Or Benchmarks Collaborative

OR Benchmarks Collaborative
Data File Information
Release 3.0
July 2009
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Use of this documentation and related software is governed by a license agreement. This
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This documentation and related software are subject to change without notice.
Publication date
July 2009
Version
OR Benchmarks® Collaborative 3.0
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Case Input File Information

2 Release 3.0 July 2009
Table of Contents
About Security and Privacy ....................................................................................................... 4
OR Benchmarks Collaborative Data Input File Information ................................................... 5

Data Input File Formatting Considerations...................................................................................... 6
Case Input Files .......................................................................................................................... 8

Case Input File Detail Chart............................................................................................................. 8
Case Input File Layout – Sample Records ..................................................................................... 14
Cancellation Files ..................................................................................................................... 15

Cancellation File Detail Chart........................................................................................................ 15
Cancellation File Layout – Sample Records .................................................................................. 18

July 2009 Release 3.0 3
About Security and Privacy
OR Benchmarks® Collaborative (ORBC) was designed with full awareness of the importance of
protecting confidential patient information. This section explains McKesson’s security and
privacy measures.
Physical Security
Data Center
ORBC is housed within a McKesson-controlled facility with physical barriers and a locked data
center. No signage indicates that the building has a data center. Access into the building, as
well as access within the building, is controlled by numeric locks, keypads, and proximity
cards. All building visitors are registered and escorted.
Data Security
Transmission, Encryption, and Storage
ORBC data is encrypted using an industry standard 128-bit encryption protocol using a
public/private certificate pair. The ORBC production database resides behind multiple
firewalls, where the data is also encrypted. All ORBC system backups are encrypted and stored
offsite at a secure location.
Privacy
Protection of Subscriber-Provided Data
McKesson uses ORBC data only for the benchmarking service. A facility’s case data cannot be
seen by any other facility or competitor. Each subscriber’s data is stored in its own separate
dataset. The benchmarks are calculated by spanning the individual subscriber’s dataset. When
subscribers drill down, they are drilling into their own dataset only. McKesson will not sell,
distribute, or reveal patient or facility data to any other organization without express written
consent of the subscriber.

OR Benchmarks Collaborative Data Input File Information
The purpose of this document is to provide you with the information you need to create data
input files. The Case Input File Detail Chart and the Cancellation File Detail Chart list all
required fields and all optional fields, as well as the required format for each field. Fields in
your data input files must be arranged in the order shown in the chart. Optional fields can be left
blank, but delimiters for those fields must be included.
If your data input file does not adhere to the required layout, format, and order, individual
records or possibly the entire data file may be rejected.
Before you can submit data, you must complete all the required subscription information on the
OR Benchmarks Collaborative Subscriber site. Refer to the Getting Started document for more
information.
Once you have completed your data input files, return to Getting Started for information on
preparing and submitting your historical data and on subsequent steps in the process.
This document includes the following sections:
• Data File Formatting Considerations

• Case Input File Detail Chart
• Case Input File Layout – Sample Records
• Cancellation File Detail Chart
• Cancellation File Layout – Sample Records
For questions regarding the information provided in this document, please log a support call
through SAGE Web. To access the SAGE Web system, go to
http://sageweb.hboc.com/sageweb/Start/LogIn.asp. If you have any problems or questions
regarding the SAGE Web system, please e-mail the sagemaster at sagemaster@mckesson.com.
New Users: Follow the Register SAGE... link prompts.

