Health Data Branch Direction des données sur la santé Health System Information Division de la gestion de l'information Management Division pour le système de santé
5700 Yonge Street, 4th Floor 5700 rue Yonge, 4e étage Toronto ON M2M 4K5 Toronto ON M2M 4K5 Telephone: (416) 235-2311 Téléphone: (416) 325-2311 Facsimile: (416) 327-8951 Télécopieur: (416) 327-8951
DATE:
MEMORANDUM TO: Chief Executive Officers and Chief Financial Officers and Director, Clinical/Health Records of Public Hospitals Cancer Care Ontario
Long-Term Care Homes Trauma Program Coordinators
Specialty and Mental Health Hospitals Private Hospitals
Community Care Access Centres Community Health Centres Children’s Treatment Centres
Community Mental Health and Addiction Agencies Community Support Services Providers
Ontario Physician Human Resources Data Centre Council of Universities
FROM: Aileen Chan
Interim Director, Health Data Branch Fredrika Scarth
Director, Health Quality Liaison and Program Development Branch
SUBJECT: Fiscal Year 2016/2017 Data Submission Timelines
______________________________________________________________________
The purpose of this memorandum is to provide the Fiscal Year (FY) 2016/2017 data submission timelines to all Health Service Providers listed above that report clinical, financial and statistical data to the Ministry of Health and Long-Term Care (the ministry).
Health Service Providers must submit all clinical, financial and statistical data for the services delivered by the timelines outlined in this memorandum. Adherence to these timelines and ensuring that the data submitted is accurate and complete is important as your data is used to support internal and external data reporting, funding and activity analyses, and responding to requests for information.
Ministry of Health Ministère de la Santé
and Long-Term Care et des Soins de longue durée Ministry of Health Ministère de la Santé
Please note that data submitted after the year-end submission deadlines will not be used to inform funding, planning and weight calculations for the following funding cycle. No exceptions or extensions will be granted to the stated timelines. Additionally, the Ministry strongly recommends that all quarterly submissions be current to ensure that health service provider performance can be accurately accounted for when making policy decisions, including allocations, for future years.
1. Clinical Data Submission Timelines
The ministry hereby directs Health Service Providers to submit the following clinical data sets to the Canadian Institute for Health Information (CIHI) and MOHLTC for Fiscal Year
2016/2017. Health Service Providers are encouraged to submit their clinical data as submission files are completed rather than waiting for the specified deadlines.
Discharge Abstract Database (DAD)
National Ambulatory Care Reporting System (NACRS) – Level 3 Period Deadline for Final Data Submission to CIHI
2016/17 Q1 August 31, 2016
2016/17 Q2 November 30, 2016
2016/17 Q3 February 28, 2017
2016/17 Q4 May 31, 2017
The final submission deadline for DAD and NACRS (Level 3) databases will be May 31st, 2017. No additional abstracts or corrections will be accepted by CIHI after the May 31st, 2017 deadline.
Health Service Providers participating in the Emergency Room NACRS Initiative (ERNI) are required to report monthly NACRS Level 1 data by the timelines outlined below:
National Ambulatory Care Reporting System (NACRS) – Level 1 Period Interim Data Submission
to CIHI (Recommended)
Deadline for Final Data Submission to CIHI
April 2016 May 4, 2016 May 13, 2016
May 2016 June 3, 2016 June 14, 2016
June 2016 July 6, 2016 July 15, 2016
July 2016 August 4, 2016 August 15, 2016
August 2016 September 6, 2016 September 15, 2016
September 2016 October 5, 2016 October 17, 2016
October 2016 November 3, 2016 November 15, 2016
November 2016 December 5, 2016 December 14, 2016
December 2016 January 5, 2017 January 16, 2017
January 2017 February 3, 2017 February 14, 2017
February 2017 March 3, 2017 March 14, 2017
National Rehabilitation System (NRS) Period Deadline for Preliminary
Data Submission to CIHI
Deadline for Final Data Submission to CIHI
2016/17 Q1 July 31, 2016 August 15, 2016
2016/17 Q2 October 31, 2016 November 15, 2016
2016/17 Q3 January 31, 2017 February 14, 2017
2016/17 Q4 April 30, 2017 May 15, 2017
Health Service Providers are required to submit CCRS for their complex continuing care and long term care services by the timelines outlined below.
