VSD.Data.Dictionary.pdf

VSD Data Dictionary

(C2011/DDF)

Vaccine Safety Datalink Project

Last Updated: 1/7/2012

Table of Contents

Revised: 1/7/2012

VSD Data Dictionary

Constant File (Youth and Adult cohorts)

Enroll File (Youth and Adult cohorts)

Vaccine File (Youth and Adult cohorts)

Inpatient File (Youth and Adult cohorts)

Outpatient File (Youth and Adult cohorts)

HMO Birth File (Youth cohort only)

Mortality File (Youth and Adult cohort combined)

Mortality Cause of Death File (Youth and Adult cohorts)

Geocoded File (Youth cohort only)

Medicaid File (Youth and Adult cohorts)

Procedure File (Youth and Adult cohorts)

Temperature File (Youth and Adult cohorts)…………………………………………………………………………………………………………….43

FAMID File…………………………………………………………………………………………………………………………………………… ...44

Attachments

I – Non-Standard ICD-9 Codes

II – ICD Code Conventions

III – Startup Dates for NCK Facilities

IV – Disease Codes for Adult Studies

V – Codes to Exclude from Procedure File

VI – SORT Order and SAS Library Location

VII – Revision History

Table 2. CONSTANT File Revised: 1/6/2012

TABLE 1. CONSTANT FILE – Event/Cycle Table

Key

Variable

Type

(Length)

Format

Label

Valid Values

Comments

Y STUDYID N(5) Z8. LLDB ID Number Unique combination of numerics Note 1

Y CDCSITE C(1) HMO Site ‘B’ = Harvard Pilgrim (HAR)

‘C’ = Northern California Kaiser (NCK)

‘D’ = Kaiser Permanente Colorado (KPC)

‘G’ = Kaiser Permanente Georgia (KPG)

‘H’ = Health Partners (HPM)

‘M’ = Marshfield Clinic (MFC)

‘O’ = Northwest Kaiser (NWK)

‘P’ = Kaiser Permanente Hawaii (KPH)

‘W’= Group Health Cooperative (GHC)

‘S’ = Southern California Kaiser (SCK)

BRTHDATE N(4) mmddyy10. Date of Birth SAS date

. = Unknown/missing

Notes 2a-2d

APROXDOB C(1) ‘Y’ = date of birth is estimated

‘ ’ = missing

Note 3

SEX C(1) ‘F’ = Female

‘M’ = Male

‘ ‘ = Unknown/missing

General file description:

This file has a single record for each VSD study member who has ever been enrolled or experienced an event in the study. Each STUDYID in the CONSTANT file should have at least one ENROLL record or one event (VACCINE, INPT, OUTPT) record.

Notes:

1. Randomized. ID may be any combination of numerics so long as they are unique among study participants and remain the same for each participant from cycle to cycle. Do not include leading, embedded or trailing blanks or special characters or alpha characters.

2a. The Youth cohort consists of members having at least one day of VSD eligibility or one VSD event while less than 18 years old and born between:

(1) HAR & NWK – January 2, 1973 and date of last extraction (or date of last cycle).

Table 2. CONSTANT File Revised: 1/6/2012 4

(2) GHC – March 2, 1973 and date of last extraction (or date of last cycle).

(3) SCK – October 2, 1974 and date of last extraction (or date of last cycle).

(4) NCK – April 30, 1975 and date of last extraction (or date of last cycle).

(5) KPC – January 2, 1977 and date of last extraction (or date of last cycle).

(6) HPM – January 2, 1976 and date of last extraction (or date of last cycle).

(7) MFC – January 2, 1979 and date of last extraction (or date of last cycle).

2b. The Adult cohort consists of:

GHC, NCK, NWK, SCK, KPC, HAR – members having at least one day of VSD eligibility or one VSD event while aged 18 and older.

2c. SCK – If the actual day of birth is unknown, a default value of the first of the month is assigned within the HMO’s membership database.

2d. KPC – A default value of the 1 st of the month is assigned to birth dates days. This practice is used heavily for births before 1994.

6 Starting for C2007 and DDF, HPM – For participants who would otherwise need to be excluded from the VSD due to the HIPAA privacy rules regarding the option to opt out of research, HPM will use the Sunday of the week they were born as date of birth and if they were born on Sunday, the date of the previous Sunday will be the date of birth.

