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Cancer Care OntarioSpecialized Services Oversight (SSO) ProgramKyphoplasty and Vertebroplasty Data Dictionary7-May-2019Contents TOC \o "1-3" \h \z \u Kyphoplasty and Vertebroplasty Procedures Data Elements PAGEREF _Toc2003877 \h 2Definitions for DARTs PAGEREF _Toc2003878 \h 11Significant Malignant Potential Diagnosis Codes PAGEREF _Toc2003879 \h 11Quality Assurance Checks PAGEREF _Toc2003880 \h 14Validations: File Level Validations (Level 100) PAGEREF _Toc2003881 \h 15Validations: File Format Errors (Level 200) PAGEREF _Toc2003882 \h 15Validations: Content Errors, Record Rejected (Level 300) PAGEREF _Toc2003883 \h 16Validations: Content Errors, Record Not Rejected (Level 400) PAGEREF _Toc2003884 \h 19Validations: Duplicate or Apparent Duplicate Records (Level 500) PAGEREF _Toc2003885 \h 19Data Submission, Validation and Error Reporting Schedule PAGEREF _Toc2003886 \h 19Appendix PAGEREF _Toc2003887 \h 20Appendix-1: Facility Numbers PAGEREF _Toc2003888 \h 20Appendix-2: MOHLTC Master Numbering System PAGEREF _Toc2003889 \h 21Appendix-3: Valid 2-digit Postal Codes PAGEREF _Toc2003890 \h 21Sign-OffNameTitle and Business UnitOther CommentsDate of Approval & SignatureSherrie HertzGroup ManagerSpecialized Services OversightDocument ConcurrencesNameTitle and Business UnitOther CommentsVictoria HagensGroup Manager, Performance ManagementCancer Planning and Regional Program DevelopmentAmanda WongCoordinator, ProgramSpecialized Services OversightVersion ControlDateDescriptionTFS#OwnerMay 5, 2019Updated Quality Assurance Checks sectionAdded 980 – Unity Health Toronto to Facility table750239Anthony AdesanyaMay 30, 2019Modified Error 501 message to be consistent with other SSO programs750239Anthony AdesanyaKyphoplasty and Vertebroplasty Procedures Data Elements#EntityData ElementColumn_NameDefinition (Description)FormatValid values (Notes)Applies toPurpose and UseMandatoryBusiness key (Uniqueness)01KVHealth Card NumberHealth_Card_NumberPatient's Ontario Health Card Number.CHAR(10)Must be a valid ten-digit HCNAllTo link data with other CCO data holding areas.YesYes02KVPatient Chart NumberPatient_Chart_NumberFacility’s internal unique patient identifier.CHAR (12)Must be alpha-numeric (i.e. no punctuation, must have numbers and characters).Cell must be in ‘Text’ Category in Format Cells option in Excel.AllFor reimbursement: to uniquely identify procedure for a patient;For investigations: chart number will be provided in log file for the records with errors. This will allow facilities to link data in log file with their data sets.Yes03KVDate of BirthDate_Of_BirthPatient birth dateCHAR (8) YYYYMMDDValid dateMust be later than01-01-1900Patient’s Age Calculation:Age (years) = Date of Procedure – Date of BirthAllTo link data with other CCO data holding areas.Yes04KVPostal CodePostal_CodePatient’s residential postal code available to the facility at the time of procedure.CHAR(10)1. Must match any of these format masks: ANANAN, NNNNN, NNNNN-NNNN, AA2. If matches mask ANANAN, cannot begin with D,F,I,O,Q,U, or W3. If matches mask AA, should match an entry in Appendix-3 (Province and State Codes).AllGeographical distribution reporting.Yes05KVFacility NumberFacility_NumberSubmitting facility numberCHAR(3)Valid facility number MOHLTC classification listed in Appendix-3AllFunding, planning and reportingYesYes06KVType of ProcedureType_of_ProcedureType of vertebral augmentation procedure used. This includes procedures that are performed in Interventional Radiology Suites by interventional radiologists or interventional neuroradiologists, and in the Operating Room by neurosurgeons or orthopaedic surgeons.CHAR(50)Select from drop down:VertebroplastyKyphoplastyFTA-assisted VertebroplastyFTA-assisted KyphoplastyAllFunding, planning and performance managementYesYes07KVEligibility for KyphoplastyEligibility_for_KyphoplastySelect the indication for why kyphoplasty was performed. ‘Fracture with gas filled cleft,’ is gas in the fractured vertebral body on MR or CT which is an indication of a non-healing fracture. It may have originated from the disc space but would not be in the bone unless there is a fracture.CHAR(80)If provided, must be one of the options in the drop down:Acute fracture treated within 6 weeksFracture with gas filled cleft (un-united fracture)Fracture with soft tissue tumour and absent cortexReason not indicated in recommendations reportProcedure Type = ‘Kyphoplasty’ and ‘FTA-assisted Kyphoplasty’ onlyQuality assurance and fundingYes if Procedure Type = ‘Kyphoplasty’ and ‘FTA-assisted Kyphoplasty’ only08KVConfirmed Cancer CaseConfirmed_Cancer_CaseWas this vertebral augmentation procedure performed on a patient diagnosed with malignant disease (not benign)? Please see the list of ‘Significant Malignant Potential Diagnosis Codes’ below that would be included as ‘Yes’ for this data element.CHAR(3)If provided, must be one of the options in the drop down:YesNoAllQuality assurance and fundingYes09KVProcedure DateDate_of_ProcedureDate of procedureCHAR(8) YYYYMMDDValid DateMust be on or after date of consultation and must be in current reporting periodAllFundingYesYes10KVDate of Receipt of ReferralDate_of_Receipt_of_ReferralDate on which a request for consultation with a specialist is received in the