Appendix A Examples of WMS submissions

This appendix aims to illustrate how the Intermediate Database (IDB) may look at each point during the span of the referral and at a follow up appointment with a new referral. The examples are shown in the time period January to May, with the follow up appointment taking place in June.

The data shown in the examples are purely for illustrative purposes only.

The Intermediate Data Base (IDB) is a Microsoft Access file populated with the fields and tables following the CSDS data model for the data set being submitted. The correct version of the IDB, matching the data set and version number being submitted, must be used to submit data to the SDCS Cloud platform – no other IDB file may be used.  Learn more about how to register to download the  IDB. Or watch the Community Services Data Set (CSDS) video guides. 

The examples provided within this section relate to the tables expected for the submission at the start of the referral (in January) and the first care contact and activity record for each patient.

The header table is populated demonstrating that the submission is made using the CSDS 1.6 IDB, in the January 2023 reporting period with a file creation date of February 2023.

In this example, the OrgID Submitter is the same as OrgID Provider. This would not be the case if a different organisation is making the submission on behalf of the healthcare provider.

This example shows the MPI table populated with the mandatory and required fields including the postcode shown for two records and the remainder populated with default codes for illustrative purposes only.

The General Medical Practice (GMP) code has been populated with real GMP codes for two of the patients in this example. The rest of the table has been populated with a default code where the patient is not registered for illustrative purposes, however this field should be populated with the appropriate code for the GMP.  Please see the ODS for organisation codes.

Information relating to the sexual orientation and religion of the patient are provided with the relevant SNOMED CT codes taken from SNOMED CT Reference Set detailed within the section CYP006 Social and Personal Circumstances section. 

The employment status of a patient is submitted with the appropriate code and the date this was recorded, shown below.

You may notice that records have not been submitted for 3 of the patients within this reporting period.  This is because they have been referred to Children’s Weight Management Service so are not deemed to be in employment.  There would be no requirement to submit an employment status record in those cases.

The mandatory fields have been populated here, with the Referral Request Received Date shown as 01/01/2023, and the NHS Service Agreement Line Identifier codes for Tier 2 providers.  From the list of codes available within Source of Referral for Community, this example is shown as 07 for ‘Community Health Service (same or other Health Care Provider)’.

The Service or Team Type Referred To (Community Care) is populated with the new values for Weight Management Services ’55 – Children’s Weight Management Service’ or 56 ‘Adult’s Weight Management Service’.

In this example, the Care Contact table demonstrates that a number of different patients, each with a separate referral to the service, have attended an appointment on the dates below. At the appointment a number of activities could take place as part of the care contact and as illustrated in section 1.9 CYP202 Care Activity table.

In this example, data items to capture the activity are shown with the associated care contact showing the SNOMED CT procedure and finding with the appropriate observable entity. Three rows about each care contact are recorded; one to capture the Procedure Scheme in Use as SNOMED CT and the Procedure Code as ‘Referral to weight management service’; secondly to record the height; and thirdly to capture the weight of the patient.  Please note that the Procedure Scheme in Use and Procedure Code are only required to be submitted at the beginning of the referral.

Example of details relating to the submission of February Data, within the March submission window.

The data items illustrated here are replicated from the previous submission. However, the latest information for each patient should be submitted, such as an updated Postcode of Usual Address if the patient changes their address.

The General Medical Practice (GMP) code is shown below with a default code where the patient is not registered (for illustrative purposes only), however this field should be populated with the appropriate code for the GMP.  Please see the ODS for organisation codes.

This submission demonstrates that the employment status recorded in February, remains unchanged. One patient has had their status reviewed on 14/02/2023 but their unemployed status remains unchanged.

Open referrals are shown here with the Discharge Date unpopulated until the referral is closed.  One patient was discharged in February, shown by the discharge date.

Here the 'Service or Team Type Referred To' data item has been populated with codes for 55 – ‘Children’s Weight Management Service’ and 56 ‘Adult’s Weight Management Service’

This example shows that face to face appointments were attended during the month of February. New Care Contact IDs are generated for the care contacts.

This example shows the activity that took place at the appointments attended in February where the weight measurement was captured.  New Care Activity IDs are assigned to reflect the activity that has taken place.

The examples provided within this section relate to the tables expected for the submission where the referral has closed for all patients.

Example of data required in the Header table for the March reporting period to be made during the April submission window.

This example shows the MPI table populated with the mandatory and required fields including the postcode shown with default codes (for illustrative purposes only).  You will notice that the LPI 123 has been removed, as this patient was discharged in the February reporting period.

The General Medical Practice (GMP) code is shown below with a default code where the patient is not registered (for illustrative purposes only), however this field should be populated with the appropriate code for the GMP.   See the ODS for organisation codes.  

In  this example, one patient (LPI 124) has had their employment status reviewed, now recording a status of 02, unemployed.

The data within this table shows the date of discharge from the service for all patients occurring on 31/03/2023, and now closes the referral. For illustrative purposes only, these are shown all within the same reporting period.

The 'Service or Team Type Referred To' data item has been populated with codes available for children's and adult's weight management service.

This example illustrates that these patients all attended an appointment on 28/03/2023, with the exception of one patient who attended on 07/03/2023 and had their employment status reviewed.  This was reflected in the CYP007 Employment Status table. 

The records associated with the March reporting period in this example indicate the final care contact with the patients for this referral.   Two CYP202 records must be submitted with the associated CYP201 Care Contact record containing the measurements for both height and weight.  This approach demonstrates the option 1 which is outlined in the section CYP201 Care Contact within the Detailed guidance on specific tables and data items required. The option 2 approach can be undertaken using the SNOMED CT codes published within this section. 

The examples within this section are provided to illustrate what the IDB may look like where a follow up appointment with the patients from the previous referral has taken place. A new referral must be submitted for follow up appointments.

In this example, patients who were discharged in March, have a referral request in May and have a contact in June for a follow up appointment.  They are assigned a new Service Request ID for the new referral.

Illustrated below is the file created in July, for the data in the June reporting period.

Patients who were discharged in March, are shown here with the same LPI and corresponding patient details.

The patient records providing their religious and sexual orientation codes are illustrated here, from the details that were provided in the previous referral.

In this example, the patient with LPI 128 has had their employment status reviewed at their appointment, and their status is now recorded as Employed.

Data included in this table shows that the patients were referred back into the service in May.  They have been assigned new Service Request Identifiers.

Illustrated below are the records for the patients discharged in March  for the follow up appointment in June, along with their newly allocated Service Request Identifiers.

New Care Contact Identifiers have been assigned for the patients at this follow up appointment.

New Care Activity Identifiers have also been generated for the activity at the care contact.