Table 2. ENROLL File Revised: 1/6/2012

TABLE 2. ENROLL FILE – Event/Cycle Table

Y STRTDATE N(4) mmddyy10. LLDB Start Date Beginning of study or study enrollment date (if after beginning of study) – SAS date

Notes 2a-2c

STOPDATE N(4) mmddyy10. LLDB Stop Date Drop date or last day of cycle’s collection period – SAS Date Notes 3a-3e

This file has a single record for each HMO enrollment episode that a VSD study member has during the study collection period. Enrollment periods should not overlap and consecutive enrollment periods should be combined into one enrollment period. Each STUDYID in the

ENROLL file should have one record in the CONSTANT file.

Analytical Notes:

Data outside a VSD study member’s enrollment intervals should not be considered complete. Enrollment gaps of 1-month or 32-days

(depending on system used by HMO) are considered administrative or bookkeeping errors and are treated as a continuous enrollment within the data.

6 Randomized. ID may be any combination of numerics so long as they are unique among study participants and remain the same for each participant from cycle to cycle. Do not include leading, embedded or trailing blanks or special characters or alpha characters.

2a. If enrolled in HMO before VSD study began, STRTDATE is HMO’s VSD study start date:

Youth cohort:

(1) HAR & NWK = 1/1/1991.

(2) GHC & NCK* = 3/1/1991

*NCK’s child data (age < 7): STRTDATE is the day facility began collecting immunization data.

NCK’s adolescent data (aged 7-17): STRTDATE = 4/19/1993.

(3) SCK = 10/1/1992.

(4) KPC = 1/1/1995.

(5) MFC = 1/1/1997.

(6) HPM = 1/1/1994.

(7) KPH = 1/1/2005

Table 3. ENROLL File Revised: 1/6/2012 6

(8) KPG=1/1/2005

Adult cohort:

(1) GHC = 1/1/1991

(2) NCK & NWK = 1/1/1995.

(3) KPC = 1/1/2002

(4) HAR = 1/1/2007

(5) SCK = 10/1/1992

(6) KPH = 1/1/2005

(7) KPG= 1/1/2005

2b. If enrolled (not birth) in HMO after VSD study began, STRTDATE is:

Youth cohort:

(1) HAR, HPM, & MFC – actual enrollment day.

(2) GHC – last day of the first month of enrollment if not born into the study.

(3) KPC – first day eligible for benefits as determined by employer.

(4) NCK – 3/1/91 – 4/18/1993:

(a) Enrolled before facility was on-line – the day facility began collection immunization data.

(b) Enrolled after facility was on-line – first date of immunization or well-care visit in VSD study clinic.

NCK – 4/19/1993 through present: after two months of contiguous membership, the 15 th day of the 1 st month of membership.

6 NWK – first day of enrollment month.

(8) SCK – actual enrollment date.

(9) KPH – actual enrollment date.

(10) KPG - actual enrollment date

Adult cohort (18+ years or older at time of enrollment):

(Note: Members who turn 18 within the study period have STRTDATE date equal to BRTHDATE on their 18 th birthday.)

(1) GHC – last day of the first month of enrollment.

(2) NCK – 3/1/91 – 4/18/1993:

(a) Enrolled before facility was on-line – the day facility began collection immunization data.

(b) Enrolled after facility was on-line – first date of immunization or well-care visit in VSD study clinic.

NCK – 4/19/1993 through present: after two months of contiguous membership, the 15 th day of the 1 st month of membership.

(2) NWK – first day of enrollment month or 18 th birthday.

(3) SCK – actual enrollment date

(4) KPH – actual enrollment date

(5) KPG – actual enrollment date

Table 3. ENROLL File Revised: 1/6/2012 7

2c. If birth in HMO after VSD study began, STRTDATE is:

(1) GHC – actual enrollment day. If enrollment day<DOB or enrolled within 75 days of DOB, then STRTDATE=DOB.

(2) HAR – if born and enrolled within 60 days in HAR, then STRTDATE=DOB.

(3) HPM – STRTDATE=DOB.

(4) KPC – STRTDATE=DOB.

(5) MFC – STRTDATE=DOB.

(6) NCK – 3/1/1991 – 4/18/1993: first date of immunization or visit in on-line VSD study clinic.

4/19/1993 through present: DOB. If conflicting DOBs exist, the earliest available date of birth is used to populate

STRTDATE. Note: For some STUDYIDs, this may cause enrollment STRTDATEs to occur prior to DOB. These

DOBs are usually corrected over time.

