Type N (New record).
2. If only some of the records for a patient encounter were rejected, the entire encounter must
be resubmitted, with each record identified as Submission Type C (Correction record).
3. If all or some of the records for a patient encounter were accepted with a flag, the entire
encounter must be resubmitted, with each record identified as Submission Type C.
As all records in the CPCD must be unique, CIHI strongly recommends that you resubmit your
corrections with new Record ID numbers. This will allow the CPCD to keep the records within
an encounter together; it also ensures that there will be no duplicate Record IDs within the
CPCD. File names must also be unique. When resubmitting a file, sequence IDs must be
advanced, not duplicated.
4.7 Facility Testing
Test files are submitted to CIHI electronically. To submit test data, select “Test Facility/Organization
Data Submission” under Submission Purpose in eDSS. This will direct the file to the facility test
environment for processing.
Test files must conform to the standard naming convention, and the data contained in the files
should adhere to the data specifications. However, test files may contain small subsets of records;
in other words, you do not have to submit an entire file to test the format and specifications. The
test data will not be saved in the actual CPCD and may be submitted as many times as required.
Once your test file has been processed, you will be notified via email. You will then be able
to view the results and download available reports on the Client Services website under
“Operational Reports.” To view reports generated from data run in the test environment,
select “Submission Test.”
It is strongly recommended that test files be submitted for each care type by all new data
providers. When significant changes are made to the submission specifications, it is also
recommended that test files be submitted. It is not necessary for data providers to submit
test files on an annual basis.
Please do not hesitate to contact CIHI by email at [email protected] if you need assistance with
facility testing.
22
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Appendix A: Validation Tables
Province Code Validation
Submitting Province Code (First
Character for Facility Number)
Province Code (Table 2, DAD Data
Element Province Code)
Province/Territory Name
0
NL
Newfoundland and Labrador
1
PE
Prince Edward Island
2
NS
Nova Scotia
3
NB
New Brunswick
4
QC
Quebec
5
ON
Ontario
6
MB
Manitoba
7
SK
Saskatchewan
8
AB
Alberta
9
BC
British Columbia
Y
YK
Yukon
N
NT
Northwest Territories
V
NV
Nunavut
Cost Group Code Validation—CIHI Standard List
Code
Name
Secondary Financial Accounts
DFCCOMP
Direct fixed CIHI compensation
3 10 ** Compensation—MOS
DFCEQBG
Direct fixed CIHI equipment, building and grounds
7 ** Equipment Expense
9 ** Building and Grounds Expense
DFCMEDC
Direct fixed CIHI medical compensation
3 90 ** Compensation—Medical Personnel
EXCLUDING 3 90 91 and 3 90 92
DFCSUND
Direct fixed CIHI sundry
6 ** Sundry EXCLUDING 6 97 *
(Interdepartmental Services)
DVCCOMP
Direct variable CIHI compensation
3 50 ** Compensation—UPP
DVCMEDC
Direct variable CIHI medical compensation
3 90 91 Medical Fee for Service
3 90 92 Sessional Fees
DVCSUPC
Direct variable CIHI supplies and
contracted-out services
4 ** Supplies EXCLUDING 4 63 (Drugs)
8 ** Contracted-Out Services
DVCTSUP
Direct variable CIHI traceable supplies
5 ** Traceable Supplies and Other
ii
Expenses EXCLUDING 5 63
(Traceable Supplies—Drugs)
DVCDRG
Direct variable CIHI drugs
4 63 Supplies—Drugs (Non-Traceable)
DVCTDRG
Direct variable CIHI traceable drugs
5 63 Traceable Supplies and Other
Expenses—Drugs
IFCALL
Indirect fixed CIHI operating expenses
Fixed Operating Expenses allocated from
transient Functional Centres
IVCALL
Indirect variable CIHI operating expenses
Variable Operating Expenses allocated from
transient Functional Centres
i.
ii.
i
Changed from 4 65 Supplies—Drugs in April 2011 MIS Standards.
Changed from 5 65 Traceable Supplies—Drugs in April 2011 MIS Standards.
23
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Further details about cost group development may be found in the document Canadian Patient
Cost Database Technical Document: MIS Patient Costing Methodology, November 2011, available
on CIHI’s website at www.cihi.ca/CIHI-ext-portal/pdf/internet/MIS_PATIENT_COST_METH_EN.
If you would like to add cost group codes to the jurisdiction-specific list, please contact us at
[email protected] prior to submitting your data.
2011 MIS Functional Centre Code Validation
MIS Account (Full 9 Digits)
24
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
711000000
721000000
731000000
Administrative and Support Services
711100000
721100000
731100000
Administration
711101000
721101000
731101000
Executive Offices
711101010
721101010
731101010
Executive Director’s Office
711101060
721101060
731101060
Medical Director’s Office
711102500
721102500
731102500
Utilization Management
711103000
721103000
731103000
Board of Trustees
711104000
721104000
731104000
Public Relations
711105000
721105000
731105000
Planning and Development
711105300
721105300
731105300
Privacy Office
711105500
721105500
731105500
Risk Management
711105510
721105510
731105510
Infection Control
711105520
721105520
731105520
Claims Management
711105530
721105530
731105530
Risk Identification
711106000
721106000
731106000
Quality Assurance
711106010
721106010
731106010
Quality Assurance—Medical
711106020
721106020
731106020
Quality Assurance—Nursing Inpatient/Resident
711106090
721106090
731106090
Quality Assurance—Other
711107000
721107000
731107000
Internal Audit
711150000
721150000
731150000
Finance
711151000
721151000
731151000
General Accounting
711152000
721152000
731152000
Payroll
711153000
721153000
731153000
Accounts Receivable
711154000
721154000
731154000
Accounts Payable
711155000
721155000
731155000
Budget Control
711200000
721200000
731200000
Human Resources
711202000
721202000
731202000
Personnel Records
711202500
721202500
731202500
Staff Recruitment and Retention
711203000
721203000
731203000
Employee Compensation and Benefits Management
711204000
721204000
731204000
Labour Relations
711206000
721206000
731206000
Employee Health
711208000
721208000
731208000
Employee Assistance Program
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
711209000
721209000
731209000
Occupational Health and Safety—Prevention
711300000
721300000
731300000
Communications
711302000
721302000
731302000
Telecommunications
711304000
721304000
731304000
Visitor Information
711306000
721306000
731306000
Mail Service
711250000
721250000
731250000
Systems Support
711252000
721252000
731252000
Data Processing
711254000
721254000
731254000
Systems Engineering
711254010
721254010
731254010
Systems Development
711254020
721254020
731254020
Operations Research
711254030
721254030
731254030
Technical Support
711340000
721340000
731340000
Emergency Preparedness
711350000
721350000
731350000
Materiel Management
711350500
721350500
731350500
Materiel Management Administration
711351000
721351000
731351000
Purchasing
711351500
721351500
731351500
Capital Asset Control
711352000
721352000
731352000
Receiving and Shipping
711353000
721353000
731353000
Stores
711354000
721354000
731354000
Reprocessing
711354020
721354020
731354020
Collection for Reprocessing
711354040
721354040
731354040
Decontamination
711354060
721354060
731354060
Sterilization
711354080
721354080
731354080
Packing
711355000
721355000
731355000
Printing
711356000
721356000
731356000
Distribution: Internal
711357000
721357000
731357000
Distribution: External
711400000
721400000
731400000
Volunteer Services
711530000
721530000
731530000
Plant Administration
711550000
721550000
731550000
Plant Operation
711551000
721551000
731551000
General Plant Operation
711552000
721552000
731552000
Incinerator
711600000
721600000
731600000
Plant Security
711602000
721602000
731602000
Security
711604000
721604000
731604000
Fire and Safety
711650000
721650000
731650000
Plant Maintenance
711652000
721652000
731652000
Grounds Maintenance
711654000
721654000
731654000
Buildings Maintenance
711656000
721656000
731656000
Building Service Equipment Maintenance
711658000
721658000
731658000
Major Equipment Maintenance
711700000
721700000
731700000
Staff Transport
25
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
26
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
711450000
721450000
731450000
Housekeeping
711500000
721500000
731500000
Laundry and Linen
711502000
721502000
731502000
Laundry
711504000
721504000
731504000
Linen
711750000
721750000
731750000
Bio-Medical Engineering/Medical Physics
711752000
721752000
731752000
Bio-Medical Engineering
711752020
721752020
731752020
Bio-Medical Equipment Maintenance
