Hamilton Niagara Haldimand Brant Local Health Integration Network - - PowerPoint PPT Presentation

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Hamilton Niagara Haldimand Brant Local Health Integration Network

Community Support Community Health Centres Community Care Access Centre Community Mental Health & Addictions MIS Education

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MIS Education Session Presented by the Hamilton Niagara Haldimand Brant LHIN

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Education on MIS Guidelines Education on MIS Guidelines New Requirement for 2009-10

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We sent out a survey and the results were….

Most were interested in further and on-going MIS education Most were looking for handouts with MIS financial and statistical definitions Concern around the enhanced statistical reporting for payroll and how this would get accomplished through existing payroll systems Many comments and concerns around the difficulty to complete CAPS forms

• nly see what is required to populate

ability to freeze columns and rows difficult to navigate through need to be more user friendly

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CAPS-Community Annual Planning Submission Document used to negotiate a two year accountability agreement between the LHIN and Health Service Providers (HSP) Major themes are service planning, measurement and evaluation of health services, and

• rganizational performance

M-SAA-Multi-sector Service Accountability Agreement Service accountability agreement that the LHINS are required to enter into with the HSPs Together with the CAPS this forms the basis of a multi-year funding and planning framework Must report valid and reliable health care clinical and financial/statistical data WERS-Web Enabled Reporting System Found at www.mohltchb.com Forms for CAPS to be completed through WERS

Some Definitions…

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MIS-Management Information System Term used to identify and report data organized in a format consistent with Ontario health care reporting standards OHRS-Ontario Healthcare Reporting Standards Set of reporting standards and chart of accounts consistent with national health care reporting standards Data Quality The ability of HSPs to negotiate and meet their performance objectives is highly dependant on the integrity and validity of the data reported

Some Definitions…

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Ontario Healthcare Reporting Standards Provides STANDARDS and REQUIREMENTS for reporting financial and statistical data in Ontario from all health service organizations Based on the national Management Information Systems (MIS) Standards maintained by the Canadian Institute for Health Information (CIHI). Provide a standard framework for integrating clinical, financial and statistical data Accurate and reliable information to support the standard of accountability between community providers, the LHINs and the Ministry Allow comparison of information between providers/sectors locally, provincially and nationally

What is OHRS?

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Trial Balance Submissions to the MOHLTC Second Quarter(Q2) – Year to Date Third Quarter(Q3) – Year to Date Fourth Quarter (Q4) – Final Year End Submission Reporting in WERS for LHIN/MOHLTC Quarterly Forecasting Annual Reconciliation Reports (ARR) Budgeting (CAPS)

When is OHRS Used?

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Available on ministry’s private website: www.mohltcfim.com User ID - healthcare (all lower case letters) Password - ontario (all lower case letters) Chapters 1, 2, 3, 4 Applies to all healthcare sectors Appendix A, B, C, D Full Provincial List of Accounts Appendix A – Functional/Accounting Centres Appendix B – Financial Accounts Appendix C – Statistical Accounts Appendix D – Balance Sheet Accounts Chapter 5 Community Care Access Centre Appendix E – CCAC Service Recipient Categories Appendix F – CCAC Client Services Activity Statistics

Where is OHRS Documentation?

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Chapter 6 Children’s Treatment Centre Chapter 7 CMH&A Sector Appendix A – CMH&A Functional/Accounting Centres Appendix C – CMH&A Statistical Accounts Chapter 9 Long-Term Care Homes Chapter 10 Community Support Services (CSS) Appendix H Glossary of Terms (definitions) Submit OHRS questions to generic email address OHRSCMH.A@ontario.ca

Where is OHRS Documentation?

Ministry’s Private Website: www.mohltcfim.com

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Community Care Access Centre (CCAC) Chapter 5 V6.2 Community Care Access Centre Appendix E CCAC Service Recipient (SR) Categories Appendix F CCAC Client Services Activity Statistics November 25, 2008 Children's Treatment Centres (CTC) Chapter 6 V6.2 Children's Treatment Centres Community Mental Health & Addictions (CMH & A) Chapter 7 V6.2 Community Mental Health & Addictions December 23, 2008 7.8 Summary Table of Statistics by Functional and Accounting Centre Appendix A Functional/Accounting Centre List July 11, 2008 Appendix C Statistical Account List December 23, 2008 Public Hospitals Chapter 8 Public Hospitals December 23, 2008

Sample of Chapters In V6.2

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Long-Term Care Homes (LTCH) Chapter 9 Long-Term Care Homes 48 Pages | March 11, 2009 Appendix A Full Provincial Functional/Accounting Centre List 8 Pages | March 11, 2009 Appendix B Full Provincial Financial Account List 22 Pages | March 11, 2009 Appendix C Full Provincial Statistical Account List 23 Pages | March 11, 2009 Appendix D Full Provincial Balance Sheet Account List 12 Pages | March 11, 2009 Appendix H Glossary of Terms - Functional/Accounting Centres 83 Pages | March 11, 2009 Note: The Excel file contains all accounts from Appendix H Glossary of Terms - Financial Secondary Accounts 42 Pages | March 11, 2009 Glossary of Terms - Statistical Secondary Accounts 72 Pages | March 11, 2009 Glossary of Terms - Balance Sheet Accounts 27 Pages | March 11, 2009 Community Support Services (CSS) Chapter 10 Community Support Services April 11, 2008 Appendix A Functional/Accounting Centre List April 11, 2008 Appendix C Full Provincial Statistical Account List April 11, 2008 Appendix F CSS OHRS Update for 2008/09 Q3 Reporting January 20, 2009

Sample of Chapters In V6.2

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All information linked to a function of the Health Service Provider Hierarchy of account structure – Highest Reporting Level For Internal Purposes reporting can be more detailed Statistical information reported by service recipient type Financial information must be linked to associated statistical information Information used to understand factors that drive resource consumption and facilitate decisions for program quality and growth Expenses must be recorded in the year they are used to generate the service Revenues must be recorded in the same year as the expenses they fund Financial resources used to provide direct client services and the associated client activity are always reported in the same functional centre

MIS and OHRS Key Concepts

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Required for the 2nd digit of functional centre numbers, e.g., 7*5107820 Fund Type 1: Hospitals Global Funding only Fund Type 2: Community Funding – includes CMH&A, CSS, CCAC LHIN funding MOHLTC funding May include Donations and other Revenue sources Fund Type 3: Other Sources of Funding Ministry of Community and Social Services (MCSS) Ministry of Children & Youth Services (MCYS) Municipalities Federal Government

OHRS Fund Types

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Functional Centre Framework

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Functional Centre/Accounting Centre Structure

Level 1 Level 2 Level 3 Level 4 Level 5

Fund Type:

• 1. Functional Centre 1. Hospital/CCO

7*1 - Administration + Support + Services Most Aggregate level of reporting Provide additional levels of detail Lowest Level eg. 11 - Substance Abuse

