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Current chapter – Appendix A Examples of WMS submissions


This appendix aims to illustrate how the Intermediate Database (IDB) may look at each point during the span of the referral and at a follow up appointment with a new referral. The examples are shown in the time period May to August, with the follow up appointment taking place in November.

The data shown in the examples is purely for illustrative purposes only. The IDB is a Microsoft Access file populated with the fields and tables following the CSDS data model for the data set being submitted. The correct version of the IDB, matching the data set and version number being submitted, must be used to submit data to the SDCS Cloud platform – no other IDB file may be used.  Learn more about how to register to download the  IDB. Or watch the Community Services Data Set (CSDS) video guides.  

 

 


1. May submission CSDS v1.5 – referral opens

The examples provided within this section relate to the tables expected for the submission at the start of the referral (in May) and the first care contact and activity record for each patient.

 

1.1 CYP000 Header

The header table is populated demonstrating that the submission is made using the CSDS 1.5 IDB, in the May 2022 reporting period with a file creation date of June 2022.

In this example, the OrgID Submitter is the same as OrgID Provider. This would not be the case if a different organisation is making the submission on behalf of the healthcare provider.

Header image

1.2 CYP001 Master Patient Index (MPI) and Risk Factors

This example shows the MPI table populated with the mandatory and required fields including the postcode shown for two records and the remainder populated with default codes for illustrative purposes only.

master patient index and risk factors

1.3 CYP002 GP General Practice Registration

The General Medical Practice (GMP) code has been populated with real GMP codes for two of the patients in this example. The rest of the table has been populated with a default code where the patient is not registered for illustrative purposes, however this field should be populated with the appropriate code for the GMP.  Please see the ODS for organisation codes.

GP practice registration

 

1.4 CYP006 Social and Personal Circumstances

Information relating to the sexual orientation and religion of the patient are provided with the relevant SNOMED CT codes taken from SNOMED CT Reference Set detailed within the section CYP006 Social and Personal Circumstances section. 

social and personal circumstances

 

1.5 CYP007 Employment Status

The employment status of a patient is submitted with the appropriate code and the date this was recorded, shown below as 01/05/2022.

employment status

1.6. CYP101 Referral

The mandatory fields have been populated here, with the Referral Request Received Date shown as 01/05/2022, and the NHS Service Line Identifier codes used in CSDS v1.5.  From the list of codes available within Source of Referral for Community, this example is shown as 07 for ‘Community Health Service (same or other Health Care Provider)’.

CYP101 referral

 

 

1.7 CYP102 Service Type Referred To

The Service or Team Type Referred To (Community Care) is populated with the values only available in CSDS 1.5, either ‘Nutrition and Dietetics Service’, or ‘Public Health and Lifestyle Service’.

service type referred to

1.8 CYP201 Care Contact

In this example, the Care Contact table demonstrates that a number of different patients, each with a separate referral to the service, have attended an appointment on the 01/05/2022. At the appointment a number of activities could take place as shown in section

CYP202 Care Activity table.

Care contact table

 

1.9 CYP202 Care Activity

Data items to capture the activity associated with the care contact showing the SNOMED CT procedure and finding with the appropriate observable entity. In the below example, three lines about each care contact are recorded; one to capture the Procedure Scheme in Use as SNOMED CT and the Procedure Code as ‘Referral to weight management service’; secondly to record the height; and thirdly to capture the weight of the patient.  Please note that the Procedure Scheme in Use and Procedure Code are only required to be submitted at the beginning of the referral.

care activity


2. 2. June submissions - CSDS 1.5 Care Contacts and Activity

2.1 CYP000 Header

Example of details relating to the submission of June Data, within the July submission window.


2.2 CYPOO1 Master patient index

The data items illustrated here are replicated from the previous submission. However, the latest information for each patient should be submitted, such as an updated Postcode of Usual Address if the patient changes their address.

Master patient index

2.3 CYP002 GP General Practice Registration

The General Medical Practice (GMP) code is shown below with a default code where the patient is not registered for illustrative purposes, however this field should be populated with the appropriate code for the GMP.  Please see the ODS for organisation codes.

GP practice registration

 

2.4 CYP007 Employment Status

This submission demonstrates that the employment status recorded in May, remains unchanged. One patient has had their status reviewed on 01/06/2022 but their unemployed status remains unchanged.

 

2.5 CYP101 Referral

Open referrals are shown here with the Discharge Date unpopulated until the referral is closed.  Two patients were discharged in June, shown by the discharge date.

