Health Human Resources Minimum Data Set Guide—Text File Format pic

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Health Human Resources Minimum Data Set
Guide—Text File Format
Standards and Data Submission
Our Vision
Better data. Better decisions.
Healthier Canadians.
Our Mandate
To lead the development and
maintenance of comprehensive
and integrated health information
that enables sound policy and
effective health system management
that improve health and health care.
Our Values
Respect, Integrity, Collaboration,
Excellence, Innovation
Table of Contents
Preface..........................................................................................................................................iii
Foreword ....................................................................................................................................... v
This Guide ............................................................................................................................... v
Section 1: Introduction .................................................................................................................. 1
1.1
Background .................................................................................................................... 1
1.2
Purpose of the Guide ..................................................................................................... 3
1.3
CIHI’s Data Quality Framework ...................................................................................... 3
Accuracy ........................................................................................................................ 3
Comparability ................................................................................................................. 3
Relevance ...................................................................................................................... 4
Timeliness ...................................................................................................................... 4
Usability .......................................................................................................................... 4
Section 2: Health Human Resources Minimum Data Set ............................................................. 5
2.1
Purpose of the Health Human Resources Minimum Data Set ....................................... 5
2.2
Health Human Resources Minimum Data Set................................................................ 5
2.3
Health Human Resources Minimum Data Set—Core Subset of Data Elements ......... 10
Section 3: Health Human Resources Data Dictionary ................................................................ 11
3.1
Purpose of the Health Human Resources Data Dictionary .......................................... 11
3.2
Health Human Resources Data Dictionary................................................................... 11
Section 4: Health Human Resources Data Technical and Submission Specifications ............... 28
4.1
Purpose of the Health Human Resources Data Technical and Submission
Specifications Section .................................................................................................. 28
4.2
Data Technical Specifications ...................................................................................... 28
File Characteristics ....................................................................................................... 28
Record Layout .............................................................................................................. 28
Data Technical Specifications ...................................................................................... 29
4.3
Data Submission Specifications ................................................................................... 41
Guidelines for Data Submission ................................................................................... 42
Data Acceptance Rules or Edit Checks ....................................................................... 43
File Layout and File Submission .................................................................................. 43
Example File Name ...................................................................................................... 45
Record Layout .............................................................................................................. 45
Sample Control Record ................................................................................................ 46
Record Layout .............................................................................................................. 47
4.4
Other Potential Data Sources....................................................................................... 47
Health Human Resources Minimum Data Set Guide—Text File Format
Section 5: Appendices ................................................................................................................ 48
Appendix A—Canadian Province/Territory Codes ................................................................ 48
Appendix B—Country Codes ................................................................................................ 49
Appendix C—Post-Secondary Canadian Education Institution Codes ................................. 56
Appendix D—Education Field of Study Codes...................................................................... 63
Appendix E—Employment Organization Type Codes .......................................................... 65
Appendix F—Submitting Organization Identifier Codes ........................................................ 66
Appendix G—Other Potential Data Sources ......................................................................... 67
Appendix H—CIHI Core Subset of Data Elements ............................................................... 68
References.................................................................................................................................. 71
ii
Version 2.0 | July 2012
Preface
The Canadian Institute for Health Information (CIHI) is an independent, pan-Canadian, not-forprofit organization working to improve the health of Canadians and the health care system by
providing quality health information.
CIHI’s mandate, as established by Canada’s health ministers, is to coordinate the development
and maintenance of a common approach to health information for Canada.
To meet this mandate, CIHI’s core functions include the coordination and promotion of national
health information standards and health indicators, the development and management of health
databases and registries, the funding and facilitation of population health research and analysis,
the coordination and development of education sessions and conferences, and the production
and dissemination of health information research and analysis.
The Health Human Resources Minimum Data Set Guide—Text File Format is one example of
a common approach in the development of national health information standards. Any questions
regarding this guide or establishing a database should be directed to
Program Specialist, Health Human Resources
Canadian Institute for Health Information
495 Richmond Road, Suite 600
Ottawa, Ontario K2A 4H6
Phone: 613-241-7860
Email: [email protected]
iii
Foreword
Health care provider groups should review this document carefully prior to undertaking any work
related to database system development.
This Guide
The Health Human Resources Minimum Data Set Guide—Text File Format includes some
background information, the Health Human Resources Minimum Data Set, the Health Human
Resources Data Dictionary and the Health Human Resources Data Technical and Submission
Specifications and Appendices.
v
Section 1: Introduction
The Health Human Resources Minimum Data Set Guide—Text File Format, referred to as
“the guide” throughout this document, was developed to assist organizations in developing
HHR databases that are consistent with national standards and that provide opportunities to
make comparisons between jurisdictions and professions. The guide is not intended to provide
the steps to build a database; rather, it introduces the standards to be used for collecting,
processing and reporting health human resources data.
The Health Human Resources Minimum Data Set Guide—Text File Format is divided into
five sections:
Section 1 includes pertinent background information and the purpose of the guide, and
introduces CIHI’s Data Quality Framework.
Section 2 explains the purpose of the Health Human Resources Minimum Data Set (HHR
MDS) and summarizes the minimum data set—the list of data elements—and corresponding
permissible values and introduces a core subset of data elements.
Section 3 comprises the Health Human Resources Data Dictionary (HHR DD), which defines
each data element and corresponding values and includes a statement indicating the rationale
for inclusion of the data element in the minimum data set.
Section 4 sets out the Health Human Resources Data Technical and Submission Specifications
(HHR DTSS), which relate to collecting and processing a record on each individual registrant.
It includes the purpose of the data technical specifications and the record layout for each
data element, including the representation class, the permissible values and/or format. It also
includes information on data submission specifications for both the receiving and submitting
organizations. The last section provides information on other potential sources of data as an
alternative to establishing a national or centralized database.
Section 5 includes the appendices.
1.1 Background
The collection and reporting of health human resources (HHR) data helps governments to,
among other things, plan for the numbers of needed health care providers and understand
their distribution to inform their recruitment and retention strategies. Various other stakeholder
groups also benefit from access to data, including the federal government, health care provider
organizations, health care service delivery organizations and the Canadian public.
1
Stakeholders have investigated and articulated the issues surrounding data collection and
reporting. For example, under the direction of the Conference of Deputy Ministers of Health,
the Advisory Committee on Health Delivery and Human Resources developed A Framework
for Collaborative Pan-Canadian Health Human Resource Planning1 to facilitate pan-Canadian
HHR planning. This framework outlined some of the issues relating to HHR data:
 HHR planning has tended to focus on a few health care occupations, rather than on the full
health care workforce;
 Planning has been conducted with limited data;
 All jurisdictions have been investing resources in developing HHR data, which without
collaboration could lead to duplication and lack of data comparability; and
 There is a lack of high-quality, timely and comparable data on all major health
care occupations.
The framework also outlined some of the issues relating to HHR data standards:
 A lack of national data standards, including common definitions and approaches to collecting
data; and
 Inconsistent data on HHR productivity, workload and utilization.
The framework’s Action Plan stated the need to develop “a minimum data set . . . to guide HHR
data collection and standards for collecting comparable data on new professional groups.”2
Some work has already been done to address this objective. In 2004, CIHI consulted major
stakeholders to identify and validate HHR priority information needs and related indicators and
to ascertain which data elements should be collected in a standardized fashion across Canada.
From this, CIHI identified the general data needed to support the information-based functions
of HHR (monitoring, evaluation, planning and policy research) and published it in the Guidance
Document for the Development of Data Sets to Support Health Human Resources Management
in Canada,3 which was released in February 2005. From 2004 to 2008, CIHI developed five
HHR databases on pharmacists, occupational therapists, physiotherapists, medical radiation
technologists and medical laboratory technologists.
These new databases complement existing HHR databases on physicians, registered nurses
(including nurse practitioners), licensed practical nurses and registered psychiatric nurses. In
addition, CIHI also maintains a database of aggregate data on 18 other health care professions,
which includes information related to workforce supply, training/graduates, gender and age.
CIHI also maintains and supports other databases, such as health spending databases—for
example, the National Health Expenditure Database (NHEX) and the Canadian MIS Database
(CMDB)—and health services databases—for example, the Discharge Abstract Database
(DAD) and the National Ambulatory Care Reporting System (NACRS). In total, CIHI maintains
and supports 30 databases, giving CIHI extensive experience in the development and
maintenance of databases and standards including health, financial and statistical standards.
2
1.2 Purpose of the Guide
Some health care provider groups who do not currently provide data to CIHI have expressed
interest in developing databases themselves that are comparable nationally and are consistent
with CIHI standards. As such, CIHI developed the guide to assist these organizations so that
they are able to populate and build a database by incorporating health human resources
standards that are consistent with CIHI standards.
The guide was created using a common approach in the development of health information
standards related to health human resources. It contains the HHR MDS needed for relevant
analysis of HHR supply only. It does not contain data elements related to HHR requirements
(needs data).
The HHR MDS complements the table “Priority Information Needs, Indicators and the Data
Elements Required to Support Compilation of Health Human Resources Information in Canada,”
which can be found in the Guidance Document for the Development of Data Sets to Support
Health Human Resources Management in Canada;3 as well, it is consistent, to the extent
possible, with the minimum data sets, data dictionaries, and data technical and submission
specifications of current CIHI data holdings.
These standards could be used to assist those organizations that would like to collect health
care provider data to collect data themselves and to align current data holdings with comparable
national standards.
1.3 CIHI’s Data Quality Framework
CIHI has a framework for data quality in which data are evaluated for accuracy, comparability,
relevance, timeliness and usability. The HHR MDS found in Section 2 of this document has
been designed with a view to collecting data that meets these five criteria.
Accuracy
HHR data sets are expected to have a high degree of accuracy. Accuracy can be maintained
by limiting the scope of data collected to information that is normally reported as a condition of
licensure or data that is well understood and that does not place a high response burden on
those who report. Variables that require estimation (for example, average hours of work) will
normally have a higher margin of error than variables based on objective standards (such as
exact recorded hours). Consequently, objective and readily available information is preferred
in HHR databases.
Comparability
Data that is comparable and relevant across provinces/territories and within the majority of
workforce participants is preferred to data that applies to only a relatively small number of the
workforce. When considering the appropriateness of data elements such as second or third
employment (Employment category), or education beyond the level required as a condition of
practice (Education category), it is advisable to consider the proportion of the workforce to which
3
the data elements will apply. If only a small proportion of registered health care providers have
secondary employment or supplementary education, for example, the comparability of that data
will be limited and the value of collecting the data should be carefully considered.
Relevance
The data elements and their definitions, including the associated permissible values listed in the
HHR Data Dictionary in Section 3 of this document, have been included with a view to capturing
key characteristics of the HHR workforce. They are meant to apply to a number of different
health care occupations and the range of data elements collected may not be the same
for each occupation. Data elements within the category of Identifiers and Demographics
Information should normally be available for all persons registered in the database. In the
Education category, post-basic education will be relevant in some occupations but not in others.
In its record-level data sets, CIHI normally limits analysis of employment characteristics to just
primary employment, without examining secondary or other employments. Analysis of data in
the Education category is normally limited to education required for licensure or entry to
practice. The highest level of post-basic education is important in occupations where
educational standards are evolving but may have limited analytical value in occupations where
there is a fixed level of education required for licensure and where advanced education may
be characteristic of those who are employed in administrative or teaching positions.
Timeliness
HHR supply databases maintained by CIHI are normally updated annually with data supplied
by health care provider associations/societies or licensing bodies. Most data from these
organizations is based on their internal reporting requirements for renewal of licenses or
memberships and usually is obtained from questionnaires sent to members of the occupation
on fixed dates. Experience has shown that several months are required for quality checking and
validation of data, including follow-ups with individual respondents when necessary. Therefore,
it could take an organization close to a year to release data after it has been collected.
Usability
Usability of HHR databases is a function of data content and the information requirements of
stakeholders. Planning and monitoring of the HHR workforce are the main purposes of HHR
databases. The information framework and variables suggested in this document, combined
with accurate reporting, should provide databases that are usable for planning purposes.
Additional information requirements for individual occupations can be incorporated in
databases if data of acceptable quality is available.
4
Section 2: Health Human Resources Minimum
Data Set
2.1 Purpose of the Health Human Resources Minimum Data Set
The Health Human Resources Minimum Data Set (HHR MDS) contains data elements considered
relevant for analyses of HHR supply. At this point, it does not include data elements associated
with the demand or requirements for HHR. CIHI developed the HHR MDS within the framework of
priority information needs identified in the Guidance Document for the Development of Data Sets
to Support Health Human Resources Management in Canada.
The HHR MDS aims to provide standards based on ISO 11179 compliance recommendations
that will assist health care provider organizations in yielding standardized comparative data
and reports on demographic, geographic, education, employment and migration information
for health care providers in Canada.
2.2 Health Human Resources Minimum Data Set
Presented in Table 1 below are 84 data elements that make up the HHR MDS. These data
elements are grouped into six categories:
 Identifiers and Demographic Information;
 Geography and Related;
 Education;
 Employment, Both Historical and Current (General and Specific);
 Migration; and
 Other.