• 8. Accounting Centre 2. CCAC

7*2 - Nursing Inpatient (Hosp) allowed

• eg. 78 - COM Primary Care - Addictions

CCTC's 7*3 - Ambulatory Car (Hosp) CMM+A 7*4 - Diagnostic + Therapeutic CSS (Hosp + Com munity Diagnostic Services) Interim Long Term Care 7*5 - Comm unity + Social Services French Language (All Health Service Organizations)

• 3. Federal Govt

7*7 - Research (all Health Service Organizations) Municipal Govt 7*8 - Education (all Health Service Organizations) Other Ministries 7*9 - Undistributed (all Health Service Organizations) (MCCSS/MCYS) Donations

7 2 5 1 7 8 1 1

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Functional Centre are used to report financial and statistical Secondary Accounts Admin and Support Services FC are consistent with other healthcare sectors Administrative Services 7*110 Includes Finance 7*115 Human Resources 7*120 Communication 7*130 Materials Management 7*135 Registration 7*180 Service Recipient Transport 7*185 (Applies to Hospitals and LTCH) Health Records 7*190 Food Services 7*195 (Excludes Meals on Wheels and Congregate Dining) Information Systems Support-Computer Hardware, software and equipment at a minimum 7*125 Volunteer Services 7*140 Plant Operations 7*155 –Rent, utilities, taxes, insurance, maintenance fees(unless Supportive Housing funding provided)

Common Administration and Support Services Functional Centres FC 7*1

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Research 7*7 – to record revenue, donations or grants and expenses related to research projects which formal and funded Education(7*8) – for education provided to service providers, students and trainees

Education provided to the community and clients recorded under Promotion/Education 7*550**

Undistributed Functional Centre(7*9) – primary purpose of the activity is revenue generation and level of activity is material

Revenue and expenses for services are not funded by LHIN/MOHLTC Generally Marketed Service such as secondments(for portion of staff that is seconded out) Providing educational services which clients pay for No client statistics are requited for marketed service

For full list of functional centres, refer to OHRS Appendix A Full Provincial/Accounting Centre List Functional Centre Research (7*7), Education (7*8) and Undistributed Functional Centre (7*9)

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7*5 Framework will be used by hospitals, Community Mental Health & Addictions(CMH&A), Community Care Access Centres, Children’s Treatment Centres(CTC) and Community Support Services(CSS) Functional centres used by CMH&A and CSS are in contrast to the CIHI requirements that all therapy services be reported in the FC framework 7*4. All therapies are included in framework 7*5 within the assigned functional centre Refer to OHRS Version 6.2 Chapter 7 for definitions of all 7*5 Functional Centres Appendix One attached to presentation-full listing of 7*5 FC’s

Client Service Functional Centre 7*5

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Clinical Management (7*505)

Used to record individual responsible for the management of several client service functional centres Supervisors and clerical staff who directly manage or support case managers are not to be reported here Overall executive responsibility for case management

Case Management-Combined (7*50930)

Record expenses of managers and supervisors who manage case managers Reported as MOS Three Primary Tasks Initial Assessment On-going Coordination System Navigation

Medical Resources (7*50720)

Expenses related to the provision of community care medical resources which can not be reasonably identified with any specific functional centre

Primary Care (7*510)

Used to record expenses and activity of clinics funded to provide primary care in the community

Client Service Functional Centre 7*5 CCAC – Community Care Access Centres

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Day/Night Care Clinic (7*520)

Report expenses and activity which are more than three hours in length and are not provided in the home/school Activities provided in a central location and differ from primary clinic in that the average visit time is significantly longer

In-Home Support Services (7*535)

To record expenses and activity for the provision or coordination of assistance for Home making Personal support Respite services

In-Home Health Care (7*530)

Record expense and activity for professional health services provided in clients residence/school to meet needs of client & significant other

Private/Home School Support Services (7*5334210)

Pertains to the provision of assisting clients with routine personal hygiene, assisting with daily living

Client Service Functional Centre 7*5 CCAC – Community Care Access Centres

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Respite Services (7*53345)

Provision of substitute care-giving services so that primary care givers can receive temporary relief or support

Health Promotion and Education (7*550)

Used to capture expenses and activities of dedicated staff providing health promotion and education to the community

Residential Hospice (7*54095**)

MOHLTC provided base funding for nursing and personal support services in approved Residential Hospices

Client Service Functional Centre 7*5 CCAC – Community Care Access Centres

Addictions

Community Mental Health & Addictions Sector

Mental Health (MH) Substance Abuse (SA) Problem Gambling (PG) Supportive Housing (SH) Psychiatric Outpatient Medical Salaries (POMS) Children’s Mental Health (CMH) (Hospitals only)

Program Funding

MENTAL HEALTH

• Assertive

Community Treatment Teams

• Forensic
• Consumer

Survivor

• Case

Management SUBSTANCE ABUSE

• Case Management
• Treatment
• Health Prom/Educ

SUPPORTIVE HOUSING

• MH - Bricks &

Mortar

• Addictions –

Bricks & Mortar

• MH - Rent

Supplement POMS

• ACT Team
• Medical

Resources PROBLEM GAMBLING

• Case Management
• PG Treatment
• Education

LHIN & MINISTRY MANAGED MINISTRY MANAGED LHIN MANAGED

SERVICES (Functional Centres)

CMH

• Child

Adolescent

• Others

ADDICTIONS

• Resid. Supportive Treatment
• Withdrawal Management

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Clinical Management (7*505)

Used to record expenses only for those individuals who are responsible for the management of direct client care and those that support the activity. All staff in this FC should

• nly be considered Management and

Operational Support

Case Management (7*509)

Primarily pertain to the activities related to the assessment of client eligibility for service & coordination of direct care community services

Note: Use 80/20 rule for allocation of time Medical Resources (7*507)

Used to record expenses related to physicians that provide medical services to multiple functional

• centres. If medical staff can be associated with an

individual functional centre, the expense must be recorded within that FC

Primary Care (7*510)

Used to record expenses and activity in specific community mental health and addictions services such as counseling/treatment; Mental Health Early Intervention; Mental Health Abuse Service; Mental Health Eating Disorders

Client Service Functional Centre 7*5 CMH+A (Community Mental Health and Addictions)

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Primary Day/Night Care (7*520) Report Activities that last more than 4 hours and are not provided in the home. Activities are provided in a central location and differ from primacy care FC’s in that the average visit time is significantly longer.(Care is provided for three hours or longer) Health Promotion and Education (7*550) Used to capture expenses and activities of dedicated staff providing health promotion and education to the community Residential Services (7*540) Used to record the expenses and activity in residential services for community mental health and addictions service recipients as follows: Homes for Special Care Housing Bricks and Mortars Rent Supplement Program Addictions/Support Treatment while client resides in –house Information and Referral Services (7*570) Used to capture activity or services that take place over the telephone or when an individual inquires in person and some demographic information is recorded. Does not include clients who are assessed and referred or admitted clients

