Organization: Ontario Association of Community Care Access Centres (oaccac)



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Community Care Access Centre (CCAC)

Equipment and Supply Order Format Specification

Organization:

Ontario Association of Community Care Access Centres (OACCAC)

Division:

IS/IT

Version:




Schema Version:

2.15

Version Date:

February 18, 2014

Prepared By:

Ion Moraru

Updated By:

Arthur Bydon

Ellen Hsu





Revision Log

Version No.

Version Date

Summary of Change

Changed by / Input from

0.1

October 26, 2007

First draft

Guy Fortin

1.1

November 1, 2007

Changed valid value list for OrderAction

LineItemUnitCode changed from mandatory to optional

ItemChargeAmount changed from mandatory to optional (only valid for Finance types of orders)

Nasreen Pirani

1.2

December 4, 2007

Change VendorContractCode to ContractCode

Move VerbalOrder and ClientPickUp attributes from EquipmentAndSupplyOrder element to EquipmentAndSupplyItem element

Remove School element

Make RentalStartDate optional and add comment that its : optional (preferred blank) if "EndItem" OrderAction and Mandatory if OrderAction is "Initial"

Make RentalEndDate optional and add comment that its : optional (preferred blank) if "Initial" OrderAction and Mandatory if OrderAction is "EndItem"

Valid values for ItemStatus reduced to include only: "Ordered", "Cancelled", "Removed"

Add a Date and Time description in Chapter 2

Add Appendix that lists all valid language codes and reduced PreferredLanguage attribute to 3 bytes

Rename OrderAction to RequestType (so its consistent with Referral RequestType)


Guy Fortin

2.0

Jan. 23, 2008

Combined DeliveryDate and DeliveryTime into DeliveryDateTime in EquipmentAndSupplyOrder element

Added ShippingAddress to EquipmentAndSupplyOrder element

Moved ContractCode from EquipmentAndSupplyOrder element to EquipmentAndSupplyItem element

Moved GeopgraphicalArea from Client element to EquipmentAndSupplyItem element

Removed ContactType and IsPrimary from PhoneContact element

Change TelephoneNumber from an element to a single Alpha / Num

Changed ItemDescription from Mandatory to optional in EquipmentAndSupplyItem element

Add StatusChangeDate to EquipmentAndSupplyItem element



Guy Fortin

2.1

Feb 7, 2008

Added OrganizationCode to EquipmentAndSupplyOrder element

Deleted Vendor Element from EquipmentAndSupplyOrder element

Added Requestor Element, moved CCACContact element into it, changed fields within CCACContact element, and added a new ProviderContact element

Added VerbalOrderConfirmation, SentDateTime and LastSentDateTIme to EquipmentAndSupplyOrder element

Added Delivery element, with an IsClientPickup attribute, to encapsulate all of the delivery fields; deleted ClientPickupInstructions

Added ResidenceCode, Province and AddtionalInfo fields to Address element and made StreetNumber, StreetName. PostalCode, and City mandatory

Deleted PreferredNamefrom ClientDemographics

Add Contact element within PrimaryContacts element to hold all of the Contact fields

Made ClientRelationship, Role, and LegalRole mandatory in ClientContacts

Changed SpecialtyCode to SpecialtyDescription in Physician element

Moved VerbalOrder and ClientPickup attributes from line itme to top Element

Made ContractCode Mandatory, added ContractDescription to line item

Added RentalPeriod element to contain all rental period fields; added FollowUpDate to RentalPeriod


Guy Fortin

2.2

Feb 7, 2008

Synch version number with XML file version

Guy Fortin

2.3

Feb 22, 2008

Made ReferalCaseloadTeam, ContactName Optional in CcacContact and ProviderContact

Changed IsVeteran and IsSmoker from a field to an attribute of the Client element (removed SpecialStatus and clientCharacteristics)

Deleted ClientDemographics elements, and promoted all fields to Client element

Made DateOfBirth, Gender, MaritalStatus, and LivingArrangement Mandatory in Client element

Added Comments to Address element

Made ContactAddress, ContactPhone, adn RiscCode Optional

Made LineItemUnitCode, RentalStartDate Mandatory

Added VendorAction element, move field ActionRequired into it and added ActionDate



Guy Fortin

2.4

Feb 22, 2008

Added updated diagrams for condensed XML

Guy Fortin

2.5

March 3, 2008

Reflect feedback from CHRIS Team Review

  • Renamed ProviderName to OrganizationName in ProvidedContact element

  • Made LastSendDateTime optional

  • Added EnRentalPickupAddress

  • In Address element: deleted Comments; Renamed FreeLine to AddressSummary;

  • Deleted RecordType and ItemOrderType attributes, and GeographicalArea from EquipementAndSupplyItem element

  • Deleted FollowUpDate from RetalPeriod element

Guy Fortin

2.6

March 7, 2008

Renamed ClientReferralCode to BillingReferenceNumber

Guy Fortin

2.7

May 27, 2008

Added RecordType attribute at the Line Item level

Moved EndRentalPickUpAddress element from the Order level to the line item level.