711752040
721752040
731752040
Technology Implementation
711754000
721754000
731754000
Medical Physics
711790000
721790000
731790000
Interpretation and/or Translation Services
711800000
721800000
731800000
Registration
711802000
721802000
731802000
Service Recipient Registration
711804000
721804000
731804000
Client Registration
711806000
721806000
731806000
Emergency Registration
711808000
721808000
731808000
Centralized Booking
711808020
721808020
731808020
Operating Room Booking
711808040
721808040
731808040
Client Booking
711820000
721820000
731820000
Admission/Discharge Coordination
711821000
721821000
731821000
Admission Coordination
711822000
721822000
731822000
Discharge Coordination
711850000
721850000
731850000
Service Recipient Transport
711852000
721852000
731852000
Central Portering
711854000
721854000
731854000
External Service Recipient Transport
711854020
721854020
731854020
Ambulance
711854040
721854040
731854040
Other External Service Recipient Transport
711900000
721900000
731900000
Health Records
711900500
721900500
731900500
Health Records Administration
711902000
721902000
731902000
Transcription
711902010
721902010
731902010
Medical Transcription
711902020
721902020
731902020
Non-Medical Transcription
711904000
721904000
731904000
Health Record Processing
711904010
721904010
731904010
Clerical Health Record Processing
711904020
721904020
731904020
Health Record Data Collection
711904030
721904030
731904030
Release of Service Recipient Information
711906000
721906000
731906000
Health Data and Information Services
711950000
721950000
731950000
Service Recipient Food Services
711950500
721950500
731950500
Service Recipient Food Services Administration
711952000
721952000
731952000
Service Recipient Food Services Production
711953000
721953000
731953000
Service Recipient Food Services Tray Assembly
and Distribution
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
711954000
721954000
731954000
Service Recipient Food Services Warewashing
712000000
722000000
732000000
Nursing Inpatient Services
712050000
722050000
732050000
Nursing Inpatient Administration
712051000
722051000
732051000
Nursing Inpatient Administration
712052000
722052000
732052000
Clinical Resources Nursing
712052020
722052020
732052020
IV Therapy
712052030
722052030
732052030
Palliative Care Team
712052040
722052040
732052040
Enterostomal Therapy (Centralized Service)
712052060
722052060
732052060
Transplant Coordination/Organ Procurement
712070000
722070000
732070000
Nursing Inpatient Medical Resources
712100000
722100000
732100000
Medical Nursing Unit
712101000
722101000
732101000
General Medical Nursing Unit
712102000
722102000
732102000
Endocrinology Nursing Unit
712102500
722102500
732102500
Clinical Investigation Nursing Unit
712103000
722103000
732103000
Communicable Diseases Nursing Unit
712103500
722103500
732103500
Dermatology Nursing Unit
712104000
722104000
732104000
Cardiology Nursing Unit
712104020
722104020
732104020
General Cardiology Nursing Unit
712104040
722104040
732104040
Cardiac Step Down (Post-Coronary) Nursing Unit
712104500
722104500
732104500
Family Practice Nursing Unit
712105000
722105000
732105000
Gastroenterology Nursing Unit
712105500
722105500
732105500
Metabolic Nursing Unit
712106000
722106000
732106000
Neurology Nursing Unit
712106500
722106500
732106500
Oncology Medical Nursing Unit
712107000
722107000
732107000
Nephrology Nursing Unit
712107500
722107500
732107500
Rheumatology Nursing Unit
712108000
722108000
732108000
Respirology Nursing Unit
712108500
722108500
732108500
Medical Assessment Nursing Unit
712109000
722109000
732109000
Hematology Nursing Unit
712200000
722200000
732200000
Surgical Nursing Unit
712200900
722200900
732200900
Preoperative Services Nursing Unit
712201000
722201000
732201000
General Surgical Nursing Unit
712202000
722202000
732202000
Orthopedic Nursing Unit
712202500
722202500
732202500
Dental Nursing Unit
712203000
722203000
732203000
Ear, Nose and Throat Nursing Unit
712203500
722203500
732203500
Gynecology Nursing Unit
712204000
722204000
732204000
Cardiac Surgery Nursing Unit
712204020
722204020
732204020
General Cardiac Surgery Nursing Unit
712204040
722204040
732204040
Cardiac Step Down (Post-Surgical) Nursing Unit
712204500
722204500
732204500
Plastic Nursing Unit
27
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
28
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
712205000
722205000
732205000
Ophthalmology Nursing Unit
712205500
722205500
732205500
Oral/Facial Nursing Unit
712206000
722206000
732206000
Neurosurgery Nursing Unit
712206500
722206500
732206500
Oncology Surgical Nursing Unit
712207000
722207000
732207000
Thoracic Nursing Unit
712207500
722207500
732207500
Urology Nursing Unit
712208000
722208000
732208000
Vascular Nursing Unit
712209000
722209000
732209000
Transplant Nursing Unit
712209010
722209010
732209010
Heart Transplant Nursing Unit
712209020
722209020
732209020
Heart/Lung Transplant Nursing Unit
712209030
722209030
732209030
Kidney Transplant Nursing Unit
712209040
722209040
732209040
Bone Marrow Transplant Nursing Unit
712209050
722209050
732209050
Liver Transplant Nursing Unit
712209500
722209500
732209500
Trauma Nursing Unit (Post-Surgical ICU)
712300000
722300000
732300000
Combined Medical/Surgical Nursing Unit
712400000
722400000
732400000
Intensive Care Nursing Unit
712401000
722401000
732401000
Medical Intensive Care Nursing Unit
712402000
722402000
732402000
Surgical Intensive Care Nursing Unit
712402500
722402500
732402500
Trauma Intensive Care Nursing Unit
712403000
722403000
732403000
Combined Medical/Surgical Intensive Care Nursing Unit
712403500
722403500
732403500
Burn Intensive Care Nursing Unit
712404000
722404000
732404000
Cardiac Surgery Intensive Care Nursing Unit
712404500
722404500
732404500
Coronary Intensive Care Nursing Unit
712405000
722405000
732405000
Neonatal Intensive Care Nursing Unit
712406000
722406000
732406000
Neurosurgery Intensive Care Nursing Unit
712407000
722407000
732407000
Pediatric Intensive Care Nursing Unit
712408000
722408000
732408000
Respirology Intensive Care Nursing Unit
712500000
722500000
732500000
Obstetrics Nursing Unit
712502000
722502000
732502000
Obstetrical Suite (Labour and Delivery)
712502020
722502020
732502020
Labour and Delivery Room
712502040
722502040
732502040
Labour and Delivery Recovery Room
712502060
722502060
732502060
Caesarean Section Room
712504000
722504000
732504000
Ante/Postpartum Nursing Unit
712504020
722504020
732504020
General Ante/Postpartum Nursing Unit
712504040
722504040
732504040
High Risk Antepartum Nursing Unit
712506000
722506000
732506000
Combined Care Obstetrical Nursing Unit
712506010
722506010
732506010
General Combined Care Obstetrical Nursing Unit
712506020
722506020
732506020
High Risk Combined Care Obstetrical Nursing Unit
712508000
722508000
732508000
Nursery
712508020
722508020
732508020
General Nursery
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
712508040
722508040
732508040
Intermediate Nursery
712509000
722509000
732509000
Labour, Delivery, Recovery, Postpartum Nursing Unit
712600000
722600000
732600000
Operating Room
712602000
722602000
732602000
General Operating Room
712602500
722602500
732602500
Dental Operating Room
712603000
722603000
732603000
Cystoscopy Operating Room
712604000
722604000
732604000
Cardiac Operating Room
712604500
722604500
732604500
Plastic Surgery Operating Room
712606000
722606000
732606000
Neurosurgery Operating Room
712606500
722606500
732606500
Ophthalmology Operating Room
712607000
722607000
732607000
Orthopedic Operating Room
712620000
722620000
732620000
Combined Operating and Post-Anesthetic
Recovery Room
712650000
722650000
732650000
Post-Anesthetic Recovery Room
712652000
722652000
732652000
General Recovery Room
712654000
722654000
732654000
Cardiac Recovery Room
712656000
722656000
732656000
Neurosurgery Recovery Room
712700000
722700000
732700000
Pediatric Nursing Unit
712701000
722701000
732701000
Pediatric Medical Nursing Unit
712702000
722702000
732702000
Pediatric Surgical Nursing Unit
712750000
722750000
732750000
Mental Health and Addiction Services Nursing Unit
712752000
722752000
732752000
Mental Health General Nursing Unit
712754000
722754000
732754000
Addiction Services Nursing Unit
712754020
722754020
732754020
General Addiction Services Nursing Unit
712754040
722754040
732754040
Alcohol Addiction Services Nursing Unit
712754060
722754060
732754060
Drug Addiction Services Nursing Unit
712756000
722756000
732756000
Mental Health Forensic Nursing Unit
712757000
722757000
732757000
Mental Health Geriatric Nursing Unit
712758000
722758000
732758000
Mental Health Crisis Nursing Unit
712759000
722759000
732759000
Mental Health Rehabilitation Nursing Unit
712759500