Data Input File Formatting Considerations
Note the following formatting considerations when you create your data files:
• All files should be in ASCII text format. Separate fields using one of the following
characters as a delimiter:
o Tab
o Tilde
o Vertical Bar/Pipe
• Use one of the following as a date delimiter:
o Slash
o Period
o Dash
o None (No delimiter)
• Using one of the delimiters listed above, the following are examples of acceptable date
formats.
o mm/dd/yyyy (Slash)
o yyyy.mm.dd (Period)
o dd-mm-yyyy (Dash)
o mmddyyyy (None)
• Time fields must be in one of the following formats:
o 24-hour clock
o 12-hour am/pm
o Date time stamp
• Do not include field numbers or field names in your data input file.
• Header rows will be rejected.
• Remove all quotes. They would be included as part of the text value in a field.
• Data that exceeds the maximum number of characters for a given field will be truncated.
• It is mandatory that all fields be present in your input file; however, the optional fields may
be blank. To accomplish this, a delimiter must be used as a placeholder for every blank
optional field. In addition, if the last field in your input file is blank, then it is
recommended to populate this field with an asterisk (*). The asterisk will automatically be
replaced with NULL characters during the submission process. Refer to Case Input File
Layout – Sample Records #3 on page 13 and Cancellation Input File Layout – Sample
Records #3 on page 18.

Case Input Files
Case Input File Detail Chart

The table below lists the required and optional fields for a case input file.
IMPORTANT! Please pay particular attention to the following:
• For Case Input Files, do not include cancelled cases.

• All ORBC subscribers are required to submit data for the bolded fields – 1, 9, 10, 14,
and 18 – in the table.
• Ministry of Health-Ontario subscribers are required to capture some additional fields,
denoted with an asterisk* in the table. These fields are optional for any subscribers not
using the Ministry of Health-Ontario scorecard.
• The fields that have neither bolding nor asterisks are optional for all subscribers; they are
designed to support additional analytical capability.
• A data type of “Varchar(N)” indicates a variable-length character field, with the maximum
allowable number of characters equal to the value displayed within the parentheses.
• If a date is not provided for fields indicating time, the Surgery Date from Field 1 will be
used.
When you have completed your case input file, review the final output to make sure that all
required fields are present and formatted correctly. If you have included any optional fields,
make sure you have adhered to the formatting guidelines described on the previous page. Do not
include any fields that are not listed in the Case Input File Detail Chart.
Field
Number & Field Names Data Type Comments
Order
Date in which surgery occurred. Acceptable date
formats (using a Slash as delimiter):
• mm/dd/yyyy
1 • dd/mm/yyyy
Surgery Date Date
• yyyy/mm/dd
Other Acceptable delimiters: Period, Dash, or
None.

Field
Order
Time of day surgery patient was scheduled to enter
the OR. Acceptable formats:
2* Scheduled Start
Time
• Field is in 24 hour clock time (00:00 – 23:59)
Time • Field is in am/pm time (00:00 – 11:59a/p)
• Date time stamp
Date the case was booked in the surgery system.

Acceptable date formats (using a Slash as delimiter):
• mm/dd/yyyy
3 Booking Date Date • dd/mm/yyyy
• yyyy/mm/dd
Other Acceptable delimiters: Period, Dash, or None.
Facility-specific value
4 Patient Type Varchar(32) Examples: Inpatient, Outpatient
5* Procedure Facility-specific value representing the service

Varchar(32)
Service associated with this case’s procedure.
6*
Procedure Code Varchar(32) Facility-specific value
Procedure
7 Varchar(80) Facility-specific value
Description
Medical Record Case Input File specifications require that Medical

Number Record Numbers be unique. These numbers do not
8 (optional for Varchar(32) have to be your actual MRNs. You can submit any
facility-specific unique number you choose.
drill-down use) Note: Canadian subscribers should not submit MRNs.
Case Input File specifications require that account

numbers be unique. These numbers do not have to
be your actual account numbers. You can submit
Account any unique number you choose.
Number (or Note: If you want ORBC to track data for the
9
any unique Varchar(32) Return to Surgery indicator and highlight, a patient
record must be assigned the same account number for the
identifier) case-record that represents the “return to surgery”
incident. If you have encryption software that
assigns multiple random numbers to a patient, you
will not be able to track this data.