Ion Moraru

2.8

June 12, 2008

Renamed PurchaseOrderDate to PurchaseOrderDateTime and PurchaseOrderCancelDate to PurchaseOrderCancelDateTime.

Added TransimissionDateTime.

Removed SendDateTime and LastSendDateTime.

Moved CaseloadCaseManagerName and ReferralCaseloadTeam into a new element – CCACContact.

Turned the Requestor complex element into an element choice (ProviderRequestor and CCACRequestor).

Renamed the Delivery element to DeliveryOrPickup and turned it into a choice element for: Delivery, ClientPickUp and EndRentalPickUp (removed the EndRentalPickup address from the line item level). It is assumed that many (one or more) end rental items can be sent within the same transmittal as long as the pickup address is the same.

Removed Client Attributes: IsVeteran, IsSmoker

Removed Client Elements: ClientAdmitDate, LivingArrangements, MaritalStatus, DateOfBirth and PersonalContacts.

Removed LineItem elements: VendorAction, EndRentalPickUpAddress, BillingMethod.


Ion Moraru

2.10

May 4, 2009

Reorganized the Order elements.

Added HealthCard element.

Removed ItemInstructions (Line Item level)

Added VendorInstructions (Line Item level)

Added EquipmentDischargeDisposition (Line item level)


Ion Moraru

2.11

June 9, 2009

Added AdditionalInformation (Line Item level)

Nasreen Pirani

2.12

August 19, 2009

Change the RequestType, Address.Type and PhoneLocation values to be in sync with CHRIS values

Ion Moraru

2.13

December 9, 2009

Add Sender and Destination elements that describe the participants in the message exchange

Arthur Bydon

2.14

May 5, 2010

Add Extension to Client Phone and Medical Contact

Address:
- Change Type “Alternate” to “Other”;


- Remove Residence Code;
- Add room number and country


Ellen Hsu




February 6, 2014

Section 2.2 – added CCACReferenceNumber element

Ted Jin

TFS# 162529



Table of Contents

1.Equipment and Supply Order 10

1.1Brief Description 10

1.2High Level Structure of the EquipmentAndSupplyOrder 10

2.Equipment and Supply Order Elements (version 2.15) 11

2.1EquipmentAndSupplyOrder element detail 11

2.2Order element detail 13

2.3CCAC Contact element detail 16

2.4Client element detail 17

Address element detail 20

2.5EquipmentAndSupplyItem element detail 22

3.Appendix A - ISO 639-2 Language Codes 24

4.Appendix A - Distilled XML Schema 38

4.1Equipment And Supply Order 38


  1. Equipment and Supply Order

    1. Brief Description

Once the Service Plan for a Client has been determined, the CCAC will issue Equipment and Medical Supply orders to the appropriate vendors to implement the plan.

This document specifies the information and associated format of the Equipment And Supply Order that flows from the CCAC to the Vendor.



    1. High Level Structure of the EquipmentAndSupplyOrder

The EquipmentAndSupplyOrder is an XML document with the following high level element structure:

Figure 1 Equipment and Supply Order Structure



As the diagram above depicts, a EquipmentAndSupplyOrder element contains a single Client element and one or more EquipmentAndSupplyItem elements. These are the primary elements that make up the Equipment & Supply Order and below there is a section for each of them that describes all of the information they contain.



  1. Equipment and Supply Order Elements (version 2.15)

The following tables detail the fields contained within the elements that make up a Equipment and Supply Order as outlined in the structure diagram in the previous section.