CYP102 service or team type referred to

 

2.6. CYP102 Service or Team Type Referred To

Here the Service or Team Type Referred To data item has been populated with codes available in CSDS v1.5 '22 – Nutrition and dietetics Service, or 28 Public Health and Lifestyle Service'.

 

2.7 CYP201 Care Contact

This example shows that face to face appointments were attended during the month of June. New Care Contact IDs are generated for the care contacts.

CYP201 care contact

2.8 CYP202 Care Activity

This example shows the activity that took place at the appointments attended in June where the weight was captured.  New Care Activity IDs are assigned to reflect the activity that has taken place.

care aciviy

 

 


3. 3. Transition to CSDS 1.6 September Submission for August Reporting Period and Closure of Referral

The examples provided within this section relate to the tables expected for the submission where the referral has closed for two patients.

CSDS 1.6 is expected to go live on 1 July 2022 for local data collection and submission in August 2022.  Therefore, as this example refers to data from August, it must be submitted in the version 1.6 IDB.  Users must download the IDB for version 1.6 from the TRUD website to make submissions for July reporting period data onwards. 

3.1 CYP000 Header

Example of details relating to the submission of data for the August reporting period to be made during the September submission window.

Header

 


3.2 CYP001 Master Patient Index

This example shows the MPI table populated with the mandatory and required fields including the postcode shown with default codes for illustrative purposes only.  You will notice that the LPI 124, and LPI 128 have been removed, as they were discharged in the June reporting period.

master patient index


3.3 CYP002 GP General Practice Registration

The General Medical Practice (GMP) code is shown below with a default code where the patient is not registered for illustrative purposes, however this field should be populated with the appropriate code for the GMP.   See the ODS for organisation codes.  

GP practice registration


3.4 CYP007 Employment Status

In  this example, one patient has had their employment status reviewed, now recording a status of 02, unemployed.

employment status


3.5 CYP101 Referral

The data within this table shows the date of discharge from the service occurring on 28/08/2022 which now closes the referral. For illustrative purposes only, these are shown all within the same reporting period.

referral

 


3.6 CYP102 Service Type Referred To

CSDS 1.6 is expected to go live on 1 July 2022 for local data collection and submission in August 2022.  Any open or new referrals for this period will need to submit the new values for the Service or Team Type Referred To (Community Care) data item indicating the Adult and Children’s Weight Management Service.

Service Type Referred To


3.7 CYP201 Care Contact

This example illustrates that the patients all attended an appointment on 11/08/2022.

care con

 


3.8 CYP202 Care Activity

As the records associated with the August reporting period in this example indicate the final care contact with the patients for this referral.   Two CYP202 records must be submitted with the associated CYP201 Care Contact record containing the measurements for both height and weight.  This approach demonstrates the option 1 which is outlined in the section CYP201 Care Contact within the Detailed guidance on specific tables and data items required. The option 2 approach is dependent on new SNOMED CT codes being authored (currently expected in late April 2022).

care activity


4. 4. November Reporting Period – Follow Up Appointment

The  examples within this section are provided to illustrate what the IDB may look like where the follow up appointment with two of the patients from the previous referral has taken place. A new referral must be submitted for follow up appointments.

For this example, two patients who were discharged in August, have been seen in November for a follow up appointment and have been assigned a new Service Request ID for the new referral.

4.1 CYP000 Header

Illustrated below is the file created in December, for the data in the November reporting period.

header


4.2 CYP001 Master Patient Index

The two patients who were discharged in August, are shown here with the same LPI and corresponding patient details.

 

4.3 CYP002 GP General Practice Registration

general practice registration


4.4 CYP006 Social and Personal Circumstances

The patient records containing their religious and sexual orientation codes are provided here, from the details that were provided in the previous referral.

Social and Personal Circumstances


4.5 CYP004 Employment Status

employment status


4.6 CYP101 Referral

Data included in this table shows that the patients were referred back into the service in October.

referral

 


4.7 CYP102 Service Type Referred To

Illustrated below are the records for the two patients discharged in August for the follow up appointment in November, along with their newly allocated Service Request IDs.

service type referred to

 


4.8 CYP201 Care Contact

A new Care Contact ID has been assigned for the two patients.

care contact

 

 


4.9 CYP202 Care Activity

A new Care Activity ID has also been generated.

care activity

Last edited: 11 May 2022 10:48 am