Field
Order
OR suite the procedure takes place in. Value must
10 match an OR room identifier entered in the
Actual Room Varchar(32)
subscriber’s profile.
11 Admission Type Varchar(32) Examples: Emergent, Urgent
12 Anesthesia Type Varchar(32) Examples: local, regional block, general
Reflects the acuity of patient, as assigned by

13 ASA Score Varchar(80) Anesthesiology.
Time the patient is in the OR on the day of

surgery. Acceptable formats:
• Field is in 24 hour clock time (00:00 –
23:59)
14 Patient In Time
Room Time • Field is in am/pm time (00:00 – 11:59a/p)
• Date time stamp
Note: If a date is not provided for this field, the
Surgery Date from Field 1 will be used.
Time when a member of the anesthesia team begins

preparing the patient for an anesthetic. Acceptable
formats:
Anesthesia Start Time
15 • Field is in 24 clock time (00:00 – 23:59)
Time
• Field is in am/pm time (00:00 – 11:59a/p)
• Date time stamp
Time the procedure is begun (e.g., incision for a

surgical procedure, insertion of scope for a diagnostic
procedure). Acceptable formats:
Procedure Start Time
16 • Field is in 24 hr clock time (00:00 – 23:59)
Time
• Date time stamp

Field
Order
Time when all instrument and sponge counts are
completed and verified as correct; all post-op
radiological studies to be done in the OR/PR are
completed; all dressings and drains are secured; and
Procedure Stop Time the physician/surgeons have completed all procedure-
17 related activities on the patient. Acceptable formats:
Time
• Field is in 24 hr clock time (00:00 – 23:59)
• Date time stamp
Time the patient is out of the OR on the day of

surgery. Acceptable formats:
Time • Field is in 24 hour clock time (00:00 –
18 Patient Out of
23:59)
Room Time
• Date time stamp
19* Surgeon Facility-specific value which identifies the surgeon.

Varchar (32)
Identifier
Surgeon’s name: Last name, first name, middle initial
recommended.
20 Surgeon Name Varchar (80)
Note: Canadian subscribers cannot use actual
names. Options: replicate ID field or leave blank.
Estimated case duration in minutes. If total minutes

exceed 1440 (one day), value will be nulled out.
21* Estimated Case Acceptable formats:
Varchar(32)
Duration • xxx where xxx = minutes in whole numbers
• HH:MM
A flag that indicates whether this case is an

Unplanned
unplanned return to surgery. Responses:
Return to
22 Surgery within Flag • Yes = 1, Y, Yes
24 Hours • No= 0, N, No
Indicator • <null> = not captured and not counted
Reason Code for
Unplanned Facility-specific value that identifies the reason for
23 Varchar(32)
Return to this return to surgery.
Surgery

Field
Order
Reason
Description for
24 Unplanned Varchar(80) Facility-specific value that describes the reason for
Return to this return to surgery.
Surgery
25* Anesthesiologist Facility-specific value that identifies the
Varchar(32) anesthesiologist.
ID
Anesthesiologist name: Last name, first name,

middle initial recommended
Anesthesiologist
26 Varchar(80) Note: Canadian subscribers cannot use actual names.
Name
Options: replicate ID field or leave blank.
27* Delay Reason Facility-specific value that identifies the reason for
Varchar(32) the surgical delay.
Code
Delay Reason Facility-specific value that describes the reason for

28 Varchar(80) the surgical delay.
Description
Time at which there is a sufficient level of anesthesia

established to begin surgical preparation of the
patient, and remaining anesthetic chores do not
preclude positioning and prepping the patient.
29* Anesthesia Acceptable formats:
Time
Ready Time
• Field is in 24 hr clock time (00:00 – 23:59)
• Date time stamp
Time at which anesthesiologist turns over care of the

patient to a post anesthesia care team (either PACU or
ICU). Acceptable formats:
Anesthesia
30 Time • Field is in 24 hr clock time (00:00 – 23:59)
Finish Time
• Date time stamp
Surgeon Service Facility-specific value representing the service code

31 Varchar(32) associated with the surgeon for this case.
Code
Surgical Priority Facility-specific code identifying emergency

classification or priority.
32* Classification
Code Varchar(32) Used only by the Ministry of Health-Ontario; all
other subscribers should leave this field blank.

