|Title:||HA215B Reporting Rules and Guidelines for Non-Admitted Patient Services|
|Document ID:||Operational Directive OD 0427/13|
|Date of issue:||Wednesday, 17 April 2013|
|Status:||NO LONGER APPLICABLE|
|Description:||This Operational Directive describes the HA215B reporting requirements and timeframes for non-admitted patient services, as required for the WA Department of Health (DOH). Timely distribution of this Operational Directive is pivotal to the data reporting practices and provision of data supporting the implementation of Activity Based Funding, and Commonwealth reporting obligations. Furthermore, the procedures and time frames documented in the current Operational Directive 0396/12 are no longer valid.|
|Applicable to:||All public hospitals and health services in Western Australia. Joondalup and Peel Health Campuses (for public patients only).|
|Period of effect:||from 1 July 2013 to 30 June 2014|
|Authorised by:||David Russell-Weisz, A/Director General, Department of Health WA, 02-Apr-2013|
|Print version:||View print version|
HA215B Reporting Rules and Guidelines for Non-Admitted Patient Services
The purpose of this Operational Directive is to define for the 2013-14 financial year (i.e. effective 1 July 2013):
Aggregate activity reported through the HA215B form is significant for local (WA) purposes as it:
The data are also used to ensure WA Health complies with National requirements to provide aggregate-level data, in line with the following:
This Operational Directive will be subject to review in accordance with developments to non-admitted care reporting requirements.
This Operational Directive is applicable to public non-admitted services provided by:
The following non-admitted services must continue to provide aggregate data through the HA215B form (Attachment 2) to the Data Integrity Directorate (DID), until further notice:
The following services are no longer required to provide aggregate data through the HA215B form (Attachment 2) to the Data Integrity Directorate, however may collect this information for Health Service needs:
Please note, effective 1 July 2013 (i.e. for 2013-2014 financial year reporting onwards):
For further information regarding the counting and reporting of activity through an electronic system, please refer to the Patient-level Information Reporting for Non-admitted Outpatient Services Operational Directive (0168/09) 8, or contact the Manager, Non-Admitted Data Collections on 9222 4166.
Historically, non-admitted patient care activity has been reported at an aggregate-level through the HA215B form.
The implementation of Activity Based Funding and Management (ABF/ABM) has required WA Health to reform the way data are collected, managed and reported. ABF/ABM requires the provision of automated electronic patient-level activity data to support the costing, funding and modeling of service provision.
For 2012-13 and 2013-14, WA Health is required to provide:
As such, WA Health will be phasing out the reporting of activity through the HA215B form, as this no longer meets the requirements under ABF/ABM. Suitable and approved electronic systems must be implemented to report all patient-level non-admitted activity for each occasion of service 13 or service event 14.
4.0 HA215B reporting timeframes
All activity reported through the HA215B form must be forwarded to the Data Integrity Directorate by the fifteenth day of the following month. For example, March 2013 data would be required by close of business on 15 April 2013. If information reported on the HA215B form changes after it has been sent to the Data Integrity Directorate, a revised form must be completed and the revised box ticked.
All HA215B data must be submitted by email to HA215B@health.wa.gov.au or faxed to 9222 4236. The HA215B definitions, counting rules and a template of the form are attached (Attachment 1).
5.1 Non-Admitted Patient
Non-admitted patients are those who receive care from a health service but who do not undergo the hospital’s formal admission process. The categories of non-admitted patient services offered by hospitals are:
5.2 Occasion of Service 15
The unit of count for the HA215B form is an occasion of service.
An occasion of service is defined as any examination, consultation, treatment or other service provided to a patient, or a group of patients, in each functional unit of a health service or hospital on each occasion that such a service is provided. Other occasions of service to be recorded for counting include outreach services, services delivered in a multidisciplinary mode and services delivered in group sessions.
A service does not have to be provided in person. As long as the criteria for a valid occasion of service are met, a telephone consultation or a telehealth service that is conducted as a substitute for face-to-face contact with the patient should be recorded as an occasion of service. The location of the provider and patient is not relevant.
6.0 Changes to reporting of cancelled same day discharge elective procedures
These events are no longer to be reported as outpatient occasions of service under any circumstances.
For further information on reporting cancelled elective procedures, please refer to the Western Australia Coding Standards 16; as well as the Admission, Readmission, Discharge and Transfer Policy for WA Health Services 17.
This circular last updated: Wednesday, 17 April 2013 at 2:40pm