It should be noted that the list of data elements presented in the HHR MDS below is not all
inclusive; it identifies only those data elements that may be compared at a national level.
Additionally, some of the data elements presented below may not be applicable to each
health care provider group.
For data elements that are not included in the HHR MDS and which organizations wish to
include in their own minimum data sets, regarding naming convention guidelines, data formats,
data types, permissible values, missing values and default values for invalid values, please
direct your inquiries to [email protected].
5
Table 1: Health Human Resources Minimum Data Set
Data Element
Permissible Value(s)
Identifiers and Demographic Information
Provider Registration Identifier Number
(National or Provincial/Territorial Registration
Number or Suitable Alternative)
Provider Gender Code
Female
Male
Undifferentiated
Not Applicable
Unknown
Provider Birth Year Date
(Four-Digit Year)
Not Applicable
Unknown
Provider Birth Province Code
(Canadian Province/Territory Codes)
Not Applicable
Unknown
Provider Birth Country Code
(Country Codes)
Not Applicable
Unknown
Geography and Related
Provider History Residence Province Code
Not Applicable
Unknown
Provider History Residence Country Code
(Country Codes)
Not Applicable
Unknown
Provider Registration Province Code
Provider Concurrent Registration Province Code (Canadian Province/Territory Codes)
Not Applicable
Unknown
6
Provider Previous Registration Province Code
Not Applicable
Unknown
Provider Previous Registration Country Code
(Country Codes)
Not Applicable
Unknown
Provider Initial Registration Province Code
Not Applicable
Unknown
Provider Initial Registration Year Date
(Four-Digit Year)
Not Collected
Unknown
Table 1: Health Human Resources Minimum Data Set (cont’d)
Data Element
Education
Provider Basic Education Level Code
Equivalency Certificate
Diploma
Baccalaureate
Master’s
Doctorate
Not Applicable
Unknown
Provider Basic Education Graduation Year Date
(Four-Digit Year)
Not Applicable
Unknown
Provider Basic Education Graduation
Institution Code
(Canadian Institution Education Codes)
Other Canadian Institution
Non-Canadian Institution
Not Applicable
Unknown
Province Code
Non-Canadian Location
Not Applicable
Unknown
Country Code
(Country Codes)
Not Applicable
Unknown
Provider Post-Basic Education Level Code 1, 2, 3 Diploma
Post-Secondary Certificate
Baccalaureate
Master’s
Doctorate
Not Applicable
Unknown
Provider Post-Basic Education Graduation Year
Date 1, 2, 3
(Four-Digit Year)
Not Applicable
Unknown
Provider Post-Basic Education Graduation
Institution Code 1, 2, 3
(Canadian Education Institution Codes)
Not Applicable
Unknown
Province Code 1, 2, 3
Not Applicable
Unknown
7
Data Element
Country Code 1, 2, 3
(Country Codes)
Not Applicable
Unknown
Provider Education Outside Domain Education
Level Code 1, 2, 3
Diploma
Baccalaureate
Master’s
Doctorate
Not Applicable
Unknown
Provider Education Outside Domain Education
Field Code 1, 2, 3
(Education Field of Study Codes)
Not Applicable
Unknown
Provider Education Outside Domain Graduation
Year Date 1, 2, 3
(Four-Digit Year)
Not Applicable
Unknown
Province Code 1, 2, 3
Not Applicable
Unknown
Country Code 1, 2, 3
(Country Codes)
Not Applicable
Unknown
Employment—Historical
Provider Employment Initial Province Code
Not Applicable
Unknown
Provider Employment Initial Year Date
(Four-Digit Year)
Not Applicable
Unknown
Employment—Current General
Provider Employment Status Code
8
Employed in Current Provider Role Type
on Leave
Employed Outside of Current Provider
Role Type
Retired
Unemployed
Not Applicable
Unknown
Data Element
Provider Other Occupation Activity Status Code
Seeking Employment Only in Current Provider
Role Type
Seeking Employment Only in Occupations
Outside the Current Provider Role Type
Seeking Employment in Any Occupation
Not Seeking Employment
Not Applicable
Unknown
Provider Employment Annual Earned Hours
(Four-Digit Hours)
Not Applicable
Unknown
Provider Employment Sector Code
Public
Private
Mix
Not Applicable
Unknown
Employment—Current Specific
Provider Employment Category Code
(for First, Second and Third Employment)
Permanent Employee
Temporary Employee
Casual Employee
Self-Employed
Other—Not Elsewhere Classified
Not Applicable
Unknown
Provider Employment Full-Time/Part-Time Status Part-Time
Full-Time
Not Applicable
Unknown
Provider Employment Province Code
Not Applicable
Unknown
Provider Employment Country Code
(Country Codes)
Not Applicable
Unknown
Provider Employment Postal Code
(Six-Digit Postal Code Assigned by Canada Post)
Not Applicable
Unknown
Provider Employment Organization Type Code
(Employment Organization Type Codes)
Not Applicable
Unknown
9
Data Element
Provider Employment Multiple Site Indicator
Yes
No
Not Applicable
Unknown
Provider Employment Position Code
Manager
Supervisor
Staff
Consultant
Educator
Researcher
Sales
Other
Not Applicable
Unknown
Migration
Provider History Employment Country Code
(Country Codes)
Not Applicable
Unknown
Provider History Employment Postal Code
Not Applicable
Unknown
Provider History Previous Employment
Province Code
Not Applicable
Unknown
Country Code
(Country Codes)
Not Applicable
Unknown
Postal Code
Not Applicable
Unknown
Other
Organization Registration Number Type Code
Active, Full
Active, Other
Inactive
2.3 Health Human Resources Minimum Data Set—Core Subset
of Data Elements
Of the HHR MDS data elements listed in Table 1 above, CIHI has identified a core subset of data
elements that are collected across its HHR databases. Please refer to Appendix H for the list.
10
Section 3: Health Human Resources
Data Dictionary
3.1 Purpose of the Health Human Resources Data Dictionary
The purpose of this section of the guide is to provide the definitions for each data element, the
corresponding permissible values and a brief rationale for inclusion of the data element in the
HHR MDS.
3.2 Health Human Resources Data Dictionary
In Table 2 below, the data elements are presented in the same order and under the same six
categories as found in the HHR MDS. The field number for each data element is included. In the
areas of education and employment, some of the data elements relate to three field numbers,
which are all provided. These field numbers correspond to those listed in Table 3 (Health
Human Resources Data Technical Specifications), found in Section 4 of this document.
Table 2: Health Human Resources Data Dictionary
Data Element—Definition
The number and demographic characteristics of health care providers who are registered or licensed or who
otherwise are part of the available health workforce provide important information. For example, they permit an
examination of how age and sex can influence workforce participation.
1.
(National or Provincial/Territorial Registration Number or
A lifetime registration number, or suitable alternative, Suitable Alternative)
that uniquely identifies a health care provider within a
particular jurisdiction. This number is a lifetime unique
identifier assigned by the submitting organization for
administrative purposes.
Rationale: This number is needed to uniquely identify a professional within a particular jurisdiction and to follow
changes specific to that individual over time. A unique individual identifier is important for analyses of health care
provider supply and characteristics.
A national unique identifier allows for unduplicated counts of providers who may register in more than one
province/territory. If a national unique identifier is not available, a provincial/territorial identifier should be used.
2.
The reported sexual category of a registrant,
at the time of registration or renewal, used for
administrative purposes.
Female—An individual who reports belonging to the
cultural gender role distinction of female.
Male—An individual who reports belonging to the cultural
gender role distinction of male.
Undifferentiated—An individual whose gender
cannot be uniquely defined as male or female,
such as hermaphrodite.
Not Applicable—Data element is collected but does not
apply or is not collected and/or not submitted.
Unknown—Data collector or data submitter is unable
to obtain the required information for a specific
data element.
Rationale: Necessary for the calculation of gender-related workforce indicators (for example, proportion of the
workforce that is female).
11
Table 2: Health Human Resources Data Dictionary (cont’d)
3.
(Four-Digit Year)
Year of birth of the registrant.
Not Applicable—Data element is collected but does
not apply or is not collected and/or not submitted.
data element.
Rationale: Necessary for the calculation of age-related workforce indicators (for example, the average age of
the workforce).
4.
5.
Provider Birth Province Code
The Canadian province/territory of birth
of the registrant.
Provider Birth Country Code
The country of birth of the registrant.
(Country Codes)
data element.
data element.
Rationale: Necessary for the analysis of the immigration patterns of the workforce. Information on a registrant’s
province/territory and country of birth can be used (in comparison with other data elements) to assess the
internationally educated workforce.
Geography is important in a country the size of Canada, and understanding the distribution of health personnel
(for example, in terms of rural or urban choice of practice/employment setting) and how this distribution relates to
geography is important to workforce planning and policy development.
6.
7.
The Canadian province/territory of residence at the
time of registration or renewal.
The country of residence at the time of registration
or renewal.
(Country Codes)
Non Applicable—Data element is collected but does not
data element.
data element.
Rationale: Necessary for analysis of the geographical distribution of the workforce. Information on a registrant’s
province/territory and country of residence can be used (in comparison with other data elements such as Provider
Registration Province Code) to reduce the level of double-counting of registrants registered in more than one
Canadian jurisdiction.
8.
12
The Canadian province/territory of current registration
at the time of registration or renewal.
9.
Provider Concurrent Registration Province Code
The Canadian province/territory of the secondary
registration at the time of registration or renewal
with the current registration or renewal.
data element.
10. Provider Previous Registration Province Code
The Canadian province/territory of the previous
registration in another Canadian province/territory
at the time of registration or renewal.
11. Provider Previous Registration Country Code
The country of the previous registration at the time
of registration or renewal.
(Country Codes)
12. Provider Initial Registration Province Code
The first Canadian province/territory in which a
registrant became registered in Canada with a
Canadian province/territory health care provider
regulatory body or professional association.
13. Provider Initial Registration Year Date
The first year in which a registrant became
registered in Canada with a Canadian
province/territory health care provider
regulatory body or professional organization.
(Four-Digit Year)
data element.
data element.
data element.
data element.
Rationale: Provides a baseline indication of initial entry into the health care provider workforce within Canada.
Information on a registrant’s current/concurrent/previous province/territory of registration can be used (in comparison
with other data elements) to reduce the level of double-counting of registrants registered in more than one Canadian
jurisdiction and about the extent to which health care providers provide services outside the province/territory or
country in which they reside.
Education
Monitoring basic information on the education attainment of the workforce can allow for the examination of the
sequencing and timing of different educational attainments (for example, initial education in the profession of interest,
highest education in the profession of interest and highest education outside of the profession of interest) of the
workforce. Year of graduation for basic education in the profession is also used to generate an indicator for the
maximum length of time in the workforce (in other words, the number of years since graduation from basic education
in the profession). Looking at province/territory of graduation allows for the examination of a jurisdiction’s capacity to
retain health care providers trained in the jurisdiction and can also be used to target recruitment efforts (for example,
to specific Canadian schools, provinces or countries).
13
14. Provider Basic Education Level Code
Initial post-secondary education program used to
prepare a health care provider for practice. This
refers to initial education in the health care provider
profession used, in whole or in part, for consideration
of licensure (regulatory body) or registration
(mandatory or voluntary membership association)
as a health care provider in Canada.
Equivalency Certificate—Equivalency Certificate, below
the level of a baccalaureate, conferred by a college or
university (or comparable institution). This refers to
direct-entry diplomas resulting from programs completed
at a Canadian hospital or equivalent. This refers to
direct-entry diplomas resulting from programs completed
at a Canadian community college and collège
d’enseignement général et professionnel (cégep).
Diploma—Diploma below the level of a baccalaureate,
conferred by a college or university (or comparable
institution).
Baccalaureate—An undergraduate degree conferred
by a university or comparable institution. This refers
to direct-entry degrees in the health care
provider profession.
Master’s—A graduate-level professional university
degree or equivalency degree. This refers to direct-entry
degrees in the health care provider profession.
Doctorate—A post-graduate-level professional university
data element.
Rationale: This data element is used to monitor changes in the basic educational attainment of the workforce.
A range of levels is included to accommodate situations where basic education may differ from the Canadian
standard (usually diploma or baccalaureate), or cases where post-graduate degrees qualify as entry-level without
having to complete a diploma program. Entry-level education in this context is the initial education required by the
health care provider to practise as a health care provider in Canada. Entry-level education will vary among health
care provider professions.
15. Provider Basic Education Graduation Year Date
Year of completion of basic education program
used to prepare a health care provider for entry
into practice.
(Four-Digit Year)
data element.
Rationale: Collecting this information permits an examination of the sequencing and timing of different educational
attainments (initial education in the profession of interest, highest education in the profession of interest and highest
education outside of the profession of interest) of the workforce. Year of graduation for basic education in the
profession can also be used to generate an indicator for the maximum length of time in the workforce (meaning
the number of years since graduation from basic education in the profession).
14
16. Provider Basic Education Graduation
Institution Code
Name of Canadian college or university of completion
of initial education program used to prepare a health
care provider for practice.
Other Canadian Institution—Other Canadian institution
of graduation for basic education not otherwise specified.