Client Service Functional Centre 7*5 CMH+A (Community Mental Health and Addictions)

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Information and Referral Services(7*570) Used to capture activity or services that take place over the telephone or when an individual inquires in person and some demographic information is recorded. Does not include clients who are assessed and referred or admitted clients Consumer Survivor/Family Initiatives (7*551) Provide Range of Services including self- help initiatives, peer support, job development, job placement and supported education

Client Service Functional Centre 7*5 CMH+A (Community Mental Health and Addictions)

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Core-Rehabilitative Services (7*4) Includes Clinical Nutrition, Physio, Occupational Therapy, Speech Pathology, Social Work Community Services (7*5) Includes Clinical Management (7*505) Medical Resources (7*50720) Case Management (7*509) Primary Care (7*510*) Crisis Intervention (7*515) Day Night Care (7*520) In-Home Care (73530*) Health Promotion (7*550*) Health Promotion/Disease Prevention/Control Combined (7*558*)

Client Service Functional Centre 7*4 and 7*5 CTC – Children's Treatment Centre

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LTCH Residential-Long Stay (7*59210)

Recording of expenses and activities related to the care of residents designated as receiving Long-Stay Care

LTCH Residential-Convalescent Care (7*59230)

Recording of expenses and activities related to care for residents designated as receiving Short-Term-Convalescent Care in a Long Term Facility

LTCH Residential-Short-Term-Supportive/Respite Care (7*59240)

Recording of expenses and activities related to care of residents designated as receiving Short-Term Supportive./Respite Care in a Long-Term Care Home

Client Service Functional Centre 7*5 LTCH – Long Term Care Homes

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In-Home Health Care (7*53040) Record expenses and activities related to the provision of services in-home for nursing, clinical nutrition, physio,

• ccupational therapy and speech

language pathology In-Home and Community Services (7*582) Record expenses and activities related to the provision of Services for Meal Delivery Day Services Home Making Caregiver Support

Client Service Functional Centre 7*5 CSS – Community Support Services

Health Promotion/Education (7*5509*) Record expenses and activities for palliative care, general geriatric and pysio- geriatric patients

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Accounting Centres are intended to reflect revenue and expenses for which allocation to specific services, inpatients, residents, clients or programs is inappropriate, or impractical or both Generally the following are recorded in an accounting centre Operating Grants from Ministry/LHIN Other Undistributed Revenue E.g.. NEER rebate Amortization-Undistributed-Building, building service equipment and leasehold improvements Employee Benefit Debit and Credit Clearing Accounts

Undistributed Accounting Centre (8*9)

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Secondary Financial and Balance Sheet Accounts

Revenue and Expense Accounts Balance Sheet Accounts

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Balance Sheet Accounts are consistent with other health care sectors The following are the broad group categories 1* Current Assets 3* Non-Current Assets 4* Current Liabilities/Deferred Contributions 5* Long-Term Liabilities/Deferred Contributions 6* Net Assets/Fund Balances Note that the OHRS balance sheet submitted via the Trial Balance submission must represent the total corporation and must reconcile with the corporation’s audited financial statements

Balance Sheet Accounts

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Balance Sheet Accounts

Level 1 Level 2 Level 3

Account Types Fund Type

• Ex. Of Current Assets Accts
• Ex. Of Cash Detailed Accts

1 Current Asset 1 Operating Fund 1 1 Cash 10 Cash on Hand 3 Non-Current 2 Operating Fund 2 2 Investments 20 Petty Cash 4 Current Liab. & Def. Cont 3 Operating Fund 3 3 Receivable S.Rec 30 Bank General 5 Non Curt Liab & Def. Cont 8 Endowment Restricted 4 Receivables Other 40 Bank Payroll 6 Net Assets/Fund Balances 9 Endowment Unrestricted 5 Inventory 50 Bank Savings 6 Prepaid Expenses 60 Bank Pt Trust 7 Other Current 8 Deferred Charges 9 Inter-fund Balances

1 1 1 4

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Financial Income includes the following: Funding Service Recipient Revenue Recoveries Contributed Service Donations Grants Investment Income Funding Includes; LHIN/MOHLTC/Pay Equity Funding/Ministry of Children and Youth Services/Paymaster Recoveries are broken down into three types External(120**)-organizations outside the organization provide a recovery that reimburses the cost of the item or service e.g.-rebates/compensation recovery Internal(121**)-used to recover expenses within a legal entity or facility e.g.-redistributing expenses between fund types with the same legal entity Fund Type 2 to Fund Type 3 Inter-departmental (122**)–used when an organization wishes to distribute costs to functional centres internally

Revenue/Secondary Accounts

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Used to report expenses related to employees, individuals hired by the health service organization and for services that are purchased to meet short term needs Compensation accounts are not used for contracted out services Compensation expenses are divided into for broad occupational groups and three categories of compensation:

Broad Compensation Groups Management and Operational Support (MOS) Unit Producing Personnel (UPP) Nurse Practioner Personnel (NP) Medical Personnel (MED) Compensation Classifications Worked Compensation Benefit Compensation Benefit Contributions

Financial Account Structure-Compensation 3*** Compensation

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Management and Operational Support(MOS) - Personnel and purchased staff whose primary function is the management or support of the operation of the functional centre. At times MOS personnel may carry out unit producing activities. Examples of MOS staff are directors, managers, supervisors and secretaries Unit Producing Personnel(UPP) - Personnel and purchased staff whose primary function is to carry out the activities that contribute directly and fulfill the mandate of the service. Examples of UPP staff are Case Managers, Registered Nurse, Social Worker, Personal Support Worker, Occupational Therapist Nurse Practioner(NP) - Report only when RN’s are working in the capacity of a nurse practioner(NP). By definition this is an RN who is an advanced practice nurse as set out by the CNO

Broad Occupational Groups

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Worked Compensation - relates to hours when staff are paid and present and available for the provision of

• service. This includes regular worked, worked statutory holidays, premiums paid for overtime, standby and on-
• call. Must record hours statistic.

Benefit Compensation - relates to those hours when staff are paid but not available for service. Benefit Compensation includes sick pay, vacation pay, stat holidays, education and compassionate leave. Must record hours statistic. Benefit Contribution Expense - these costs are recorded in the functional centre in which the employee is working and includes the employers portion for all government deductions and benefit plans. There are no hours

• recorded. NOTE: Effective April 1, 2009 CMH&A sector will be required to report detailed employee

benefit contributions using financial accounts 3 ** 42 to 3 ** 85 Purchased Service - expense and hours related to purchases hours that are normally carried out by an employee of the organization. Medical Doctors/Fees - expense related to compensation paid to a medical practioner.

