Commissioning Data Set Notation

The Commissioning Data Set is the basic structure used for the submission of commissioning data to the Secondary Uses Service and is designed to be capable of individually conveying many different Commissioning Data Set structures, encompassing Emergency Care Attendances, Out-Patient Attendances, Admitted Patient Care.  (Elective Admission List is also defined in Commissioning Data Set version 6-2 only).

The Commissioning Data Sets have been defined in specific components known as a CDS Type.

Specific notation is used to indicate the requirements of the Commissioning Data Set XML Schema Design conditions for submission of data in the Commissioning Data Sets.

The structure of the Commissioning Data Set XML Schema is shown by the use of Data Groups and Sub Groups within those Data Groups.  For each Data Group, Sub Group and individual Data Element, the allowed cardinality at each level is also shown in the "Status" and "Repeats" columns.

The CDS Type specifications must therefore be read in this hierarchy, using the Status and Repeat conditions within the Data Groups and Sub Groups, to determine the requirements for the individual Data Elements.


Status Column Notation

The Notation used for the "STATUS" column is as follows:

STATUSMEANINGDESCRIPTION
MMANDATORYThis signifies that the collection and submission of this Commissioning Data Set data is deemed MANDATORY and its presence is necessary for the CDS Type to be correctly validated and accepted for processing by the Secondary Uses Service.

If a data item is shown as MANDATORY, this should also be regarded as REQUIRED by the Department of Health and Social Care.

In most instances, data marked as MANDATORY in a Sub Group will result in its parent Data Group also being marked as mandatory, but this is not always the case.

For instance, although the Care Episode - Clinical Diagnosis Group (ICD) is marked as R=REQUIRED (and therefore need not actually be populated), if it is used then both the DIAGNOSIS SCHEME IN USE and the PRIMARY DIAGNOSIS (ICD) are marked as M=MANDATORY and must both be present. 

RREQUIREDThis signifies that the collection and submission of this Commissioning Data Set data is deemed REQUIRED by the Department of Health and Social Care to comply with authorised NHS Standards, Policies and Directives. Therefore whenever a Commissioning Data Set is collected and subsequently submitted to the Secondary Uses Service, this data must be supported and populated into the relevant data sets if the data is available.

Note that "temporal" conditions may mean that there are instances where this directive cannot be fulfilled.

For instance in a CDS V6-3 Type 130 - Admitted Patient Care - Finished General Episode Commissioning Data Set, ICD and OPCS data groups are marked as "Required" indicating that this data should be included.  However, if at the time of submission to the Secondary Uses Service this data remains incomplete (perhaps awaiting coding in the ORGANISATION), the remaining data in the CDS record should still be submitted. Once the ORGANISATION has updated its systems with the data, the CDS Type relating to that ACTIVITY should then be resubmitted to the Secondary Uses Service

OOPTIONALThis signifies that the collection and submission of this Commissioning Data Set data is OPTIONAL. Its inclusion in the Commissioning Data Set is therefore determined by "local agreement" between the ORGANISATIONS exchanging the data.

Note that even if marked O=OPTIONAL, any data included in a Commissioning Data Set submission to the Secondary Uses Service must comply with its specification published in the NHS Data Model and Dictionary otherwise the data may be deemed invalid and rejected. 

XNot yet authorisedThis is used where the Data Element name has been included in the Commissioning Data Set design, usually for pilot use, but is not yet authorised for transmission by the wider NHS.

Repeats Column Notation

Examples of the Notation used for the "REPEATS" column are as follows:

REPEATSDESCRIPTION
0..1This signifies that the permitted occurrences of the Data Group, Sub Group or individual Data Element are from a minimum of 0 to a maximum of 1.
0..9This signifies that the permitted occurrences of the Data Group, Sub Group or individual Data Element are from a minimum of 0 to a maximum of 9.
0..*This signifies that the permitted occurrences of the Data Group, Sub Group or individual Data Element are from a minimum of 0 to an unlimited maximum.
1..1This signifies that the permitted occurrences of the Data Group, Sub Group or individual Data Element are from a minimum of 1 to a maximum of 1.
1..97This signifies that the permitted occurrences of the Data Group, Sub Group or individual Data Element are from a minimum of 1 to a maximum of 97.
1..*This signifies that the permitted occurrences of the Data Group, Sub Group or individual Data Element are from a minimum of 1 to an unlimited maximum.