Non-Canadian Institution—Institution of graduation was
outside of Canada.
data element.
Province Code
Canadian province/territory of completion of initial
post-secondary education used to prepare a health
care provider for practice.
Non-Canadian Location—Location of graduation was
outside of Canada.
data element.
Country Code
Name of country of completion of initial education
program used to prepare a health care provider
for practice.
(Country Codes)
data element.
Rationale: Collecting the Canadian institution name of graduation, or country of graduation, permits the identification
of the college/university/institution where basic education in the health care provider profession was completed.
It allows monitoring of the composition of the workforce in terms of place of education (Canadian versus
international) and analysis of provincial/territorial capacity to retain provincial/territorial graduates.
19. 24. 29. Provider Post-Basic Education Level
Code 1, 2, 3
Other post-secondary education achieved in
the health care provider profession, which
resulted in a diploma or a degree. (This
includes any post-basic health care provider
profession education leading to a diploma or
a degree, for example, “laddering,” “upgrade”
or degree completion education.) 1, 2, 3
Diploma—Diploma below the level of a baccalaureate,
conferred by a college or university (or
comparable institution).
Post-Secondary Certificate—Non-diploma/degree
certificate or equivalent conferred by a college or
university (or comparable institution).
Baccalaureate—An undergraduate degree
conferred by a university or comparable institution.
This refers to direct-entry degrees in the health care
provider profession.
Master’s—A graduate-level professional university
Doctorate—A post-graduate-level professional university
data element.
15
Rationale: This data element is used to monitor changes in the educational attainment of the workforce.
20. 25. 30. Provider Post-Basic Education
(Four-Digit Year)
Graduation Year Date 1, 2, 3
Year of completion of post-basic education in apply or is not collected and/or not submitted.
health care provider profession. 1, 2, 3
data element.
Rationale: Collecting the year of completion of other education in the health care provider profession permits
monitoring trends in the sequencing and timing of the health care provider educational attainments.
21. 26. 31. Provider Post-Basic Education
Graduation Institution Code 1, 2, 3
Name of Canadian institution of completion
of post-basic education in health care
provider profession. 1, 2, 3
Other Canadian Institution—Other Canadian
institution of graduation for post-basic education not
otherwise specified.
Non-Canadian Institution—Institution of graduation was
outside of Canada.
data element.
22. 27. 32.
Provider Post-Basic Education
Graduation Province Code 1, 2, 3
Canadian province/territory of completion of
post-basic education in health care provider
profession. 1, 2, 3
outside of Canada.
data element.
23. 28. 33.
Provider Post-Basic Education
Graduation Country Code 1, 2, 3
Name of country of completion of post-basic
education in health care provider
profession. 1, 2, 3
(Country Codes)
data element.
Rationale: Collecting the Canadian institution, or country of graduation, permits the identification of the location
where post-basic education in health care provider profession was completed and allows monitoring of the
Canadian- versus internationally educated composition of the workforce and analysis of provincial/territorial
capacity to retain provincial/territorial graduates (for provinces/territories with education programs).
16
Other Education
34. 39. 44.
Provider Education Outside Domain
Education Level Code 1, 2, 3
Level of post-secondary education obtained
in a field of study outside the health care
provider profession. Education may have
been acquired prior to or subsequent to
entrance into the health care provider
profession. 1, 2, 3
Diploma—Diploma or equivalent, below the level of a
baccalaureate, conferred by a college or university (or
comparable institution). This refers to education outside
of the health care provider profession.
Post-Secondary Certificate—Non-diploma/degree
certificate or equivalent conferred by a college or
university (or comparable institution). This refers to
education outside of the health care provider profession.
Baccalaureate—An undergraduate degree conferred by
a university or comparable institution. This refers to
education outside of the health care provider profession.
Master’s—A graduate-level university degree or
equivalent degree. This refers to education outside of the
health care provider profession.
Doctorate—A post-graduate-level university degree or
equivalent degree. This refers to education outside of the
health care provider profession.
data element.
Rationale: This data element is used to identify and monitor the level of educational attainment outside the field of
the health care provider profession and to augment a health care provider’s education profile.
35. 40. 45.
Education Field Code 1, 2, 3
Field of study other than that related to a
health care provider profession. 1, 2, 3
Reflects education outside of basic and
post-basic health care provider
profession education.
(Education Field of Study Codes)
data element.
Rationale: Collecting the field of study associated with education completed outside of the health care provider
profession allows for analysis of the type of post-secondary training that a professional has obtained outside of their
primary health discipline.
36. 41. 46.
Graduation Year Date 1, 2, 3
Year of completion of education in a field
other than that related to the health care
(Four-Digit Year)
data element.
Rationale: Collecting the year of completion of education in a field other than that related to the health care provider
profession permits monitoring trends in the sequencing and timing of different educational attainment outside the
field of the professional’s primary health discipline.
17
37. 42. 47.
Graduation Province Code 1, 2, 3
Canadian province/territory in which
education was completed in a field of study
other than that related to the health care
outside of Canada.
data element.
38. 43. 48.
Graduation Country Code 1, 2, 3
Country in which education was completed
in a field of study other than that related to
the health care provider profession. 1, 2, 3
(Country Codes)
data element.
Rationale: Collecting the province/territory and country of graduation permits the identification of where education
outside the health care provider profession was completed and allows monitoring of the education composition
(Canadian versus international) of the workforce and analysis of provincial/territorial capacity to retain
provincial/territorial graduates.
Employment
An understanding of employment characteristics, as well as the nature of labour force participation of health care
personnel (for example, whether personnel are working full-time or part-time), can help inform policy decisions from
the national/provincial/ territorial level (for example, more educational seats to produce more health care personnel
could be funded) to the site of employment (for example, more full-time positions could be made available).
Employment—Historical
49. Provider Employment Initial Province Code
The first province/territory in which a registrant began Not Applicable—Data element is collected but does not
working as a health care provider in Canada.
data element.
Rationale: Identifies the initial Canadian jurisdiction of employment as a health care provider.
50. Provider Employment Initial Year Date
The year in which a registrant began working as a
health care provider in the primary health discipline
in Canada for the first time.
(Four-Digit Year)
data element.
Rationale: Provides a baseline indication of initial entry into the Canadian health care provider occupation workforce.
Year of initial employment can be used to generate a proxy indicator for length of time in the workforce (for example,
years since initial employment as a health care provider) and, in combination with other data elements on education,
can be used to examine transitions into and out of the work lifecycle.
18
51. Provider Employment Status Code
At the time of registration or renewal, registrant’s
work status (employed or unemployed).
Employed in Current Provider Role Type—
Employed in an occupation directly related to health
care provider practice.*
Employed in Current Provider Role Type on Leave—
Employed in an occupation directly related to health
care provider practice,* and not working as a result of
an official leave (for example, maternity/paternity leave,
leave of absence, etc.).
Employed Outside of Current Provider Role Type—
Employed in an occupation unrelated to health care
provider practice.*
Retired—Withdrawn from occupation, point where
employment has ended.
Unemployed—Not employed.
data element.
*
The scope defining employment directly related to
practice is determined by the individual licensing/
membership organizations.
Rationale: Necessary for the calculation of work status–related employment indicators (for example, proportion of
the workforce employed in an occupation directly related to the health care provider practice but currently on leave).
52. Provider Other Occupation Activity Status Code
Seeking Employment Only in Current Provider Role
Activity status of registrants not currently employed in Type—Currently unemployed or employed in a non–
health care provider occupation and seeking employment
the occupation or not employed.
in a health care provider occupation as a health care
provider or in a health care provider–related field.
Seeking Employment Only in Occupations Outside
the Current Provider Role Type—Currently
unemployed or employed in a health care provider
occupation as a health care provider or in a health care
provider–related field and seeking employment in a non–
health care provider occupation or health care provider–
related field.
Seeking Employment in Any Occupation—Currently
unemployed and seeking employment in a health care
provider occupation as a health care provider, in a health
care provider–related field or in an occupation other than
health care provider.
Not Seeking Employment—Not currently employed and
not seeking employment.
data element.
Rationale: Collection of this information permits the differentiation between those registrants (either an employee or
self-employed) who are employed or unemployed. Capturing this data element provides opportunities to estimate
the available registered workforce in different ways. When assessed in combination with other data elements, an
estimation of the capacity of the available workforce can be determined.
19
53. Provider Employment Annual Earned Hours
The total annual earned hours of work in all
employment(s) in the health care provider occupation.
Earned hours include worked and benefit hours
for which personnel have received or will
i
receive salaries.
(Four-Digit Hours)
data element.
Rationale: Collection of earned hours can be a measure of capacity (available supply of personnel) and can be used
to estimate the number of full-time equivalents in relation to comparable head count data. The collection of these
data elements is especially important in situations of casual or self-employed work arrangements, where the
parameters of worked, benefit and purchased hours are not prescribed by an employer/employment contract.
54. Provider Employment Sector Code
Public—Refers to health care spending by governments
and government agencies. It is subdivided into four
levels: provincial government sector, federal direct
sector, municipal government sector and social
security funds.ii
Private—Includes out-of-pocket expenditures made by
individuals for health care goods and services; the health
insurance claims paid to individuals by commercial and
not-for-profit insurance firms, as well as the cost of
administering those claims; non-patient revenues
received by health care institutions, such as donations
and investment income; private spending on healthrelated capital construction and equipment; and health
research funded by private sources.ii
Mix of Public and Private—Includes work in both the
public and private sectors.
data element.
Rationale: Necessary for the calculation of sector-related employment indicators (for example, proportion of the
workforce employed in the public sector).
i.
ii.
20
Canadian Institute for Health Information. Standards for Management Information Systems in Canadian Health Service
Organizations [CD]. Ottawa, ON: CIHI; 2011.
Canadian Institute for Health Information. National Health Expenditures Trends, 1975 to 2010. Ottawa, ON: CIHI; 2010.
http://www.cihi.ca. Accessed September 22, 2011.
First Employment—The employment, with an employer or in a self-employed arrangement, that is associated with
the highest number of usual weekly earned hours.
Second Employment—The employment, with an employer or in a self-employed arrangement, that is associated
with the second highest number of usual weekly earned hours.
Third Employment—The employment, with an employer or in a self-employed arrangement, that is associated with
the third highest number of usual weekly earned hours.
Earned hours include worked and benefit hours. (Note: Earned hours also include purchased hours. However, in
this context, earned hours would be self-reported by the health care provider and not the health care organization.
As such, health care service providers would report all of their hours whether or not they were hired by a
third-party payer.)
Worked hours include regular scheduled hours, overtime, call back, coffee breaks and worked statutory holiday
hours. Worked hours do not include the lunch hour and standby hours.
Benefit hours include vacation, statutory holiday, sick leave, education hours received and the percentage of gross
pay received in lieu of benefits, which may be paid to part-time staff.
Knowledge of whether or not health care personnel have more than one employer is useful in workforce planning,
especially in conjunction with data on permanent/casual and full-time/part-time employment. Where persons
have more than one employer, data on a second employment provides a more complete picture of
workforce characteristics.
Similar information on tertiary employers can be collected if relevant for the organizations that collect health care
provider data for a third employment. In occupations where this may be a common practice, it would be useful in
workforce planning.
55. 63. 72. Provider Employment Category Code
Employment category at the time
of registration or renewal, for
first employment.
First employment refers to the employment,
with an employer or in a self-employed
arrangement, that is associated with
the highest number of usual weekly
earned hours.
second employment.
Second employment refers to the
employment, with an employer or in a
self-employed arrangement, that is
associated with the second highest
number of usual weekly earned hours.
third employment.
Third employment refers to the employment,
arrangement, that is associated with the
third highest number of usual weekly
earned hours.
Permanent Employee—Status with employer is
permanent with an indeterminate duration (no specified
end date) of employment and guaranteed or fixed hours
of work per week.
Temporary Employee—Status with employer is
temporary with fixed duration of employment, based on
a defined start and end date, and guaranteed or fixed
hours of work per week.
Casual Employee—Status with employer is on
an as-needed basis, with employment that is
not characterized by a guaranteed or fixed number
of hours per week.
Self-Employed—A person who engages independently
in the profession, operating his or her own economic
enterprise. The individual may be the working owner
of an incorporated or unincorporated business or
professional practice, or an individual in a business
relationship characterized by a verbal or written
agreement(s) in which the self-employed individual
agrees to perform specific work for a payer in return
for payment.
Other—Not Elsewhere Classified—Provider
employment category, not elsewhere classified.
data element.
21
Rationale: The employment category permits the differentiation between those in an employee–employer work
relationship and those who are self-employed. For registrants in an employee–employer work relationship, the
distinction between permanent, temporary and casual employment (in combination with other data elements such
as employment status and hours worked) provides an indication of changes in the conditions of employment for a
profession (for example, a change to more temporary rather than permanent work arrangements with employers).
When assessed in combination with other data elements, an estimation of the capacity of the available workforce
can be determined.
56. 64. 72. Provider Employment Full-Time/
Part-Time Status (for First, Second and
Third Employment)
At the time of registration or renewal, for first
employment, the official full-time/part-time
status of an individual with an employer.
