Subacute and Non-acute Care Data Collection

Overview

The Subacute and Non-Acute Care Data Collection (SANADC) is a subset repository of the Hospital Morbidity Data Collection (HMDC) that captures clinical assessment information about admitted, publicly funded patients receiving the following types of care:

  • rehabilitation
  • geriatric evaluation and management
  • psychogeriatric care
  • palliative care
  • maintenance care.

The data within the SANADC is integral to health service funding and also plays an important role in facilitating the measurement and monitoring of the quality and efficacy of inpatient subacute and non-acute programs.

Data governance

The Subacute Care Data Team (SACDT) within the Data Integrity Directorate of Western Australia (WA) Department of Health manages the SANADC. The Assistant Director General, Purchasing and System Performance is the data steward and the Manager of the SANADC is the data custodian. These roles are defined and required by the OD 0487/17 Data Stewardship and Custodianship Policy (external site).

Mandate for Collection

The WA Department of Health are mandated under the National Health Reform Act 2011 to provide the Independent Hospital Pricing Authority (IHPA) (external site) with a biannual data set that contains all publicly funded, admitted subacute and non-acute activity. This complete data set, when submitted to IHPA contains a combination of demographic, admission, discharge, morbidity and clinical assessment data. IHPA use the data to group patient episodes using the Australian National – Subacute and Non-acute Patient Classification (AN-SNAP). AN-SNAP is the national classification used by IHPA to fund states and territories for their subacute and non-acute activity.

Data sources

There are a variety of established data sources for the clinical assessment information depending on the care type. As the SANADC requires clinical assessment information for every episode of subacute and non-acute care, new and existing information systems are currently being developed to maximise health service reporting capability. The following table provides an overview of the current information systems that are used to collect and report data to the SANADC: 

Care Type

Source System for Data

Rehabilitation

Quality of Care Register (QoCR)

GEM

QoCR

Psychogeriatric

Psychiatric Services Online Information System (PSOLIS)

Palliative Care

ePaLCIS, webPAS Subacute Module

Maintenance Care

webPAS Subacute Module, manual submission

Data elements

The SANADC captures clinical assessment information about the functional capabilities of admitted subacute and non-acute patients. Clinical assessment tools vary depending on the care type, however most are score based, clinician rated assessments that require completion on admission to hospital.  All clinical assessment tools mandated for collection are endorsed and nationally licensed by IHPA.

The specific clinical assessment/data elements tools that are collected for each care type are as follows:

‚ÄčData Element

Rehabilitation

GEM

Palliative Care

Psychogeriatric Care

Maintenance Care

Clinical Assessment Only Indicator

Yes

Yes

Yes

Yes

Yes

Assessment Date

Yes

Yes

Yes

Yes

Yes

Functional Independence Measures (FIM)

Yes

Yes

Impairment Type

Yes

Yes

Standardised Mini-Mental State Examination (SMMSE)

Yes*

Health of the National Outcome (HoNOS) 65+

Yes

Palliative Care Phase(s)

Yes

Resource Utilisation Group – Activities of Daily Living  (RUG-ADL)

Yes

Yes

* SMMSE is only required if one has actually be performed.

Data coverage

Inclusions

Activity in-scope for collection and reporting to the SANADC include:

  • admitted subacute and non-acute episodes in public hospitals 
  • publicly funded subacute episodes in private hospitals.

Exclusions

Activity out-of-scope for collection and reporting to the SANADC include:

  • privately funded admitted subacute and non-acute episodes in private hospitals
  • admitted subacute and non-acute episodes in Defence Force hospitals.
Data quality

Subacute/non-acute data is subject to two methods of data quality checking:

  1. Data reported to the HMDC is screened for data quality and compliance with the Admissions, Readmissions, Discharge and Transfer Policy. Any anomalies are communicated back to health services via HMDS error reports.
  2. Data that is sourced from feeder systems such as QoCR and PSOLIS are checked for completeness. Any anomalies are communicated directly back to the reporting ward via an automated reporting system.
Data requests

To request data extracts or reports from the SANADC please contact the Subacute Care Data Collection Team. Contact Information is provided below.

Data collection changes

Like most state-wide, corporate data collections that support funding and activity reporting, changes to collection requirements can occur from year to year.  These changes are largely driven by Commonwealth mandates and may result in changes to local information systems and data collection operations. Any changes to the SANADC for the next financial year will be published here.

Reference material

Metadata

The data elements collected and reported to the SANADC align with Admitted Subacute and Non-acute Hospital Care Data Set Specification 2016-17 (external site) that is developed and administered by the Australian Institute for Health and Welfare (external site).

For local business rules and guidelines that support practical collection of these data elements, please refer to the Subacute and Non-acute care Data Collection Manual (see User Manuals/Guides).

User Manuals/Guides

Technical Specifications/File Formats

Please contact the SACDT for information regarding technical specifications and file formats. Contact information is provided below.

Reference Tables & Classifications

Forms & Templates

Training and education

Rehabilitation and GEM

FIM Training

All clinicians administering the FIM Assessment must be credentialed. To find out more information on clinician training and credentialing in FIM, please contact the following Master trainers:

Annette Barton
Occupational Therapist & Master FIM Trainer
Sir Charles Gairdner Hospital
Email: Annette.Barton@health.wa.gov.au
Ph: (08) 9346 3072

Julie Brayshaw
Curtin University 
Email: Julie.Brayshaw@curtin.edu.au
Ph: (08) 9266 3717

QoCR Access and Training

To obtain access to QoCR, please lodge an access request via Health Support Services. There is currently no standard QoCR training available to users, however there are helpful users manuals available to registered QoCR users.

Psychogeriatric

The HoNOS 65+ Assessment is part of the Mental Health National Outcomes and Case Collection (NOCC) that is administered by the Australian Mental Health Outcomes and Classification Network (AMHOCN) (external site). For information on training in the application of NOCC tools, please refer to the AMHOCN website (external site).

Palliative Care

Palliative care clinicians can elect to receive specialised training in the application of palliative care assessments by contacting the Palliative Care Outcomes Collaboration (external site).

Maintenance Care

RUG-ADL Information Package – This is a information package providing an overview of the definition and data collection requirements for the reporting of RUG-ADLS for Maintenance Care episodes.

Contact information

Subacute Care Data Collection Team:

Ph:   (08) 9222 0266 
        (08) 9222 4380
Fax: (08) 9222 4480
Email: sana.data@health.wa.gov.au

Produced by

Information Data & Standards