722759500
732759500
Mental Health and Addiction Services Combined
Nursing Unit
712760000
722760000
732760000
Mental Health Long-Term Care Nursing Unit
712800000
722800000
732800000
Physical Rehabilitation Nursing Unit
712801000
722801000
732801000
General Rehabilitation Nursing Unit
712802000
722802000
732802000
Orthopedic Rehabilitation Nursing Unit
712802500
722802500
732802500
Back Pain Rehabilitation Nursing Unit
712803000
722803000
732803000
Head Injury Rehabilitation Nursing Unit
712804000
722804000
732804000
Spinal Cord Rehabilitation Nursing Unit
712805000
722805000
732805000
Amputee Rehabilitation Nursing Unit
29
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
30
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
712806000
722806000
732806000
Stroke Rehabilitation Nursing Unit
712807500
722807500
732807500
Rheumatology Rehabilitation Nursing Unit
712900000
722900000
732900000
Palliative Nursing Unit
712920000
722920000
732920000
Long-Term Care Nursing Unit
712922000
722922000
732922000
Chronic Long-Term Care Nursing Unit
712924000
722924000
732924000
Respite Long-Term Care Nursing Unit
712960000
722960000
732960000
Contracted-Out–Surgical Services
713000000
723000000
733000000
Ambulatory Care Services
713050000
723050000
733050000
Ambulatory Care Administration
713070000
723070000
733070000
Ambulatory Care Medical Resources
713100000
723100000
733100000
Emergency
713102000
723102000
733102000
General Emergency
713102500
723102500
733102500
Urgent Care
713104000
723104000
733104000
Observation
713106000
723106000
733106000
Trauma
713107000
723107000
733107000
Emergency Mental Health Service
713140000
723140000
733140000
Telephone Health Services
713200000
723200000
733200000
Poison and Drug Information Services
713400000
723400000
733400000
Specialty Day/Night Care
713400500
723400500
733400500
General Specialty Day/Night Care
713401000
723401000
733401000
Medical Specialty Day/Night Care
713403500
723403500
733403500
Cardiac Specialty Day/Night Care
713403520
723403520
733403520
General Cardiac Specialty Day/Night Care
713403540
723403540
733403540
Hemodynamic Specialty Day/Night Care
713403700
723403700
733403700
Cardiac Catheterization Laboratory—Specialty
Day/Night Care
713405000
723405000
733405000
Diabetes Specialty Day/Night Care
713405500
723405500
733405500
Endoscopy Specialty Day/Night Care
713406000
723406000
733406000
Geriatric Specialty Day/Night Care
713406020
723406020
733406020
General Geriatric Specialty Day/Night Care
713406040
723406040
733406040
Geriatric Assessment Specialty Day/Night Care
713406060
723406060
733406060
Geriatric Rehabilitation/Activation Specialty Day/
Night Care
713406080
723406080
733406080
Geriatric Social Support Specialty Day/Night Care
713406500
723406500
733406500
Metabolic Specialty Day/Night Care
713407000
723407000
733407000
Oncology Specialty Day/Night Care
713407010
723407010
733407010
Oncology Specialty Day/Night Care—Chemotherapy
713407020
723407020
733407020
Oncology Specialty Day/Night Care—Other Therapy
713407500
723407500
733407500
Palliative Specialty Day/Night Care
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
713408000
723408000
733408000
Mental Health and Addiction Services Specialty
Day/Night
713408200
723408200
733408200
Mental Health Specialty Day/Night Care
713408220
723408220
733408220
Mental Health General Specialty Day/Night Care
713408240
723408240
733408240
Mental Health Acute Specialty Day/Night Care
713408260
723408260
733408260
Mental Health Chronic Specialty Day/Night Care
713408400
723408400
733408400
Addiction Services Specialty Day/Night Care
713408500
723408500
733408500
Renal Dialysis Specialty Day/Night Care
713408510
723408510
733408510
Hemodialysis Specialty Day/Night Care
713408520
723408520
733408520
Home Dialysis (Teaching) Combined Hemo/Peritoneal
Dialysis Specialty Day/Night Care
713408530
723408530
733408530
Home Hemodialysis (Teaching) Specialty Day/
Night Care
713408540
723408540
733408540
Home Peritoneal Dialysis (Teaching) Specialty
Day/Night Care
713408550
723408550
733408550
Peritoneal Dialysis Specialty Day/Night Care
713408560
723408560
733408560
Self-Care Hemodialysis Specialty Day/Night Care
713409000
723409000
733409000
Rehabilitation Specialty Day/Night Care
713500000
723500000
733500000
Specialty Clinics
713500500
723500500
733500500
Specialty Clinic Administration
713501000
723501000
733501000
Medical Specialty Clinic
713501010
723501010
733501010
General Medical Specialty Clinic
713501015
723501015
733501015
Sexually Transmitted Diseases Specialty Clinic
713501020
723501020
733501020
Allergy Specialty Clinic
713501025
723501025
733501025
Anticoagulant Specialty Clinic
713501030
723501030
733501030
Chiropody Specialty Clinic
713501035
723501035
733501035
Communicable Diseases Specialty Clinic
713501040
723501040
733501040
Dermatology Specialty Clinic
713501045
723501045
733501045
Enterostomal Therapy Specialty Clinic
713501050
723501050
733501050
Gastroenterology Specialty Clinic
713501055
723501055
733501055
Hematology Specialty Clinic
713501060
723501060
733501060
Hypertension Specialty Clinic
713501065
723501065
733501065
Immunology Specialty Clinic
713501070
723501070
733501070
Pre-Admission Specialty Clinic
713501075
723501075
733501075
Pain Management Specialty Clinic
713501080
723501080
733501080
Podiatry Specialty Clinic
713501085
723501085
733501085
Respirology Specialty Clinic
713501087
723501087
733501087
Cystic Fibrosis Specialty Clinic
713501090
723501090
733501090
Travel and Inoculation Specialty Clinic
713501095
723501095
733501095
Nephrology Specialty Clinic
713501500
723501500
733501500
Surgical Specialty Clinic
CIHI 2011 MIS Description
31
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
32
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
713501510
723501510
733501510
General Surgery Specialty Clinic
713501520
723501520
733501520
Dental Specialty Clinic
713501525
723501525
733501525
Ear, Nose and Throat Specialty Clinic
713501530
723501530
733501530
Minor Surgery Specialty Clinic
713501535
723501535
733501535
Oral/Facial Specialty Clinic
713501540
723501540
733501540
Orthodontic Specialty Clinic
713501545
723501545
733501545
Pre-Admission Surgical Specialty Clinic
713501550
723501550
733501550
Thoracic Specialty Clinic
713501555
723501555
733501555
Transplant Surgical Specialty Clinic
713501560
723501560
733501560
Urology Specialty Clinic
713501566
723501566
733501566
Oncology Surgical Specialty Clinic
713501567
723501567
733501567
Bone Marrow Transplant Specialty Clinic
713501700
723501700
733501700
Combined Medical/Surgical Specialty Clinic
713502000
723502000
733502000
Cardiac Specialty Clinic
713502010
723502010
733502010
General Cardiology Specialty Clinic
713502020
723502020
733502020
Cardiovascular Surgery Specialty Clinic
713502030
723502030
733502030
Congenital Cardiac Specialty Clinic
713502040
723502040
733502040
Pacemaker Specialty Clinic
713502060
723502060
733502060
Cardiac Rehabilitation Specialty Clinic
713502070
723502070
733502070
Valve Specialty Clinic
713502500
723502500
733502500
Family Practice Specialty Clinic
713503000
723503000
733503000
Geriatric Specialty Clinic
713503010
723503010
733503010
General Geriatric Specialty Clinic
713503020
723503020
733503020
Geriatric Assessment Specialty Clinic
713503500
723503500
733503500
Gynecology Specialty Clinic
713503510
723503510
733503510
General Gynecology Specialty Clinic
713503530
723503530
733503530
Colposcopy Specialty Clinic
713503540
723503540
733503540
Family Planning Specialty Clinic
713503550
723503550
733503550
Infertility Specialty Clinic
713503560
723503560
733503560
Therapeutic Abortion Specialty Clinic
713503570
723503570
733503570
Well Women Gynecology Specialty Clinic
713504000
723504000
733504000
Metabolic Specialty Clinic
713504010
723504010
733504010
General Metabolic Specialty Clinic
713504020
723504020
733504020
Diabetes Specialty Clinic
713504300
723504300
733504300
Endocrinology Specialty Clinic
713504500
723504500
733504500
Neurology Specialty Clinic
713504510
723504510
733504510
General Neurology Specialty Clinic
713504520
723504520
733504520
General Neurosurgery Specialty Clinic
713504530
723504530
733504530
Convulsive Disorders Specialty Clinic
713504540
723504540
733504540
Migraine Specialty Clinic
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
713504550
723504550
733504550
Neuromuscular Disorders Specialty Clinic
713504560
723504560
733504560
Vertigo Specialty Clinic
713504580
723504580
733504580
Multiple Sclerosis Specialty Clinic
713505000
723505000
733505000
Obstetrics Specialty Clinic
713505020
723505020
733505020
General Antepartum Specialty Clinic
713505040
723505040
733505040
Antepartum Genetic Specialty Clinic
713505060
723505060
733505060
High Risk Ante/Postpartum Specialty Clinic
