Diagnostic Tests and Investigations: Monthly Data Submission Guidance Version 5.1
Document Control Version Version 5.1 Date Issued 2 August 211 Document purpose To provide guidance for completion of the Diagnostic Tests and Investigations Monthly Data Submission. Author ISD Scotland Further Information E-mail: NSS.isddmmi@nhs.net Version History Version: Date: Summary of Changes: V5. 15 July 211 Major revision of previous version (Diagnostic Test Monthly Management Information Return, Guidance Notes, Version 4. December 29) V5.1 2 August 211 Change to wording in paragraph headed Patients still waiting (top of page 6) Paragraph about 24 hour tapes added (top of page 7) 2
Contents Purpose...4 Diagnostic Tests and Investigations Monthly Data Submission...4 Patients Reported...5 Patients Still Waiting...6 Submitting Data...6 Appendix One: Diagnostic Tests and Investigations Monthly Data Submission...8 Appendix Two: OPCS codes for 8 key diagnostic procedures...9 3
Purpose This document has been produced by the Information Services Division (ISD) of NHS National Services Scotland to provide guidance on the completion of the Diagnostic Tests and Investigations Monthly Data Submission. ISD use this information to complete the Diagnostics Monthly Monitoring Information (MMI) return for the Scottish Government Health Delivery Directorate. The information returned through the Monthly Data Submission enables progress towards delivering waiting times targets to be monitored. In addition the data collected can provide a valuable local resource in assessing service provision, resource planning and be used to identify areas requiring service improvement. Diagnostic Tests and Investigations Monthly Data Submission The Monthly Data Submission collects information on patients waiting for the following tests and investigations: Upper Endoscopy; Lower Endoscopy (other than Colonoscopy); Colonoscopy; Cystoscopy; Magnetic Resonance (MRI); Computer Tomography (CT); Non-obstetric ultrasound; Barium Studies; 24 hour Electrocardiogram (ECG); 24 hour Blood Pressure; Echocardiography; Nerve Conduction Studies; Sleep Studies; Spirometry. The Monthly Data Submission collects information on tests or investigations that are used to identify a condition, disease or injury to enable a medical diagnosis to be made. Therapeutic procedures i.e. actual treatment of the person s disease, condition or injury 4
should not be included. However, where diagnostic and therapeutic investigations are combined in a single test or procedure, or where the healthcare professional is conducting a diagnostic test and decision is taken to incorporate a therapeutic procedure, the diagnostic test (only) should be incorporated into the return. Patients Reported All NHS patients where the prime purpose of the wait is for the above diagnostic test/investigation. All NHS patients who are waiting for a test or investigations at month end, including those who have an appointment date or who have been seen but whose verified report has not yet been received by or made available to the requester. All NHS patients for all referral routes (e.g. primary care referral, hospital consultant etc.) and all settings (e.g. outpatient clinic, inpatient ward, x-ray department, primary care one-stop centres etc.). It is recognised that there will be some overlap between patients reported on the Diagnostic Tests and Investigations Monthly Data Submission return and on other waiting times returns e.g. outpatient and inpatient returns. Do not include patients who are waiting for diagnostic tests/investigations where: The diagnostic test/procedure is part of a treatment plan which is required to be carried out at a specific time or repeated at a specific frequency e.g. six monthly ECG check. The patient was admitted to hospital and was waiting for an emergency or unscheduled diagnostic tests or procedure as part of their inpatient treatment. Where it is not possible to exclude patients on a treatment plan or emergency / unscheduled cases from the Monthly Data Submission a footnote should be added to state that these patients are included on the return. 5