Rules Column Notation

An entry in the "Rules" column shows that a specific Rule applies to submission of an individual Data Element.

The meaning of these Rules can be found in Commissioning Data Set Business Rules.


Notation Examples

The following are examples of some common scenarios:

EXAMPLE 1:
A MANDATORY Data Group with differing Sub-Groups and component data status conditions.

The following example shows a MANDATORY Data Group - therefore the Data Group must be present for the CDS Type to be validated and accepted for processing by the Secondary Uses Service.

When a Data Group is used:

  1. All MANDATORY Sub Groups and/or Data Elements must be present
  2. Any REQUIRED Sub Groups and/or Data Elements must be present if the data is available
  3. Any OPTIONAL Sub Groups and/or Data Elements may be omitted

The following data structure is one of three options when completing the Patient Identity Data Group:

1..1DATA GROUP: VERIFIED IDENTITY STRUCTURE
Must be used where the NHS NUMBER STATUS INDICATOR CODE
 National Code = 01 (Number present and verified)
 
R0..1DATA GROUP: LOCAL IDENTIFIER STRUCTURERules
M1..1LOCAL PATIENT IDENTIFIER (EXTENDED)F
S3
M1..1ORGANISATION IDENTIFIER (LOCAL PATIENT IDENTIFIER)F
M1..1Data Element ComponentsRules
M1..1NHS NUMBERF
S3
M1..1NHS NUMBER STATUS INDICATOR CODEV
M1..1POSTCODE OF USUAL ADDRESSF
S3
R0..1ORGANISATION IDENTIFIER (RESIDENCE RESPONSIBILITY)F
R0..1PERSON BIRTH DATEF
S3
S12

EXPLANATION:

The parent DATA GROUP: VERIFIED IDENTITY STRUCTURE has a "Status" of M=MANDATORY which indicates that this Data Group must be present in the Commissioning Data Set to ensure correct validation and acceptance when submitted to the Secondary Uses Service.  The parent Data Group "Repeats" = 1..1 indicates that only one occurrence of this Data Group must flow in this particular Commissioning Data Set record.

The Sub Group of "DATA GROUP: LOCAL IDENTIFIER STRUCTURE" is marked as R=REQUIRED and therefore must be populated if the data is available. The "Repeats" notation of 0..1 indicates that population of this Sub Group is not necessary to enable the Commissioning Data Set record to be sent to the Secondary Uses Service. If it is sent, then only one occurrence of this Sub Group may flow in this particular Commissioning Data Set record.
Both Data Elements in the Sub Group are marked M=MANDATORY and must both be correctly populated.

The Sub Group of "Data Element Components" is a "generic" structure and is marked as M=MANDATORY and therefore must be populated. The "Repeats" notation of 1..1 indicates that only one occurrence of this Data Group may flow in this particular Commissioning Data Set record.  All the Data Elements marked with M=MANDATORY must be populated.  PERSON BIRTH DATE however is marked with R=REQUIRED, so must also be completed if the data is available. 


EXAMPLE 2:
A REQUIRED Data Group with differing component data status conditions.

The following example shows a REQUIRED Data Group. This data must be present in the relevant Commissioning Data Set if available.  However, if submitted to the Secondary Uses Service, omission of this REQUIRED Data Group will not cause rejection.

When the Data Group is used:

  1. All MANDATORY Sub Groups and/or Data Elements must be utilised
  2. Any REQUIRED Sub Groups and/or Data Elements must be present if the data is available
  3. Any OPTIONAL Sub Groups and/or Data Elements may be omitted
NotationDATA GROUP: CONSULTANT EPISODE - CLINICAL DIAGNOSIS GROUP (ICD)
Group
Status
R
Group
Repeats
0..1
FUNCTION:
To carry the details of the ICD coded Clinical Diagnoses for the Patient.
M1..1Data Element ComponentsRules
M1..1DIAGNOSIS SCHEME IN USEV
M1..1DATA GROUP: PRIMARY DIAGNOSISRules
M1..1PRIMARY DIAGNOSIS (ICD)F
H4
R0..*DATA GROUP: SECONDARY DIAGNOSISRules
M1..1SECONDARY DIAGNOSIS (ICD)F
H4

EXPLANATION:

The DATA GROUP: CONSULTANT EPISODE - CLINICAL DIAGNOSIS GROUP (ICD) "Status" of R=Required indicates that this Data Group must be populated in the relevant Commissioning Data Set if the data is available.  The Data Group "Repeats" = 0..1 indicates that population of this Data Group is not necessary to enable the Commissioning Data Set to be sent to the Secondary Uses Service. If it is sent, then only one occurrence of this Data Group may flow in this particular Commissioning Data Set record.