713505080
723505080
733505080
Postpartum Specialty Clinic
713505500
723505500
733505500
Oncology Specialty Clinic
713505510
723505510
733505510
Oncology Specialty Clinic—Pre- and Post-Treatment
Systemic Therapy
713505515
723505515
733505515
Oncology Specialty Clinic—Pre- and Post-Treatment
Radiation
713506000
723506000
733506000
Ophthalmology Specialty Clinic
713506010
723506010
733506010
General Ophthalmology Specialty Clinic
713506020
723506020
733506020
Contact Lens Specialty Clinic
713506030
723506030
733506030
Cryosurgery Specialty Clinic
713506040
723506040
733506040
Fluoroscein Specialty Clinic
713506050
723506050
733506050
Glaucoma Specialty Clinic
713506060
723506060
733506060
Laser Specialty Clinic
713506070
723506070
733506070
Orthoptic Specialty Clinic
713506080
723506080
733506080
Tonography Specialty Clinic
713506090
723506090
733506090
Ultrasound Ophthalmology Specialty Clinic
713506500
723506500
733506500
Orthopedic Specialty Clinic
713506510
723506510
733506510
General Orthopedic Specialty Clinic
713506520
723506520
733506520
Fracture Specialty Clinic
713506530
723506530
733506530
Orthotics Specialty Clinic
713506540
723506540
733506540
Plaster Room Specialty Clinic
713506550
723506550
733506550
Sports Medicine Specialty Clinic
713507000
723507000
733507000
Pediatric Specialty Clinic
713507010
723507010
733507010
General Pediatric Specialty Clinic
713507020
723507020
733507020
Well Baby Specialty Clinic
713507030
723507030
733507030
Child Protection Specialty Clinic
713507035
723507035
733507035
Spina Bifida Specialty Clinic
713507045
723507045
733507045
Genetic Specialty Clinic
713507050
723507050
733507050
Growth and Development Specialty Clinic
713507055
723507055
733507055
Scoliosis Specialty Clinic
713507065
723507065
733507065
Neonatology Specialty Clinic
713507075
723507075
733507075
Pediatric Connective Tissue Specialty Clinic
713507085
723507085
733507085
Juvenile Convulsive Disorders Specialty Clinic
33
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
34
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
713507500
723507500
733507500
Plastic Specialty Clinic
713507510
723507510
733507510
General Plastic Specialty Clinic
713507520
723507520
733507520
Burn Specialty Clinic
713507530
723507530
733507530
Cosmetic Specialty Clinic
713507540
723507540
733507540
Hand Plastic Specialty Clinic
713507550
723507550
733507550
Reconstructive Plastic Specialty Clinic
713508000
723508000
733508000
Mental Health and Addiction Services Specialty Clinic
713508200
723508200
733508200
Mental Health Specialty Clinic
713508210
723508210
733508210
Mental Health General Specialty Clinic
713508220
723508220
733508220
Mental Health Assessment Specialty Clinic
713508230
723508230
733508230
Forensic Specialty Clinic
713508240
723508240
733508240
Spousal Battering Specialty Clinic
713508250
723508250
733508250
Stress Management Specialty Clinic
713508260
723508260
733508260
Eating Disorders Specialty Clinic
713508400
723508400
733508400
Addiction Services Specialty Clinic
713508500
723508500
733508500
Rehabilitation Specialty Clinic
713508510
723508510
733508510
General Rehabilitation Specialty Clinic
713508520
723508520
733508520
Amputee Specialty Clinic
713508530
723508530
733508530
Back Education Specialty Clinic
713508535
723508535
733508535
Head Injury Rehabilitation Specialty Clinic
713508545
723508545
733508545
Orthopedic Rehabilitation Specialty Clinic
713508560
723508560
733508560
Spinal Cord Rehabilitation Specialty Clinic
713508565
723508565
733508565
Stroke Rehabilitation Specialty Clinic
713508570
723508570
733508570
Urodynamic Rehabilitation Specialty Clinic
713509500
723509500
733509500
Rheumatology Specialty Clinic
713509520
723509520
733509520
General Rheumatology Specialty Clinic
713509540
723509540
733509540
Gold Treatment Specialty Clinic
713509560
723509560
733509560
Lupus Specialty Clinic
713509580
723509580
733509580
Scleroderma Specialty Clinic
713550000
723550000
733550000
Private Clinics
713600000
723600000
733600000
Day Surgery Operating Room
713620000
723620000
733620000
Day Surgery Combined Operating and Post-Anesthetic
Recovery Room
713650000
723650000
733650000
Day Surgery Post-Anesthetic Recovery Room
713670000
723670000
733670000
Day Surgery Pre- and Post-Operative Care
713690000
723690000
733690000
Day Surgery Combined Operating and Post-Anesthetic
Recovery Room and Pre- and Post-Operative Care
713960000
723960000
733960000
Contracted-Out Day Surgery Services
714000000
724000000
734000000
Diagnostic and Therapeutic Services
714050000
724050000
734050000
Diagnostic and Therapeutic Nursing
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
714051500
724051500
734051500
Medical Imaging Nursing
714051505
724051505
734051505
General Medical Imaging Nursing
714051524
724051524
734051524
Interventional Radiology Nursing
714051525
724051525
734051525
Computed Tomography Nursing
714051555
724051555
734051555
Cardiac Catheterization Diagnostic Services Nursing
714051560
724051560
734051560
Positron Emission Tomography/Computed Tomography
(PET/CT) Nursing
714051565
724051565
734051565
Medical Imaging Recovery Room Nursing
714051570
724051570
734051570
Magnetic Resonance Imaging Nursing
714100000
724100000
734100000
Clinical Laboratory
714101000
724101000
734101000
Clinical Laboratory Administration
714102100
724102100
734102100
Pre/Post Analysis
714102110
724102110
734102110
Specimen Procurement
714102120
724102120
734102120
Specimen Receipt and Dispatch
714102500
724102500
734102500
Clinical Chemistry
714102510
724102510
734102510
Routine Chemistry
714102520
724102520
734102520
Urinalysis
714102530
724102530
734102530
Therapeutic Drug Monitoring/Toxicology
714102540
724102540
734102540
Radio Immunoassay/Enzyme Immunoassay
714102550
724102550
734102550
Specialty Chemistry Laboratories
714102560
724102560
734102560
Blood Gas Laboratory (Clinical Laboratory)
714102570
724102570
734102570
Point of Care Testing
714103000
724103000
734103000
Clinical Hematology
714103020
724103020
734103020
Routine Hematology
714103040
724103040
734103040
Coagulation
714103060
724103060
734103060
Special (Non-Routine) Hematology
714103500
724103500
734103500
Transfusion Medicine
714103510
724103510
734103510
Routine Transfusion Medicine
714103520
724103520
734103520
Special Transfusion Medicine
714103530
724103530
734103530
Bone Marrow Transfusion
714104100
724104100
734104100
Anatomical Pathology
714104120
724104120
734104120
Surgical Pathology
714104140
724104140
734104140
Autopsy Pathology
714104200
724104200
734104200
Cytopathology
714104300
724104300
734104300
Electron Microscopy
714104500
724104500
734104500
Clinical Microbiology
714104510
724104510
734104510
Bacteriology
714104520
724104520
734104520
Serology
714104530
724104530
734104530
Mycology
714104540
724104540
734104540
Parasitology
35
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
36
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
714104550
724104550
734104550
Virology
714104555
724104555
734104555
Environmental Testing
714105000
724105000
734105000
Immunology
714106000
724106000
734106000
Histocompatibility and Immunogenetics
714108500
724108500
734108500
Diagnostic Genetics
714108510
724108510
734108510
Cytogenetics
714108520
724108520
734108520
Molecular Genetics
714109000
724109000
734109000
Multi-Functional Laboratories (Core Lab)
714150000
724150000
734150000
Medical Imaging
714151000
724151000
734151000
Medical Imaging Administration
714151010
724151010
734151010
Picture Archiving Communication System (PACS)
714151800
724151800
734151800
Radiography
714152000
724152000
734152000
Mammography
714152010
724152010
734152010
Screening Mammography
714152020
724152020
734152020
Diagnostic Mammography
714152400
724152400
734152400
Interventional Radiology
714152410
724152410
734152410
Vascular Interventional Radiology
714152420
724152420
734152420
Non-Vascular Interventional Radiology
714152500
724152500
734152500
Computed Tomography
714153000
724153000
734153000
Ultrasound
714153010
724153010
734153010
General Ultrasound
714153030
724153030
734153030
Echocardiography Ultrasound
714153040
724153040
734153040
Obstetrical and Gynecological Ultrasound
714153050
724153050
734153050
Fetal Assessment Ultrasound
714153060
724153060
734153060
Ophthalmological Ultrasound
714153090
724153090
734153090
Vascular Ultrasound
714153500
724153500
734153500
Nuclear Medicine
714153510
724153510
734153510
General Nuclear Medicine
714153520
724153520
734153520
Single Photon Emission Computed Tomography/
Computed Tomography (SPECT/CT)
714153530
724153530
734153530
Nuclear Medicine Medical Isotope Manufacturing
714155500
724155500
734155500
Cardiac Catheterization Diagnostic Services
714156000
724156000
734156000
Positron Emission Tomography/Computed