Continuing Care Reporting System (CCRS) Period Deadline for Preliminary
Data Submission to CIHI
Deadline for Final Data Submission to CIHI
2016/17 Q1 August 15, 2016 August 31, 2016
2016/17 Q2 November 15, 2016 November 30, 2016
2016/17 Q3 February 14, 2017 February 28, 2017
2016/17 Q4 May 15, 2017 May 31, 2017
Canadian Joint Replacement Registry (CJRR)
Period Deadline for Final Data Submission to CIHI
2016/17 Q1 August 31, 2016
2016/17 Q2 November 30, 2016
2016/17 Q3 February 28, 2017
2016/17 Q4 May 31, 2017
Ontario Mental Health Reporting System (OMHRS)* Period Deadline for Preliminary
Data Submission to CIHI
Deadline for Final Data Submission to CIHI
2016/17 Q1 July 29, 2016 August 15, 2016
2016/17 Q2 October 31, 2016 November 15, 2016
2016/17 Q3 January 31, 2017 February 14, 2017
2016/17 Q4 April 28, 2017 May 15, 2017
*Effective FY2016-17 the deadlines for OMHRS data submission have been revised. Ontario Trauma Registry (OTR)
Period Deadline for Final Data Submission to CIHI 2016/17 Q1, Q2, Q3 & Q4 May 31, 2017
If you have any questions regarding the clinical data submission timelines, please email [email protected].
2. Statistical and Financial Data Submission Timelines
Ontario Healthcare Reporting Standards (OHRS)/ Management Information System (MIS) Trial Balance Submission
The MIS Trial Balance submission is to be based on the most current version of the Ontario Healthcare Reporting Standards (OHRS) Full Provincial Chart of Accounts Listing-Appendix A-J and the applicable Chapters. You can access the Ontario Healthcare Reporting Standards effective for Fiscal Year 2016/2017 by referring to the ministry website at: www.hsimi.on.ca
From the Home Page Index, select “OHRS”
Select “OHRS 10.0 (available April 2016)
For Quarters 2 and 3 submissions, the MIS Trial Balance submission must match the
corporation’s Financial Statements; and, for year-end, the MIS Trial Balance submission must match the corporation’s Audited Financial Statements.
The OHRS reporting standards align with the Chartered Professional Accountants of Canada (CPA Canada) Handbook for financial reporting.
2016/2017 Trial Balance Submission Timelines
Period OHFS Test Environment OPENS OHFS Test Environment CLOSES OHFS Production Environment OPENS (to accept
electronic MIS Trial Balance Submission) OHFS Production Environment CLOSES (Must pass stage 3c edits) 2016/17 Q2 Friday, September 16, 2016 Friday, September 30, 2016 Monday, October 3, 2016 Monday, October 31, 2016 2016/17 Q3 Monday, December 12, 2016 Friday, December 30, 2016 Tuesday, January 3, 2017 Tuesday, January 31, 2017 2016/17 Year-End Monday, April 3, 2017 Friday, April 14, 2017 Monday, April 17, 2017 Wednesday, May 31, 2017
OHFS Test Environment: It is highly recommended that organizations use the test
environment to ensure account combination, validation and submission complies with the edit rules before submitting to the OHFS Production Environment. The Test Environment contains the most recent valid account combinations and edit rules. The web OHFS Test Environment site opens 2 weeks prior to the opening of the Production Environment.
OHFS Production Environment: It is highly recommended that organizations target to
complete MIS Trial Balance submissions prior to the deadline to allow sufficient time to compare and ensure the matching of revenues, expenses, assets and liabilities between the MIS Trial Balance Verification Report and the organization’s Financial Statements.
Ontario Healthcare Financial & Statistical (OHFS) Database Hours of Operation Monday to Friday
OHFS Test and Production Environment OPEN 24 hours (exception: final day of submission the Production Environment closes at 11 PM)
Customer Service / Support Core Hours (assigned MOHLTC Primary Contact/Analyst is available from 8:00 AM to 5:00 PM via email or phone)
Technical Support available from 8:00 AM to 4:00 PM
Server Maintenance is scheduled weekly between 11:00 PM and 4:00 AM Saturday, Sunday, and Holidays
OHFS Test and Production Environment is OPEN 24 hours
Customer Service / Support is not available, however you can forward your query to your assigned MOHLTC Primary Contact/Analyst by email or phone (voice mail).