A note about Date and Time specification:



All dates and times contained in the specification adhere to the W3C Universal Time Code (UTC) standard and are formatted as follows:

  • date: yyyy-mm-dd (size 10 bytes); e.g. 2007-11-21

  • datetime: yyyy-mm-ddThh:mm[:ssTZD]; (size 16 bytes - if omitting ss and TZD - and 25 bytes with ss and TZD); e.g. 2007-11-21T14:56:19-05:00 (for EST timezone)

  • time: hh:mm[:ssTZD] (size 5 - if omitting ss and TZD - and 14 bytes with ss and TZD); e.g. 14:56:19-05:00

Where "yyyy" represents the year, "mm" the month from 01 through 12, "dd" the day of the month, "T" separates the date from the time, "hh" the hour from 00 through 24, "mm" the minutes, "ss" the seconds and TZD represents the timezone which reflect the times difference relative to GMT, so it can range from +12:00 to -13:00; both "ss" and TZD are optional; TZD is not yet supported by this specification.

    1. EquipmentAndSupplyOrder element detail

Name

Field Length (bytes)

Type

Mandatory

Description

Version (Attribute of EquipmentAndSupplyOrder element)

Max 10

Alpha / num

Yes

The version of the Schema that this EquipmentAndSupplyOrder element adheres to. E.g. "1.0". This is required for the receiving provider to correctly interpret the information being provided by the CCAC

MessageTrackingId

36

Alpha/Num (GUID)

Yes

The unique identifier of the message that can be used for tracking

Sender (parent element)

-

-

Yes

A group of elements and attributes identifying the sender of the document.

Destination (parent element)

-

-

Yes

A group of elements and attributes identifying the recipient of the document

Organization (child element of Sender or Destination)

-

-

Yes

Identifies the organization sending or receiving the document

Code (attribute of Organization)

50

Alpha/Num

Yes

Specifies the unique code of the sender or the recipient organization

Type (attribute of Organization)

150

Alpha/Num

Yes

Specifies the type of the sender organization. Valid content is:
CCAC”
“Provider”
“Vendor”


Name (child of Organization)

250

Alpha

No

The name of the sender or the recipient organization

OwnerOrganization (child of Organization)

-

-

Yes

Specifies the owner organization of the sender or the recipient

Code (attribute of OwnerOrganization)

50

Alpha/Num

Yes

Specifies the unique code of the sender or the recipient owner organization

Type (attribute of OwnerOrganization)

150

Alpha/Num

No

Specifies the type of the sender or the recipient owner organization. Valid content is “CCAC”, “Provider” or “Vendor”. If not provided the “CCAC” type is assumed.

Name (child element of OwnerOrganization)

250

Alpha

No

The name of the sender or the recipient owner organization

CcacCode

2 - 4

Alpha

Yes

A unique number for the CCAC. Valid values are:

"ES"

SW"



"WW"

"HNHB"

"CW"

"MH"

"TC"

"CENT"

"CE"

"SE"

"CHAM"

"NSM"

"NE"

"NW"

TransimissionDateTime

20

DateTime

Yes

Date when the transmittal was sent



    1. Order element detail

      Order (element)

      -

      Element

      Yes

      The order header information

      PurchaseOrderNumber

      Max 15

      Alpha / num

      Yes

      The Purchase Order number provided by the CCAC

      PurchaseOrderDateTime

      20

      DateTime

      Yes

      Date when the Purchase Order was created

      PurchaseOrderCancelDateTime

      20

      DateTime

      No

      The date when the Purchase Order was cancelled, if applicable

      RequestType

      25

      Alpha / num

      Yes

      Defines the type of action for the Order; can be set to one of the following values:

      "E & S - Initial Order"

      "E & S - Cancel Order"

      "E & S - Resending PO"

      "E & S - Cancel Line Item"

      "E & S - End Rental"



      "E & S - Finance Charge Update"

      OrganizationCode

      10

      Num

      Yes

      A unique number assigned to Vendor by local CCAC. Reference may be “vendor” organization

      Requestor (element)




      Element (Choice)

      Yes

      The party who is requesting this equipment or supply. This may be either a CCAC person or a Provider

      RequestorType




      Attribute

      Yes

      CCAC” or “Provider”

      ProviderRequestor




      Element

      No

      The Provider requesting the items

      OrganizationName

      25

      Alpha / num

      Yes

      The name of the Provider Organization who is requesting the order

      ContactName

      25

      Alpha / num

      No

      The name of the person who is requesting the order

      ContactPhoneNumber

      15

      Alpha / Num

      No

      The telephone number for the contact person.

      CCACRequestor




      Element

      No

      Indicates the CCAC is requesting the items

      ContactName

      25

      Alpha / num

      Yes

      The name of the CCAC person who is requesting the order

      ContactPhoneNumber

      15

      Alpha / Num

      No

      The telephone number.