specialist office for this service/procedure. If the specialist does not accept the referral at this time (e.g., referral form incomplete, workup not complete), this date does not change.CHAR(8) YYYYMMDDValid dateMust be later than01-01-1900 and on or before date of procedure.AllPerformance metrics - wait timesYes11KVConsultation DateDate_of_ConsultationFirst date on which a patient sees the specialist for consultation regarding this specific service/procedureCHAR(8) YYYYMMDDValid dateMust be on or after date of receipt of referral.AllPerformance metrics - wait timesYes12KVMultidisciplinary ConsultationMultidisciplinary_ConsultationDid this case have a documented multidisciplinary consultation or was discussed or reported back to a multidisciplinary cancer conference (MCC)?CHAR(3)If provided, must be one of the options in the drop down:YesNoAllFunding and quality assuranceYes13KVNumber of vertebra levels treated in procedureVertebra_levels_treatedSelect the number of vertebra levels that are treated in procedureCHAR(50)If provided, must be one of the options in the drop down:1234 5678 or moreAllPlanning, potentially for funding by levels rather than by procedureYes14KVDates Affecting Readiness to Treat From Date – 1st instanceDART_From_Date_1The beginning date (YYYYMMDD) of the first period of time when the patient is unavailable for the procedure due to patient-related reasons.CHAR(8) YYYYMMDDValid dateMust be on or after date of date of consultation and before date of procedureOnly procedures where there were DARTs. Up to 3 DARTs are allowed per procedure.Performance metrics - wait timesNo15KVDates Affecting Readiness to Treat To Date – 1st instanceDART_To_Date_1The end date (YYYYMMDD) of the first period of time when the patient is unavailable for the procedure due to patient-related reasons.CHAR(8) YYYYMMDDValid dateMust be on or after date of date of consultation and before date of procedure, and after DART From DateOnly procedures where there were DARTs. Up to 3 DARTs are allowed per procedure.Performance metrics - wait timesYes if DART_From_Date_1 is not null16KVDates Affecting Readiness to Treat Reason for 1st instanceDART_Reason_1The reason the patient is unavailable for the procedure for the first DART.CHAR(80)If provided, must be one of the options in the drop down:Inability to Contact the Patient Change in Medical Status Missed Procedure/No Show Pre-Procedure Instructions Not Followed Patient treatment related timed event, please specifyPatient Chooses to DeferRows where DART_From_Date_1 and DART_To_Date_1 are enteredPerformance metrics - wait timesYes if DART_From_Date_1 and DART_To_Date_1 are entered17KVDART Timed Event Reason for 1st instanceDART_Timed_Event_1If ‘Patient treatment related timed event, please specify’ is selected for DART_Reason_1, the reason for the timed event should be indicated.CHAR(80)If provided, must be one of the options in drop down menu:Neo-adjuvant chemotherapyNeo-adjuvant radiation therapyTumour AblationOther, please specifyRows where DART_Reason_1 = ‘Patient treatment related timed event’Performance metrics - wait timesYes, if DART_Reason_1 = ‘Patient treatment related timed event’18KVDART Timed Event Other Reason for 1st instanceDART_Timed_Event_Other_1If ‘Other, please specify’ is selected for DART_Timed_Event_1, the details for the other reason should be provided.CHAR(80)Free textRows where DART_Timed_Event_1 = ‘Other, please specify’Performance metrics - wait timesYes, if DART_Timed_Event_1 = ‘Other, please specify’19KVDates Affecting Readiness to Treat From Date – 2nd instanceDART_From_Date_2The beginning date (YYYYMMDD) of the second period of time when the patient is unavailable for the procedure due to patient-related reasons.CHAR(8) YYYYMMDDValid dateMust be on or after date of date of consultation and before date of procedureOnly procedures where there were DARTs. Up to 3 DARTs are allowed per procedure.Performance metrics - wait timesNo20KVDates Affecting Readiness to Treat To Date – 2nd instanceDART_To_Date_2The end date (YYYYMMDD) of the second period of time when the patient is unavailable for the procedure due to patient-related reasons.CHAR(8) YYYYMMDDValid dateMust be on or after date of date of consultation and before date of procedure, and after DART From DateOnly procedures where there were DARTs. Up to 3 DARTs are allowed per procedure.Performance metrics - wait timesYes if DART_From_Date_2 is not null21KVDates Affecting Readiness to Treat Reason for 2nd instanceDART_Reason_2The reason the patient is unavailable for the procedure for the second DART.CHAR(80)If provided, must be one of the options in the drop down:Inability to Contact the Patient Change in Medical Status Missed Procedure/No Show Pre-Procedure Instructions Not Followed Patient treatment related timed event, please specifyPatient Chooses to DeferRows where DART_From_Date_2 and DART_To_Date_2 are enteredPerformance metrics - wait timesYes if DART_From_Date_2 and DART_To_Date_2 are entered22KVDART Timed Event Reason for 2nd instanceDART_Timed_Event_2If ‘Patient treatment related timed event, please specify’ is selected for DART_Reason_2, the reason for the timed event should be indicated.CHAR(80)If provided, must be one of the options in drop down menu:Neo-adjuvant chemotherapyNeo-adjuvant radiation