Compensation Classifications

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INDIVIDUAL RECEIVING PAYMENT FOR SERVICES Compensation accounts 3 ** 10 3 ** 30 3 ** 40 EMPLOYEE

YES N O

WORKING UNDER SUPERVISION OF ORG EMPLOYEES Compensation accounts 3 ** 90 Contracted Out 8 ** **

YES N O

INDIVIDUAL RECEIVING PAYMENT FOR SERVICES Compensation accounts 3 ** 10 3 ** 30 3 ** 40 EMPLOYEE

YES N O

WORKING UNDER SUPERVISION OF ORG EMPLOYEES Compensation accounts 3 ** 90 8 ** **

YES N O

Employee vs. Purchased Service vs. Contracted Out Expense

Employees: 3 ** 10 or 3 ** 30 Purchased service: 3 ** 90 Contracted out: 8 ** **  Worked and benefits compensation & hours, reported by broad occup. group  Org contributes to benefits  Services provided by employees of the

• rganization

 Organization responsible for the supervision of the staff 

• Avg. worked hourly rate or

average earned hourly rate  Included in FTEs calculated  Report: workload, skill mix, employment status (F/T, P/T, casual), breakdown of worked and benefit hours and union affiliation  Worked compensation and hours only by broad

• ccup. group

 No benefit cost recorded  Service usually budgeted and provided by

• rganization

 Organization responsible for the supervision of the staff 

• Avg. worked hourly rate

higher than employee rate but earned hour rate may be similar  Used in the calculation of FTEs  Report: workload, skill mix, employee status of purchased service, breakdown of worked hours  Contract with other orgs. based on service volumes

• r specific service.

 No benefit cost recorded as it is included in the fee charged  Services budgeted  Organization not responsible for the supervision of staff  Expense will not affect the

• avg. hourly rate as no

earned hours are reported  Not used for calculation of FTE’s  Report: hours of service contracted out required based on sector specific requirements

Employee vs. Purchased Service vs. Contracted Out Expense

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Supply Expenses (4 ** **) - used to record supply items such as housekeeping/laundry/plant operation/food/drug costs Service Recipient Specific Supply Expense(5 ** **) - to record service recipient costs generally greater than $250 for priority programs Sundry Expenses(6 ** **) - for expenses that do not fall into the other categories such as postage/courier/professional fees/bank fees Equipment Expense(7 ** **) - are very important in the determination of service recipient costs. These costs must be reported in the functional centre using the equipment. Include expenses related to equipment maintenance external/replacement of major equipment parts/rental or lease of equipment Contracted Out Services(8 ** **) - expenses related to one or a group of services performed for the health service organization by a contracted out third party. Generally there are no hours provided and the productivity is the provider’s responsibility Building and Grounds Expense(9 ** **) - used to record the expenses that support the overall health service organization. Generally recorded within the Plant Operation Functional Centre except for the CMH&A sector receiving Supportive Housing Funding

Supplies and Other Expenses

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Supplies and Other Expenses

4 60 40 Level 1 Level 2 Level 3

Broad Group Example of Supply Accounts Example of Medical Surgical Supplies 1 Revenue 10 Office 10 Donated Organs 3 Compensation 15 Housekeeping 20 Prostheses 4 Supplies 20 Laundry 39 Orthoses 5 Service Recipient Supplies 25 Linen 40 Instruments 6 Sundry (eg. Travel) 30 Plant Operations 50 Sutures & Staples 7 Equipment 35 Plant Maintenance 60 General 8 Contracted Out 40 Plant Main Equipment 9 Building & Grounds 45 Biomedical 50 Food 55 Dietary 60 Medical Surgical

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Secondary Statistical Accounts

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Statistical codes or accounts are used to record the volume of resource use or activity Basic structure of statistical accounts are as follows:

Workload Staff Activity Earned Hours Service Recipient Activity Service Recipient Profile Personnel Profile Functional Centre Profile Organization Profile Priority Programs

Statistical Account Overview

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Statistical Account Structure

Level 1 Level 2 Level 3 Level 4 Activity Detail More Detail

Level 1 Accounts Level 2 - Indicated measure Level 3 within broad group Additional Information

• 1. Workload
• 2. Staff Activity
• 3. Earned Hours
• 4. Service Recipient Activity
• 5. Service Recipient Profile
• 6. Personnel Profile
• 7. Functional Centre Profile
• 8. Organization Profile
• 9. Priority Programs
• 1. For Workload - describes

the care provider

• 2. For earned hours describes

the compensation broad

• ccupational groups

10 MOS Earned Hours 50 UPP Earned Hours

• 3. For Service Recipient

activities describes the type

• f activity eg. Registrations,

Admission and Visit

• 1. For earned hours describes

the type of earned hour eg. Benefit Hour

• 2. For workload and activity

accounts describe the service recipient eg. Day Surgery, Diagnostic, Chronic

4 5 1 4 7 1

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Workload Units are required only by hospitals and Children’s Treatment Centres at this time Workload will be required for other health service organizations in the future Statistic Account 1 ** ** ** Workload is reported In two categories – Service Recipient and Non-Service Recipient Staff Activity (2 ** ** **) - Used to record staff activity in specific functional centres Volunteer Hours of Services Clean Laundry Issued(KG) Areas Cleaned-Weighted Square Meters Meals Contracted Out Meals Delivered Registrations

Workload Units (S 1*)/Staff Activity (S.2*)

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Earned Hours (Paid Hours) = Worked Hours + Benefit Hours + Purchased Hours Worked Hours (S.3 ** 10 00) are those hours when staff is present and available to carry out the service mandate of the FC Benefits Hours(S.3 ** 30 00) are those hours when staff is paid but not available for services Purchased Service Hours(S.3 ** 90 00) are those hours when individuals/agencies who are hired by the facility to perform tasks normally provided by the health service organization

Compensation Statistics (S.3*)

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Service Recipient activity statistics are required from all health service organizations These accounts provide a count of the outputs of the organization A service recipient (SR) if the consumer of service activities of one or more functional centres of the health service organization Service recipients include individuals (e.g. inpatients, residents, clients) and their “significant others” “Significant others” are individuals who are acting on behalf of, or, in the interest of residents or clients Examples of significant others are a parent/spouse/child/legal guardian or substitute decision maker All “significant other” client activity must be reported by service recipient category

Service Recipient Activity (S.4*)

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406* 406**10 406**20 Individuals currently waiting for service (COM) Includes individuals currently waiting for initial assessment Individuals currently waiting for service initiation 407* 407**10 407**20 Days waited for service (COM) Days waited for Assessment Days waited for service initiation 408* 408**10 408**20 408**30 Individuals currently waiting LTC Placement (CCAC) Within catchment area for bed outside Within catchment area for bed within Within catchment area for bed within

Service Recipient Activity Statistics

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409* 409**10 409**20 409**30 Days waited for LTC Placement (CCAC) Within catchment area for bed outside Within catchment area for bed within Within catchment area for bed within 411* Deaths 412* Inpatient/Resident FC Transfers within SR Category 415* Outbreaks Note: 4th and 5th digit represents service recipient