Tomography (PET/CT)
714156010
724156010
734156010
General Positron Emission Tomography/Computed
Tomography (PET/CT)
714156030
724156030
734156030
General Positron Emission Tomography/Computed
Tomography (PET/CT) Medical Isotope Manufacturing
714157000
724157000
734157000
Magnetic Resonance Imaging
714158000
724158000
734158000
Multi-Functional Medical Imaging
714200000
724200000
734200000
Radiation Oncology
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
714201000
724201000
734201000
Radiation Oncology—Treatment Planning
714202000
724202000
734202000
Radiation Oncology—Mould Room
714203000
724203000
734203000
Radiation Oncology—Treatment
714250000
724250000
734250000
Electrodiagnostic Laboratories
714251000
724251000
734251000
Electroencephalography (EEG)
714252000
724252000
734252000
Electromyography (EMG)
714253000
724253000
734253000
Evoked Potentials
714254000
724254000
734254000
Polysomnography
714255000
724255000
734255000
Intensive Monitoring
714256000
724256000
734256000
Electronystagmography/Electro-Oculography
(ENG/EOG)
714300000
724300000
734300000
Non-Invasive Cardiology and Vascular Laboratories
714302000
724302000
734302000
Non-Invasive Cardiology Laboratory
714302020
724302020
734302020
Echocardiography
714302040
724302040
734302040
Ambulatory Monitoring
714302060
724302060
734302060
Exercise Stress Testing
714302080
724302080
734302080
Electrophysiology
714302090
724302090
734302090
Electrocardiography (ECG)
714304000
724304000
734304000
Vascular Laboratory
714350000
724350000
734350000
Respiratory Services
714351000
724351000
734351000
Respiratory Services—Administration
714352500
724352500
734352500
Routine/Critical Care Respiratory Services
714352510
724352510
734352510
Routine Respiratory Services
714352520
724352520
734352520
Critical Care Respiratory Services
714353000
724353000
734353000
Hyperbaric Chamber
714354200
724354200
734354200
Pulmonary Function Laboratory
714354500
724354500
734354500
Blood Gas Laboratory
714355000
724355000
734355000
Anesthesia Respiratory Services
714356000
724356000
734356000
Perfusion
714400000
724400000
734400000
Pharmacy
714401000
724401000
734401000
Pharmacy—Administration
714406000
724406000
734406000
Clinical Pharmacy
714406010
724406010
734406010
Drug Information
714406020
724406020
734406020
Clinical Pharmacy Other Than Drug Information
714407000
724407000
734407000
Drug Procurement and Distribution
714450000
724450000
734450000
Clinical Nutrition
714490000
724490000
734490000
Rehabilitation Services—Administration
714500000
724500000
734500000
Physiotherapy
714550000
724550000
734550000
Occupational Therapy
714552000
724552000
734552000
Physical Medicine Occupational Therapy
37
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
38
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
714554000
724554000
734554000
Mental Health and Addiction Services
Occupational Therapy
714600000
724600000
734600000
Audiology and Speech/Language Pathology
714602000
724602000
734602000
Speech/Language Pathology
714604000
724604000
734604000
Audiology
714650000
724650000
734650000
Rehabilitation Engineering
714652000
724652000
734652000
Prosthetics
714654000
724654000
734654000
Orthotics
714656000
724656000
734656000
Seating Systems
714700000
724700000
734700000
Social Work
714701000
724701000
734701000
General Social Work
714702000
724702000
734702000
Family Therapy
714750000
724750000
734750000
Psychology
714752000
724752000
734752000
Clinical Psychology
714754000
724754000
734754000
Neuropsychology
714760000
724760000
734760000
Genetic Counselling
714800000
724800000
734800000
Pastoral Care
714850000
724850000
734850000
Recreation
714900000
724900000
734900000
Child Life
715000000
725000000
735000000
Community Health Services
715050000
725050000
735050000
Community Health Services Administration
715070000
725070000
735070000
Community Medical Resources
715090000
725090000
735090000
Case Management
715100000
725100000
735100000
Community Clinics/Programs
715200000
725200000
735200000
Community Day/Night Care
715320000
725320000
735320000
Home Nursing
715350000
725350000
735350000
Home Support
715351000
725351000
735351000
Homemaking Services
715352000
725352000
735352000
Home Maintenance/Adaptation Services
715353000
725353000
735353000
Personal Care Services
715354000
725354000
735354000
Respite Home Support
715355000
725355000
735355000
Homemaking and Personal Care Services
715520000
725520000
735520000
Health Promotion and Community Development
715521000
725521000
735521000
Healthy Child Development
715521200
725521200
735521200
Population Health Promotion
715521400
725521400
735521400
Chronic Disease Prevention
715521600
725521600
735521600
Injury Prevention
715540000
725540000
735540000
Communicable Disease Prevention and Control
715560000
725560000
735560000
Cancer Prevention and Control
715566600
725566600
735566600
Oncology Screening
CIHI 2011 MIS Description
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
715566610
725566610
735566610
Breast Screening
715566611
725566611
735566611
Mobile
715566612
725566612
735566612
Fixed
715566620
725566620
735566620
Cervical Screening
715566630
725566630
735566630
Hereditary Cancer Screening
715566640
725566640
735566640
Gastrointestinal Cancer Screening
715566650
725566650
735566650
Lung Cancer Screening
715566660
725566660
735566660
Pigmented Lesions
715566670
725566670
735566670
Prostate Cancer Screening
715566680
725566680
735566680
Colorectal Screening
715566690
725566690
735566690
Other Oncology Screening
715566700
725566700
735566700
Cancer Control Strategy
715570000
725570000
735570000
Cancer Health Promotion and Education
715600000
725600000
735600000
Environmental Health
715650000
725650000
735650000
Licensing
715700000
725700000
735700000
Community Mental Health Services
715700900
725700900
735700900
Mental Health Community Case Management
715701000
725701000
735701000
Mental Health Community Clinics/Programs
715701500
725701500
735701500
Mental Health Community Crisis Intervention
715702000
725702000
735702000
Mental Health Community Day/Night Care
715703200
725703200
735703200
Mental Health Home Health
715705000
725705000
735705000
Mental Health Health Promotion and Education
715709200
725709200
735709200
Mental Health Residential Care Unit
715750000
725750000
735750000
Community Addiction Services
715750900
725750900
735750900
Addiction Services Community Case Management
715751000
725751000
735751000
Addiction Services Community Clinics/Programs
715751500
725751500
735751500
Addiction Services Community Crisis Intervention
715752000
725752000
735752000
Addiction Services Community Day/Night Care
715753200
725753200
735753200
Addiction Services Home Health
715755000
725755000
735755000
Addiction Services Health Promotion and Education
715759200
725759200
735759200
Addiction Services Residential Care Unit
715900000
725900000
735900000
Community Hospice Unit
715920000
725920000
735920000
Residential Care Unit
715921000
725921000
735921000
Intermediate Care Unit
715923000
725923000
735923000
Supervisory/Limited Personal Care Unit
715924000
725924000
735924000
Respite Care Unit
715970000
725970000
735970000
Contracted-Out Services—Residential
717000000
727000000
737000000
Research
717100000
727100000
737100000
Research—Administration
717200000
727200000
737200000
Animal House Research
39
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
40
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
717300000
727300000
737300000
Nursing Research
717400000
727400000
737400000
Diagnostic and Therapeutic Services Research
717401000
727401000
737401000
Pharmacy Research
717600000
727600000
737600000
Medical Research
717601000
727601000
737601000
Biological Research
717602000
727602000
737602000
Genetic Research
717603000
727603000
737603000
Epidemiological Research
717604000
727604000
737604000
Clinical Trials Research
717605000
727605000
737605000
Health Delivery Research
717606000
727606000
737606000
Outcomes Research
717606600
727606600
737606600
Cancer Causation and Prevention Research
717607000
727607000
737607000
Behavioural Research
717607700
727607700
737607700
Mental Health Research
717607800
727607800
737607800
Addiction Services Research
717609000
727609000
737609000
Other Research
717700000
727700000
737700000
Population/Public Health Research
718000000
728000000
738000000
Education
718100000
728100000
738100000
Library
718200000
728200000
738200000
Audiovisual
718300000
728300000
738300000
Medical Illustration
718400000
728400000
738400000
In-Service Education
718401000
728401000
738401000
Administrative and Support Services In-Service
Education
718402000
728402000
738402000
Nursing Services In-Service Education
718403000
728403000
738403000
Ambulatory Care Services In-Service Education
