LOCAL PATIENT IDENTIFIER (EXTENDED)
This is a mandated data item; the record will be rejected if it is not included within this group.
Service providers and local authorities should use a participant number (which should uniquely identify the individual to the active intervention but should not incorporate any personal or sensitive information) at each point to identify the individual as they move through the different time points. The participant number should be assigned at referral and then used to identify the same individual at all other collection time points.
This is the primary key that enables groups of data to be joined together. This may be auto-generated by your IT system when creating a new patient record.
Duplicate Local Patient Identifiers within the Patient group will cause the entire file to be rejected. Providers should ensure that Local Patient Identifiers are not duplicated across multiple submission files for different patients.
ORGANISATION IDENTIFIER (LOCAL PATIENT IDENTIFIER)
This is a mandated data item; the record will be rejected if it is not included within this group.
This will identify the organisation where the Local Patient Identifier was issued. It is necessary where organisations have gone through a merger or split into a new or existing organisation.
If Local Patient Identifiers are not modified during the merger or split of an organisation, then the issuing Organisation Identifier of the Local Patient Identifier (even if now discontinued) should be sent in this field. However, if the Local Patient Identifier has been modified since the organisation change i.e., by prefix etc, then the new organisation identifier should be used.
NHS NUMBER STATUS INDICATOR CODE
In most cases, this data item will be flowed with value [01] - Number present and verified. The [01] will indicate that the data provider has validated the number against the central Personal Demographics Service (PDS), and therefore facilitates reliable data linkage.
Data providers may flow data for patients with an NHS number status indicator code other than [01] and they will be accepted, however, reports that need reliable linkage of groups will exclude these data groups (unless reliable linkage is available via LOCAL PATIENT IDENTIFIER (EXTENDED) data items).
No NHS number
In cases where a patient’s NHS number is unavailable (which may be because the patient does not possess one) data providers must submit a null NHS number and [07] Number not present and trace not required in NHS NUMBER STATUS INDICATOR CODE.
PERSON BIRTH DATE
The date on which a patient was born or is officially deemed to have been born.
This is required to enable the positive identification of a patient.
The importance of PERSON BIRTH DATE
This field must be reported where collected locally Although this is not a mandated field, data quality reports will be produced to identify the completeness of this field. It is important that this field is entered so that it can be used as an identifier where NHS number is missing, or as a secondary identifier for linkage purposes.
POSTCODE OF USUAL ADDRESS
The postcode of usual address as stated by the person. If the person has no fixed abode this should be recorded with the following code: ZZ99 3VZ.
For overseas residents, the postcode will be recorded in the format ZZ99 xxZ, where xx denotes the country pseudo postcode. A full list of pseudo postcodes is available.
The importance of POSTCODE OF USUAL ADDRESS
This field must be reported where collected locally. Although this is not a mandated field, data quality reports will be produced to identify the completeness of this field. It is important that this field is entered so that it can be used as an identifier where NHS number is missing, or as a secondary identifier for linkage purposes.
PERSON STATED GENDER CODE
The gender of a PERSON. PERSON STATED GENDER CODE is self declared or inferred by observation for those unable to declare their PERSON STATED GENDER.
The current gender of the patient. The classification is phenotypical rather than genotypical i.e., it does not provide codes for medical or scientific purposes.
The [X] Not Known national code should be used where the gender of the patient has not been recorded.
The [9] Indeterminate national code should be used where the gender of the patient is indeterminate i.e., unable to be classified as either male or female.
The importance of PERSON STATED GENDER CODE
This field must be reported where collected locally. Although this is not a mandated field, data quality reports will be produced to identify the completeness of this field. It is important that this field is entered so that it can be used as an identifier where NHS number is missing, or as a secondary identifier for linkage purposes.
ETHNIC CATEGORY
Ethnicity, as specified by the patient.
The [Z] Not Stated national code should only be used where the patient has been asked and has declined to provide their ethnic category because of refusal or the inability to choose.
The [99] Not Known national code should be used where the patient has not been asked or where the patient was not in a suitable condition to be asked.
LOOKED AFTER CHILD INDICATOR
This data item is only applicable to children and young people. The record is therefore rejected for patients aged 19 or over (or if no date of birth is supplied).
Where it is relevant to collect information on whether the child or young person is in local authority care either [N] No or [Y] Yes should be recorded.
If information is required about whether a child or young person is in local authority care but either it is not stated or disclosed at a contact, then [X] Not Known if the PATIENT is a Looked After Child should be recorded.