If the official status is unknown, the
classification is based on usual earned hours.
earned hours.
At the time of registration or renewal,
for second employment, the official fulltime/part-time status of an individual with an
employer. If the official status is unknown, the
At the time of registration or renewal, for third
employment, the official full-time/part-time
status of an individual with an employer.
If the official status is unknown, the
earned hours.
Part-Time—Official status with employer is part-time or
usual hours of work are less than 30 hours per week.iii
Full-Time—Official status with employer is full-time or
equivalent or usual hours of work are equal to or greater
than 30 hours per week.iii
data element.
Rationale: For those in an employee–employer relationship or self-employed, this data element permits
identification of some basic conditions of employment. When assessed in combination with other data elements,
such as annual earned hours, an estimation of the potential capacity of the available workforce can be determined
(for example, calculating full-time equivalents [FTEs]).
iii. Definitions of “full-time” and “part-time” are adapted from Statistics Canada. Full-time employment—persons who usually work
30 hours or more per week at their main or only job. Part-time employment—persons who usually work less than 30 hours per
week at their main or only job. Source: Statistics Canada. The Canadian Labour Market at a Glance, 2003.
http://www.statcan.ca. Updated November 18, 2004. Accessed August 12, 2005.
22
57. 65. 73.
The Canadian province/territory of first,
second, third employment at the time of
registration or renewal.
earned hours.
employment, with an employer or in a selfemployed arrangement, that is associated
with the second highest number of usual
weekly earned hours.
earned hours.
Non-Canadian Location—Registrant is employed
outside of a Canadian province/territory.
data element.
58. 66. 74.
Provider Employment Country Code (for
First, Second and Third Employment)
The country of first, second or third
employment at the time of registration
or renewal.
earned hours.
earned hours.
(Country Codes)
data element.
Rationale: Necessary for analysis of the geographical distribution of the workforce. Information on a registrant’s
location of employment is used (in comparison with other elements) to reduce the level of double-counting of
registrants registered in more than one Canadian jurisdiction. Collecting a location for up to three employments
(first, second and third) provides an indication of the proportion of the workforce registering and or living in Canada
but conducting most of their employment activity outside of Canada.
23
59. 67. 75.
data element.
Provider Employment Postal Code (for
At the time of registration or renewal, the
postal code assigned by Canada Post
for registrant’s first, second and/or third
employment. The postal code reflects
the service delivery–level worksite when
available, with employer or business office
postal code provided as an alternate (for
example, if employer or business office
location is different than service delivery–
level worksite, and only the employer or
business office postal code is available).
Service delivery–level worksite refers
to the location where the registrant is
directly engaged in their health care provider
area of practice: direct service,
administration, education, research or sales.
earned hours.
employment, with an employer or in a selfemployed arrangement, that is associated
with the second highest number of usual
weekly earned hours.
earned hours.
Rationale: Full postal code is collected in order to examine geographic distribution at all of the desired units of
analysis (national, provincial/territorial and sub-provincial/territorial area) and to investigate geographic concepts
relevant to health planning (for example, urban and rural distribution of the health workforce).
24
60. 68. 76.
data element.
Provider Employment Organization
Type Code (for First, Second and
Third Employment)
The place of employment for a registrant’s first,
second and/or third employment, whether an
employee or self-employed, at the time of
registration or renewal. This is at the service
delivery–level. Service delivery–level refers to
the location where the registrant is directly
engaged in their health care provider area of
practice: direct service, administration,
information systems, education, research
or sales.
highest number of usual weekly earned hours.
Second employment refers to the employment,
second highest number of usual weekly
earned hours.
arrangement, that is associated with the third
Rationale: This data element provides an indication of the setting in which the professional engages in employment
activity and permits monitoring of changes in the setting of employment activity over time. Collection of this element
allows an examination of, among other information, the number of professionals engaged in employment activity in
the community versus a hospital or residential care setting.
61. 69. 77.
Provider Employment Multiple Employment
Site Indicator (for First, Second and
Third Employment)
An indicator that specifies whether or not
a registrant works at more than one site of
practice for a single employer within a
given employment.
Second employment refers to the employment,
second highest number of usual weekly
earned hours.
Yes
No
data element.
arrangement, that is associated with the third
Rationale: Collection of this data element allows for the identification of registrants working at different work sites
for the same employer, that is, within a single employment. It distinguishes those who work at multiple sites within a
single employment from those who work at multiple sites because they hold more than one employment (meaning
two or more separate employers).
25
62. 70. 78.
Manager—Major role is in management. Role may
involve the management of a particular program, as in a
first-level management position, up to the senior most
management positions.
Supervisor—Major role is in the supervision of staff.
Staff—Major role is in the provision of direct health care
provider services.* (Includes relief staff.)
Consultant—Major role is to provide advice on health
care provider profession and/or services. (Includes
applications specialist.)
Educator—Major role is as an educator for a particular
target group.
Researcher—Major role is in knowledge development
and dissemination of research.
Sales—Major role is in sales.
Other—Position that is not otherwise identified.
data element.
Provider Employment Position Code (for
At the time of registration or renewal, the
main role within the first employment (for
registrants with multiple roles within first
employment, reflects the role associated
with the most worked hours).
earned hours.
earned hours.
*
Direct health care provider services refers to direct
involvement in the performance of health care
provider procedures.
Rationale: This data element provides an indication of the role that the professional plays within an employment
setting. It allows for a more precise differentiation of those professionals primarily involved in direct service provision
compared with those professionals involved in other roles, for example, as educators.
Migration
Migration is defined as movement between countries (emigration, immigration), between provinces/territories within
Canada, or between communities within a province/territory. Migration can also be inferred by comparing present
location with location of graduation.
(Country Codes)
79. Provider History Employment Country Code
The country in which a registrant began working as a Not Applicable—Data element is collected but does not
data element.
26
80. Provider History Employment Postal Code
The postal code in which a registrant began working
as a health care provider in Canada.
data element.
81. Provider History Previous Employment
Province Code
The previous province/territory in which a registrant
was working as a health care provider in Canada.
Non-Canadian Location—Registrant is employed
outside of a Canadian province/territory.
data element.
Country Code
The previous country in which a registrant was
working as a health care provider.
(Country Codes)
data element.
Postal Code
The previous postal code in which a registrant began apply or is not collected and/or not submitted.
working as a health care provider in Canada.
data element.
Rationale: Information about migration is important to understand movements of members of the workforce
between Canada and other countries and to understand interprovincial/-territorial migration trends. Information on
movements from or to rural and urban areas can also be tracked if sufficient information is available (postal code of
employment can be converted to urban and rural geographic classifications).
Other
Active and inactive employment status contains information about whether or not health care providers are active in
their profession. For inactive personnel, when combined with other data elements, contains reasons for leaving the
workforce (other than migration).
84. Organization Registration Number Type Code
At the time of registration or renewal, the class of
license/registration issued to a registrant by a
regulatory body or other professional organization.
Active, Full—Refers to a general professional
practice licence or registration type with no limitations,
restrictions or conditions. Includes professional practice
licences that authorize a registrant, based on the
assessment and issuance by a regulatory body, to
engage in professional practice, as defined by the
relevant laws, regulations and/or policies associated
with a specific jurisdiction.
Active, Other—Refers to professional practice licences
or membership types with special conditions not
otherwise specified (for example, provisional and
restricted licence types). Includes professional practice
licences that authorize a registrant, based on the
assessment and issuance by a regulatory body, to
engage in professional practice, as defined by the
Inactive—Type of registration that does not permit a
registrant to engage in professional practice without
further consideration and/or licensure by the regulatory
body, within a particular jurisdiction, as defined by the
Rationale: Collection of permits separating the short-term licence component of the workforce where required for
analysis, monitoring of workforce transitions from active to inactive, as well as more accurate reporting of attrition
(for example, the collection of inactive data allows for the differentiation of registrants maintaining registration but
changing from active to inactive, from registrants who are registered and do not re-register).
27
Section 4: Health Human Resources Data
Technical and Submission Specifications
4.1 Purpose of the Health Human Resources Data Technical
and Submission Specifications Section
The purpose of this section of the guide is to provide
 The technical specifications for organizations/jurisdictions wishing to build their
own database using standards that are consistent with CIHI health human resources
standards; and
 Data submission specifications for organizations/jurisdictions either receiving or submitting
data into a national/centralized database.
4.2 Data Technical Specifications
This section deals with file characteristics and record layout. Detailed information about the
84 data elements is presented in Table 3, “Data Technical Specifications.”
File Characteristics
Registration data is entered into the database in a file that is created—a plain (ASCII) text file
without delimiters (such as tabs or commas). The file extension must be .txt.
The file consists of detailed records (individual record–level data). If all the data elements
listed in the HHR MDS were collected for one health care provider, the record would be
323 characters in length. Each record can potentially describe the demographic, education,
employment and geographic characteristics, as well as migration data, of a single health
care provider.
Record Layout
Table 3, below, provides the detailed information required to create records in a sequential file.
Notes
1. Data User: Enter the values as provided in Table 3 below, regardless of length; the software
should ensure that the lengths for the values of each data element are correct.
2. Vendor: Design the system to ensure that there is padding for each data element to
accommodate the various lengths of each of the values.
28
3. All Fields: The value/and or format must be provided according to the assigned value:
 Field 2 (Provider Gender Code)—Assign value of
– “F” if registrant is a female;
– “M” if registrant is a male;
– “UN” if registrant is undifferentiated;
– “NA” (not applicable) if the data element is not collected and/or not submitted; and
– “UNK” if the gender is unknown (the registrant has not provided the information).
 Field 3 (Provider Birth Year Date)—Insert 1980 if registrant born that year
(4 characters in length).
 Field 4 (Provider Birth Province Code)—Insert ON if Ontario. If registrant born outside of
Canada, insert NA—Not Applicable.
 Field 14 (Provider Basic Education Level Code)—Insert code CD if the level is a Diploma,
POSTG if the level is Doctorate.
4. Definitions
Provider Employment Full-Time/Part-Time Status
Definitions of “full-time” and “part-time” are adapted from Statistics Canada.iv
Full-time employment—Persons who usually work 30 hours or more per week at their main or
only job.
Part-time employment—Persons who usually work less than 30 hours per week at their main
or only job.
5. Missing Values
Not Applicable—A data element is collected but is not relevant for the registrant or a data
element is not collected and/or not submitted by the organization.
Unknown—Information not provided by the registrant for a particular data element.
Data Technical Specifications
In Table 3 below, the 84 data elements are presented in the same order as found in the HHR
MDS and Health Human Resources Data Dictionary (HHR DD). It includes the field number for
each data element, the start byte, the length and type for each data element, as well as the
values and/or format to be inserted in the text file.
iv. Source: Statistics Canada. The Canadian labour market at a glance, 2003. http://www.statcan.ca. Updated November 18, 2004.
Accessed August 12, 2005.