(7) NWK – DOB if enrollment day is within 93 days of DOB and mother was HMO eligible.

(8) SCK – STRTDATE=DOB

(9) KPH – actual enrollment date. If enrollment day < DOB, then STRTDATE=DOB.

(10) KPG – actual enrollment date. If enrollment day < DOB, then STRTDATE=DOB.

3a. If active in HMO at end of cycle’s collection period, STOPDATE is the last day of the cycle (e.g., 2003 [Cycle 12] STOPDATE:

12/31/2003).

3b. If transfer (NCK) – date participant has event at a non-VSD study clinic.

3c. If terminated – prior to last day of the cycle:

(1) GHC – last day of termination month.

(2) HAR, HPM, KPC, & MFC – actual HMO termination date.

(3) NCK – 3/1/1991 – 4/18/1993: last day of termination month.

4/19/1993- present: after two months of contiguous non-membership, STOPDATE is set to the last day of the month prior to the two-month non-enrollment period.

(4) NWK – last day of termination month.

(5) SCK – actual HMO termination date

(6) KPH – actual HMO termination date

(7) KPG - actual HMO termination date

3d. If aged out of Youth cohort, STOPDATE is:

(1) Youth-only HMOs (HAR, HPM, KPC, MFC, SCK): day before the eighteenth birthday.

3e. If deceased, STOPDATE is the definite or approximate date of death. If an approximate date of death is used, it will be updated as more accurate data becomes available.

Table 3. VACCINE File Revised: 1/6/2012

TABLE 3. VACCINE FILE – Event/Cycle Table

Y STUDYID N(5) Z8. LLDB ID

Number

Unique combination of numerics Note 1

Y VACDATE N(4) mmddyy10. Date of

Vaccine

Administration

SAS date

. = Unknown/missing

Notes 1a & 1b

Note 1c. (NCK specific)

Y VAC C(4) Vaccine

Administered

‘143’ = Adenovirus, type 4 and type 7, live, oral

‘54’ = adenovirus , type 4, live, oral

‘55’ = adenovirus , type 7, live, oral

‘82’ = adenovirus , NOS

‘24’ = anthrax BioThrax

‘19’ = Bacillus Calmette-

Guerin

TICE BCG,

Mycobax

‘27’ = botulinum antitoxin

‘26’ = cholera Dukoral

‘29’ = cytomegalovirus immune globulin, intravenous

CytoGam

‘56’ =

‘132’ = dengue fever

DtaP-IPV-hib-HepB, historical

‘12’ = diphtheria antitoxin

‘28’ = diphtheria and tetanus toxoids, adsorbed for pediatric use

‘20’ = diphtheria, tetanus toxoids and acellular pertussis (DtaP)

Infanrix, Tripedia

Notes 2 – 3.

If an additional

VAC value is needed, please contact CDC.

Note 4

Table 4. VACCINE File Revised: 1/6/2012 9

‘106’ = diphtheria, tetanus toxoids and acellular pertussis , 5 pertussis antigens

Daptacel

‘107’ = diphtheria, tetanus toxoids and acellular pertussis , NOS

‘146’= DTaP,IPV,Hib,HepB Pending Note that this vaccine is different from

CVX 132.

‘110’ = DtaP-hepatitis B and poliovirus (IPV)

Pediarix

‘50’ = DtaP-Haemophilus type b conjugate

TriHIBit

‘DHB’= DtaP-HepB

‘120’ = diphtheria, tetanus toxoids and acellular pertussis vaccine, Haemophilus type b conjugate, and poliovirus vaccine, inactivated (DtaP-Hib-

IPV)

Pentacel

‘130’ = Diphtheria, tetanus toxoids and acellular pertussis vaccine, and poliovirus vaccine, inactivated (DtaP/IPV)