If the Data Group is completed then the Data Element PROCEDURE SCHEME IN USE, marked as M=MANDATORY, must be populated. The "Repeats" notation of 1..1 indicates that only one occurrence of this Data Element is valid.

If the Data Group is completed then the Data Element PRIMARY DIAGNOSIS (ICD), marked as M=MANDATORY, must be populated. The "Repeats" notation of 1..1 indicates that only one occurrence of this Data Element is valid.

If the Data Group is completed then the Sub Group "Secondary Diagnoses", marked as R=REQUIRED, must be completed if the data is available, and if populated it must be in the correct format. The "Repeats" notation of 0..* indicates that unlimited occurrences of this Data Element are valid. Each occurrence must contain a valid SECONDARY DIAGNOSIS (ICD). 


EXAMPLE 3:
An OPTIONAL Data Group with differing component data status conditions.

The following example shows an OPTIONAL Data Group. Its inclusion in the Commissioning Data Sets is therefore determined by "local agreement" between ORGANISATIONS exchanging the data.

When the Data Group is used:

  1. All MANDATORY Sub Groups and/or Data Elements must be utilised
  2. Any REQUIRED Sub Groups and/or Data Elements must be present if the data is available
  3. Any OPTIONAL Sub Groups and/or Data Elements may be omitted
NotationDATA GROUP: PATIENT PATHWAY
Group
Status
O
Group
Repeats
0..1
FUNCTION:
To carry the details of the Patient Pathway.
M1..1DATA GROUP: PATIENT PATHWAY IDENTITYRules
M
Or
M
1..1

1..1
UNIQUE BOOKING REFERENCE NUMBER (CONVERTED)
Or
PATIENT PATHWAY IDENTIFIER
F
 
F
I2
M1..1ORGANISATION IDENTIFIER (PATIENT PATHWAY IDENTIFIER ISSUER)F
I2
M1..1DATA GROUP: REFERRAL TO TREATMENT PERIOD CHARACTERISTICSRules
M1..1REFERRAL TO TREATMENT PERIOD STATUSV
M1..1WAITING TIME MEASUREMENT TYPE (COMMISSIONING DATA SET)V
O0..1REFERRAL TO TREATMENT PERIOD START DATEF
S13
O0..1REFERRAL TO TREATMENT PERIOD END DATEF
S13

EXPLANATION:

The DATA GROUP: PATIENT PATHWAY "Status" of O=OPTIONAL indicates that this Data Group may be omitted and its inclusion in the Commissioning Data Set is determined by "local agreement" between the ORGANISATIONS exchanging the data.

Note that even if marked O=OPTIONAL, any data included in a Commissioning Data Set submission to the Secondary Uses Service must comply with its specification published in the NHS Data Model and Dictionary otherwise the data may be deemed invalid and rejected.

The Data Group "Repeats" = 0..1 indicates that population of this Data Group is not necessary to enable the Commissioning Data Set to be sent to the Secondary Uses Service. If it is sent, then only one occurrence of this Data Group may flow in this particular Commissioning Data Set record.

If the DATA GROUP: PATIENT PATHWAY is submitted, then both of the sub-groups (DATA GROUP: PATIENT PATHWAY IDENTITY, and DATA GROUP: REFERRAL TO TREATMENT PERIOD CHARACTERISTICS) must be submitted. Data Elements marked as M=MANDATORY, must be populated. The "Repeats" notation of 1..1 indicates that only one occurrence of each of these Data Elements are valid.

In the DATA GROUP: PATIENT PATHWAY sub-group, either UNIQUE BOOKING REFERENCE NUMBER (CONVERTED) or PATIENT PATHWAY IDENTIFIER must be submitted (but not both).

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