Technical Support: None
Server Maintenance may occur and will be communicated to users
Inquiries: Please direct questions regarding the MIS Trial Balance submission process to your assigned MOHLTC Primary Contact/Analyst.
To identify your assigned MOHLTC Primary Contact/Analyst, please log in and refer to the ministry website: https://hsimi.on.ca/hdbportal/
Enter HDB Portal User Name and Password
From the Index on the left hand side select “MIS Trial Balance “
Select FY2016/17
Scroll down to “MOHLTC Health Information Analyst” Section
Select document “Healthcare Organization List Ordered by Healthcare Organization Code”
Additional specific communications regarding the MIS Trial Balance submission process will be made available to Health Service Providers during the quarter 2, 3 and year-end submission timelines on the website.
3. Self Reporting Initiative (SRI)
The following represents the production schedule for FY2016/17. The SRI testing (UAT) environment will be available prior to each submission open date.
Release Submission
Open Date Close Date Name
Post Q4 &
Q1 2016/17 July 1, 2016
August 1, 2016 Hospital Quarterly Activity Form – Acute Services – (4 templates)
July 31, 2016 Family Health Team (FHT) Quarterly (Primary Care)
Q2 2016/17 October 1, 2016
November 7, 2016 Hospital Quarterly
October 31, 2016 Community Quarterly - Ministry Managed
November 7, 2016 Community Quarterly - LHIN Managed
November 7, 2016 CCAC - Service Maximum November 7, 2016 CCAC - Hip and Knee October 31, 2016 Family Health Team (FHT)
Quarterly Primary Care November 15, 2016
Community Annual Planning Submissions (CAPS) - LHIN Managed - 2017/18
TBD Hospital Accountability Planning Submission (HAPS) – 2017/18
December 30, 2016 Hospital Quarterly Activity Form – Acute Services (4 templates)
Post Q2 2016/17
January 1, 2017 January 31, 2017 Family Health Teams (FHT) Quarterly (Primary Care)
December 15, 2016 - March 31, 2017 for CSS program managed by PPB - February 19, 2017 for the CMHA program managed by Strategy and System Productivity Branch
CAPS – Ministry Managed – 2017/18
Release Submission
Open Date Close Date Name
Q3 2016/17 January 15, 2017
February 7, 2017 Hospital Quarterly
January 31, 2017 Community Quarterly - Ministry Managed
February 7, 2017 Community Quarterly - LHIN Managed
February 7, 2017 CCAC - Service Maximum Post Q3
2016/17
February 1,
2017 March 1, 2017
Hospital Quarterly Activity Form – Acute Services (4 templates)
Q4 (YE)
2016/17 March 31, 2017
June 9, 2017 Hospital Quarterly - June 30, 2017 for CSS program managed by PPB - April 30, 2017 for CMHA program managed by Strategy and System Productivity Branch
Community Services - Ministry Managed
June 7, 2017 Community Quarterly - LHIN Managed
June 30, 2017 Community - Annual Reconciliation Report (ARR)
April 30, 2017 Family Health Team (FHT) Quarterly (Primary Care)
June 30, 2017
Family Health Team (FHT) - Audited Statement of Revenues and Expenditures Report (ASRER) June 7, 2017 CCAC - Service Maximum
June 7, 2017 CCAC - Hip and Knee TBD
Hospital Quarterly Activity Form (Initial Allocation)– Acute Services (4 templates)
All communications and training materials are available on the ministry website: www.hsimi.on.ca
SRI support is available Mondays to Fridays from 9:00 AM to 5:00 PM and can be reached by email: [email protected] or by phone: 1-800-495-9986.
The SRI application is not available on Sundays from 5:00 AM to 8:00 AM because of scheduled maintenance.