therapyTumour AblationOther, please specifyRows where DART_Reason_2 = ‘Patient treatment related timed event’Performance metrics - wait timesYes, if DART_Reason_2 = ‘Patient treatment related timed event’23KVDART Timed Event Other Reason for 2nd instanceDART_Timed_Event_Other_2If ‘Other, please specify’ is selected for DART_Timed_Event_2, the details for the other reason should be provided.CHAR(80)Free textRows where DART_Timed_Event_2 = ‘Other, please specify’Performance metrics - wait timesYes, if DART_Timed_Event_2 = ‘Other, please specify’24KVDates Affecting Readiness to Treat From Date – 3rd instanceDART_From_Date_3The beginning date (YYYYMMDD) of the third period of time when the patient is unavailable for the procedure due to patient-related reasons.CHAR(8) YYYYMMDDValid dateMust be on or after date of date of consultation and before date of procedureOnly procedures where there were DARTs. Up to 3 DARTs are allowed per procedure.Performance metrics - wait timesNo25KVDates Affecting Readiness to Treat To Date – 3rd instanceDART_To_Date_3The end date (YYYYMMDD) of the third period of time when the patient is unavailable for the procedure due to patient-related reasons.CHAR(8) YYYYMMDDValid dateMust be on or after date of date of consultation and before date of procedure, and after DART From DateOnly procedures where there were DARTs. Up to 3 DARTs are allowed per procedure.Performance metrics - wait timesYes if DART_From_Date_3 is not null26KVDates Affecting Readiness to Treat Reason for 3rd instanceDART_Reason_3The reason the patient is unavailable for the procedure for the third DART.CHAR(80)If provided, must be one of the options in the drop down:Inability to Contact the Patient Change in Medical Status Missed Procedure/No Show Pre-Procedure Instructions Not Followed Patient treatment related timed event, please specifyPatient Chooses to DeferRows where DART_From_Date_3 and DART_To_Date_3 are enteredPerformance metrics - wait timesYes if DART_From_Date_3 and DART_To_Date_3 are entered27KVDART Timed Event Reason for 3rd instanceDART_Timed_Event_3If ‘Patient treatment related timed event, please specify’ is selected for DART_Reason_3, the reason for the timed event should be indicated.CHAR(80)If provided, must be one of the options in drop down menu:Neo-adjuvant chemotherapyNeo-adjuvant radiation therapyTumour AblationOther, please specifyRows where DART_Reason_3 = ‘Patient treatment related timed event’Performance metrics - wait timesYes, if DART_Reason_3 = ‘Patient treatment related timed event’28KVDART Timed Event Other Reason for 3rd instanceDART_Timed_Event_Other_3If ‘Other, please specify’ is selected for DART_Timed_Event_3, the details for the other reason should be provided.CHAR(80)Free textRows where DART_Timed_Event_3 = ‘Other, please specify’Performance metrics - wait timesYes, if DART_Timed_Event_3 = ‘Other, please specify’Definitions for DARTsDates Affecting Readiness to Treat ReasonDefinitionInability to Contact the Patient The scheduler has made a reasonable effort (determined by facility guidelines) to contact the patient in order to schedule or confirm the date and time for the procedure, but has not been able to do so. Change in Medical Status The patient's medical status has changed such that the procedure cannot be performed at this time. Missed Procedure/No Show The patient is a no show for their procedure at the scheduled date and time, or cancels on the scheduled procedure date, and as a result the procedure must be rescheduled. For this DART reason, one day will be subtracted from the overall consult to procedure wait time. Pre-Procedure Instructions Not Followed The patient has not completed the necessary prerequisites for the procedure as advised at the time of appointment notification. Patient treatment related timed event, please specifyAlso known as a specified date procedure or timed procedure, a timed event is used to indicate a procedure that should be completed once a predefined time period has elapsed that is linked to patient’s treatment pathway and other medical interventions linked to a patient’s disease. This reason should not be used to capture system related issues.Patient Chooses to Defer The patient is unavailable for the procedure due to personal reasons (such as vacation or death in the family), personal preferences for the date and time of the procedure, or weather reasons (such as road and airport closures). Significant Malignant Potential Diagnosis CodesAs recommended by the Interventional Oncology Steering Committee, the following list of significant malignant potential diagnosis codes as defined for the Systemic Treatment Quality Based Procedure (ST-QBP), will be considered in-scope for these procedures.ICD 10 CA International Classification of Diseases and Related Problems (Canadian Version 10)Diagnosis CodeDescriptionC00* - C97Range of Malignant ICD 10 codesD37* - D49Range of Malignant ICD 10 codesBelow is a list of ICD-10 codes which have been identified by the Benign Haematology subgroup as having a significant malignant potential and therefore would be considered malignantD050Lobular carcinoma in situ of breastD051Intraductal carcinoma in situ of breastD057Other carcinoma in situ of breastD059Carcinoma in situ of breast unspecifiedD45Polycythaemia veraD460Refract anaemia wo