Kinrix

‘01’ = diphtheria, tetanus toxoids and pertussis

‘22’ = DTP-Haemophilus type b conjugate

Note 5

Note 6

Table 4. VACCINE File Revised: 1/6/2012 10

‘102’ = DTP- Haemophilus type b conjugate and hepatitis b

‘57’ = hantavirus

‘52’ = hepatitis A , adult dosage

‘83’ = hepatitis A , pediatric/adolescent dosage, 2 dose schedule

Havrix, Vaqta

‘84’ = hepatitis A , dosage, 3 dose schedule

‘31’ = hepatitis A , pediatric dosage, NOS

‘85’ = hepatitis A , NOS

‘104’ = hepatitis A and hepatitis

B

Twinrix

‘30’ = hepatitis B immune globulin

‘08’ = hepatitis B , pediatric or dosage

Engerix-B, Recombivax

HB

‘42’ = hepatitis B , adolescent/high risk infant dosage

‘43’ = hepatitis B , adult dosage

‘44’ = hepatitis B , dialysis patient dosage

‘45’ = hepatitis B , NOS

‘58’ = hepatitis C

‘59’ = hepatitis E

‘60’ = herpes simplex virus, type 2

Table 4. VACCINE File Revised: 1/6/2012 11

‘46’ = Hib, PRP-D conjugate

‘47’ = Hib, HbOC conjugate

‘48’ = Hib, PRP-T conjugate ActHIB

‘49’ = Hib, PRP-OMP conjugate

PedvaxHIB

‘17’ = Hib, conjugate NOS

‘HBP’= Hib polysaccharide

‘51’ = Hib, conjugate and

Hepatitis B

Comvax

‘61’ = human immunodeficiency virus

‘118’ = human papilloma virus , bivalent

‘62’ =

‘137’= human papilloma virus , quadrivalent human papilloma virus, uncertain formulation

Gardasil

‘86’ = immune globulin, intramuscular

‘87’ = immune globulin, intravenous

‘14’ = immune globulin, NOS

‘111’ =

‘140’ =

‘141’ = influenza virus , live, attenuated, for intranasal use

Influenza, seasonal, injectable, preservative free

Influenza, seasonal, injectable

Flumist

Fluarix, Fluvirin, Fluzone, FluLaval, Afluria

Table 4. VACCINE File Revised: 1/6/2012 12

‘144’ = Seasonal influenza, intradermanl, preservative free

‘15’ = influenza virus, seasonal, injectable, presence of preservative unknown

‘123’ = influenza 1203, influenza virus vaccine, H5N1, A/Vietnam/1203/2004

(national stockpile)

‘16’ = influenza virus , whole virus

‘88’ =

‘125’=

‘126’=

‘128’=

‘801’=

‘802’=

‘803’=

‘804’= influenza virus , NOS

Novel Influenza-H1N1-

09, nasal (LAIV)

Novel Influenza-H1N1-

09, preservative-free

Novel Influenza-H1N1-

09, all formulations

Novel Influenza-H1N1-

09, inactivated, no adjuvant

Novel Influenza-H1N1-

09, inactivated, pre-mixed with adjuvant

Novel Influenza-H1N1-

09, inactivated plus

AS03 adjuvant mixed at time of administration

Novel Influenza-H1N1-

09, inactivated plus MF-

59 adjuvant mixed at

‘88’-This code shall not be used for Novel

Influenza H1N1-

09. It is reserved for normal seasonal influenza

128-Indicates that the specific H1N1 vaccine type is not being recorded or is unknown. This will be the generic aggregate code for reporting doses to the CRA system.

The codes 801-805 would all map to

HL7 code 127 but are specific to

VSD.

Table 4. VACCINE File Revised: 1/6/2012 13

‘805’=

‘135’= time of administration

Novel Influenza-H1N1-

09, inactivated with adjuvant, specific adjuvant unknown

Influenza, high dose seasonal, preservative-free

‘10’ = poliovirus , inactivated Ipol

‘02’ = poliovirus , live, oral

‘89’ = poliovirus , NOS

‘39’ =

‘134’=

Japanese encephalitis, SC

Japanese encephalitis, IM

JE-Vax

IXIARO

‘63’ = Junin virus

‘64’ = leishmaniasis

‘65’ = leprosy

‘66’ = Lyme disease

‘03’ = measles, mumps and rubella virus

M-M-R II

‘04’ = measles and rubella

‘94’ = measles, mumps, rubella, and varicella virus

ProQuad

‘MM’= Measles/Mumps

‘67’ = malaria

‘05’ = measles virus Attenuvax

‘68’ = melanoma

‘32’ = Meningococcal MPSV4 Menomune

Table 4. VACCINE File Revised: 1/6/2012 14

‘103’ =

‘136’=

‘147’= meningococcal C conjugate

Meningococcal MCV4O

MCV4, unspecified formulation(groups A, C, Y and W-135)