29
Table 3: Data Technical Specifications
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
1
Provider
Registration
Identifier Number
1
16
Character Number
2
Provider
Gender Code
17
3
Character Code
3
Provider Birth
Year Date
20
4
4
Provider Birth
Province Code
24
5
Provider Birth
Country Code
6
Minimum Maximum Permissible Values
Length
Length and/or Format
16
16
(National or
Provincial/Territorial
Registration Number or
Suitable Alternative)
(Valid Gender
in Format
A{AA})
1
1
F: Female
M: Male
UN: Undifferentiated
NA: Not Applicable
UNK: Unknown
Character Date
(Valid Year in
Format YYYY)
4
4
Four-Digit Year
NA: Not Applicable
UNK: Unknown
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
NA: Not Applicable
UNK: Unknown
27
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
Provider History
Residence
Province Code
30
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
NA: Not Applicable
UNK: Unknown
7
Provider History
Residence
Country Code
33
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
8
Provider
Registration
Province Code
36
2
Character Code
(Valid
Province in
Format AA{A})
2
2
Canadian
Province/Territory
Codes—Appendix A
NA: Not Applicable
UNK: Unknown
9
Provider
Concurrent
Registration
Province Code
38
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
NA: Not Applicable
UNK: Unknown
30
Table 3: Data Technical Specifications (cont’d)
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
10
Provider Previous
Registration
Province Code
41
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
NA: Not Applicable
UNK: Unknown
11
Provider Previous
Registration
Country Code
44
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
12
Provider Initial
Registration
Province Code
47
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
NA: Not Applicable
UNK: Unknown
13
Provider Initial
Registration
Year Date
50
4
Character Date
(Valid Year in
Format YYYY)
4
4
Four-Digit Year
NA: Not Applicable
UNK: Unknown
14
Provider Basic
Education
Level Code
54
5
Character Code
(Valid
Education in
Format
AA{AAA})
2
5
EC: Equivalency
Certificate
CD: Diploma
BD: Baccalaureate
GD: Master’s
POSTG: Doctorate
NA: Not Applicable
UNK: Unknown
15
Provider Basic
Education
Graduation
Year Date
59
4
Character Date
(Valid Year in
Format YYYY)
2
4
Four-Digit Year
NA: Not Applicable
UNK: Unknown
16
Provider Basic
Education
Graduation
Institution Code
63
8
Character Code
(Valid
Institution in
Format
AA{AAAAA})
8
8
Canadian Education
Institution Codes—
Appendix C
00000010: Other
Canadian Institution
00000020: NonCanadian Institution
NA: Not Applicable
UNK: Unknown
31
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
17
Provider Basic
Education
Graduation
Province Code
71
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
18
Provider Basic
Education
Graduation
Country Code
74
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
19
Provider PostBasic Education
Level Code 1
77
5
Character Code
(Valid
Education in
Format
AA{AAA})
2
5
EC: Equivalency
Certificate
CD: Diploma
BD: Baccalaureate
GD: Master’s
POSTG: Doctorate
NA: Not Applicable
UNK: Unknown
20
Graduation
Year Date 1
82
4
Character Date
(Valid Year in
Format YYYY)
NA
UNK
4
4
Four-Digit Year
NA: Not Applicable
UNK: Unknown
21
Graduation
Institution Code 1
86
8
Character Code
(Valid
Institution in
Format
AA{AAAAA})
8
8
Canadian Education
Appendix C
00000010: Other
NA: Not Applicable
UNK: Unknown
22
Graduation
Province Code 1
94
3
Character Code
(Valid
Province in
Format AA{A})
20
NA
UNK
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
23
Graduation
Country Code 1
97
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
32
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
24
Level Code 2
100
5
Character Code
(Valid
Education in
Format
AA{AAA})
2
5
EC: Equivalency
Certificate
CD: Diploma
BD: Baccalaureate
GD: Master’s
POSTG: Doctorate
NA: Not Applicable
UNK: Unknown
25
Graduation
Year Date 2
105
4
Character Date
(Valid Year in
Format YYYY)
4
4
Four-Digit Year
NA: Not Applicable
UNK: Unknown
26
Graduation
Institution Code 2
109
8
Character Code
(Valid
Institution in
Format
AA{AAAAA})
8
8
Canadian Education
Appendix C
00000010: Other
NA: Not Applicable
UNK: Unknown
27
Graduation
Province Code 2
117
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
28
Graduation
Country Code 2
120
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
29
Level Code 3
123
5
Character Code
(Valid
Education in
Format
AA{AAA})
2
5
EC: Equivalency
Certificate
CD: Diploma
BD: Baccalaureate
GD: Master’s
POSTG: Doctorate
NA: Not Applicable
UNK: Unknown
30
Graduation
Year Date 3
128
4
Character Date
(Valid Year in
Format YYYY)
4
4
Four-Digit Year
NA: Not Applicable
UNK: Unknown
33
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
31
Graduation
Institution Code 3
132
8
Character Code
(Valid
Institution in
Format
AA{AAAAA})
8
8
Canadian Education
Appendix C
00000010: Other
NA: Not Applicable
UNK: Unknown
32
Graduation
Province Code 3
140
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
33
Graduation
Country Code 3
143
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
34
Provider
Education Outside
Domain Education
Level Code 1
146
5
Character Code
(Valid
Education
Outside
Domain in
Format
AA{AAA})
2
5
EC: Equivalency
Certificate
CD: Diploma
BD: Baccalaureate
GD: Master’s
POSTG: Doctorate
NA: Not Applicable
UNK: Unknown
35
Provider
Education Outside
Domain Education
Field Code 1
151
3
Character Code
(Valid
Education
Outside
Domain in
Format AA{A})
2
3
Education Field of Study
Codes—Appendix D
NA: Not Applicable
UNK: Unknown
36
Provider
Education Outside
Domain
Graduation
Year Date 1
154
4
Character Date
(Valid Year in
Format YYYY)
4
4
Four-Digit Year
NA: Not Applicable
UNK: Unknown
37
Provider
Education Outside
Domain
Graduation
Province Code 1
158
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
34
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
38
Provider
Education Outside
Domain
Graduation
Country Code 1
161
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
39
Provider
Education Outside
Domain Education
Level Code 2
164
5
Character Code
(Valid
Education
Outside
Domain in
Format
AA{AAA})
2
5
EC: Equivalency
Certificate
CD: Diploma
BD: Baccalaureate
GD: Master’s
POSTG: Doctorate
NA: Not Applicable
UNK: Unknown
40
Provider
Education Outside
Domain Education
Field Code 2
169
3
Character Code
(Valid
Education
Outside
Domain in
Format AA{A})
2
3
Codes—Appendix D
NA: Not Applicable
UNK: Unknown
41
Provider
Education Outside
Domain
Graduation
Year Date 2
172
4
Character Date
(Valid Year in
Format YYYY)
4
4
Four-Digit Year
NA: Not Applicable
UNK: Unknown
42
Provider
Education Outside
Domain
Graduation
Province Code 2
176
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
43
Provider
Education Outside
Domain
Graduation
Country Code 2
179
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
44
Provider
Education Outside
Domain Education
Level Code 3
182
5
Character Code
(Valid
Education in
Format
AA{AAA})
2
5
EC: Equivalency
Certificate
CD: Diploma
BD: Baccalaureate
GD: Master’s
POSTG: Doctorate
NA: Not Applicable
UNK: Unknown
45
Provider
Education Outside
Domain Education
Field Code 3
187
3
Character Code
(Valid
Education
Outside
Domain in
Format AA{A})
2
3
Codes—Appendix D
NA: Not Applicable
UNK: Unknown
35
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
46
Provider
Education Outside
Domain
Graduation
Year Date 3
190
4
Character Date
(Valid Year in
Format YYYY)
2
4
Four-Digit Year
NA: Not Applicable
UNK: Unknown
47
Provider
Education Outside
Domain
Graduation
Province Code 3
194
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
48
Provider
Education Outside
Domain
Graduation
Country Code 3
197
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
49
Provider
Employment Initial
Province Code
200
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
NA: Not Applicable
UNK: Unknown
50
Provider
Employment Initial
Year Date
203
4
Character Date
(Valid Year in
Format YYYY)
4
4
Four-Digit Year
NA: Not Applicable
UNK: Unknown
51
Provider
Employment
Status Code
207
3
Character Code
(Valid
Employment
Status in
Format AA{A})
2
3
10: Employed in Current
Provider Role Type
20: Employed in
Current Provider Role
Type on Leave
30: Employed Outside
of Current Provider
Role Type
50: Retired
60: Unemployed
NA: Not Applicable
UNK: Unknown
36
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
52
Provider Other
Occupation
Activity
Status Code
210
3
Character Code
(Valid
Occupation
Activity Status
in Format
AA{A})
2
3
10: Seeking Employment
Only in Current Provider
Role Type
Only in Occupations
Outside the Current
Provider Role Type
in Any Occupation
40: Not Seeking
Employment
NA: Not Applicable
UNK: Unknown
53
Provider
Employment
Annual
Earned Hours
213
4
Character Number
(Valid Number
in Format
NNNN)
4
4
Four-Digit Hours
NA: Not Applicable
UNK: Unknown
54
Provider
Employment
Sector Code
217
3
Character Code
(Valid Sector
Code in
Format AAA)
3
3
PUB: Public
PRI: Private
MIX: Mix of Public
and Private
NA: Not Applicable
UNK: Unknown
55
Provider
Employment
Category Code
(for First
Employment)
220
3
Character Code
(Valid
Employment
Category in
Format AA{A})
2
3
PE: Permanent
Employee
TE: Temporary Employee
CS: Casual Employee
SE: Self-Employed
OTH: Other—Not
Elsewhere Classified
NA: Not Applicable
UNK: Unknown
56
Provider
Employment FullTime/Part-Time
Status (for First
Employment)
223
3
Character Code
(Valid FullTime/PartTime in
Format AA{A})
2
3
PT: Part-Time
FT: Full-Time
NA: Not Applicable
UNK: Unknown
57
Provider
Employment
Province Code
(for First
Employment)
226
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
37
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
58
Provider
Employment
Country Code (for
First Employment)
229
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
59
Provider
Employment
Postal Code (for
First Employment)
232
6
Character Code
(Valid Postal
Code in
Format
ANANAN)
6
6
(Six-Digit Postal
Code Assigned by
Canada Post)
NA: Not Applicable
UNK: Unknown
60
Provider
Employment
Organization
Type Code (for
First Employment)
238
3
Character Code
(Valid Position
in Format
AA{A})
2
3
Employment
Organization Type
Codes—Appendix E
NA: Not Applicable
UNK: Unknown
61
Provider
Employment
Multiple Site
Indicator (for First
Employment)
241
3
Character Code
(Valid Multiple
Site in Format
AA{A})
2
3
10: Yes
20: No
NA: Not Applicable
UNK: Unknown
62
Provider
Employment
Position Code (for
First Employment)
244
3
Character Code
(Valid Position
in Format
AA{A})
2
3
10: Manager
15: Supervisor
20: Staff
30: Consultant
40: Educator
50: Researcher
55: Sales
OTH: Other
NA: Not Applicable
UNK: Unknown
63
Provider
Employment
Category Code
(for Second
Employment)
247
3
Character Code
(Valid
Employment
Category in
Format AA{A})
2
3
PE: Permanent
Employee
CS: Casual Employee
SE: Self-Employed
OTH: Other—Not
NA: Not Applicable
UNK: Unknown
64
Provider
Status
(for Second
Employment)
250
3
Character Code
(Valid FullTime/PartTime in
Format AA{A})
2
3
PT: Part-Time
FT: Full-Time
NA: Not Applicable
UNK: Unknown
38
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
65
Provider
Employment
Province Code
(for Second
Employment)
253
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
66
Provider
Employment
Country Code
(for Second
Employment)
256
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
67
Provider
Employment
Postal Code
(for Second
Employment)
259
6
Character Code
(Valid Postal
Code in
Format
ANANAN)
6
6
(Six-Digit Postal Code
Assigned by Canada
Post)
NA: Not Applicable
UNK: Unknown
68
Provider
Employment
Organization Type
Code (for Second
Employment)
265
3
Character Code
(Valid Position
in Format
AA{A})
2
3
Employment
Organization Type
Codes—Appendix E
NA: Not Applicable
UNK: Unknown
69
Provider
Employment
Multiple Site
Indicator
(for Second
Employment)
268
3
Character Code
(Valid Multiple
Site in Format
AA{A})
2
3
10: Yes
20: No
NA: Not Applicable
UNK: Unknown
70
Provider
Employment
Position Code
(for Second
Employment)
271
3
Character Code
(Valid Position
in Format
AA{A})
2
3
10: Manager
15: Supervisor
20: Staff
30: Consultant
40: Educator
50: Researcher
55: Sales
OTH: Other
NA: Not Applicable
UNK: Unknown
71
Provider
Employment
Category Code
(for Third
Employment)
274
3
Character Code
(Valid
Employment
Category in
Format AA{A})
2
3
PE: Permanent
Employee
CS: Casual Employee
SE: Self-Employed
OTH: Other—Not
NA: Not Applicable
UNK: Unknown
39
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
72
Provider
Status (for Third
Employment)
277
3
Character Code
(Valid FullTime/PartTime Status in
Format AA{A})
2
3
PT: Part-Time
FT: Full-Time
NA: Not Applicable
UNK: Unknown
73
Provider
Employment
Province Code
(for Third
Employment)
280
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
74
Provider
Employment
Country Code
(for Third
Employment)
283
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
75
Provider
Employment
Postal Code
(for Third
Employment)
286
6
Character Code
(Valid Postal
Code in
Format
ANANAN)
6
6
(Six-Digit Postal
Code Assigned by
Canada Post)
NA: Not Applicable
UNK: Unknown
76
Provider
Employment
Organization Type
Code (for Third
Employment)
292
3
Character Code
(Valid Position
in Format
AA{A})
2
3
Employment
Organization Type
Codes—Appendix E
NA: Not Applicable
UNK: Unknown
77
Provider
Employment
Multiple Site
Indicator (for Third
Employment)
295
3
Character Code
(Valid Multiple
Site in Format
AA{A})
2
3
10: Yes
20: No
NA: Not Applicable
UNK: Unknown
78
Provider
Employment
Position Code
(for Third
Employment)
298
3
Character Code
(Valid Position
in Format
AA{A})
2
3
10: Manager
15: Supervisor
20: Staff
30: Consultant
40: Educator
50: Researcher
55: Sales
OTH: Other
NA: Not Applicable
UNK: Unknown
79
Provider History
Employment
Country Code
301
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
40
Field
Number Data Element
Start
Byte Length Type
Representation
Class
Layout
Length
80
Provider History
Employment
Postal Code
304
6
Character Code
(Valid Postal
Code in
Format
ANANAN)
6
6
Assigned by Canada
Post)
NA: Not Applicable
UNK: Unknown
81
Provider History
Previous
Employment
Province Code
310
3
Character Code
(Valid
Province in
Format AA{A})
2
3
Canadian
Province/Territory
Codes—Appendix A
20: Non-Canadian
Location
NA: Not Applicable
UNK: Unknown
82
Provider History
Previous
Employment
Country Code
313
3
Character Code
(Valid Country
in Format
AA{A})
2
3
Country Codes—
Appendix B
NA: Not Applicable
UNK: Unknown
83
Provider History
Previous
Employment
Postal Code
316
6
Character Code
(Valid Postal
Code in
Format
ANANAN)
6
6
Assigned by Canada
Post)
NA: Not Applicable
UNK: Unknown
84
Organization
Registration
Number
Type Code
322
2
Character Code
(Valid
Registration
Number in
Format AA)
2
2
14: Active, Full
24: Active, Other
34: Inactive
4.3 Data Submission Specifications
The purpose of this section of the document is to provide the data submission specifications
for data submission into a national/centralized database.