ring siderob so stateD461Refractory anaemia w ring sideroblastsD462Refractory anaemia with excess of blastsD463RAEB with transformationD464Refractory anaemia unspecifiedD465Refractory anaemia multi-lineage dysplasD466Myelodyspl syndr w isolate del5q chromD467Other myelodysplastic syndromesD469Myelodysplastic syndrome unspecifiedD471Chronic myeloproliferative diseaseD472Monoclonal gammopathy undet signifD473Essential thrombocythaemiaD474OsteomyelofibrosisD590Drug-induced autoimm haemolytc anaemiaD591Other autoimmune haemolytic anaemiasD592Drug-ind non-autoimm haemolytc anaemiaD595Paroxysmal nocturnal haemoglobinuriaD600Chronic acquired pure red cell aplasiaD609Acquired pure red cell aplasia unspecD610Constitutional aplastic anaemiaD611Drug-induced aplastic anaemiaD613Idiopathic aplastic anaemiaD618Other specified aplastic anaemiasD619Aplastic anaemia unspecifiedD643Other sideroblastic anaemiasD649Anaemia unspecifiedD684Acquired coagulation factor deficiencyD6930Evans' syndromeD6938Oth idiopathic thrombocytopenic purpuraD694Other primary thrombocytopeniaD700NeutropeniaD721EosinophiliaD729Disorder of white blood cells NOSD758Oth spec dis blood & blood-forming organD759Dis blood & blood-forming organs NOSD760Langerhans cell histiocytosis NECD761Haemophagocytic lymphohistiocytosisD763Other histiocytosis syndromesE853Secondary systemic amyloidosisE854Organ-limited amyloidosisE858Other amyloidosisE859Amyloidosis unspecifiedL412Lymphomatoid papulosisL982Febrile neutrophilic dermatosis [Sweet]L990Amyloidosis of skinM050Felty's syndromeQ822MastocytosisR590Localized enlarged lymph nodesR591Generalized enlarged lymph nodesR599Enlarged lymph nodes unspecifiedR72Abnormality of white blood cells NECZ529Donor of unspecified organ or tissueZ523Bone marrow donorD073Ca in situ oth/unspec female gen orgD475Chronic eosinophilic leukaemiaO010Classical hydatidiform moleO011Incomplete and partial hydatidiform moleICD-O3 International classification of Diseases for Oncology(ver 3.0)Topography codeMorphology CodeBehaviourC00* - C80**3Malignant, PrimaryC00* - C80**6Malignant, SecondaryC00* - C80**9Malignant, uncertain whether primary or secondaryBelow is a list of ICD-03 codes reported in FY 13/14 which have a behaviour code of 0, 1 and 2 and have been identified as either malignant or have a significant malignant ography CodeMorphology CodeTopography and Morphology DescriptionC42197651Bone marrow Monoclonal gammopathy of undetermined significanceC42097651Blood Monoclonal gammopathy of undetermined significanceC42497651Hematopoietic system NOS Monoclonal gammopathy of undetermined significanceC50985002Breast NOS Intraductal carcinoma, noninfiltrating, NOSC42397691Reticuloendothelial system NOS Immunoglobulin deposition diseaseC50485002Upper-outer quadrant of breast Intraductal carcinoma, noninfiltrating, NOSC58991001Placenta Invasive hydatidiform moleC42199701Bone marrow Lymphoproliferative disorder, NOSC16989361Stomach NOS Gastrointestinal stromal tumor, NOSC50885002Overlapping lesion of breast Intraductal carcinoma, noninfiltrating, NOSC50985202Breast NOS Lobular carcinoma in situ, NOSC42199751Bone marrow Myeloproliferative disease, NOSC49988211Other soft tissues Aggressive fibromatosisC56986201Ovary Granulosa cell tumor, adult typeC80997651Unknown primary site Monoclonal gammopathy of undetermined significanceC42197691Bone marrow Immunoglobulin deposition diseaseC50585002Lower-outer quadrant of breast Intraductal carcinoma, noninfiltrating, NOSC71995391Brain NOS Atypical meningiomaC17989361Small intestine Gastrointestinal stromal tumor, NOSC37985801Thymus Thymoma, NOSC37985831Thymus Thymoma, type B1, NOSC37985841Thymus Thymoma, type B2, NOSC38388221Mediastinum NOS Abdominal fibromatosisC42097691Blood Immunoglobulin deposition diseaseC42197511Bone marrow Langerhans cell histiocytosis, NOSC42497401Hematopoietic system NOS Mastocytoma, NOSC44997401Skin NOS Mastocytoma, NOSC49488211Soft tissues of abdomen Aggressive fibromatosisC50285002Upper-inner quadrant of breast Intraductal carcinoma, noninfiltrating, NOSC50285072Upper-inner quadrant of breast Intraductal micropapillary carcinomaC50385002Lower-inner quadrant of breast Intraductal carcinoma, noninfiltrating, NOSC50485072Upper-outer quadrant of breast Intraductal micropapillary carcinomaC50885072Overlapping lesion of breast Intraductal micropapillary carcinomaC50885202Overlapping lesion of breast Lobular carcinoma in situ, NOSC50997691Breast NOS Immunoglobulin deposition diseaseC56984621Ovary Serous papillary cystic tumor of borderline malignancyC56984631Ovary Serous surface papillary tumor of borderline malignancyC56985901Ovary Sex cord-gonadal stromal tumor, NOSC57080102Fallopian tube Carcinoma in situ, NOSC70995391Meninges NOS Atypical meningiomaC71091611Cerebrum HemangioblastomaC71095391Cerebrum Atypical meningiomaC72991611Nervous system NOS HemangioblastomaC77199701Intrathoracic lymph nodes Lymphoproliferative disorder, NOSC50285222Upper-inner quadrant of breast Intraductal carcinoma and lobular carcinoma in situC57080102Fallopian tube Carcinoma in situ, NOSC42199643Bone marrow Hypereosinophilic syndromeC58991000Placenta Hydatidiform mole, NOSC18182401Appendix Carcinoid tumor of uncertain malignant potentialQuality Assurance ChecksThe QA checks are grouped by number as follows:100’s - File level