718404000
728404000
738404000
Diagnostic and Therapeutic Services In-Service
Education
718405000
728405000
738405000
Community and Social Services In-Service Education
718406000
728406000
738406000
Medical In-Service Education
718500000
728500000
738500000
Administrative and Support Services Formal Education
718600000
728600000
738600000
Nursing Formal Education
718601000
728601000
738601000
Registered Nursing Assistant (RNA) Formal
Education Program
718602000
728602000
738602000
Diploma Registered Nurse Formal Education Program
718603000
728603000
738603000
Baccalaureate Nursing Formal Education Program
718604000
728604000
738604000
Post-Baccalaureate Nursing Formal Education Program
718605000
728605000
738605000
Continuing Nursing Formal Education Program
718606000
728606000
738606000
Refresher Nursing Formal Education Program
718700000
728700000
738700000
Diagnostic and Therapeutic Services Formal Education
718701000
728701000
738701000
Clinical Laboratory Formal Education
718701500
728701500
738701500
Medical Imaging Formal Education
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
718702000
728702000
738702000
Radiation Oncology Formal Education
718702500
728702500
738702500
Electrodiagnostic Laboratories Formal Education
718703000
728703000
738703000
Non-Invasive Cardiology and Vascular Laboratories
Formal Education
718703500
728703500
738703500
Respiratory Therapy Formal Education
718704000
728704000
738704000
Pharmacy Formal Education
718704500
728704500
738704500
Clinical Nutrition Formal Education
718705000
728705000
738705000
Physiotherapy Formal Education
718705500
728705500
738705500
Occupational Therapy Formal Education
718706000
728706000
738706000
Audiology and Speech/Language Pathology
Formal Education
718706500
728706500
738706500
Rehabilitation Engineering Formal Education
718707000
728707000
738707000
Social Work Formal Education
718707500
728707500
738707500
Psychology Formal Education
718708500
728708500
738708500
Recreation Formal Education
718709000
728709000
738709000
Child Life Formal Education
718770000
728770000
738770000
Mental Health Formal Education
718780000
728780000
738780000
Addiction Services Formal Education
718800000
728800000
738800000
Medical Formal Education
718801000
728801000
738801000
Medical Formal Education Administration
718802000
728802000
738802000
Undergraduate Medical Formal Education Program
718803000
728803000
738803000
Pre-Licensure Formal Training Program
718804000
728804000
738804000
Family Medicine Formal Training Program
718805000
728805000
738805000
Medical Specialty Formal Training Program
718806000
728806000
738806000
Other Medical Formal Training Program
719000000
729000000
739000000
Undistributed
719100000
729100000
739100000
Non-Service Recipient Food Services
719102000
729102000
739102000
Cafeteria
719104000
729104000
739104000
Catering
719106000
729106000
739106000
Coffee Shop
719108000
729108000
739108000
Vending
719108500
729108500
739108500
Meals on Wheels
719109000
729109000
739109000
Other Non-Service Recipient Food Services
719200000
729200000
739200000
Marketed Services (Ancillary Operations)
719202000
729202000
739202000
Sales of Services
719204000
729204000
739204000
Sales of Goods
719206000
729206000
739206000
Rentals of Equipment
41
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
MIS Account (Full 9 Digits)
42
MIS Account
Option 1
MIS Account
Option 2
MIS Account
Option 3
CIHI 2011 MIS Description
719208000
729208000
739208000
Rentals of Land or Buildings
719500000
729500000
739500000
Marketed Services—Supported Living
719950000
729950000
739950000
Social Services
Appendix B: Data Quality Checks
Database Validations
Error type classification:
Critical—file rejection; file rejection message will be displayed in submission reports; will require resubmission of entire file (record will have the same record
type as original file); file sequence number should be updated only if file has been registered
Severe—record rejection; record-level error message will be displayed in submission reports; will require resubmission of entire patient encounter (records will
be resubmitted as correction records)
Header Record
Start
Data Element Mandatory Byte Length
Submission
Type
Fiscal Year
yes
1
1
Format
Valid Values
Error Conditions
Error
Error Message (English) Type
System
Action
Alpha
S—submission
If the Submission type is
not “S”
First record in file is not a Critical
header record
Reject file
File has more than 1
record with “S” type
File has more than 1
header record
Critical
Reject file
Submitting costing
year should be ≥
(Current_Fiscal_
Year − 3) AND ≤
(Current_Fiscal_
Year − 1)
Header record fiscal
year does not match file
name fiscal year
Fiscal year in header
Critical
does not match the fiscal
year in the file name
Reject file
Should correspond
to the value in
file name
Submitting Organization
does not match the value
in the file name
Submitting Organization Critical
ID in header record does
not match the value in
file name
Reject file
yes
2
4
YYYY
Submitting
yes
Organization
ID
6
5 left zero- Numeric
filled if
necessary
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Non-severe—recorded into database with errors flagged; warning error message will be displayed in submission reports; will require review and potential
resubmission of entire patient encounter (records will be resubmitted as correction records)
43
Format
Valid Values
Error Conditions
Data Holding yes
Numeric
1—DAD,
2—NACRS,
3—NRS,
4—OMHRS,
5—CCRS
Does not match the value
in the file name
11
1
Error
Error Message (English) Type
System
Action
Data holding in header
Critical
record does not match
the value in the file name
Reject file
Validate against
5 data holding
(corresponds to
data holding in
file name)
Record
Count
44
yes
12
8
Numeric, Validate against #
Number
of records in the
of data
submission file
records
in the
submission
file; trailing
spaces
okay
Number of data records
Record count in header
in the submission file must record is invalid
be equal to the record
count in the header record
Critical
Reject file
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
44
Start
Data Element Mandatory Byte Length
Remainder of Records
Start
Data Element Description Mandatory Byte Length Format
Valid Values
Submission
Type
N—New,
C—Correction
Yes
Data
provider
generated
unique # to
identify the
record to
facilitate
corrections
Yes
1
2
1
15
Alpha
Numeric ,
length 15,
zero-filled if
necessary
Error Message
(English)
Error
Type
System Action
Field is blank Mandatory
Severe
element does not
contain a value
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Invalid value
Severe
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
generated
Field is blank Mandatory
Severe
by data provider,
element does not
unique in
contain a value
combination
with FY and
institution code
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Invalid value/
code for this
data element
Field is not
numerical
format
Invalid value for
Numeric format
Severe
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Not unique
for data
provider and
fiscal year
combination
Element has a
duplicate value
Severe
Reject record, flag health
care event as corrupted,
user has to resubmit
entire health care event if
resubmitted; remove the
flag from health care event
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Record ID
Tells the
system
whether or
not this is
a new
record or a
correction
Error
Conditions
45
health care
event
elements
Service Date
see below
for detail for
each care
type
Yes
Mandatory
only for per
diem costs
A set of
multiple
elements
specific
to care
type/data
holding
Valid Values
Error
Conditions
Error Message
(English)
Error
Type
System Action
Submission
type is “C”
and the
health care
event group
does not
exist
Submission type
is “C” and the
health care
event group
does not exist
Severe
Reject record
Submission
type is “N”
and the
health care
event group
exists
Submission type Severe
is “N” and the
health care event
group exists
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Invalid
Format
Severe
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Severe
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Invalid value
for Date format
Service date Invalid value/
must be
code for this
within the
data element
cost fiscal
year or prior
to fiscal year
46
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
46
Start
Data Element Description Mandatory Byte Length Format
Start
Data Element Description Mandatory Byte Length Format
Functional
Centre
9
describes
Yes
which cost
group the
cost belongs
to
7
9 characters
Numeric
(0-9)
Validate against
valid values. If
the submitted
FC is less than 9
digits - zero fill it
from the right
and then
validate it
against the list
of valid values.
