|Title:||Approved Patient Administration System requirements to manage and record non-admitted outpatient activity|
|Document ID:||Operational Directive OD 0451/13|
|Date of issue:||Wednesday, 4 September 2013|
|Status:||NO LONGER APPLICABLE|
|Description:||The purpose of this Operational Directive is to advise Health Services of the requirement that from 1 July 2013, all non-admitted outpatient activity must be managed and recorded using an approved patient administration system. Currently, the systems that are capable of meeting the essential criteria are the corporately managed TOPAS, webPAS and HCARe.|
|Legal requirements:||For national reporting requirements: Independent Hospital Pricing Authority
|Applicable to:||All public hospitals and Health Services in Western Australia (WA) which provide outpatient services.|
|Period of effect:||from 1 July 2013 to 1 July 2014|
|Review date:||1 July 2014|
|Authorised by:||Professor Bryant Stokes, A/DIRECTOR GENERAL, DEPARTMENT OF HEALTH WA, 17-Aug-2013|
|Print version:||View print version|
Approved Patient Administration System requirements to manage and record non-admitted outpatient activity
This Operational Directive is applicable to all public hospitals and Health Services in Western Australia (WA) which provide outpatient services.
The Department of Health manages a state-wide non-admitted data collection using the Non-Admitted Patient Activity and Wait List Data Collection (NAPAAWL DC). The specification for NAPAAWL DC includes current mandatory data items and classification codes (Attachment 1).
The purpose of this Operational Directive is to advise Health Services of the requirement that all non-mental health non-admitted outpatient activity must be managed and recorded using an approved patient administration system from 1 July 2013.
Data for non-admitted mental health patients are to be reported through the Mental Health Information System (PSOLIS). Further details can be obtained from the following Operational Directives:
Suitable and approved electronic systems must be implemented to report all patient level non-admitted outpatient activity. The system must also be capable of supporting the implementation of Activity Based Funding and Management (ABF/M). It has been an Independent Hospital Pricing Authority (IHPA) requirement, since 1 July 2012, to provide patient-level non-admitted outpatient activity data electronically.
An approved patient administration system is one that meets the following essential criteria:
Currently, the approved systems are the corporately managed TOPAS, webPAS and HCARe. Excel, Access, Outlook, diaries are not considered electronic systems for the purposes of this Operational Directive.
For outpatient clinics that do not manage and record activity (i.e. patient demographics, appointments, referrals) using an electronic system, there is an immediate requirement to adopt a corporate PAS that the site supports (i.e. TOPAS, HCARe or webPAS).
The use of other electronic systems (corporately managed or not) can be reviewed for inclusion on the approved systems list. Approved status will be reviewed as recording capabilities and requirements change. Where systems require development, within reasonable resource expenditure and time constraints, this may be supported. If approved, transition between the corporate PAS and newly approved systems will be negotiated.
The Non Admitted Data Collections (NADC) Manager will be responsible for the review process with endorsement through Performance Activity and Quality (PAQ) Division governance process (i.e. State Health Information Sub-Committee (SHISC) and Non-Admitted Patient Data Standards Sub-Committee (NAP DSSC)).
Adoption of a corporate PAS for outpatient clinic management and activity recording does not preclude the use of other systems for clinical, workload recording and other purposes. However, the approved system will be the only information source used (including appointment outcomes) from 31 August 2013.
Professor Bryant Stokes
This circular last updated: Thursday, 5 September 2013 at 3:08pm