Service Recipient Activity Statistics

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447 ** ** 448 ** ** 449 ** ** 450 ** ** 451 ** ** 453 ** ** 454 ** ** 455 ** ** Visit – Face-to-Face Physician Only Visit – Telephone-Contracted Out Visit – Face-to-Face In-House-Contracted Out (Health Record Required) Visit – Face-to-Face In-House (Health Record Required) Visit – Telephone In-House (Includes E-Mail) Hours of Care/House Service – Contracted Out Hours of Care/House Service – In-House Individuals Served by Functional Centre

20 – Elderly 40 – Adult 60 – Pediatric 80 – Newborn 90 – Age Unknown Service Recipient

Service Recipient Activity Statistics

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483 * * * * 483 * * * 1 483 * * * 2 Attendance Days – Face-to-Face Attendance Days – Face-to-Face in-House Registered Attendance Days Face-to-Face-Contracted Out

2 – Elderly 4 – Adult 6 – Pediatric 8 – Newborn Service Recipient 20 – Elderly 40 – Adult 60 – Pediatric 80 – Newborn Service Recipient

484 ** ** Attendance Days – Telephone

Service Recipient Activity Statistics

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487 * 488 * 489 * 491 * 492 00 10 493 * 499 * Therapy Initiation (CTC) Initial Assessment Referral New Referral Group Participants (Non Registered and Registered Clients Group Sessions (# of group sessions) Initial Assessment Referral carryover (CCAC) LTCH Resident Days Accommodation Type (LTCH)

Service Recipient Activity Statistics

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Examples of Client/Service Recipient Activity Statistics Reporting

Description of client activities Reporting  Adult mental health client attends a group session with other clients.  Report one group session in account S.4920010 Group sessions (regardless of number of clients /significant others attending the session.) AND  Report the client using one of the following 2 statistical accounts: 1) If the client is registered and the visit is documented in the health record, report one visit in account S.450 25 40 – Visit face-to-face and one participant in S.491 25 20 - Group Participants, Registered Clients 2) If the client is not registered, report one group participant using account: S491 65 10 – Group Participants, Non- registered Clients and one Service Recipient Seen, S.452 65 00 Note: each client attending the group session must be reported using one of the 2 options highlighted above.  Psychiatrist sees a child with his parents and continues the session with parents after the child leaves. The child is a registered client with the agency and the visit is documented in the child’s health record.  Report one face-to-face visit using account S.4502560 because the visit was with the client regardless of the number of family members present. Age category=6  The visit with the family member separately is considered a continuation of that visit already reported in S.450 25 60. So no additional visits are reported for the session with the parents. Note: a visit with client and client’s family is not considered a group session since the client’s family is there representing the same client.  Psychiatrist sees a child with his parents and sees the parents separately at a later date.  Report two face-to-face visits using account S.450 25 60. Age category=6.  Two staff members have a face to face visit with an adult registered client.  Visit is related to the client, not the service provider. If both staff are from same functional centre, report one face-to-face visit S.450 25 40. If staff are from different functional centres, each functional centre reports one face-to-face visit S.450 25 40.

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Examples of Client/Service Recipient Activity Statistics Reporting

Description of client activities Reporting  Mental health worker has a 10-minute telephone visit with the adult mental health client’s significant other and records the conversation in the client’s health record.  Report one telephone visit using account S.451 25 40 Visit – Telephone.. Age category=4. SR category=25  Case manager has a phone conversation with the client’s landlord.  Do not report any visits as only visits with clients and/or their significant other are to be reported.  Client has a face-to-face visit with a staff from

• ne functional centre and then sees another

staff from another functional centre within the same day.  Report one face-to-face visit, S.450 ** **, in the first functional centre and then another face-to-face visit in the other functional centre.  Clients who are part of a case management functional centre are accompanied by their manager to another community agency in the

• morning. The case manager remains there and

accompanies them back home in the afternoon. Both encounters are documented.  Capture this as two face-to-face visits using S.450* in case management FC.

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Examples of Client/Service Recipient Activity Statistics Reporting

Description of client activities Reporting  Intake staff screen registered adult clients for services over phone. This is a function of clinical staff and often can take up to 30 minutes.  Report telephone call using S451 25 40 Visit – Telephone. (Age category=4. SR category=25)  Intake staff screen non-registered adult clients for services over phone. This is a function of clinical staff and often can take up to 30 minutes.  Report telephone call using S.452 65 00 Service Recipients Seen (SR category=65)  Secretarial staff provides phone reception for all services (including crisis intervention service.) Part of this work includes decisions about where to direct calls and can take more than 5 minutes.  Do not report any statistics since secretarial staff are MOS and only UPP staff report service recipient/client activity statistics.  Addiction worker in Information and Referral- General functional centre spends 5 minutes providing information about services available in the area to an unknown caller.  Report one telephone visit in Information and Referral Service-General functional centre, 725 70 10, using account S.451 65 90 – Telephone visit. (Age category=9. SR category =65)  Clients are moving from one residential facility funded by LHIN to another facility funded by another ministry.  These are two different functional centres. The LHIN funded facility is reported using a fund type 2 FC. One resident discharge S.410 45 *0 stat is reported here. AND  One resident admission is reported in the fund type 3 FC using account S.40145*0.

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5* CLIENT PROFILE ACCOUNTS 501 ** *0 Admission to Community Services Where ** the 4th and 5Th digits represents service recipient. Where * the 6th digit represents age category. The number of individuals that are accepted for community services. This is recorded each time an individual is accepted for service. Individuals are counted each time a new file is created upon their admission to the healthcare organization. There may be more than one admission per individual served per year. The decision date of eligibility is the admit date. A client can be counted as more than one admission per fiscal year due to discharges and re-admissions within the same sector service grouping i.e. CCACs, -Home Care, Schools, Placement, as well as counting in each of the services. Every Admission must have a File Closed S 511* recorded when services end. These are reported in the Case Management FC 7*509*. 502 ** * 0 Resume CCAC Service Where ** the 4th and 5Th digits represents service recipient. Where * the 6th digit represents age category. The number of service recipients who resumed CCAC services during the period after being “on hold” up to and including fourteen (14) days due to a hospital admission for an acute illness, exacerbation of a chronic illness, or palliative services. Service recipient could be hospitalized more than once during the course of admission therefore must be counted each time service is resumed by the CCAC. This account should only be reported in Case Management FC 7* 5 09 30.