checks200’s - File format errors: Entire record is rejected.300’s - Rejected content errors: Entire record is rejected.400’s - Non-rejected content errors: Entire record is retained, including erroneous field.500’s - Apparent duplicate record warnings: These are not necessarily errors, but could be.Built-in Data Assurance Checks within the Manual Submission TemplateCells in the submission template being used for 2017/18 will light up red for data elements that are mandatory based on the treatment data being submitted on each row of the template. Cells in the submission template will light up yellow when the format of the data elements which are dates are incorrect. For all other data elements, an error message will appear if the format is incorrect.Validations: File Level Validations (Level 100)The following rules will be applied and checked against every file submitted for SSO program.#TypeConditionError MessageReject103File of different formatA file different from the required .csv file submitted (e.g. Word, Excel)File Error – File(s) [filename] is incorrectly named.Yes103File name maskFile name does not follow the convention for file name mask: KV_nnn_ffff_ffffQx.csvWhere:KV: a fixed string indicating the program name (Kyphoplasty and vertebroplasty)nnn: the three-digit code of the submitting site (e.g. 567)ffff _ffff: the two calendar years that make up the fiscal year separated by an underscore character (e.g. 2015_2016)Q: a fixed character for Quarterx: the quarter within the fiscal, which is always an integer number between 1 and 4 (e.g. 3).csv: a fixed string indicating that the file is in csv format. Example: KV_567_2015_2016Q3.csvNote: This validation should be non-case-sensitive so that, for example, the string "KV" can also be sent as "kv".File Error – File(s) [filename] is incorrectly named.Yes103Invalid Facility NumberThe Facility Number in the file name is incorrectFile Error – File(s) [filename] is incorrectly named.Yes103Invalid calendar yearThe calendar year(s) in the file name is incorrect.File Error – File(s) [filename] is incorrectly named.Yes103Invalid submission quarterThe submission quarter in the file name is incorrect.File Error – File(s) [filename] is incorrectly named.Yes104Empty fileFile is completely empty, with no header or data.File error – File(s) [filename] is empty.Yes105Invalid number of data elementsSubmitted file’s header row consists of invalid number of data elements (i.e. missing or additional columns)File Error – File [filename]: header list is incorrect. Invalid number of columns.Yes105Invalid date element(s)Submitted file’s header row consists of invalid data element(s), (e.g. column(s) with name different from expected, or column that is out of position)File Error – File [filename]: header list is incorrect. Invalid column name or position. Expected [expected_column_name] found [found_column_name].Yes105Headerless fileSubmitted file has data records, but no headerFile Error – File [filename]: header list is incorrect. Invalid column name or position. Expected [expected_column_name_1] found [found_column_name_1].Yes191No dataSubmitted file contains only a Header, but no data.Note: This is a valid submission if there were no procedures in the reported quarter, so we issue a warning just to make sure.Warning – No data submitted. If there are records, please resubmit.NoValidations: File Format Errors (Level 200)NumberEntityData ElementConditionError MessageReject201AllAll FieldsData field is too longInvalid field lengthYes202AllAll Date FieldsSubmitted date is invalid (e.g. 20190231)Invalid DateYes204AllAll Date FieldsDate is not in YYYYMMDD format(For optional date fields, ignore if null)Invalid Date format – Date input format must be in YYYYMMDD.YesValidations: Content Errors, Record Rejected (Level 300)NumberElement #Data ElementColumn_NameConditionError MessageReject300KV 01Patient Health Card NumberHealth_Card_NumberIs NullInvalid – Null Value(record rejected)Yes303KV 01Patient Health Card NumberHealth_Card_NumberIs not a valid ten-digit HCNIgnore if NULL.Invalid Ontario Health Card NumberYes394KV 01Patient Health Card NumberHealth_Card_NumberIf the value is 1 or 0Ignore if NULL.Invalid HCN (Health Card Number = 0) and Out of Province or Out of Country (Health Card Number = 1) should not be submittedYes300KV 02Patient Chart NumberPatient_Chart_NumberIs NullInvalid – Null Value (record rejected)Yes302KV 02Patient Chart NumberPatient_Chart_NumberContains special characters e.g. *,/,{Ignore if NULLInvalid Patient Chart Number - Contains non alpha numeric charactersYes300KV 03Date of BirthDate_Of_BirthIs NullInvalid - Null Value (record rejected)Yes601KV 03Date of BirthDate_Of_BirthIs before 1900-01-01Date is before 1900-01-01Yes300KV 04Postal CodePostal_CodeIs NullInvalid - Null Value (record rejected)Yes304KV 04Postal CodePostal_CodeMatches mask ANANAN but begins with D, F, I, O, Q, U, or W.Ignore if NULL.Invalid Postal Code - Invalid Initial LetterYes305KV 04Postal CodePostal_CodeMatches mask of AA but does not match any entry in Appendix 3 (Prov/State Codes).Ignore if NULL.Invalid Postal Code - field with mask AA does not match existing province/state codes.Yes306KV 04Postal CodePostal_CodeDoes not match mask: ANANAN, NNNNN, NNNNN-NNNN, AAIgnore if NULLInvalid Postal CodeYes300KV 