Field
Order
Facility-specific value describing the emergency
Surgical Priority classification or priority.
33 Classification Varchar(80) Used only by the Ministry of Health-Ontario; all
Description other subscribers should leave this field blank.
Flag that indicates if the patient was screened by

telephone/in person using a standardized screening
Preadmission process prior to admission. Acceptable responses:
34*
Screening Flag • Yes = 1, Y, Yes
indicator
• No= 0, N, No
• <null> = not captured and not counted
Flag that indicates if the OR team paused to verify

and reach consensus on patient identity, surgical
procedure and operative site/side. Acceptable
35* Surgical responses:
Flag
Pause/Timeout • Yes = 1, Y, Yes
• No= 0, N, No

Case Input File Layout – Sample Records
This section shows three examples of correct case file layouts: one with required fields only, one with required
fields and all optional fields, and one with required fields and two optional fields.
1. File layout sample record: All fields for v1.0 format (required & optional)
06/08/2005|13:00|06/07/2005|INPATIENT|GENSURG|EXPLLAPA|EXPLORATORY
LAPAROTOMY |1234567890|0987654321|OR2|URGENT|GENERAL|02|11:56|11:56|12:14|
12:40|12:45|SMTHJOE|Smith, Joe|02:00
2. File layout sample record: All fields for v2.0 format (required & optional)
12:40|12:45|SMTHJOE|Smith, Joe|02:00|1|12| Hemorrhage |12345|Jones, Mary, R|18| Transport
Delay|12:13|12:40|GenSurg|P1|Urgent|Y|Y
3. File layout sample record: All fields for v1.0 format (required & optional) and the two
fields for v2.0 format as stated
Note: If any optional field is left blank, a delimiter for that blank field must be included.
12:40|12:45|SMTHJOE|Smith, Joe|02:00||||12345|Jones, Mary, R|||||||||*
Notes on Sample Records:
• The sample record is broken into multiple lines for illustration purposes only. On an actual
record, all fields must be on one line.
• Date delimiter used in sample record is a slash ( / ).
• Field delimiter used in sample record is the vertical bar/pipe ( | ).
• Time format used in sample record is 24 hour clock time.

Cancellation Files
Cancellation File Detail Chart

The table below lists the required and optional fields for a Cancellation file.
IMPORTANT! Please pay particular attention to the following:
• Cancellation Files only include cancelled cases.

• All cancellation files are required to have data for the bolded fields – 1, 2, 4 and 14 – in
the table.
• The fields that have no bolding are optional for all subscribers; they are designed to support
additional analytical capability.
• A data type of “Varchar(N)” indicates a variable-length character field, with the maximum
allowable number of characters equal to the value displayed within the parentheses.
When you have completed your Cancellation file, review the final output to make sure that all
required fields are present and formatted correctly. If you have included any optional fields,
make sure you have adhered to the formatting guidelines described on the previous page. Do not
include any fields that are not listed in the Cancellation File Detail Chart.
Field
Number & Field Name Data Type Comments
Order
Date in which surgery was scheduled to occur
Acceptable date formats using a Slash as
delimiter:
• mm/dd/yyyy
Scheduled • dd/mm/yyyy
1 Date
Surgery Date
• yyyy/mm/dd
None.
Time of day surgery patient was scheduled to

Scheduled enter the OR. Acceptable formats:
2 Time • Field is in 24 hour clock time (00:00 – 23:59)
Start Time
• Date time stamp

Field
Order
Date when appointment for surgery was made.
Acceptable date formats using a Slash as delimiter:
• mm/dd/yyyy
3 Booking Date Date • dd/mm/yyyy
• yyyy/mm/dd
Other acceptable delimiters: Period, Dash, or None.
Date when surgery appointment was cancelled.