      VerbalOderConfirmation

      1

      Boolean

      Yes

      Indicates if this order has had a verbal confirmation with the supplier

      DeliveryOrPickUp (element)




      Element (Choice)

      Yes

      This element wraps the entire Delivery or Pickup information. This is a choice of: Delivery content if the order is to be delivered to a certain address, Client Pickup content in case the order will be picked up by the Client or EndRentalPickup content in case of an EndRental transmittal which will be used by the Vendor for their pickup process.

      Delivery




      Element

      Yes

      Indicates the order will be delivered by the vendor.

      DeliveryDateTime

      20

      DateTime

      Yes

      Date and Time the equipment is to be delivered.

      DeliveryTimeInstructions

      250

      Alpha / num

      No

      Additional delivery instructions

      DeliveryPriority

      25

      Alpha / num

      Yes

      The overall priority of this order. Can be set to one of the following values: "Normal"

      "Same Day"

      "Urgent"

      DeliveryPriorityInstructions

      250

      Alpha / num

      No

      Additional instructions associated with the Delivery Priority

      ShippingAddress (element)

      -

      Element

      Yes

      The shipping address (see Address element below for details)

      ClientPickUp




      Element

      Yes

      Indicates the order will be picked up by the client.

      PickUpDateTime

      25

      DateTime

      Yes

      The date and time the client is supposed to pick up the items.

      PickUpInstructions

      250

      Alpha / Num

      No

      Pick Up Instructions associated with the Client

      CCACReferenceNumber

      20

      Alpha / Num

      No

      A number assigned by a local CCAC to reference a client’s file. For the requisitions submitted by providers, this will display the provider’s requisition number.

    2. CCAC Contact element detail

      Name

      Field Length (bytes)

      Type

      Mandatory

      Description

      CcacContact (element)

      -

      Element

      Yes

      The contact in the CCAC for this order

      CaseloadCaseManagerName

      25

      Alpha / num

      Yes

      The Case Manager associated with this Order

      ReferalCaseloadTeam

      25

      Alpha / num

      Yes

      The CCAC Team associated with this Order

    3. Client element detail

The Client element provides information about the person that is to receive the equipment or medical supply.

Name

Field Length (bytes)

Type

Mandatory

Description

ClientIdentifier

15

Alpha / num

Yes

An identifier that uniquely identifies this client to the CCAC

BillingReferenceNumber

12

Alpha / num

Yes

A code that identifies the Client Referral that is associated with this order.

FirstName

25

Alpha

Yes

Client’s legal first name

SurName

25

Alpha

Yes

Client legal last name / surname

PreferredLanguage

3

Alpha

No

Language in which the client would prefer to communicate for service provision; see Appendix A for a list of valid ISO 639-2 language codes

Gender

25

Alpha

Yes

One of :

"Male"


"Female"

"Undifferentiated"



"Unknown"

HealthCard (element)

-

element

No

Client's Health Card information (will be blank until approved)

HCN

10

Numeric

Yes

Health Card Number

VC

2

Alpha

Yes

Version Code

ExpiryDate

-

DateTime

No

HC expiry date

Name

50

Alpha

No

Client name if different than Surname

ClientAddress (element)

-

element

Yes

The client's address (see Address element below for details)

ClientPhone (element)

-

element

Yes

Contains a list of client phone numbers

Phone




element

Yes




PhoneLocation

20

Alpha

Yes

One of

"Home”


“Work”

“Mobile”



“Other"

TelephoneNumber

15

Alpha / Num

Yes

The telephone number.

Extension

10

Alpha / Num

No

Extension for the telephone number

MedicalContacts (element)

-

element

No

The list of medical contacts (Physicians or Practitioner Nurses) that are attending to the client.

Physician (element)




element







TypeOfContact (attribute)

25

Alpha

No

The type of Physician; one of:

"Family"

"Attending"

"Referring"

"Specialist"

ContactFirstName

25

Alpha

Yes

Contacts first name

ContactSurName

25

Alpha

Yes

Contacts last name

ContactAddress (subelement)

-

element

No

The contact's address (see Address element below for details)

ContactPhone

-

element

No

The contact's phone number

TelephoneNumber

15

Alpha / Num

Yes

The telephone number.

Extension

10

Alpha / Num

No

Extension for the telephone number

Specialities (subelement)

-

element

No

A list of the Physician's specialties (from a provincially maintained table of specialties); Each Specialty contains the following attributes...