Client/Service Recipient Activity Statistics (S.4*) and Client Profile Statistics (S.5*)

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Client/Service Recipient Activity Statistics (S.4*) and Client Profile Statistics (S.5*)

508 ** ** Days to be Accepted by LTC Home Where ** the 4th and 5Th digits represents service recipient. Where ** the 6th and 7Th digits represents type of Facility. The number of days from the date the client’s original Home choice list received by the CCAC until the day that any LTC Home accepts the client, indicating that they are able to meet the needs of the client. Where ** the 6th and 7Th digits represents type of facility accepted 10 Hospital within catchment area 20 LTC Home within catchment area 30 Hospital outside catchment area 34 LTC Home outside catchment area 509 ** 00 Interim LTC Placement Not Preferred Choice Where ** the 4th and 5Th digits represents service recipient. The number of individuals that are placed in a LTC Home which is not their preferred choice, during a reporting period and are still being managed by the case manager. The services of the CCAC will continue until the client has either: been placed in their preferred choice, or refused service or died or transferred, or admitted to institutional care at which time a Placement Services Complete statistic is recorded. This covers all interim placements made during the reporting period. As an individual moves between locations (none of which are their preferred choice) the individual can be counted 2 or 3 times during a reporting period.

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Client/Service Recipient Activity Statistics (S.4*) and Client Profile Statistics (S.5*)

511 ** ** File Closed Where ** the 4th and 5Th digits represents service recipient. Where ** the 6th and 7Th digits represents reason for closing file. The number of service recipients who are no longer the responsibility of the healthcare

• rganization. A service recipient’s file is closed when the need for service(s) has ended or the

client no longer qualifies for services from the healthcare organization. This is recorded in the Case Management FC (7*509*). File must be closed at time of death. No additional visits can be charged to the client after date of death. This count will be captured through a system report which counts the total number of files closed regardless of service recipient category. Where ** the 6th and 7Th digits represents reasons for closing a file. 10 Service Plan Complete 18 Age Limit Reached 20 Death -while in the care of CCAC organization 22 Death while in the Hospital 30 Other CCAC 40 Admitted to LTC Home Hospitalized (> 14 days) 60 Client Preference (i.e. client is no longer available for service, has chosen to no longer receive service, or, has chosen to be withdrawn from waitlist). 70 Other Community Services 80 Vacation > 30 days 90 Other (i.e., unsafe environment, risky behaviour, admin.,/data errors)

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Client/Service Recipient Activity Statistics (S.4*) and Client Profile Statistics (S.5*)

512** ** Assessment Complete/Outcome Where ** the 4th and 5Th digits represents service recipient. Where ** the 6th and 7Th digits represents outcome of assessment. The number of initial assessments that have been completed, as well as the outcome of that

• assessment. The count occurs once the eligibility of the client has been determined.

Where ** the 6th and 7Th digits represents the outcome of the assessment. Subcategories of 1* 1* Eligible In-Home Services 11 Client declined 12 Admitted 13 No Service Available 14 Other CCAC 15 LTC 16 Other Subcategories of 2* 2* Eligible Other Funded Services 21 Adult Day Program 22 Supportive Housing 23 Enhanced Respite 29 Other Organizations Subcategories of 3* 3* Not eligible for funded Services 31 Did not meet Criteria 32 Referred to other community agency

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Client/Service Recipient Activity Statistics (S.4*) and Client Profile Statistics (S.5*)

512** ** Service Discharge Where ** the 4th and 5Th digits represents service recipient. Where ** the 6th and 7Th digits represents reason for discharge. Subcategories of 4* 4* Assessment Incomplete, Eligibility Not Determined 41 Eligibility Not Determined, Process Stopped (SR 41, 99) Service Recipients are discharged from a Service delivery functional centre (i.e. Home Care, and School) when the need for that service has ended or as per discharge criteria. No additional visits can be charged for the client after date of death. Where ** the 6th and 7Th digits represents the reason for discharge. 10 Service Plan Complete 18 Age Limit Reached 20 Death while in the care of the organization 22 Death while in the Hospital 30 Transfer Other CCAC 40 Admitted to LTC Home 50 Hospitalized > 14 days 60 Client Preference 70 Community Services 80 Vacation > 30 days 90 Other

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Client/Service Recipient Activity Statistics (S.4*) and Client Profile Statistics (S.5*)

512** ** Placement Service Complete Where ** the 4th and 5Th digits represents service recipient. Where ** the 6th and 7Th digits represents reason for service complete. The service is completed when the client has been placed in their preferred choice, declined service, been admitted to general public hospital or if death has occurred. Client or home care files will remain open until all services have been completed. This may extend beyond the date of actual placement to ensure that the placement is satisfactory. If S 514* closes, the placement client file, then an S 511 4* should also be recorded. Where ** the 6th and 7Th digits represents the reason for service complete. 10 Placed in 1st choice 20 Declined services 30 Death 40 Admission to hospital 50 Admission to Respite 60 Admission to Convalescent 90 Other 518** 00 Transferred FROM In-home SR category Where ** the 4th and 5Th digits represents service recipient. The number of times that the service goal of a client changes during an Admission. The client will be Transferred FROM one service recipient sub-category to another. If the service goals change after admission, the client will be transferred to another service recipient category. A change in Service Recipient category will trigger statistics that record a “Transfer To” the new category and a “Transfer From” of the original service recipient category. S 518* must equal S 519*.

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Client/Service Recipient Activity Statistics (S.4*) and Client Profile Statistics(S.5*)

518** 00 SR Transferred TO In-home SR category Where ** the 4th and 5Th digits represents service recipient. See 5 18 ** 00 definition. 521 ** *0 Hospital Avoidance Where ** the 4th and 5Th digits represents service recipient. The number of client occurrences where hospital admission/ER visit is avoided due to the timely facilitation of CCAC service. Each occurrence should be reported. Clients can have more than

• ne avoidance during the course of an admission. Hospital Avoidance is only to be reported in

Case Management Combined FC 7* 5 09 30.

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Head count statistical account code represents the number of unique employees on the organization’s payroll in each functional centre Each employee must be categorized broad occupational group, occupational class and employment status Each employee is only counted once To be classified in any professional occupational class category, an employee must maintain a current professional license Do NOT include head count of agency/purchased staff

Health Human Resource Statistical Accounts (S.6*) Head Count S.61*

Health Human Resource Statistical Accounts(S.6*) Head Count S.61*

1st Digit Description 2nd Digit Description 3rd Digit Broad 4th & 5th 4th & 5th 6th & 7th Digit Occupational Group (BOG) Occupational Class Occupational Class Employment Status 6 Personnel Profile 1 Head Count 1 MOS 11 RN 51 Social Worker 10 Full Time 5 UPP 12 RPN 52 Addiction Counselor 20 Part Time - Regular 8 NP 13 Nurse Manager 53 Psychologist 30 Part Time - Temporary Full Time 9 MED 14 Clinical Nurse Specialist 54 Psychometrist 40 Part Time - Job Share 15 Nurse Educator 55 Genetic Counselor 50 Casual Regular 16 Nurse Practitioner 56 Recreation Therapist 60 Causal - Temporary Full Time 57 Child Life Worker 58 Kinesiologist 59 Youth Worker 21 Technologist 60 Other Therapist 22 Technician 61 Other Therapist Assistant 23 Diagnostic (Dx) Assistant 71 Professional not uniquely identified 72 Regulated not uniquely identified 73 Unregulated not uniquely identified 74 Students (paid) 41 Respiratory Therapist 75 Personal Support Worker (PSW) 42 Pharmacist 91 Physician 43 Pharmacist Technician 92 Psychiatrist 44 Dietitian/Clinical Nutritionist 93 Physician Assistant 45 Physiotherapist 46 Physiotherapist Assistant 47 Occupational Therapist 48 Occupational Therapist Asstistant 49 Audiologist 50 Speech Language Pathologist 17 Infection Prevention and Control Professionals (ICPs) RN 24 Infection Prevention and Control Professionals (ICPs) Other 65

