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 Accident and Emergency Attendances, Out-Patient Attendances, Admitted Patient Care and Elective Admission List.

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:

STATUS MEANING DESCRIPTION 
M MANDATORY This 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 Consultant 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. 

R REQUIRED This 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 V6-2 Type 130 - Admitted Patient Care - Finished General Episode Commissioning Data Set, ICD and OPCS data elements 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

O OPTIONAL This 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. 

X X This 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. The Data Element will be in italics and not linked to the Data Element where one exists.

Repeats Column Notation

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

REPEATS DESCRIPTION 
0..1 This 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..9 This 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..1 This 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..97 This 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 Value = 01 = Verified 
Rules 
R0..1DATA GROUP: LOCAL IDENTIFIER STRUCTURE  
M 1..1 LOCAL PATIENT IDENTIFIER F
M 1..1 ORGANISATION CODE (LOCAL PATIENT IDENTIFIER) F
M 1..1 Data Element Components Rules 
M 1..1 NHS NUMBER F
M 1..1 NHS NUMBER STATUS INDICATOR CODE V
M 1..1 POSTCODE OF USUAL ADDRESS S3
R0..1ORGANISATION CODE (RESIDENCE RESPONSIBILITY) F
R0..1PERSON BIRTH DATE F
S3
S12

EXPLANATION:

The parent Data Group 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 "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
Notation DATA 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.
 
M 1..1 Data Element Components Rules 
M 1..1 PROCEDURE SCHEME IN USE V
M 1..1 DATA GROUP: PRIMARY DIAGNOSIS Rules 
M 1..1 PRIMARY DIAGNOSIS (ICD) F
H4
O0..1PRESENT ON ADMISSION INDICATOR F
O0..*DATA GROUP: SECONDARY DIAGNOSIS Rules 
M 1..1 SECONDARY DIAGNOSIS (ICD) F
H4
O0..1PRESENT ON ADMISSION INDICATOR F

EXPLANATION:

The Data Group "Status" = 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 O=OPTIONAL, may be omitted, but 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). 

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