Acceptable date formats using a Slash as
delimiter:
• mm/dd/yyyy
Cancellation • dd/mm/yyyy
4 Date
Date
• yyyy/mm/dd
None.
Time when appointment for surgery was cancelled.

Acceptable formats:
• Field is in 24 hour clock time (00:00 –
Cancellation 23:59)
5 Time
Time
• Date time stamp
A flag that indicates whether this surgery has been

rescheduled
Rescheduled Acceptable Responses:
6 Flag • Yes = 1, Y, Yes
Flag
• No= 0, N, No
Cancellation Facility-specific value representing the reason
7 Varchar(32)
Reason Code surgery was cancelled
Cancellation
8 Reason Varchar(80) Facility-specific value description for reason
Description surgery was cancelled
9 Surgeon Service Varchar(32) Facility-specific value representing the service code

associated with the surgeon for this case.
10 Patient Type Varchar(32) Examples; Inpatient, Outpatient

Field
Order
Surgeon
11 Varchar(32) Facility-Specific value which identifies the surgeon.
Identifier
12 Surgeon Name Varchar(80) Surgeon’s name: last name, first name, MI
recommended
Medical Record
13 Varchar(32) Medical Record Number for this case
Number
Account Account Number for this case (or
14 Varchar(32) Case/Appointment Number if account number is
Number
not available)
15 Procedure Code Varchar(32) Facility-Specific value which identifies the

procedure
Procedure
16 Varchar(80) Facility-Specific value describing the procedure
Description
Date when the cancelled surgery will take place.
Acceptable date formats using a Slash as delimiter:
• mm/dd/yyyy
17 Reschedule Date Date • dd/mm/yyyy
• yyyy/mm/dd
• <null> = not captured not captured
Other Acceptable delimiters: Period, Dash, or None.
Estimated case duration in minutes. If total minutes

exceeds 1440 (one day), value will be nullified.
Estimated Case Acceptable formats:
18 Varchar(32) • xxx where xxx = minutes in whole numbers
Duration
• H:MM
same calculation as case input file
Flag that indicates if the patient was screened by

telephone/in person using a standardized screening
Preadmission process prior to admission. Acceptable responses:
19 Screening Flag • Yes = 1, Y, Yes
Indicator
• No= 0, N, No
20 Field 20 null Reserved for future enhancement
21 Field 21 null Reserved for future enhancement

Cancellation File Layout – Sample Records
This section shows three examples of correct cancellation file layouts: one with required fields only, one with
required fields and all optional fields, and one with required fields and two optional fields.
1. File layout sample record: Required fields

29/01/2008|05:00||30/01/2008||||| | || || | | ||||||
2. File layout sample record: Required and optional fields
9/01/2008|05:00| 29/01/2008|30/01/2008|11:50||2| PATIENT MEDICAL STATUS
CHANGE|ORTHO|INPATIENT|1212345|Donaldson, Alfred, J|10312|ab1234567xy|ORTH12|TOTAL
HIP REPLACEMENT BIPOLAR|10/02/2008|03:15|N|||
3. File layout sample record: Required fields and two optional fields
Note: If any optional field is left blank, a delimiter for that blank field must be included.
29/01/2008|05:00||30/01/2008||||| | |1212345| || | | ||03:15|||*
Notes on Sample Records:
• The sample record is broken into multiple lines for illustration purposes only. On an actual
record, all fields must be on one line.
• Date delimiter used in sample record is a slash ( / ).
• Field delimiter used in sample record is the vertical bar/pipe ( | ).
• Time format used in sample record is 24 hour clock time.


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About Security and Privacy ....................................................................................................... 4