05Facility NumberFacility_NumberIs NullInvalid - Null Value (record rejected)Yes502KV 05Facility NumberFacility_NumberIs NullShould match with facility number on interface selectedYes301KV 05Facility NumberFacility_NumberDoes not match any legal entry in Appendix-3Ignore if NULLInvalid Hospital NumberYes502 KV 05Facility NumberFacility_NumberDoes not match any legal entry in Appendix-3Ignore if NULLShould match with facility number on interface selectedYes502KV 05Facility NumberFacility_NumberFacility # is a valid facility and the facility # is other than the submitting facility #Ignore if NULLShould match with facility number on interface selectedYes300KV 06Type of ProcedureType_of_ProcedureIs NullInvalid - Null Value (record rejected)Yes399KV 06Type of ProcedureType_of_ProcedureIs not a value in predefined listIgnore if NullInvalid answerYes399KV 07Eligibility for KyphoplastyEligibility_for_KyphoplastyIs not a value in predefined listIgnore if NullInvalid answerYes300KV 07Eligibility for KyphoplastyEligibility_for_KyphoplastyIs Null and Type_of_ Procedure = ‘Kyphoplasty’ or ‘FTA-assisted Kyphoplasty’Invalid - Null Value (record rejected)Yes399KV 08Confirmed Cancer CaseConfirmed_Cancer_CaseIs not a value in predefined listIgnore if NullInvalid answerYes300KV 08Confirmed Cancer CaseConfirmed_Cancer_CaseIs NullInvalid - Null Value(record rejected)Yes300KV 09Procedure DateDate_of_ProcedureIs NullInvalid - Null Value (record rejected)Yes606KV 09Procedure DateDate_of_ProcedureIs before Date of ConsultationIgnore if NullDate of procedure cannot be before date of consultationYes623KV 09Procedure DateDate_of_ProcedureIs not in current reporting quarterIgnore if NullDate of procedure is not in the quarter being submittedYes300KV 10Date of Receipt of ReferralDate_of_Receipt_of_ReferralIs NullInvalid - Null Value (record rejected)Yes602KV 10Date of Receipt of ReferralDate_of_Receipt_of_ReferralIs before 1900-01-01Date is before 1900-01-01Yes679KV 10Date of Receipt of ReferralDate_of_Receipt_of_ReferralIs later than Date of ProcedureDate of Receipt of Referral cannot be after date of procedureYes300KV 11Consultation DateDate_of_ConsultationIs NullInvalid - Null Value (record rejected)Yes603KV 11Consultation DateDate_of_ConsultationIs earlier than Date of ReferralDate of Consultation cannot be before Date of ReferralYes399KV 12Multidisciplinary ConsultationMultidisciplinary_ConsultationIs not a value in predefined list (Yes or No)Ignore if NullInvalid answerYes300KV 12Multidisciplinary ConsultationMultidisciplinary_ConsultationIs NullInvalid - Null Value (record rejected)Yes399KV 13Number of vertebra levels treated in procedureVertebra_levels_treatedIs not a value in predefined list.Ignore if NullInvalid answerYes300KV 13Number of vertebra levels treated in procedureVertebra_levels_treatedIs NullInvalid - Null Value (record rejected)Yes680KV 14Dates Affecting Readiness to Treat From Date – 1st instanceDART_From_Date_1Is earlier than Date of ConsultationIgnore if NullDART From Date cannot be before date of consultationYes683KV 14Dates Affecting Readiness to Treat From Date – 1st instanceDART_From_Date_1Is later than the Date of ProcedureDART From Date cannot be after Date of ProcedureYes681KV 15Dates Affecting Readiness to Treat To Date – 1st instanceDART_To_Date_1Is earlier than Date of ConsultationIgnore if NullDART To Date cannot be before date of consultationYes300KV 15Dates Affecting Readiness to Treat To Date – 1st instanceDART_To_Date_1Is Null and DART_From_Date_1 is enteredInvalid - Null Value (record rejected)Yes684KV 15Dates Affecting Readiness to Treat To Date – 1st instanceDART_To_Date_1Is earlier than DART From Date 1DART To Date cannot be before DART From Date.Yes685KV 15Dates Affecting Readiness to Treat To Date – 1st instanceDART_To_Date_1Is later than the Date of ProcedureDART To Date cannot be after Date of ProcedureYes300KV 16Dates Affecting Readiness to Treat Reason for 1st instanceDART_Reason_1Is Null and DART_From_Date_1 and DART_To_Date_1 are enteredInvalid - Null Value (record rejected)Yes399KV 16Dates Affecting Readiness to Treat Reason for 1st instanceDART_Reason_1Is not a value in predefined listIgnore if NullInvalid answerYes300KV 17DART Timed Event Reason for 1st instanceDART_Timed_Event_1Is Null and DART_Reason_1 = ‘Patient treatment related timed event, please specify’Invalid - Null Value (record rejected)Yes399KV 17DART Timed Event Reason for 1st instanceDART_Timed_Event_1Is not a value in predefined listIgnore if NullInvalid answerYes300KV 18DART Timed Event Other Reason for 1st instanceDART_Timed_Event_Other_1Is Null and DART_Timed_Event_1 = “Other, please specify.”Invalid - Null Value (record rejected)Yes680KV 19Dates Affecting Readiness to Treat From Date – 2nd instanceDART_From_Date_2Is earlier than Date of ConsultationIgnore if NullDART From Date cannot be before Date of ConsultationYes683KV 19Dates Affecting Readiness to Treat From Date – 2nd instanceDART_From_Date_2Is later than Date of ProcedureDART From Date canot be after Date of ProcedureYes686KV 19Dates Affecting Readiness to Treat From Date – 2nd instanceDART_From_Date_2Is not NULL when DART From Date 1 is NULLDART From Date must be NULL for this DART period, as a previous DART interval with a NULL DART From Date existsYes687KV 19Dates Affecting