SpecialtyDescription

50

Alpha / num

No

A description of the specialty

ActiveClientRiskCodes (element)

-

element

No

The list of client active Risk Codes.

RiskCodeItem (collection element)




element

No




RiskCode

10

Alpha / num

Yes

Risk code that identifies a risk of importance related to the client (only active codes are being sent)

AdditionalInformation

250

Alpha

No




Address element detail

The Address element defines all of the fields available for specifying a physical address.



Name

Field Length (bytes)

Type

Mandatory

Description

AddressSummary

250

Alpha / num

No

If the address cannot be specified for any reason this allow manual entry of address; may also contain a summary of the address below.

Type

50

Alpha

Yes

The type of address that is being specified; one of:

"Home"


"Mailing"

"Shipping"



"Other"
E&S Order Release 1.0 will use only “Home”

BuildingName

50

Alpha

No

Used for organizational addresses

Name of LTC home / Retirement home / hospital in which the client resides

RoomNumber

6

Alpha / num

No

The room number if applicable

SuiteNumber

6

Alpha / num

No

The suite number if applicable

StreetNumber

6

Alpha / num

Yes

The associated street number

StreetName

100

Alpha / num

Yes

The name of the street the client resides at

PostalCode

10

Alpha / num

Yes

The associated postal code

City

50

Alpha / num

Yes

The associated city

Province

25

Alpha / num

No

Assumed to be Ontario if not present

Country

50

Alpha / num

No

The associated country

Directions

250

Alpha / num

No

The intent is to provide any necessary information to assist the service provider to drive to the client address. This could include closest major intersection to the address being recorded or other driving instructions

AdditionalInfo

250

Alpha / num

No

Additional information about the location



    1. EquipmentAndSupplyItem element detail



Name

Field Length (bytes)

Type

Mandatory

Description

LineItemType (attribute of EquipmentAndSupplyItem)

Max 10

Alpha

Yes

Identifies this Line Item as either a "Rental"

"Purchase"

“Finance Charge”


RecordType (attribute of EquipmentAndSupplyItem)

Max 10

Alpha

Yes

Identifies this Line Item as either an "Equipment"

"Supply"



PurchaseOrderLineNumber

Max 15

Alpha / num

Yes

The code that identifies this Line Number to the CCAC; provided by the CCAC at time of order

ContractCode

Max 15

Num

Yes

Contract Number assigned to the Vendor by the CCAC when the contract was entered into

ContractName







No

The description of the Contract

VendorItemCode

Max 15

Alpha / num

Yes

The code that identifies the specific item ordered

ItemClass

Max 15

Alpha / num

Yes

Identifies this item as either a

"Normal"

"Exception"

LineItemUnitCode

Max 10

Alpha

Yes

FUTURE (always set to "unit" initially)Code for the units in which the item is to be delivered (e.g., EACH, CASE, BOX, SET, DOZ, GROSS)

ItemDescription

Max 50

Alpha

Yes

A description of the item

RentalPeriod




element

No




RentalStartDate

10

DateTime

Yes

Date rental is to start; optional (preferred blank) if "EndItem" OrderAction and Mandatory if OrderAction is "Initial"

RentalEndDate

10

DateTime

No

Date rental is to end; optional (preferred blank) if "Initial" OrderAction and Mandatory if OrderAction is "EndItem"

ItemStatus

15

Alpha

Yes

Identifies this item as

"Ordered"

"Cancelled"

"Removed"



ItemStatusChangeDateTime

25

DateTime

Yes

The date the ItemStatus was last changed. Optional on “Ordered”.

OrderedDateTime

25

DateTime

Yes

The date the item was ordered initially.

ItemQuantity

Max 10

Num

Yes

The number of items ordered. If the item type is rental or finance-charge the quantity will always be 1.

ItemChargeAmount

Max 20

Num

No

The amount the item costs; Sent only if LineItemType is "Finance Charge"

VendorInstructions

512

Alpha

No

Future use (CHRIS 1.3)

EquipmentDischargeDisposition

-

element

No

Future use (CHRIS 1.3). Carries additional information about End Rental items.

DispositionCode

20

Alpha / Num

Yes

Future use (CHRIS 1.3)

DispositionDescription

100

Alpha

Yes

Future use (CHRIS 1.3)

AdditionalInformation

300

Alpha / Num

No

This is matching the Additional Information in CHRIS (line items).



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