Menveo

‘114’ = Meningococcal MCV4P Menactra

‘108’ = meningococcal , NOS

‘07’ = mumps virus Mumpsvax

‘69’ = parainfluenza-3 virus

‘11’ = pertussis

‘23’ = plague

‘33’ = pneumococcal polysaccharide

Pneumovax 23

‘100’ =

‘133’= pneumococcal conjugate , polyvalent pneumococcal, PCV-13

Prevnar

PCV-13

‘109’ = pneumococcal , NOS

‘70’ = Q fever

‘18’ = rabies , for intramuscular injection

Imovax Rabies

& RabAvert (?)

‘40’ = rabies , for intradermal injection

‘90’ = rabies , NOS

‘72’ = rheumatic fever

‘73’ = Rift Valley fever

‘34’ = rabies immune globulin

‘119’ = rotavirus, live, monovalent

Rotarix

‘122’ = rotavirus, NOS

This CVX should only be used for historical doses pf meningococcal conjugate vaccine where the formulation is unknown (oligosaccharide vs polysaccharide). It is not the same as

CVX 108,

Meningococcal, unspecified formulation.

Table 4. VACCINE File Revised: 1/6/2012 15

‘116’ = rotavirus, live, pentavalent

Rotateq

‘74’ = rotavirus, live, tetravalent

Rotoshield

‘71’ = respiratory syncytial virus immune globulin, intravenous

‘93’ = respiratory syncytial virus monoclonal antibody (palivizumab), intramuscular

‘145’= respiratory syncytial virus monoclonal antibody (motavizumab), intramuscular

Pending

‘06’ = rubella virus Meruvax II

‘38’ = rubella and mumps

‘RU’ = Rubeola/Attenuvax

‘76’ = Staphylococcus bacteriophage lysate

‘138’= Tetanus and diphtheria toxoids, not adsorbed, for adult use

‘113’ = tetanus and diphtheria toxoids, adsorbed, preservative free, for adult use

Decavac, Generic

‘09’ = tetanus and diphtheria toxoids, adsorbed for adult use

‘139’= Td(adult) unspecified formulation

This CVX code is intended to allow reporting of Td vaccinations

Note 8

Table 4. VACCINE File Revised: 1/6/2012 16 where the formulation is not known. For example, this may occur if a historic record of an Td vaccination is recorded from a vaccination card.

‘115’ = tetanus toxoid, reduced diphtheria toxoid, and acellular pertussis , adsorbed

Boostrix, Adacel

‘35’ = tetanus toxoid, adsorbed Generic

‘112’ = tetanus toxoid, NOS

‘77’ = tick-borne encephalitis

‘13’ = tetanus immune

‘78’ = tularemia

‘91’ = typhoid , NOS

‘25’ = typhoid , live, oral Vivotif Berna

‘41’ = typhoid , parenteral, other than acetone-killed, dried

‘53’ = typhoid , parenteral, acetone-killed, dried

(U.S. military)

‘101’ =

‘131’ = typhoid Vi capsular polysaccharide

Typhus, historical

Typhim Vit

‘75’ = vaccinia (smallpox) ACAM2000(?)

‘105’ = vaccinia (smallpox) , diluted

ACAM2000(?)

‘79’ = vaccinia immune

Note 9

Note 7

Note 15

Note 8

Table 4. VACCINE File Revised: 1/6/2012 17

‘21’ = varicella virus Varivax

‘81’ = Venezuelan equine encephalitis, inactivated

‘80’ = Venezuelan equine encephalitis, live, attenuated

‘92’ = Venezuelan equine encephalitis , NOS

‘36’ = varicella zoster immune

‘117’ = varicella zoster immune

(Investigational New

Drug)

‘37’ = yellow fever YF-Vax

‘121’ = zoster vaccine, live Zostavax

‘998’ = no administered

‘999’ = unknown or immune

‘99’ = RESERVED – do not use

‘UDT’= Unknown DT

‘URU’= Unknown Rubeola

‘Wnn’= MFC experimental, vaccine type still blinded

‘Xnn’ = NCK experimental, ‘Ynn’ = SCK experimental, ‘Znn’ = KPC experimental, ‘Hnn’= KPH experimental, Table 4. VACCINE File Revised: 1/6/2012 18