This section includes information on the following:
 Data Submission Specifications
– Guidelines for data submission
– Data acceptance rules or edit checks
– File layout and file submission
– Record layout
 Other Potential Data Sources
Submitting organizations submitting data to a national or centralized database may wish to
adopt the specifications as outlined in this document, which are consistent with CIHI’s HHR
data standards.
41
Guidelines for Data Submission
The submitting organizations may consist of provincial regulatory bodies (supplying licensing
membership data for their respective province) and/or national/provincial professional organizations.
Annual Collection Date
An annual collection date should be established between the receiving and submitting
organizations so that data can be provided annually by selecting a point-in-time data collection
date. It is customary for jurisdictions to have different registration periods. As such, a point-intime collection date should be chosen that will encompass the majority of registrations for a
calendar year. The data provided should include all registrations received or submitted between
the start of the submitting organization’s registration period and the point-in-time collection date
(inclusive) of the data submission year.
Note: It is crucial for submitting organizations to make a copy of their text file when point-in-time
data is captured. After submitting to the receiving organization, changes may be required as a
result of possible errors or anomalies, depending on the data acceptance rules or edit checks
established by the receiving organization. In this way, the submitting organization can make the
necessary changes and updates to the original data file. While submitting organizations may
want to apply updates and changes to their current database, for data submission purposes,
it is important that the original data file (that is, the file with the point-in-time data collection) is
updated and resubmitted without including any new registrations that have occurred after the
point-in-time collection date. Doing so will capture the workforce on that particular day and will
allow for trending year over year.
Deadline for Submission
Typically, it is best to determine a deadline for submission period for the initial file submission,
that is, version 01 of the text file. A period of one month is usually an acceptable timeframe.
For example, if the point-in-time data collection date is August 1, then the first submission
should occur anytime between August 1 and August 31 of the respective data submission year.
Note: Submitting organizations should expect that there will be multiple versions of the initial file
during the period of correction due to errors and anomalies. It could take several months until
the file is error-free.
Records for Submission
The target population for the national/centralized database would be all health care providers
from the submitting organizations and should include, at minimum, Active registrations, but
may also include both Active and Inactive registrations from the submitting organizations,
depending on the requirements established by the receiving/submitting organizations.
Active: Refers to a professional practice licence or registration type that authorizes a
registrant, based on the assessment and issuance by a regulatory body, to engage in
professional practice, as defined by the relevant laws, regulations and/or policies associated
42
Inactive: Refers to a type of registration that does not permit a registrant to engage in
professional practice without further consideration and/or licensure by the regulatory body,
within a particular jurisdiction, as defined by the relevant laws, regulations and/or policies
associated with that jurisdiction.
Data Acceptance Rules or Edit Checks
Data acceptance rules or edit checks should be established by the receiving organization and
should at minimum contain the following:
 Data should be edited at source and only error-free data should be submitted.
 Error-free data:
– Conforms to the physical record and file layout as defined in this document; and
– Contains only valid values or codes as defined in the Record Layout. Blank values for
data elements are not acceptable, as this will most likely cause errors during submission,
depending on the validation rules or edits checks established by the receiving organization.
 A submission file should contain only registration data for the period established between the
receiving and submitting organizations.
 Data should be submitted in a file of fixed record length.
 All data records submitted should be validated against the edit checks and validation rules
established by the receiving organization. A control record should be present at the start
of the data file. The control record is a summary of the file contents and functions as a
reference for verification of individual records. A validation rule should be established
by the receiving organization so that if any component of the control record is incorrect,
the submitted data file would be rejected until the file is corrected and resubmitted.
The receiving organization should inform the submitting organizations of any errors or
anomalies detected based on the established validation rules or edit checks. At that point,
the submitting organization should correct those errors or anomalies and then resubmit
corrected records by resubmitting the entire data file (a file that contains both corrected
records plus all of the original records that were without errors).
File Layout and File Submission
File Characteristics
Registration data should be submitted in a file that would consist of the following:
 A control record—This record describes the contents of the file. It is the first record in the file
and is 323 characters in length.
Detailed records (individual record–level data)—These records would be 323 characters
in length based on the HHR MDS. Each record describes the demographic, education,
employment and geographic characteristics, as well as migration characteristics of a single
43
Note: If a profession chooses not to collect all data elements in the HHR MDS, then the
record length and field numbers would be different than those listed in the HHR MDS,
HHR DD and HHR DTSS. Organizations would have to readjust the start bytes to match the
data elements collected. For example, if an organization chooses not to collect data elements
80 through 83, then data element 84 (Organization Registration Number Type Code) would
become the last data element, making it number 80. As such, it would now have a start byte
of 304 and the record length for each registrant would now be 305 rather than 323.
If, however, a profession does not collect all data elements when first establishing its
database but knows that these data elements will be collected in the future, the database can
be built with all the data elements listed in the HHR MDS but the data elements not collected
at the beginning would be coded as Not Applicable.
 Each record must start on a new line.
 The file to be created should be a plain (ASCII) text file without delimiters (such as tabs or
commas)—The file extension must be .txt.
 Files should be submitted using a secure mode of transmission, such as the electronic Data
Submission Services (eDSS). If using this mode of transmission, the file must be zipped with
a .zip file extension.
File Naming Convention
File names should be standardized to facilitate the receipt and processing of health care
provider data. The file name indicates the database name, profession, current data year,
submitting organization and file version. The file name layout could be as follows:
Table 4: File Layout
44
Field
Value and/or Valid Format Description
Occupation Identification Code
ABC
“ABC” for Health Care Provider Profession.*
Data Year
YYYY (format)
The data collection year for submission.
Submitting Organization
Identifier
AA999 (format)
See Appendix F for values
A five-character code assigned to the
submitting organization.
File Version Number
99 (format)
Indicates which version of the file is being
submitted. The first file to be submitted for a given
data submission year should have a file version
number of 01. Subsequent iterations of the file
would have a version number incremented by one
each time the file is submitted (for example, 02, 03).
Filename Extension
.txt
The file name extension must be .txt. This
extension indicates a text file.
Example File Name
 ABC2012AB00101.txt
This example identifies the file as a health care provider profession file for the year 2012 and
from the submitting organization AB001—Alberta Health Care Provider Organization, and it is
the first iteration of the file to be received from the submitting organization.
* ABC would be replaced with an abbreviation specific to the profession. The abbreviation can
be established by the profession itself. For example:
MLT:
Medical Laboratory Technologist
MRT: Medical Radiation Technologist
OCC: Occupational Therapist
PHY: Physiotherapist
PHA: Pharmacist
Data Submission and Transmission
To satisfy national and provincial privacy legislation, it is suggested that all data files are
submitted using the electronic Data Submission Services (eDSS) facility. The eDSS permits
online transmission of electronic files via the internet and facilitates the establishment of a
secure encrypted session between the receiving organization and the submitting organizations
for the purpose of data transfer.
Although eDSS is a preferred method to send and receive data, for submitting organizations
without sufficient infrastructure, submission of data on hard media (e.g. CD, memory stick)
is an alternative mode of transmission but it should be sent by registered mail or bonded
courier service.
Whether using eDSS or an alternate mode of transmission, it is suggested that all files
be encrypted and password-protected to ensure the confidentiality and security of
record-level data.
Record Layout
Control Record Format
When submitting a file to the receiving organization, it is best that a control record is entered at
the start of each file that is submitted to the receiving organization. The control record describes
the contents of the file using a standardized naming convention based on CIHI’s data standards.
The type and format of information in the control record is outlined in the table below.
45
Table 5: Control Record Format
Field
Number Data Element
Start
Byte Length Type
Values and/or Format
1
Occupation
Abbreviation
1
3
Character
ABC
2
Submitting
4
Organization Identifier
5
Character
Format is AA999
See Appendix F for values
3
Data Year
9
4
Character
(YYYY)
The data collection year for submission.
4
Number of Records
13
6
Numeric
The total number of records in the file (NOT including
the control record).
5
File Creation Date
19
8
Date
(YYYYMMDD)
The date the file was created.
6
Provider
Registration Identifier
27
1
Character
R (Registration Number)
or S (Substitute Number)
7
Filler
28
296
Character
Xs are added to the end of the record so that the
control record is the same length as the detail records.
Total Length of a Record
323
Note
Provider Registration Identifier.
Unique registration identifier for profession ABC may be included in one of two ways:
 The actual registration number may be used, or
 A substitute (dummy) number may be used.
It is left to the discretion of the submitting organization as to whether it supplies actual or substitute (dummy) numbers. However,
regardless of the type provided, the number for each respective registrant must be the same year-on-year. If dummy numbers are
supplied, they must remain consistent year-on-year for each individual registrant. In other words, a registrant should receive a
unique lifetime ID. For example, the number assigned to a returning registrant should be the same as the previous number the
registrant had received. When a registrant no longer registers with the province, the number assigned to this individual must not
be recycled and given to another registrant. This requirement enables an organization to conduct longitudinal analysis on the data.
Sample Control Record
Flat Data File Format
ABCAB001201200075020120820Rxxxxxxxxxxxxxxxxxxxxx………
46
Occupation
Abbreviation
Submitting
Organization Current
Identifier
Data Year
Provincial Unique
Identification/Registration
Number Type—
Number of File Creation Date Registration (R)
Records
(YYYYMMDD)
or Substitute (S)
ABC
AB001
000750
2012
20120820
R
Filler
Xs
This sample control record indicates that
 ABC
Profession is Health Care Provider
 AB001
Submitted by health care provider organization AB001
 2012
Data collection year is 2012
 000750
750 records in the file (NOT including the control record)
 20120820 File was created on August 20, 2012
 R
The registration numbers are actual registration numbers
 Xs…
The control record is padded with a filler of 296 characters
Record Layout
Refer to Table 3 (“Data Technical Specifications”) in Section 4.2 for the detailed information
required to create records for each registrant in a sequential file suitable for processing.
4.4 Other Potential Data Sources
For those organizations unable to establish their own database and reporting system, refer to
Appendix G for other potential sources of data.
47
Section 5: Appendices
Appendix A—Canadian Province/Territory Codes
Code
Canadian Province/Territory
NL
Newfoundland and Labrador
PE
Prince Edward Island
NS
Nova Scotia
NB
New Brunswick
QC
Quebec
ON
Ontario
MB
Manitoba
SK
Saskatchewan
AB
Alberta
BC
British Columbia
YT
Yukon
NT
Northwest Territories
NU
Nunavut
Sources
Canadian Postal Guide. http://www.canadapost.ca/tools/pg/manual/PGaddress-e.asp#1380608.
ISO 3166-2:1998. Codes for the Representation of Names of Countries and Their Subdivisions—
Part 2: Country Subdivision Code.
48
Appendix B—Country Codes
The table below is sorted by country.