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These statistical account codes represent the earned hours detail by occupational class and by employment status within each functional centre Detail type of earned hours captured are worked-overtime, worked-other , benefit-sick, benefit-vacation, benefit-education, benefit-orientation Effective 2009-10 Q2 CMH&A organizations will be required to submit earned hours by occupational class Earned hours detail by occupational class will identify the occupational class providing client care services in each functional centre Intent is eliminate surveys and other ad hoc reports requests It is important that each organization begin now to prepare the financial and payroll systems for meeting these reporting requirements in the future

Health Human Resource Statistical Accounts (S.6*) Earned Hours Details S.63*

Health Human Resource Statistical Accounts(S.6*) Earned Hours Details S.63*

1st D igit Description 2nd Digit Description 3rd D igit Broad 4th & 5th 4th & 5th 6th Digit 7th Digit Occupational Group (BOG) Occupational C lass Occupational C lass Em ploym ent Status Type of Earned Hours 6 Personnel P rofile 3 Earned H

• urs

1 MOS 11 R N 51 Social W

• rker

1 Full Time 1 W kd-overtim e 5 UPP 12 R PN 52 Addiction Counselor 2 P art Time - Regular 2 W kd-other 8 NP 13 N urse Manager 53 Psychologist 3 P art Time - Tem porary Full Tim e 3 Ben-sick 9 MED 14 C linical Nurse Specialist 54 Psychometrist 4 P art Time - Job Share 4 Ben-vacation 15 N urse Educator 55 Genetic C

• unselor

5 Casual Regular 5 Ben-education 16 N urse Practitioner 56 R ecreation Therapist 6 Causal - Temporary Full Time 6 Ben-orientation 57 C hild Life Worker 9 P urchased Service 7 Ben-other 58 Kinesiologist 59 Youth W

• rker

21 Technologist 60 Other Therapist 22 Technician 61 Other Therapist Assistant 23 D iagnostic (Dx) A ssistant 71 Professional not uniquely identified 72 R egulated not uniquely identified 73 U nregulated not uniquely identified 74 Students (paid) Other 75 Personal Support W

• rker (PSW

) 41 R espiratory Therapist 91 Physician 42 P harmacist 92 Psychiatrist 43 P harmacist Technician 93 Physician Assistant 44 D ietitian/Clinical Nutritionist 45 P hysiotherapist 46 P hysiotherapist A ssistant 47 Occupational Therapist 48 Occupational Therapist Assistant 49 A udiologist 50 S peech Language Pathologist 17 Infection Prevention and Control Professionals (ICPs) RN 24 Infection Prevention and Control Professionals (ICPs) Other 67

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Statistics captured under the S.8* category are as follows: Individuals served by organization 855 ** ** Total Days Stay 8 61 ** 00 Plant heating utilities statistics Specialty and Priority Programs S.9* Statistics to be captured by CTC’s- 900 70 00 and 902 70 00 as well as 955 70 ** Statistics for Community Support Services-Individuals Served Statistics for CCAC- Dialysis CCAC Clients

Health Service Organization Statistics (S.8*) Specialty and Priority Programs S.9*

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What’s New for 2009-10

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Functional Centre Frameworks Framework name changes Functional Centres New Updated Statistical Accounts Revised definitions Financial Account Revised definition

OHRS 2009 Changes – Children’s Treatment Centre

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Functional Centre Frameworks 7* 5 Community and Social Services Changed to 7* 5 Community Health and Social Services 7* 510** Primary Care Clinics Changed to 7*510** Community Clinics/Programs 7*520** Primary Day/Night Care Changed to 7*520*** Community Day/Night Care

OHRS 2009 Changes – Children’s Treatment Centre

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An individual who receives service(s) from a health service organization when not currently registered as an inpatient, resident, or client; whose encounter is not recorded in the registration

• r information system of the organization and who has no unique identifier assigned. Examples

include individuals calling hot lines for counseling service, information and referral services, individuals attending drop-in centre and participants attending a general forum on smoking cessation that is aimed at educating the community as a whole.

Not Uniquely Identified Individual (SR=60) Definition Update

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Each occasion (i.e. each registration) during which service recipient activities are provided by the

• rganization’s employees as face- to- face or by videoconferencing on an individual or group

basis to individuals who are uniquely identified. This includes service to the service recipient and/or significant other(s) in attendance on behalf of the service recipient. These services are documented according to the health service organization’s policy and are provided for longer than five minutes. Excludes face-to-face interactions with service recipients who are not uniquely identified (service recipient codes 60). This account cannot be used if service is provided by a Physician only.

• S. 450 ** *0 Visits – Face to Face,

In-House Definition Update

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Each occasion (i.e. each registration) during which service recipient activities are provided by third party service providers, and specifically billed for, as face- to- face or by videoconferencing on an individual or group basis to individuals who are uniquely identified. This includes service to the service recipient and/or significant other(s) in attendance on behalf of the service recipient. These services are documented according to the health service organization’s policy and are provided for longer than five minutes. Excludes face-to-face interactions with service recipients who are not uniquely identified (service recipient codes 60). This account cannot be used if service is provided by a Physician only.

• S. 449 ** *0 Visits – Face to Face, Contracted

Out Definition Update

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Each occasion (i.e. each registration) during which service recipient activities are provided by third

• rganization’s employees by telephone (includes email) in lieu of as face-to-face to service

recipients and/or significant others in attendance who are uniquely identified. These services are documented according to the health service organization's policy and are provided for longer than five minutes. Excluded telephone interactions with service recipients who are not uniquely identified (service recipient codes 60).

• S. 451 ** *0 Visits – Telephone,

In-House Definition Update

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Each occasion (i.e. each registration) during which service recipient activities are provided by third party service providers, and specifically billed for, as telephone (includes email) in lieu of as face- to- face to service recipients and/or significant others in attendance who are uniquely identified. These services are documented according to the health service organization’s policy and are provided for longer than five minutes. Excludes telephone interactions with service recipients who are not uniquely identified (service recipient codes 60).

• S. 448 ** *0 Visits – Telephone,

Contracted Out Definition Update

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New Name Not Uniquely Identified Service Recipient Interactions Revised Definition The number of interactions face to face, or by telephone, with a service recipient/client or significant other who is not uniquely identified. This statistic is used when a health record has not been generated. Only service recipient codes 60 can be used with this account. Examples of functional centres where this account can be used are Education (7* 8), Health Promotion and Education (7* 5 50) and Information & Referral (7* 5 70).