See Appendix A
for valid values
Error
Conditions
Error Message
(English)
System Action
Field is blank Mandatory
Severe
element does not
contain a value
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Field is not
numerical
format
Severe
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Severe
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Mandatory
Severe
element does not
contain a value
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Invalid value/
code for this
data element
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Invalid value for
Numeric format
Invalid value, Invalid value/
code for this
data element
7 char
Error
Type
Right pad
Field is blank
with blanks
if less than
seven
characters long.
First character
represent the
Invalid value
cost type
D – direct
I – indirect
Second
character
represent the
cost category
F – fixed
V – variable
T – total
Third character
represents the
standards
Severe
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Cost Group
Code
A
Yes
subdivision
of an
organization
used in a
functional
accounting
system to
record the
budget and
actual direct
expenses;
statistics;
and/or
revenues,
if any, that
pertain to
the function
or activity
being
carried out
Valid Values
47
Cost Group
Code
(cont’d)
Cost Value
Valid Values
Error
Conditions
Error Message
(English)
Error
Type
System Action
C – CIHI
See Appendix A
for validation
table. Validate
against valid
cost groups for
a submitting
organization
Dollar $
value
Yes
10
Numeric $
First character
value, 10char should be “+”, “-”
or “0.” Left
padded with
zeros if
necessary.
Cannot be
blank. Numeric
value with
implied 2
decimal places
Field is blank Mandatory
Severe
element does not
contain a value
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
Field is not in Invalid value for
numerical
Numeric format
format
Reject record, flag health
care event as corrupted,
user has to resubmit entire
health care event if
resubmitted; remove the
flag from health care event
YYYY,4
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Field is not in Invalid value for
YYYY format year format
Severe
Reject record
Fiscal year is Invalid value/
greater than code for this
submitting
data element
year
Severe
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Invalid value
Reject record
Severe
DAD Encounter
Fiscal Year
Fiscal Period
48
yes
yes
17
21
4
2
Numeric; 2
01–13
Invalid value/
code for this
data element
Severe
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
48
Start
Data Element Description Mandatory Byte Length Format
Start
Data Element Description Mandatory Byte Length Format
Batch
Number
Abstract
Number
Province
Code
yes
yes
Generally
yes
the first digit
of the
institution
code
represents
the province
(with the
exception
of QC)
23
25
28
33
2
3
5
2
Numeric; 2
Numeric; 3
01–99
001–100
Numeric, 5; CIHI assigned
First digit
indicates the
province
(with the
exception
of QC)
AB—8,
BC—9,
MB—6,
NB—3,
NL—0,
NS—2,
NU—V,
NWT—N,
ON—5,
PE—1,
SK—7,
YT—Y
Char; 2
Error
Conditions
Error Message
(English)
Error
Type
System Action
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Invalid value
Severe
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Invalid value
Severe
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Field is not
numeric
format
Reject record
NL, PE, NS, NB, Field is blank
QC, ON, MB,
SK, AB, BC, YK,
NT, NU
Validate
against list of
values without
matching the
case. e.g.
ON, on,
On - all valid
values
Invalid value/
code for this
data element
Invalid value/
code for this
data element
Invalid value for
Numeric format
Severe
Mandatory
Nonelement does not Severe
contain a value
Flag record
Invalid value/
code for this
data element
Flag record
NonSevere
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Institution
Code
yes
Valid Values
49
Valid Values
Error
Conditions
Error Message
(English)
Error
Type
Must not be
blank, Must
be valid, No
spaces
Mandatory
Severe
element does not
contain a value
Reject record
Format is
invalid
Invalid value for
year format
Severe
Reject record
Severe
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Field is
invalid
Invalid value/
code for this
data element
Severe
Reject record
No spaces
Mandatory
Severe
element does not
contain a value
Reject record
System Action
NACRS Encounter
Fiscal Year
Yes
17
4
YYYY; 4
YYYY
Fiscal year is Invalid value/
greater than code for this
submitting
data element
year
Fiscal Period
Facility
Ambulatory
Care Number
Abstract ID
50
yes
yes
yes
21
23
28
2
5
7
Numeric; 2
01–12,
01–13
(BC or QC)
Alphanumeric; Valid facility
5
number, no
spaces, Must
not be blank,
Must be valid,
Must be upper
case
Numeric; 7
Invalid format Invalid value for
Alphanumeric
format
0000001–
Field is blank
9999999, No
spaces, Must
not be blank,
Invalid value
Must be valid,
Must be a valid
numeric, Rightmost digit
cannot be blank,
Must be
zero-filled
Severe
Reject record
Mandatory
Severe
element does not
contain a value
Reject record
Invalid value/
code for this
data element
Reject record
Severe
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
50
Start
Data Element Description Mandatory Byte Length Format
Start
Data Element Description Mandatory Byte Length Format
Valid Values
Error
Conditions
Error Message
(English)
Error
Type
System Action
NRS Encounter
fiscal year
admission_
date
chart_num
yes
Identifies the yes
facility
17
21
The calendar yes
date that the
person was
admitted to
a facility/
agency for
services
26
yes
36
4
5
10
8
Numeric; 4
YYYY
Char; 5
0–9
Must not be
spaces
YYYYMMDD A valid date
Char; 10
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Field is not in Invalid value for
YYYY format year format
Severe
Reject record
Fiscal year is Invalid value/
greater than code for this
submitting
data element
year
Severe
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Format is
not alphanumeric
Severe
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Invalid date
format
Severe
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Field is not in Invalid value for
character
Alphanumeric
format
format
Reject record
Invalid value for
Alpha-numeric
format
Invalid value for
Date format
Severe
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
facility_num
The
reporting
fiscal year
51
Valid Values
Error
Conditions
Error Message
(English)
Error
Type
System Action
OMHRS Assessment
Facility Num
Chart_Num
Case Record
Num
52
yes
yes
yes
17
22
34
5
12
12
5 characters, A9999, ‘A’
alphanumeric corresponds to
province, ‘9999’
corresponds to
ministry master
number (alpha,
must be upper
case).
The first
character
of Facility
Number
must be valid
province/
territory code
(0-9, N, Y, V, Z),
and if Z is
coded, the
remaining
4 digits must
be 9999
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
The first
Invalid province/
character
territory code
of facility
number is
not a valid
province/
territory code
(0-9, N, Y, V,
Z), or if Z is
coded and
the remaining
4 digits is
not 9999
Severe
Reject record
Field is not in Invalid
character
value for Alphaformat
numeric format
Severe
Reject record
1 to 12
Alpha, must be
characters,
upper case
alphanumeric
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Invalid value
Not a valid value/ Severe
code for this
data element
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Invalid value
Reject record
1 to 12
Alpha, must be
characters,
upper case
alphanumeric
Invalid value/
code for this
data element
Severe
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
52
Start
Data Element Description Mandatory Byte Length Format
Start
Data Element Description Mandatory Byte Length Format
Assessment
Type Code/
Record Type
yes
Assessment
Reference
Date
yes
46
47
1
8
2, numeric
Valid Values
Also referred to
as “Reason for
Assessment,”
01-06
Error
Conditions
Error Message
(English)
Error
Type
System Action
Reject record
Invalid value
Severe
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Invalid date
Severe
Reject record
Valid facility
Field is blank Mandatory
Severe
number, spaces
element does not
contain a value
Reject record
YYYYMMDD; Valid Date
8
Invalid value/
code for this
data element
Invalid value for
Date format
CCRS Assessment
Facility code Identifies the yes
facility
17
5
Char; 5
Field is not in Invalid value for
character
Alpha-numeric
format
format
URI (also
known as
resident
code)
Assessment
Type Code
Uniquely
yes
identifies the
resident
admission
22
yes
42
20
2
Char; 20
Char 2
Severe
Reject record
Mandatory
element does not
contain a value
Severe
Reject record
Invalid value/
code for this
data element
Severe
Reject record
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Invalid value
Reject record
Composed of
Field is blank
5-character
facility number,
8-digit date
Invalid value
(YYYYMM
DD), 7-digit
number (numeric
with no trailing
spaces)
Also referred to
as “Reason for
Assessment.”