Country
Code
Afghanistan
AFG
Åland Islands
ALA
Albania
ALB
Algeria
DZA
American Samoa
ASM
Andorra
AND
Angola
AGO
Anguilla
AIA
Antarctica*
ATA
Antigua and Barbuda
ATG
Argentina
ARG
Armenia
ARM
Aruba
ABW
Australia
AUS
Austria
AUT
Azerbaijan
AZE
Bahamas
BHS
Bahrain
BHR
Bangladesh
BGD
Barbados
BRB
Belarus
BLR
Belgium
BEL
Belize
BLZ
Benin
BEN
Bermuda
BMU
Bhutan
BTN
Bolivia, Plurinational State of
BOL
Bonaire, Sint Eustatius and Saba
BES
Bosnia and Herzegovina
BIH
Botswana
BWA
Bouvet Island*
BVT
Brazil
BRA
British Indian Ocean Territory*
IOT
Brunei Darussalam
BRN
Bulgaria
BGR
Burkina Faso
BFA
Burundi
BDI
Cambodia
KHM
49
50
Country
Code
Cameroon
CMR
Canada
CAN
Cape Verde
CPV
Cayman Islands
CYM
Central African Republic
CAF
Chad
TCD
Chile
CHL
China
CHN
Christmas Island*
CXR
Cocos (Keeling) Islands*
CCK
Colombia
COL
Comoros
COM
Congo
COG
Congo, The Democratic Republic of the Congo
COD
Cook Islands
COK
Costa Rica
CRI
Côte d’Ivoire
CIV
Croatia
HRV
Cuba
CUB
Cyprus
CYP
Czech Republic
CZE
Denmark
DNK
Djibouti
DJI
Dominica
DMA
Dominican Republic
DOM
Ecuador
ECU
Egypt
EGY
El Salvador
SLV
Equatorial Guinea
GNQ
Eritrea
ERI
Estonia
EST
Ethiopia
ETH
Faeroe Islands
FRO
Falkland Islands (Malvinas)
FLK
Fiji
FJI
Finland
FIN
France
FRA
French Guiana
GUF
French Polynesia
PYF
French Southern Territories*
ATF
Gabon
GAB
Country
Code
Gambia
GMB
Georgia
GEO
Germany
DEU
Ghana
GHA
Gibraltar
GIB
Greece
GRC
Greenland
GRL
Grenada
GRD
Guadeloupe
GLP
Guam
GUM
Guatemala
GTM
Guernsey
GGY
Guinea
GIN
Guinea-Bissau
GNB
Guyana
GUY
Haiti
HTI
Heard Island and McDonald Islands*
HMD
Holy See (Vatican City State)
VAT
Honduras
HND
Hong Kong
HKG
Hungary
HUN
Iceland
ISL
India
IND
Indonesia
IDN
Iran, Islamic Republic of
IRN
Iraq
IRQ
Ireland
IRL
Isle of Man
IMN
Israel
ISR
Italy
ITA
Jamaica
JAM
Japan
JPN
Jersey
JEY
Jordan
JOR
Kazakhstan
KAZ
Kenya
KEN
Kiribati
KIR
Korea, Democratic People’s Republic
PRK
Korea, Republic of
KOR
Kuwait
KWT
Kyrgyzstan
KGZ
51
52
Country
Code
Lao People’s Democratic Republic
LAO
Latvia
LVA
Lebanon
LBN
Lesotho
LSO
Liberia
LBR
Libya
LBY
Liechtenstein
LIE
Lithuania
LTU
Luxembourg
LUX
Macao
MAC
Macedonia, The former Yugoslav Republic of
MKD
Madagascar
MDG
Malawi
MWI
Malaysia
MYS
Maldives
MDV
Mali
MLI
Malta
MLT
Marshall Islands
MHL
Martinique
MTQ
Mauritania
MRT
Mauritius
MUS
Mayotte
MYT
Mexico
MEX
Micronesia, Federated States of
FSM
Moldova, Republic of
MDA
Monaco
MCO
Mongolia
MNG
Montenegro
MNE
Montserrat
MSR
Morocco
MAR
Mozambique
MOZ
Myanmar
MMR
Namibia
NAM
Nauru
NRU
Nepal
NPL
Netherlands
NLD
Netherlands Antilles
ANT
New Caledonia
NCL
New Zealand
NZL
Nicaragua
NIC
Niger
NER
Country
Code
Nigeria
NGA
Niue
NIU
Norfolk Island
NFK
Northern Mariana Islands
MNP
Norway
NOR
Oman
OMN
Pakistan
PAK
Palau
PLW
Palestinian Territory, Occupied
PSE
Panama
PAN
Papua New Guinea
PNG
Paraguay
PRY
Peru
PER
Philippines
PHL
Pitcairn
PCN
Poland
POL
Portugal
PRT
Puerto Rico
PRI
Qatar
QAT
Réunion
REU
Romania
ROU
Russian Federation
RUS
Rwanda
RWA
Saint Barthélemy
BLM
Saint Helena, Ascension and Tristan de Cunha
SHN
Saint Kitts and Nevis
KNA
Saint Lucia
LCA
Saint Martin
MAF
Saint Pierre and Miquelon
SPM
Saint Vincent and the Grenadines
VCT
Samoa
WSM
San Marino
SMR
Sao Tome and Principe
STP
Saudi Arabia
SAU
Senegal
SEN
Serbia
SRB
Seychelles
SYC
Sierra Leone
SLE
Singapore
SGP
Slovakia
SVK
Slovenia
SVN
53
54
Country
Code
Solomon Islands
SLB
Somalia
SOM
South Africa
ZAF
South Georgia and the South Sandwich Islands
SGS
Spain
ESP
Sri Lanka
LKA
South Sudan
SSD
Sudan
SDN
Suriname
SUR
Svalbard and Jan Mayen Islands
SJM
Swaziland
SWZ
Sweden
SWE
Switzerland
CHE
Syrian Arab Republic
SYR
Taiwan, Province of China
TWN
Tajikistan
TJK
Tanzania, United Republic of
TZA
Thailand
THA
Timor-Leste
TLS
Togo
TGO
Tokelau
TKL
Tonga
TON
Trinidad and Tobago
TTO
Tunisia
TUN
Turkey
TUR
Turkmenistan
TKM
Turks and Caicos Islands
TCA
Tuvalu
TUV
Uganda
UGA
Ukraine
UKR
United Arab Emirates
ARE
United Kingdom of Great Britain and Northern Ireland
GBR
United States
USA
United States Minor Outlying Islands
UMI
Uruguay
URY
Uzbekistan
UZB
Vanuatu
VUT
Venezuela, Bolivarian Republic of
VEN
Viet Nam
VNM
Virgin Islands, British
VGB
Virgin Islands, U.S.
VIR
Country
Code
Wallis and Futuna Islands
WLF
Western Sahara
ESH
Yemen
YEM
Zambia
ZMB
Zimbabwe
ZWE
Note
* Uninhabited territories or territories with no permanent population, http://en.wikipedia.org/wiki/Dependent_area.
Sources
ISO 3166-1 (April 2011—alpha 3 representation) and United Nations Statistics Division, http://millenniumindicators.un.org.
55
Appendix C—Post-Secondary Canadian Education
Institution Codes
The table below is sorted by province/territory and post-secondary Canadian education
institution code.
If the code is not listed in the table below, refer to Statistics Canada’s website.
Code
Post-Secondary Institution
10001000
Memorial University of Newfoundland—Parent Institution
10020000
College of North Atlantic—Parent Institution
11001000
University of Prince Edward Island
11011000
Holland College—Parent Institution
Nova Scotia
12001000
Acadia University—Parent Institution
12003000
Cape Breton University
12004000
Dalhousie University
12005000
University of King’s College
12006000
Mount St. Vincent University
12008000
NSCAD University
12010000
Université Sainte-Anne—Parent Institution
12011000
St. Francis Xavier University—Parent Institution
12012000
Saint Mary’s University
12022000
Nova Scotia Community Colleges—Parent Institution
12024000
Institute for Human Services Education
12080000
Queen Elizabeth II/Health Sciences Centre—Parent Institution
New Brunswick
13002000
Mount Allison University
13003000
University of New Brunswick—Parent Institution
13004000
Université de Moncton—Parent Institution
13005000
St. Thomas University
13018000
New Brunswick Community College—Parent Institution / Collège communautaire du
Nouveau Brunswick—Parent Institution
13019000
School of Radiological Technology—Parent Institution
Quebec
56
24001000
Bishop’s University—Parent Institution
24002000
McGill University—Parent Institution
24003000
Université de Montréal—Parent Institution
24005000
Université Laval
24006000
Université de Sherbrooke
24007000
Concordia University
Code
24008000
Université du Québec à Chicoutimi
24009000
Université du Québec à Montréal
24010000
Université du Québec en Abitibi-Témiscamingue
24011000
Université du Québec à Trois-Rivières
24012000
Université du Québec en Outaouais
24013000
Université du Québec, École nationale d’administration publique—Parent Institution
24014000
Institut national de la recherche scientifique
24015000
Université du Québec à Rimouski
24016000
École de technologie supérieure
24017000
Télé-université
24020000
Cégep de l’Abitibi-Témiscamingue
24021000
Cégep Ahuntsic
24022000
Cégep André-Laurendeau
24023000
Cégep de Bois-de-Boulogne
24024000
Cégep de Chicoutimi
24025000
Dawson College
24026000
Cégep de Drummonville
24027000
Cégep Édouard-Montpetit
24028000
Cégep François-Xavier-Garneau
24029000
Cégep de la Gaspésie et des Îles
24030000
Cégep de Grandby-Haute Yamaska
24031000
Cégep de Baie-Comeau
24032000
Cégep John Abbott College
24033000
Cégep régional de Lanaudière à Joliette
24034000
Cégep de Jonquière
24035000
Cégep de La Pocatière
24036000
Champlain Regional College—Parent Institution
24037000
Cégep de Lévis-Lauzon
24038000
Cégep de Limoilou
24039000
Cégep Lionel-Groulx
24040000
Cégep de Maisonneuve
24041000
Cégep de Matane
24042000
Cégep Montmorency
24043000
Cégep de l’Outaouais
24044000
Cégep de la région de Thetford
24045000
Cégep de Rimouski
24046000
Cégep de Rivière-du-Loup
24047000
Cégep de Rosemount
24048000
Cégep de Sainte-Foy
24050000
Cégep de Saint-Hyacinthe
24051000
Cégep de Saint-Jean-sur-Richelieu
57
Code
24052000
Cégep de Saint-Jerôme
24053000
Cégep de Saint-Laurent
24054000
Cégep de Sept-Îles
24055000
Cégep de Shawinigan
24056000
Cégep de Sherbrooke
24057000
Cégep de Sorel-Tracy
24058000
Cégep de Trois-Rivières
24059000
Cégep de Valleyfield
24060000
Vanier College
24061000
Cégep de Victoriaville
24062000
Cégep du Vieux-Montréal
24063000
Cégep Beauce-Appalaches
24064000
Heritage College
24065000
Cégep Marie-Victorin
24068000
Collège international des Marcellines
24069000
College Mother House
24070000
Centennial College
24071000
Collège d’affaires Ellis
24072000
Collège André-Grasset
24074000
Collège Bart
24079000
Collège Français
24080000
Institut Teccart (2003)
24081000
Collège Jean-de-Brébeuf
24082000
Collège Laflèche
24083000
Collège LaSalle
24087000
Collège Marianopolis
24089000
Collège Mérici
24090000
Campus Notre-Dame-de-Foy
24092000
Collège O’Sullivan de Québec
24093000
Collège préuniversitaire Nouvelles Frontières
24127000
Collège Marie-de-France
24160000
Collège O’Sullivan de Montréal
24400000
Cégep d’Alma
24410000
Cégep Gérald-Godin
Ontario
58
35001000
Brock University—Parent Institution
35002000
Carleton University—Parent Institution
35004000
University of Guelph—Parent Institution
35005000
Lakehead University—Parent Institution
35006000
Laurentian University / Université Laurentienne—Parent Institution
35007000
McMaster University—Parent Institution
Code
35008000
Nipissing University—Parent Institution
35010000
University of Ottawa / Université d’Ottawa—Parent Institution
35011000
Queen’s University—Parent Institution
35012000
Redeemer University College
35014000
Ryerson University—Parent Institution
35015000
University of Toronto—Parent Institution
35016000
Trent University—Parent Institution
35017000
University of Waterloo—Parent Institution
35018000
University of Western Ontario—Parent Institution
35019000
Wilfred Laurier University—Parent Institution
35020000
University of Windsor—Parent University
35021000
York University—Parent Institution
35023000
University of Ontario—Institute of Technology—Parent Institution
35040000
East Ontario School of X-Ray Technology, Kingston General Hospital
35042000
Ontario School of Radiation Therapy, Ontario Cancer Institute
35043000
Collège Boréal d’arts appliqués et de technologie—Parent Institution
35045000
Cité collégiale—Parent Institution
35046000
Algonquin College of Applied Arts and Technology
35047000
Cambrian College of Applied Arts and Technology
35048000
Centennial College of Applied Arts and Technology
35051000
Conestoga College Institute of Technology and Advanced Learning
35052000
Confederation College of Applied Arts and Technology
35053000
Durham College of Applied Arts and Technology
35054000
Fanshawe College of Applied Arts and Technology
35055000
George Brown College of Applied Arts and Technology
35056000
Georgian College of Applied Arts and Technology
35057000
Loyalist College of Applied Arts and Technology
35058000
Mohawk College of Applied Arts and Technology
35059000
Niagara College of Applied Arts and Technology
35061000
Lambton College of Applied Arts and Technology
35062000
Humber College Institute of Technology and Advanced Learning
35063000
Northern College of Applied Arts and Technology—Parent Institution
35064000
St. Clair College of Applied Arts and Technology
35065000
St. Lawrence College of Applied Arts and Technology—Parent Institution
35066000
Sault College of Applied Arts and Technology—Parent Institution
35067000
Seneca College of Applied Arts and Technology
35068000
Sheridan College Institute of Technology and Advanced Learning
35069000
Sir Sandford Fleming College of Applied Arts and Technology
35070000
The Michener Institute, Applied Health Sciences
35072000
Canadian Memorial Chiropractic College
35073000
Canadore College of Applied Arts and Technology
59
Code
35089000
Northern Ontario School of Medicine—Parent Institution
35090000
Algoma University
Manitoba
46001000
Brandon University
46002000
Canadian Mennonite University—Parent Institution
46003000
William and Catherine Booth College
46005000
University of Manitoba—Parent Institution
46006000
University of Winnipeg—Parent Insitution
46016000
Assiniboine Community College
46017000
Red River College—Parent Institution
46018000
University College of the North—Parent Institution
46020000
School of Radiation Therapy at Cancer Care Manitoba
46021000
Winnipeg Technical College
46023000
École technique et professionnelle
Saskatchewan
47004000
University of Regina—Parent Institution
47005000
University of Saskatchewan—Parent Institution
47015000
Saskatchewan Institute of Applied Science and Technology (SIAST)—Parent Institution
47017000
Carlton Trail Regional College
47018000
Cumberland Regional College
47019000
Cypress Hills Regional College
47020000
North West Regional College
47021000
Parkland Regional College
47022000
Prairie West Regional College
47023000
Saskatchewan Indian Institute of Technology
47025000
Southeast Regional College
47026000
Northlands College
47027000
School of Radiation Therapy, Allan Blair Cancer Centre
47028000
Radiation Therapy Program, Saskatoon Cancer Centre
47030000
Great Plains College
47031000
Emmanuel and St. Chad
47033000
St. Andrew’s College
47035000
Briercrest College
47036000
Dumont Technical Institute
Alberta
60
48001000
University of Alberta—Parent Institution
48002000
Athabasca University
48005000
University of Calgary
48007000
Canadian University College
48008000
Concordia University College of Alberta
48009000
University of Lethbridge
Code
48011000
The King’s University College
48013000
St Mary’s University College
48014000
Ambrose University
48015000
Grant MacEwan University
48016000
Mount Royal University
48022000
Bow Valley College
48023000
Olds College
48024000
Lakeland College—Parent Institution
48026000
Grande Prairie Regional College
48027000
Lethbridge College
48028000
Medicine Hat College
48029000
Mount Royal College
48030000
Grant MacEwan College—Parent Institution
48031000
Keyano College
48032000
Red River College
48033000
NAIT—Parent Institution
48034000
Southern Alberta Institute of Technology
48037000
Cross Cancer Institute, School of Radiation Therapy
48038000
Tom Baker Cancer Centre, School of Radiation Therapy
48146000
NorQuest College
48147000
Northern Lakes College
48148000
Portage College
48149000
Alberta Cancer Board School for Radiation
48150000
Banff Centre
British Columbia
59001000
University of British Columbia—Parent Institution
59002000
University of Northern British Columbia—Parent Institution
59005000
Royal Roads University
59007000
Simon Fraser University
59008000
Trinity Western University—Parent Institution
59009000
University of Victoria
59023000
British Columbia Institute of Technology
59024000
Capilano College
59026000
College of New Caledonia
59027000
Douglas College
59031000
Selkirk College
59032000
Vancouver Community College—Parent Institute
59033000
Northern Lights College
59034000
Camosun College
59035000
North Island College
59037000
University College of the Fraser Valley
61
Code
59038000
College of the Rockies
59039000
Emily Carr Institute of Design and Art
59041000
Kwantlen University College
59043000
Nicola Valley Institute of Technology
59044000
Institute of Indigenous Government
59045000
Langara College
59048000
Thompson Rivers University—Parent Institution
59049000
Capilano University
59050000
Okanagan College
59051000
Vancouver Island University
59052000
Emily Carr University of Art and Design
59053000
Kawantlen Polytechnic University
59054000
University of the Fraser Valley
Yukon
60001000
Yukon College
61002000
Aurora College—Parent Institution
Nunavut
62001000
Nunavut Arctic College—Parent Institution
Source
Statistics Canada: The above list has been derived from the Post-Secondary Institution Code Set used by Statistics Canada as part
of the Postsecondary Student Information System (PSIS). PSIS is the national survey that enables Statistics Canada to publish
information on enrolments and graduates of Canadian post-secondary education institutions. Further information can be obtained
from the following website: http://www.statcan.gc.ca/concepts/psis-siep/map-carte-eng.htm.