Readiness to Treat From Date – 2nd instanceDART_From_Date_2Is not NULL when DART To Date 1 is NULLDART From Date must be NULL for this DART period, as a previous DART interval with a NULL DART To Date existsYes690KV 19Dates Affecting Readiness to Treat From Date – 2nd instanceDART_From_Date_2Is eearlier than DART From Date 1, when DART From Date 1 is not NULLDART From Date for this this DART period cannot be earlier than DART From Date from a previous DART intervalYes681KV 20Dates Affecting Readiness to Treat To Date – 2nd instanceDART_To_Date_2Is before Date of ConsultationIgnore if NullDART To Date cannot be before Date of ConsultationYes300KV 20Dates Affecting Readiness to Treat To Date – 2nd instanceDART_To_Date_2Is Null and DART From Date 2 is enteredInvalid - Null Value (record rejected)Yes684KV 20Dates Affecting Readiness to Treat To Date – 2nd instanceDART_To_Date_2Is earlier than DART From Date 2DART To Date cannot be earlier than DART From DateYes685KV 20Dates Affecting Readiness to Treat To Date – 2nd instanceDART_To_Date_2Is later than the Date of ProcedureDART TO Date cannot be after Date of ProcedureYes688KV 20Dates Affecting Readiness to Treat To Date – 2nd instanceDART_To_Date_2Is not NULL when DART From Date 1 is NULLDART To Date?must be NULL for this DART period,?as a previous DART interval with a NULL DART From Date value existsYes689KV 20Dates Affecting Readiness to Treat To Date – 2nd instanceDART_To_Date_2Is not NULL when DART To Date 1 is NULLDART To Date?must be NULL for this DART period,?as a previous DART interval with a NULL DART To Date value existsYes300KV 21Dates Affecting Readiness to Treat Reason for 2nd instanceDART_Reason_2Is Null and DART_From_Date_2 and DART_To_Date_2 are enteredInvalid - Null Value (record rejected)Yes399KV 21Dates Affecting Readiness to Treat Reason for 2nd instanceDART_Reason_2Is not a value in predefined listIgnore if NullInvalid answerYes300KV 22DART Timed Event Reason for 2nd instanceDART_Timed_Event_2Is Null and DART_Reason_2 = ‘Patient treatment related timed event, please specify’Invalid - Null Value (record rejected)Yes399KV 22DART Timed Event Reason for 2nd instanceDART_Timed_Event_2Is not a value in predefined listIgnore if NullInvalid answerYes300KV 23DART Timed Event Other Reason for 2nd instanceDART_Timed_Event_Other_2Is Null and DART_Timed_Event_2 = ‘Other, please specify’Invalid - Null Value (record rejected)Yes680KV 24Dates Affecting Readiness to Treat From Date – 3rd instanceDART_From_Date_3Is earlier than Date of ConsultationIgnore if NullDART From Date cannot be before Date of ConsultationYes683KV 24Dates Affecting Readiness to Treat From Date – 3rd instanceDART_From_Date_3Is later than the Date of ProcedureDART From Date cannot be after Date of ProcedureYes686KV 24Dates Affecting Readiness to Treat From Date – 3rd instanceDART_From_Date_3Is not NULL when DART From Date 1 is NULLDART From Date?must be NULL for this DART period,?as a previous DART interval with a NULL DART From Date value existsYes687KV 24Dates Affecting Readiness to Treat From Date – 3rd instanceDART_From_Date_3Is not NULL when DART To Date 1 is NULLDART From Date?must be NULL for this DART period,?as a previous DART interval with a NULL DART To Date value existsYes686KV 24Dates Affecting Readiness to Treat From Date – 3rd instanceDART_From_Date_3Is not NULL when DART From Date 2 is NULLDART From Date?must be NULL for this DART period,?as a previous DART interval with a NULL DART From Date value existsYes687KV 24Dates Affecting Readiness to Treat From Date – 3rd instanceDART_From_Date_3Is not NULL when DART To Date 2 is NULLDART From Date?must be NULL for this DART period,?as a previous DART interval with a NULL DART To Date value existsYes690KV 24Dates Affecting Readiness to Treat From Date – 3rd instanceDART_From_Date_3Is earlier than DART_From_Date_1, when DART_From_Date_1 is not NULL.DART From Date for this DART period cannot be earlier than DART From Date from a?previous DART interval.Yes690KV 24Dates Affecting Readiness to Treat From Date – 3rd instanceDART_From_Date_3Is earlier than DART From Date 2, when DART From Date 2 is not NULL.DART From Date for this DART period cannot be earlier than DART From Date from a?previous DART interval.Yes681KV 25Dates Affecting Readiness to Treat To Date – 3rd instanceDART_To_Date_3Is earlier than Date of ConsultationIgnore if NullDART To Date cannot be before Date of ConsultationYes300KV 25Dates Affecting Readiness to Treat To Date – 3rd instanceDART_To_Date_3Is Null and DART_From_Date_3 is enteredInvalid - Null Value (record rejected)Yes684KV 25Dates Affecting Readiness to Treat To Date – 3rd instanceDART_To_Date_3Is?earlier than?DART From Date_3DART To Date cannot be before DART From Date.Yes685KV 25Dates Affecting Readiness to Treat To Date – 3rd instanceDART_To_Date_3Is?later than the?Date of procedureDART To Date cannot be after Date of Procedure.Yes688KV 25Dates Affecting Readiness to Treat To Date – 3rd instanceDART_To_Date_3Is not NULL when DART_From_Date_1 is NULLDART To Date?must be NULL for this DART period,?as a previous DART interval with a NULL DART From Date value exists.Yes689KV 25Dates Affecting Readiness to Treat To Date – 3rd instanceDART_To_Date_3Is not NULL, when DART_To_Date_1 is NULLDART To Date?must be NULL for this