4. Statistical Data Submission Timelines for Bed Census Summary (applicable to Hospitals only)
The monthly Bed Census Summary (BCS) data must be submitted for each of the following Master Number types assigned to hospitals:
Acute Adults & Pediatrics
Mental Health – Adult
Complex Continuing Care
General Rehabilitation
Special Rehabilitation
Period Deadline for Bed Census Submission to MOHLTC
April 2016 May 15, 2016 May 2016 June 15, 2016 June 2016 July 15, 2016 July 2016 August 15, 2016 August 2016 September 15, 2016 September 2016 October 15, 2016 October 2016 November 15, 2016 November 2016 December 15, 2016 December 2016 January 15, 2017 January 2017 February 15, 2017 February 2017 March 15, 2017 March 2017 April 15, 2017
Each hospital facility must complete a separate BCS form for each Master Number assigned to the corporation (e.g., a hospital with acute, complex continuing care, rehabilitation, and mental health must submit one BCS form for each). Errors in the bed census summary submitted data must be corrected; corrections can be made at any time within the current fiscal year reporting until May 31 of the following fiscal year.
If you have any questions regarding the Bed Census Summary reporting standards please email [email protected]. For Bed Census Summary technical issues, please email
5. Medical Trainee Data Submission (MTD) for 2016/17
The 2016/17 Medical Trainee Data submission will consist of 4 quarterly submissions. The process will include the universities collecting the quarterly data. The universities will then be responsible for submitting the consolidated data to the Ontario Physician Human
Resource Centre (OPHRDC). The OPHRDC will be responsible for ensuring the data is valid and facilitate all communication to universities to resolve all conflicts before submitting a single consolidated MTD data file to the Ministry.
If you have any questions and require additional information, please email [email protected] 2016/17 MTD Submission Timelines: Quarter Submission deadline to OPHRDC Submission deadline to Ministry Final Approval of Data
Q1 Data October 3, 2016 December 5, 2016 January 4, 2017 Q2 Data December 5, 2016 February 6, 2017 March 6, 2017 Q3 Data February 6, 2017 April 4, 2017 May 2, 2017 Q4 Data April 28, 2017 June 1, 2017 June 30, 2017
6. Ontario Case Costing Submission (OCC) for 2015/16
The 2015/16 case costing submission will open on Tuesday, August 2, 2016 and close on Friday, September 23, 2016. Separate communications will be forwarded to participating case costing facilities with submission details.
7. Long Term Care Home Staffing Report Submission (LTCH-SR) for 2015
The Long Term Care Home Staffing Report submission will open on Monday, May 2, 2016 and close on Monday, June 20, 2016. Separate communications will be forwarded to Long Term Care Homes with submission details.
8. Common Data Set – Mental Health Submission (CDS-MH) for 2016/17
The CDS-MH submission for 2016/17 will consist of a 2nd quarter submission and a year-end submission. Separate communications will be forwarded to CMH&A facilities with submission details. Period CDS-MH Test Environment OPENS CDS-MH Test Environment CLOSES CDS-MH Production Environment OPENS CDS-MH Production Environment CLOSES 2016/17 Q2 Thursday, October 13, 2016 Monday, October 31, 2016 Wednesday, November 2, 2016 Wednesday, November 30, 2016 2016/17 Year-End Monday, April 3, 2017 Monday, April 17, 2017 Friday, June 2, 2017 Friday, June 30, 2017
Thank you for your cooperation in ensuring this process is a success. Yours sincerely,
Aileen Chan Fredrika Scarth
Interim Director Director
Health Data Branch Health Quality Ontario Liaison and Program Development Branch
c: Melissa Farrell, Assistant Deputy Minister, Health System Quality and Funding Division Mike Weir, Assistant Deputy Minister, Corporate Services Division
Denise Cole, Assistant Deputy Minister, Health Workforce Planning and Regulatory Affairs
Lynn Guerriero, Assistant Deputy Minister, Negotiations & Accountability Management Division
Nancy Lytle, Interim Assistant Deputy Minister, Long-Term Care Homes
Tim Hadwen, Assistant Deputy Minister, Health System Accountability & Performance Division
Lorelle Taylor, Assistant Deputy Minister, Health System Information Management Division
Debbie Korzeniowski, Director, Provincial Program Branch
Louis Dimitracopoulos, Director, Strategy and System Productivity Branch Senior Directors, Performance, Contracts & Allocation, LHINs
Karey Iron, Director, Data Partnerships and Development, Institute for Clinical Evaluative Sciences (ICES)
Dan Buchanan, Director, Financial Policy, Ontario Association of Non-profit Homes and Services for Seniors (OANHSS)
Paula Neves, Director, Health Planning and Research, Ontario Long Term Care Association (OLTCA)
Caroline Heick, Executive Director Ontario and Quebec, Canadian Institute for Health Information (CIHI)