Patients Still Waiting The Monthly Data Submission collects information on patients still waiting at month end: Patients still waiting at month end are the total number of available patients who are on the waiting list for any of the listed diagnostic tests or procedures at the end of a given month. This should include patients who have been seen but whose verified results have not yet been made available to the requester. Available patients are those who would be able to undergo a diagnostic test or procedure if offered an appointment date i.e. patients who are unavailable should not be included. Note: The patient s completed wait is defined as the period of time between the date the request for the test or procedure is received within the department and the date when the verified report has been received by or made available to the requester. Submitting Data There should be one aggregate Monthly Data Submission completed for each NHS Board area. Enter the year in the row provided. Enter the Month in the row provided. Enter the name of the NHS Board you are returning data for. Enter the number of available patients waiting at the end of the month into the appropriate column. It is important that you do not alter the template e.g. add extra rows to the spreadsheet. Please do not leave any cells blank. The table below gives advice on how to record nil returns. Circumstance Entry required You do provide this service and have true zero waiting You do provide this service, but do not have any available data.. / data capture is not yet possible You do not provide this service N/A 6
For those Boards who cannot separate out 24 hour tapes between ECG and blood pressure, please put all of the patients under 24 hour ECG on the template and enter.. in the row entitled 24 hour blood pressure and provide a covering note in the submission e-mail. Once all entries have been completed the totals for each row and column will be displayed. NHS Boards should submit their completed Monthly Data Submission on the 22 day of each month for the previous months e.g. on 22 April submit for 1-31 March. If the 22 day falls on a weekend or bank holiday then the following working day will be the submission date. This data will then be analysed by ISD and sent to the Scottish Government by the first week of the following month e.g. by 7 May. The Diagnostic Tests and Investigations Monthly Data Submission should be saved in Excel file format (.xls). The completed submission should be e-mailed to: NSS.isddmmi@nhs.net If this deadline cannot be met, please notify ISD by e-mail as soon as possible at NSS.isddmmi@nhs.net 7
Appendix One: Diagnostic Tests and Investigations Monthly Data Submission DIAGNOSTIC MONTHLY MANAGEMENT INFORMATION Year: Month: Organisation name: PATIENTS STILL WAITING - at month end This is the number of patients waiting, but not yet reported/verified, listed by period (days) since the date of receipt of referral for the test, as at the last day of the month -7 days 8-14 days 15-21days 22-28 days 29-35 days 36-42 days 43-49 days 5-56 days 57-63 days 64-7 days 71-77 days 78-84 days 85-91 days 92 days and over Total Endoscopic procedures Endoscopy Upper endoscopy Endoscopy Lower Endoscopy (other than conoloscopy) Endoscopy Colonoscopy Endoscopy Cystoscopy TOTAL SCOPES Magnetic Resonance Computer Tomography Non-obstetric ultrasound Barium Studies TOTAL IMAGING Other Cardiology 24 hour ECG Cardiology 24 hour Blood Pressure Cardiology Echocardiology Neurophysiology Nerve Conduction Studies Respiratory physiology Sleep Studies Respiratory physiology Spirometry TOTAL
Appendix Two: OPCS codes for 8 key diagnostic procedures Upper GI endoscopy Lower Endoscopy (other than colonoscopy) Colonoscopy Cystoscopy G45 Diagnostic fibreoptic endoscopic examination of upper gastrointestinal tract H25 Diagnostic endoscopic examination of lower bowel using fibreoptic sigmoidoscope H22 Diagnostic endoscopic examination of colon M45 Diagnostic endoscopic examination of bladder Magnetic Resonance (MRI) U1.2 whole body, U5.2 head, U5.3 = Functional MRI of head, U5.5 spine, U7.2 chest, U8.5 abdomen, U9.3 pelvis, U1.3 cardiac, U11.7 angiography, U13.3 bone, U16.2 cholangiopancreatography, U21.1 not elsewhere classified, U37.1 kidneys Computer Tomography (CT) U1.1 whole body, U5.1 head, U5.4 spine, U6.1 sinuses, U7.1 chest, U8.1 abdomen not elsewhere classified, U9.1 pelvis, U1.1 cardiac calcium scoring, U1.2 cardiac angiography, U11.4 cerebral vessels, U13.6 bone, U17.5 colon, U21.1 not elsewhere classified, U35.4 pulmonary arteries, U37.2 kidneys Non-obstetric ultrasound Note: OPCS4 doesn t explicitly identify either obstetric or non-obstetric ultrasound. Obstetric cases should be excluded by specialty. U6.3 thyroid, U8.2 abdomen, U9.2 pelvis*, U11.1 carotid, U11.2 Doppler ultrasound of vessels of extremities, U11.3 Vascular not elsewhere classified, U12.2 scrotum (includes: testes), U12.3 kidneys, U12.4 bladder, U13.2 Ultrasound of bone (includes: joint), U21.6 not elsewhere classified, U35.2 Laser doppler velocimetry, U35.3 Transcranial doppler velocimetry, U36.4 Ultrasound elastography Q55.5 Transvaginal ultrasound examination of female genital tract (includes:examination vagina ultrasound) Barium Studies U17.3 Barium swallow, U17.4 Barium enema 9