• S. 452 ** 00 Service Recipients Seen:

Account Name Change & Definition Update

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This statistical account is a year-to-date count of the number of individuals served by the functional centre in a reporting period and identified by a unique identifier. Individuals are counted only once within the functional centre within a fiscal year, regardless of how many different services they have received or the number of times they were admitted and discharged within the reporting period. This account is reported in the functional centre where the service was received. An individual may receive services from several functional centres during the same reporting period. This count cannot be summed for a “total” for the whole organization to report “Total Individuals Served by the Organization”.

S.455 ** *0 Individuals Served by the Functional Centre Definition Update

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Functional Centre Frameworks Framework name changes Functional Centres New Updated Statistical Accounts Revised definitions Financial Account Revised definition

OHRS Changes for 2009-10 Community Mental Health & Addictions

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Functional Centre Frameworks 7* 5 Community and Social Services Changed to 7* 5 Community Health and Social Services 7* 510** Primary Care Clinics Changed to 7*510** Community Clinics/Programs 7*520** Primary Day/Night Care Changed to 7*520*** Community Day/Night Care These changes are based on CIHI MIS Standards 2009. Note: CIHI’s functional centre number changes for Community Mental Health Services and Community Addictions Services are not introduced for OHRS!!

OHRS Changes for 2009-10 Community Mental Health & Addictions

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73 9 95 05 Community Services Funded By Other Sources

• Pertaining to community services offered that are not funded or related to the services funded by

the LHIN or MOHLTC. The services offered to community clients vary by providers. Use this functional centre when the services provided are not related to any LHIN or MOHLTC funded services/programs, and there is no existing functional centre in OHRS Appendix A that describes the services being offered

• This functional centre will facilitate full corporation reporting
• Fund Type 3 only

New Functional Centre

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An individual who receives mental health and/or addictions services(s) from a health service

• rganization when not currently registered as an inpatient, resident, or client; whose encounter is

not recorded in the registration or information system of the organization and who has no unique identifier assigned. Examples include individuals calling hot lines for counseling services, information and referral services, individuals attending drop-in centres and participants attending a general forum on smoking cessation that is aimed at educating the community as a whole.

MH&A Not Uniquely Identified Individual (SR=65) Definition Update

83

Each occasion (i.e. each registration) during which service recipient activities are provided by the

• rganization’s employees as face- to- face or by videoconferencing on an individual or group

basis to individuals who are uniquely identified. This includes service to the service recipient and/or significant other(s) in attendance on behalf of the service recipient. These services are documented according to the health service organization’s policy and are provided for longer than five minutes. Excludes face-to-face interactions with service recipients who are not uniquely identified (service recipient codes 60 or 65). This account cannot be used if service is provided by a Physician only.

• S. 450 ** *0 Visits – Face to Face,

In-House Definition Update

84

Each occasion (i.e. each registration) during which service recipient activities are provided by third party service providers, and specifically billed for, as face- to- face or by videoconferencing on an individual or group basis to individuals who are uniquely identified. This includes service to the service recipient and/or significant other(s) in attendance on behalf of the service recipient. These services are documented according to the health service organization’s policy and are provided for longer than five minutes. Excludes face-to-face interactions with service recipients who are not uniquely identified (service recipient codes 60 or 65). This account cannot be used if service is provided by a Physician only.

• S. 449 ** *0 Visits – Face to Face,

Contracted Out Definition Update

85

Each occasion (i.e. each registration) during which service recipient activities are provided by third

• rganization’s employees by telephone (includes email) in lieu of as face-to-face to service

recipients and/or significant others in attendance who are uniquely identified. These services are documented according to the health service organization's policy and are provided for longer than five minutes. Excluded telephone interactions with service recipients who are not uniquely identified (service recipient codes 60 or 65).

• S. 451 ** *0 Visits – Telephone,

In-House Definition Update

86

Each occasion (i.e. each registration) during which service recipient activities are provided by third party service providers, and specifically billed for, as telephone (includes email) in lieu of as face- to- face to service recipients and/or significant others in attendance who are uniquely identified. These services are documented according to the health service organization’s policy and are provided for longer than five minutes. Excludes telephone interactions with service recipients who are not uniquely identified (service recipient codes 60 or 65).

• S. 448 ** *0 Visits – Telephone,

Contracted Out Definition Update

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New Name Not Uniquely Identified Service Recipient Interactions Revised Definition The number of interactions face to face, or by telephone, with a service recipient/client or significant other who is not uniquely identified. This statistic is used when a health record has not been generated. Only service recipient codes 60 can be used with this account. Examples of functional centres where this account can be used are Education (7* 8), Health Promotion and Education (7* 5 50) and Information & Referral (7* 5 70).

• S. 452 ** 00 Service Recipients Seen:

Account Name Change & Definition Update

88

This statistical account is a year-to-date count of the number of individuals served by the functional centre in a reporting period and identified by a unique identifier. Individuals are counted only once within the functional centre within a fiscal year, regardless of how many different services they have received or the number of times they were admitted and discharged within the reporting period. This account is reported in the functional centre where the service was received. An individual may receive services from several functional centres during the same reporting period. This count cannot be summed for a “total” for the whole organization to report “Total Individuals Served by the Organization”. S.455 ** *0 Individuals Served by the Functional Centre Definition Update

89

This statistical account is a year-to-date count of the number of individuals served by the total organization, within a provincial sector code, in a reporting period and identified by a unique identifier. Individuals are counted only once within the organization within a fiscal year, regardless of how many different services they have received or the number of times they were admitted and discharged within the reporting period. Age category reporting is not required. This account is reported in accounting centre 8*990. S.855 00 76 Individuals Served by the Organization – CMH&A Definition Update

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F1 10 06 Funding – Local Health Integration Networks (LHIN) This account is used to record revenue from Local Health Integration Networks (LHINs). Effective April 1, 2007 this account, F 1 10 06, is used to record funding from the LHIN. (deleted: as detailed on the payment notices). LHIN Funding Account Definition Change:

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Appendix 1 Functional Centre Listing for 7*5 Community and Social Services (COM) Appendix 2 Summary Table of Statistics by Functional and Accounting Centre –CMH&A Appendix 3 Community Support Services – Commonly Used Statistical Accounts and Definitions Appendix 4 CCAC-Commonly Used Statistical Accounts and Definitions Appendix 5 Service Recipient Definitions Appendix 6 CCAC – Service Recipient Categories Appendix 7 Children’s Treatment Centres – Service Recipient Categories Appendix 8 CMH & A Client/Service Recipient Activity Statistic Definitions

Appendices

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If you have questions around MIS data or reporting please contact your appropriate MIS Statistics Officer at the MOHLTC