DART period,?as a previous DART interval with a NULL DART To Date value existsYes688KV 25Dates Affecting Readiness to Treat To Date – 3rd instanceDART_To_Date_3Is not NULL when DART_From_Date_2 is NULLDART To Date?must be NULL for this DART period,?as a previous DART interval with a NULL DART From Date value exists.Yes689KV 25Dates Affecting Readiness to Treat To Date – 3rd instanceDART_To_Date_3Is not NULL when DART_To_Date_2 is NULLDART To Date?must be NULL for this DART period,?as a previous DART interval with a NULL DART To Date value existsYes300KV 26Dates Affecting Readiness to Treat Reason for 3rd instanceDART_Reason_3Is Null and DART_From_Date_3 and DART_To_Date_3 are enteredInvalid - Null Value (record rejected)Yes399KV 26Dates Affecting Readiness to Treat Reason for 3rd instanceDART_Reason_3Is not a value in predefined listIgnore if NullInvalid answerYes300KV 27DART Timed Event Reason for 3rd instanceDART_Timed_Event_3Is Null and DART_Reason_3 = ‘Patient treatment related timed event, please specify’Invalid - Null Value (record rejected)Yes399KV 27DART Timed Event Reason for 3rd instanceDART_Timed_Event_3Is not a value in predefined listIgnore if NullInvalid answerYes300KV 28DART Timed Event Other Reason for 3rd instanceDART_Timed_Event_Other_3Is Null and DART_Timed_Event_3 = ‘Other, please specify’Invalid - Null Value (record rejected)YesValidations: Content Errors, Record Not Rejected (Level 400)NumberEntityData ElementConditionError MessageReject416Eligibility for KyphoplastyEligibility_for_KyphoplastyIs not NULL and Type of Procedure <> ‘Kyphoplasty' or ‘FTA-assisted Kyphoplasty’It is not expected that the ‘Eligibility for Kyphoplasty’ is completed for a procedure type other than ‘Kyphoplasty' or ‘FTA-assisted Kyphoplasty’.No417DART Timed Event Other Reason for 1st instanceDART_Timed_Event_Other_1Is not null when DART_Timed_Event_1 <> Other, please specifySince Timed Event Reason is not Other, a description of the reason is not expectedNo417DART Timed Event Other Reason for 2nd instanceDART_Timed_Event_Other_2Is not null when DART_Timed_Event_2 <> Other, please specifySince Timed Event Reason is not Other, a description of the reason is not expectedNo417DART Timed Event Other Reason for 3rd instanceDART_Timed_Event_Other_3Is not null when DART_Timed_Event_3 <> Other, please specifySince Timed Event Reason is not Other, a description of the reason is not expectedNo418Date of BirthDate_Of_BirthPatient age is less than 18 years of age.Warning: This record is for a person less than 18 years of age. Please note CCO does not provide funding for cases where the patient is less than 18 years of age.No497Multidisciplinary ConsultationMultidisciplinary_ConsultationIf Multidisciplinary_Consultation is “NO”Warning: Please note that the procedure will not be funded because there was no Multidisciplinary Consultation.NoValidations: Duplicate or Apparent Duplicate Records (Level 500)No.EntityData ElementConditionError MessageReject501Uniqueness of procedureHealth Card NumberFacility NumberType of ProcedureProcedure DateThe four data elements (Health Card Number, Facility Number, Type of Procedure and Procedure Date) are the same for two records in the same file.ErrorYesData Submission, Validation and Error Reporting ScheduleFor FY 2019/20 data and moving forward, data submission windows will be as follows:QuarterCorresponding Time FrameSubmission WindowPHI Available in Site Secure FolderData Resubmission Window Open (Optional) with data validation for all submissions receivedQ1April 1 - June 30July 15 - August 30September 15 - 21 September 22-30Q2July 1 - September 30October 15 - November 30December 15 -21December 22- January 12Q3October 1 - December 31January 15 - February 28March 15 – 21March 22 -30Q4January 1 - March 31April 15 - May 30June 15 – 21June 22 - 30AppendixAppendix-1: Facility NumbersFacility #Facility NameSite Master #Site Name930Grand River Hospital950Halton Healthcare Services Corporation942Hamilton Health Sciences Centre959Health Sciences North / Horizon Santé Nord941Humber River Hospital978Kingston Health Sciences Centre952Lakeridge Health 936London Health Sciences Centre962Niagara Health System606Royal Victoria Regional Health Centre979Scarborough Health Network980Unity Health Toronto953Sunnybrook Health Sciences Centre958The Ottawa Hospital935Thunder Bay Regional Health Sciences Centre975Trillium Health Partners947University Health Network933Windsor Regional Hospital674St. Josephs Health Care System - HamiltonAppendix-2: MOHLTC Master Numbering SystemThe Master Numbering System has been developed for the purpose of bringing together all Health Facilities and Programs under one system of identification. The list is a composite of health and health related units, facilities, clinics, programs and services. Each such organization has been assigned a unique four digit identifying code.(For details, please refer Cancer Care Ontario's Data Book - 2012-2013, Appendix A: MOHLTC Master Numbering System, at link ).Appendix-3: Valid 2-digit Postal Codes(Source: Cancer Care Ontario's Data Book - 2012-2013, Appendix B - Province and State codes, at link ).The table below provides list of valid 2 digit postal codes for province and State codes.lefttop00 ................
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