62
Appendix D—Education Field of Study Codes
The table below is sorted by education field of study code.
Code
Field of Study
005
Personal Improvement (awareness, self-improvement, interpersonal and social skills,
citizenship, health-related knowledge activities)
010
Leisure and Recreational Activities
015
Education
020
Visual and Performing Arts
025
Communications Technologies/Technicians and Support Services
030
Liberal Arts and Sciences, General Studies and Humanities
035
Philosophy and Religious Studies
040
Theology and Religious Vocations
045
History
050
Medieval and Renaissance Studies
055
Holocaust and Related Studies
060
Classical and Ancient Studies
065
English Language and Literature/Letters
070
French Language and Literature/Letters
075
Aboriginal and Foreign Languages, Literatures and Linguistics
080
Social Studies
085
Museology/Museum Studies
090
Intercultural/Multicultural and Diversity Studies
095
Peace Studies and Conflict Resolution
100
International/Global Studies
105
Science, Technology and Society
110
Gerontology
115
Psychology
120
Behavioural Sciences
125
Cognitive Science
130
Biopsychology
135
Area, Ethnic, Cultural and Gender Studies
140
Family and Consumer Sciences/Human Studies
145
Communication, Journalism and Related Programs
150
Legal Professions and Studies
155
Business, Management, Marketing and Related Support Programs
160
Accounting and Computer Science
165
Public Administration and Social Service Professions
170
Physical Sciences
175
Biological and Biomedical Sciences
180
Biological and Physical Sciences
185
Natural Sciences
63
Code
Field of Study
190
Nutrition Sciences
195
Neuroscience
200
Science Technologies/Technicians
205
Mathematics and Statistics
210
Mathematics and Computer Science
215
Computer and Information Sciences and Support Services
220
Systems Sciences and Theory
225
Library Science
230
Architecture and Related Services
235
History Preservation and Conservation
240
Engineering
245
Engineering Technologies/Technicians
250
Construction Trades
255
Mechanic and Repair Technologies/Technicians
260
Precision Production
265
Agriculture, Agriculture Operations and Related Sciences
270
Natural Resources and Conservation
275
Health Professions and Related Clinical Sciences
280
Dental, Medical and Veterinary Residency Programs
285
Parks, Recreation, Leisure and Fitness Studies
290
Personal and Culinary Services
295
Security and Protective Services
300
Military Technologies
305
Reserve Entry Scheme for Officers in the Armed Forces
310
Transportation and Materials Moving
315
Multidisciplinary/Interdisciplinary Studies, Other
320
Technology Education/Industrial Arts Program
325
Other, Not Elsewhere Classified
Source
Statistics Canada, Classification of Instructional Programs, Canada 2000. Further information can be obtained from the following
website: http://www.statcan.gc.ca.
64
Appendix E—Employment Organization Type Codes
The table below is sorted by employment organization code.
Organizations wanting to include additional organizational types that are specific to their
profession need only to assign a code using the same length of characters as noted in the
table below.
Code
Organization Type
010
General Hospital (all areas)
015
Primary Health Care
020
Rehabilitation Hospital/Facility
022
Community Pharmacy
026
Other Pharmacy
030
Mental Health Hospital/Facility
040
Residential Care Facility
045
Assisted Living Residence
050
Continuing Care Facility
055
Home Care Visiting Agency
056
Physicians Office/Other Professional Practice Office
060
Community Health Centre
061
Other Community-Based Pharmacist Practice
062
Group Professional Practice Office/Clinic
065
Solo Professional Practice Office/Business
068
Cancer Care
070
Visiting Agency/Business
074
Public Health
076
Public Health Laboratory/Department/Unit
077
Centralized Diagnostic Laboratory Facility
078
Free-Standing Imaging Facility/Clinic
086
Free-Standing Diagnostic Laboratory
087
Specimen Collection Centre
088
Mobile Imaging Unit
096
Blood Transfusion Centre
097
Other Laboratory Facility
100
Post-Secondary Educational Institution
110
School or School Board
120
Association, Government, Para-Governmental
124
Community Pharmacy Corporate Office
130
Industry, Manufacturing, and Commercial
140
Other, Not Elsewhere Classified
Sources
Canadian Institute for Health Information, Medical Laboratory Technologist Database, Medical Radiation Technologist Database,
Pharmacist Database, Physiotherapist Database and Occupational Therapist Database.
65
Appendix F—Submitting Organization Identifier Codes
Corresponding Province/Territory
of Data Submission
Code
Submitting Organization
NL001
Health Care Provider Organization
PE001
NS001
Nova Scotia
Nova Scotia
NB001
New Brunswick
New Brunswick
QC001
Quebec
Quebec
ON001
Ontario
Ontario
MB001
Manitoba
Manitoba
SK001
Saskatchewan
Saskatchewan
AB001
Alberta
Alberta
BC001
British Columbia
British Columbia
NT001
YT001
Yukon Health Care
Provider Organization
Yukon
NU001
Nunavut
Nunavut
Note
A health care provider organization can be a provincial/territorial regulatory body or a national/provincial/territorial
professional organization.
Source
Canadian Institute for Health Information.
66
Appendix G—Other Potential Data Sources
Summary data by occupation is made available on a special request to Statistics Canada.
Data can be obtained through two data sources:
1. Labour Force Survey: This is an annual publication.
2. Census: The survey occurs once every five years.
Note
There may not be total agreement between data sources, as professional organizations may not classify their registrants according
to the same occupational categories as those of Statistics Canada. Additionally, these surveys represent only a proportion of the
workforce and, therefore, are not representative of total headcounts.
Source
Statistics Canada.
67
Appendix H—CIHI Core Subset of Data Elements
Core Data Elements in the HHR MDS by Category
Data Element
(National or Provincial/Territorial Registration
Number or Suitable Alternative)
Female
Male
Undifferentiated
Not Applicable
Unknown
(Four-Digit Year)
Not Applicable
Unknown
Not Applicable
Unknown
(Country Codes)
Not Applicable
Unknown
Education
68
Provider Basic Education Level Code
Equivalency Certificate
Diploma
Baccalaureate
Master’s
Doctorate
Not Applicable
Unknown
Year Date
(Four-Digit Year)
Not Applicable
Unknown
Institution Code
(Canadian Institution Education Codes)
Not Applicable
Unknown
Province Code
Not Applicable
Unknown
Data Element
Country Code
(Country Codes)
Not Applicable
Unknown
Provider Post-Basic Education Level Code 1 Diploma
Baccalaureate
Master’s
Doctorate
Not Applicable
Unknown
Education Level Code 1
Diploma
Baccalaureate
Master’s
Doctorate
Not Applicable
Unknown
Provider Employment Status Code
Employed in Current Provider Role Type on Leave
Employed Outside of Current Provider Role Type
Retired
Unemployed
Not Applicable
Unknown
Provider Employment Annual Earned Hours
(for First Employment)
(Four-Digit Hours)
Not Applicable
Unknown
Provider Employment Full-Time/
Part-Time Status (for First Employment)
Part-Time
Full-Time
Not Applicable
Unknown
Not Applicable
Unknown
Provider Employment Country Code
(Country Codes)
Not Applicable
Unknown
Provider Employment Postal Code
Not Applicable
Unknown
69
Data Element
Provider Employment Organization
Type Code (for First Employment)
Not Applicable
Unknown
Provider Employment Position Code
Manager
Supervisor
Staff
Consultant
Educator
Researcher
Sales
Other
Not Applicable
Unknown
Other
Organization Registration Number
Type Code
Active, Full
Active, Other
Inactive
70
References
1. Federal/Provincial/Territorial Advisory Committee on Health Delivery and Human
Resources, A Framework for Collaborative Pan-Canadian Health Human Resource
Planning, from <http://www.hc-sc.gc.ca/hcs-sss/pubs/hhrhs/2007-frame-cadre/
index-eng.php>.
2. Federal/Provincial/Territorial Advisory Committee on Health Delivery and Human
Resources, “IV. Objectives and Actions: Goal 1,” A Framework for Collaborative
Pan-Canadian Health Human Resource Planning, from <http://www.hc-sc.gc.ca/
hcs-sss/pubs/hhrhs/2007-frame-cadre/index-eng.php#a6>.
3. CIHI, Guidance Document for the Development of Data Sets to Support Health Human
Resources Management in Canada, from http://secure.cihi.ca/cihiweb/dispPage.jsp?cw_
page=GR_1213_E>.
71
Production of this report is made possible by financial contributions from Health
Canada and provincial and territorial governments. The views expressed herein
do not necessarily represent the views of Health Canada or any provincial
or territorial government.
All rights reserved.
The contents of this publication may be reproduced unaltered, in whole or in part
and by any means, solely for non-commercial purposes, provided that the Canadian
Institute for Health Information is properly and fully acknowledged as the copyright
owner. Any reproduction or use of this publication or its contents for any commercial
purpose requires the prior written authorization of the Canadian Institute for Health
Information. Reproduction or use that suggests endorsement by, or affiliation with,
the Canadian Institute for Health Information is prohibited.
For permission or information, please contact CIHI:
Canadian Institute for Health Information
Phone: 613-241-7860
Fax: 613-241-8120
www.cihi.ca
[email protected]
© 2013 Canadian Institute for Health Information
Cette publication est aussi disponible en français sous le titre Guide du fichier
minimal sur les ressources humaines de la santé — fichier texte.
Talk to Us
CIHI Ottawa
Phone: 613-241-7860
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1010 Sherbrooke Street West, Suite 300
Montréal, Quebec H3A 2R7
Phone: 514-842-2226
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Toronto, Ontario M2P 2B7
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St. John’s, Newfoundland and Labrador A1C 6H6
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www.cihi.ca
At the heart of data

Health Human Resources Minimum Data Set Guide—Text File Format pic

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