Standard Code Book

A:The data behind the reference tables is the responsibility of a variety of offices. As yet, there is no defined method for keeping all of the tables up to date and in sync between the NDW and the field. The IHS Standard Code Book Workgroup was established to address the Standard Code Book and other code sets at an enterprise level.

A: To add a new value to an existing code set:

Send any request to add or change entries in an existing code set to your Area Statistical Officer along with the date the change is to become effective. If you do not know your Area Statistical Officer, you can get his or her name from the IHS Division of Program Statistics/Office of Public Health Support (DPS/OPHS). Once the change is approved, RPMS will be assigned a task to add the code to the appropriate table. The additions and changes made one day will be reflected on the web the next day.

To propose a whole new code set for a new field to be included in the NDW:

Send your request via e-mail to OITHELP@ihs.gov for consideration by the IHS Standard Code Book Workgroup.

A: Facility and community changes are of special interest because they directly impact the workload and user population reports. In order to make changes to these two tables, follow the process described in the “How do we ask for new codes to be added?” section. It is important to note that changing the code will not automatically change any related data that already exists in the NDW. If the facility/community change is requested/implemented AFTER it should have already been in effect, send a request to change the existing NDW data via e-mail to OITHELP@ihs.gov.

A: First communicate your plan to your Area Statistical Officer and Area Computer Support representative with as many details as possible for their feedback. Your Area Statistical Officer should share the plan with NPIRS, the Senior Statistician of the Division of Program Statistics (DPS), and the RPMS Database Administrator. Consider/communicate, at a minimum, the following points:

• Does the new ASUFAC code already exist in the facility SCB? If not, it will need to be added. Send your request as described in the "How do we ask for new codes to be added?" section.

• When is the change to take effect? If the change is made during the course of one fiscal year, be aware the Workload reports for that year will show counts under both ASUFACs. If the change is to be effective at the end of a fiscal year, and separating workload between the old and new ASUFACs is important, consult with NPIRS on the timing of submissions.

• Should changes be made to the Active/Inactive status of the old/new facility records?. This status does not affect any NPIRS reporting.

• Should changes be made to the APC flag of the old/new facility records? This flag determines whether direct outpatient visits to a facility should be counted on workload reports.

• Will the site continue to use their existing database after the code change (provide the existing Database ID) or will a new database be created (request a new Database ID)?

• If the site has Contract Health encounters, will they change who will process their claims? Changes may be needed to the RPMS CHS-MIS package (or other package used by the site) and to the visit claim entry values/procedures. There may be timing issues when changing the authorizing facility since most contract visits are paid well in arrears.

• Should all the registrants be given new chart numbers under the new ASUFAC? This is not necessary for sites using RPMS because the AUM patch install changes the ASUFAC in the chart record.

Your Area may have had other sites go through this process before and you can benefit from documentation they developed. If not, consider documenting the steps you take and give them to your Area Statistical Officer for future reference. Contact the OIT Help Desk at itsupport@ihs.gov for any other questions.