01–10, 17, 18
Invalid value/
code for this
data element
Severe
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Field is blank Mandatory
Severe
element does not
contain a value
53
Assessment
Reference
Date
54
yes
44
8
YYYYMMDD
Valid Values
Error
Conditions
Error Message
(English)
Error
Type
System Action
Field is blank Mandatory
Severe
element does not
contain a value
Reject record
Invalid date
Reject record
Invalid value for
Date format
Severe
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
54
Start
Data Element Description Mandatory Byte Length Format
Cross-Record Validations
Data Elements
Error Condition
Cost Group, Functional
Centre, Service Date and
health care event set
of elements
Error Message (English)
System action
User submitted duplicate record Duplicate cost element for
per cost group, type, category
the encounter
and functional centre, date and
health care event combination
Severe
Reject record, flag health care event as
corrupted, user has to resubmit entire health
care event if resubmitted; remove the flag
from health care event
Cost Value, Cost Group
User submitted both (costs per
group and total costs per
category or type)
The encounter contains
duplicate costs value:
total category costs and
group costs
Severe
Reject record, flag health care event as
corrupted, user has to resubmit entire health
care event if resubmitted; remove the flag
from health care event
Cost Value (Total for
health care event set of
elements combination)
Total costs per health care
event are negative
Total costs per encounter
have a negative value
Non-Severe
Flag health care event as corrupted, user has to
resubmit entire health care event if resubmitted;
remove the flag from health care event
Submission Type per
health care event set of
elements combination
The submission type should be
the same for all records that
belong to the health care
event group
The submission type is
not the same for the
encounter group
Severe
Reject record, flag health care event as
corrupted, user has to resubmit entire health
care event if resubmitted; remove the flag
from health care event
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Error Type
55
Appendix C: CPCD Error Messages
File Validation Error Messages
English Error Message
File format is invalid
File format is invalid
File name is invalid (does not meet CIHI standard naming convention)
File name is invalid (does not meet CIHI standard naming convention)
File is corrupted
File is corrupted
Fiscal year in file name is not correct
Fiscal year in file name is invalid
Database sequence number not one of the five valid databases
Data Holding ID in file name is invalid
Does not correspond to valid values in the database
Submitting organization in file name is invalid
Sequence number is not in sequence
Submission sequence number is not in sequence
Header Record Error Messages
First record in submission file must be a header record
First record in submission file must be a header record
Record type is not “S”
Invalid header record type
Record count in header record is invalid
Record count in header record is invalid
Fiscal year in header record is not correct
Fiscal year in header record is invalid
Fiscal year in header does not match the fiscal year in the file name
Fiscal year in header does not match the fiscal year in the file name
Submitting organization in file name is invalid
Submitting organization in file name is invalid
Submitting Organization ID should match Submitting Organization in the
file name
Submitting Organization ID in header record does not match file name
Data holding should match data holding in the file name
Data holding in header record does not match the value in the file name
Record count format is not numeric
Record count in header record is invalid format
File has more than one record with type “S”
File must contain only one header record
Header record is invalid
Header record is invalid
Header record length is invalid
Header record length is invalid
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Error Condition
57
Field no.
Element Name
Mandatory
ERROR Condition
English Error Message
Record type
Yes
If Record type is “C” and the encounter does not exist Submission type is C and the health care event group
does not exist
DAD
Record ID
Fiscal year
Fiscal period
Province Code
Institution Code
Batch Number
58
Yes
Yes
Yes
Yes
Yes
Yes
If Record type is “N” and the encounter exists
Submission type is “N” and the health care event
group exists
Value in field is not one of C or N
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Field is not numerical format
Invalid value for Numeric format
Record ID is not unique to data provider and
fiscal year
Element has a duplicate value
Field is blank
Mandatory element does not contain a value
Field is not in YYYY format
Fiscal Year is invalid
Fiscal year not same as year in control record
Fiscal year in header does not match the fiscal year
in the file name
Field is blank
Mandatory element does not contain a value
Invalid value
Invalid value/code for this data element
ProvinceCode format is invalid
ProvinceCode format is invalid
Field is blank
Mandatory element does not contain a value
Invalid value
ProvinceCode is invalid
Field is blank
Mandatory element does not contain a value
Institution Code is not found in the database
Submitted data is not a valid value/code for this
data element
Field is not numeric format
Invalid value for Numeric format, data can only
contain numbers
Field is blank
Mandatory element does not contain a value
Invalid format
BatchNumber format is invalid
Invalid value
BatchNumber is invalid
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
58
Record-Level Error Messages
Field no.
Element Name
Mandatory
Abstract Number Yes
ERROR Condition
English Error Message
Field is blank
Mandatory element does not contain a value
Invalid format
Abstract Number format is invalid
Invalid value
AbstractNumber is invalid
Mandatory only for Invalid date format
per diem
Invalid value for Date format
Functional
Centre
Yes
Field is blank
Mandatory element does not contain a value
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Field is not in numerical format
Invalid value for Numeric format, data can only
contain numbers
Value in field is zero
Cost value is invalid
Cost >1,000,000 or < -1,000,000
Cost value is invalid
Entire Record
Length of record is too short
Record length is invalid
Entire Record
Length of record is too long
Record length is invalid
Field is blank
Mandatory element does not contain a value
Field is not in YYYY format
FiscalYear is invalid
Fiscal year not same as year in control record
Fiscal year in header does not match the fiscal year
in the file name
Field is blank
Mandatory element does not contain a value
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Field is not valid format
Invalid value for Alphanumeric format for this
data element
Facility number is not found in the database
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Invalid value
AbstractID is invalid
Cost Group Code Yes
Cost value
Yes
NACRS
Fiscal year
Fiscal period
Facility Am
Care Num
Abstract ID
Yes
Yes
Yes
Yes
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Service Date
59
Element Name
Mandatory
ERROR Condition
English Error Message
Fiscal year
Yes
Field is blank
Mandatory element does not contain a value
Field is not in YYYY format
FiscalYear is invalid
Fiscal year not same as year in control record
Fiscal year in header does not match the fiscal year
in the file name
Field is blank
Mandatory element does not contain a value
Invalid format
FacilityCode format is invalid
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Invalid date
AdmissionDate is invalid
Field is blank
Mandatory element does not contain a value
Field is not in character format
Invalid value for Alphanumeric format
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Field is not in character format
Invalid value for Alphanumeric format
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Field is not in character format
Invalid value for Alphanumeric format
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Field is not in character format
Invalid value for Alphanumeric format
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Field is not numeric format
Invalid value for Numeric format,
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Invalid date
Assessment Reference Date is invalid
Invalid value
Invalid value/code for this data element
NRS
Facility Num
Admission Date
Chart Number
Yes
Yes
Yes
OMHRS
Facility Num
Chart Num
Case Record
Num
60
Yes
Yes
Yes
Assessment
Type Code/
Record Type
Yes
Assessment
Reference Date
Yes
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
60
Field no.
Field no.
Element Name
Mandatory
ERROR Condition
English Error Message
Facility Code
Yes
Field is blank
Mandatory element does not contain a value
Field is not in character format
Invalid value for Alphanumeric format
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Field is not in character format
Unique Registration ID format is invalid
Invalid value
Invalid value/code for this data element
Field is blank
Mandatory element does not contain a value
Invalid value
AssessmentTypeCode is invalid
Field is not numeric format
Invalid value for Numeric format, only contain numbers
Field is blank
Mandatory element does not contain a value
Invalid date
AssessmentReferenceDate is invalid
Invalid value
Invalid value/code for this data element
CCRS
Unique
Registration
Identifier (URI)
Yes
Assessment
Type Code
Yes
Yes
Canadian Patient Cost Database Data Submission Specifications—Effective June 2014
Assessment
Reference Date
61
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© 2014 Canadian Institute for Health Information
Cette publication est aussi disponible en français sous le titre Spécifications pour
la soumission de données à la Base de données canadienne sur les coûts par
patient — à compter de juin 2014.
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