‘Unnn’= Combination vaccine

‘Mnnn’= Foreign vaccine

Table 4. VACCINE File Revised: 1/6/2012 19

FACILITY C(4) Facility ID

Code

Specific facility code where vaccine was given

‘U’ = Unavailable (Systematically unavailable to HMO)

Left justify

SITE C(3) Site of

Vaccine

Introduction

‘BVL’ = Bilateral Vastus Laterialis

‘RVG’ = Right Ventra Gluteal

‘RVL’ = Right Vastus Lateralis

‘LVG’ = Left Ventra Gluteal

‘LVL’ = Left Vastus Lateralis

‘BN’ =Bilateral Nares

‘RN’=Right Nares

‘LN’=Left Nares

‘IN’ = Intranasal

‘IV’ = Intravenous

‘LA’ = Left arm

‘LD’ = Left deltoid

‘LG’ = Left upper outside quad

‘LL’ = Left lateral thigh

‘LT’ = Left anterior thigh

‘LU’ = Left thigh, unknown position

‘LV’ = Left gluteus

‘PO’ = Oral

‘RA’ = Right arm

‘RD’ = Right deltoid

‘RG’ = Right upper outside quad

‘RL’ = Right lateral thigh

‘RT’ = Right anterior thigh

‘RU’ = Right thigh, unknown position

‘RV’ = Right gluteus

‘UA’ = Unknown arm, left or right

‘UD’ = Unknown deltoid, left or right

‘UT’ = Unknown thigh, left or right

‘UV’ = Unknown gluteal, left or right

‘MS’ = multi-site

‘U ‘ = Unavailable

Note 16

Table 4. VACCINE File Revised: 1/6/2012 20

MFR C(3) Vaccine

Manufacturer

‘AB’=Abbott Laboratories (includes Ross Products

Division)

‘ACA’=Acambis, Inc

‘AD’=Adams Laboratories, Inc.

‘AKR’=Akorn, Inc

‘ALP’=Alpha Therapeutic Corporation

‘AR’=Armour [Inactive–use AVB]

‘AVB’=Aventis Behring L.L.C. (formerly Centeon L.L.C.;

includes Armour) [Inactive–use ZLB]

‘AVI’=Aviron

‘BA’=Baxter Healthcare Corporation [Inactive–use BAH]

‘BAH’=Baxter Healthcare Corporation (includes Hyland

Immuno, Immuno International AG, and North

American Vaccine, Inc.)

‘BAY’=Bayer Corporation (includes Miles, Inc. and Cutter

Laboratories)

‘BCP’ = ‘BIOChem Pharmaceutical’

‘BP’=Berna Products [Inactive–use BPC]

‘BPC’=Berna Products Corporation (includes Swiss Serum and Vaccine Institute Berne)

‘BRR’=Barr Laboratories

‘BTP’= Biotest Pharmaceuticals Corporation (New owner of

NABI HB as of December 2007, Does NOT replace NABI

Biopharmaceuticals in this code list.)

‘CNJ’=Cangene Corporation

‘CMP’=Celltech Medeva Pharmaceuticals [Inactive–use

NOV]

‘CEN’=Centeon L.L.C. [Inactive–use AVB]

‘CHI’=Chiron Corporation [Inactive-use NOV] (includes

PowderJect Pharmaceuticals, Celltech Medeva Vaccines and Evans Medical Limited)

‘CON’=Connaught [Inactive–use PMC]

Notes 10 and 11.

If an additional

MFR value is needed, please contact CDC.

Left justify.

New manufacturer codes (if any) are in bold. MFRs who have been formed through mergers, etc. (if any) are in italics.

Table 4. VACCINE File Revised: 1/6/2012 21

‘CSL’=CSL Biotherapies, Inc

‘DVC’= DynPort Vaccine Company

‘EVN’=Evans Medical Limited [Inactive–use NOV

‘GEO’=GeoVax Labs, Inc.

‘SKB’=GlaxoSmithKline (formerly SmithKline Beecham;

includes SmithKline Beecham and Glaxo Wellcome)

‘GRE’=Greer Laboratories, Inc.

‘IAG’=Immuno International AG [Inactive–use BAH]

‘INT’=Intercell Biomedical

‘IUS’=Immuno-U.S., Inc.

‘KGC’=Korea Green Cross Corporation

‘LED’=Lederle [Inactive–use WAL]

‘MBL’=Massachusetts Biologic Laboratories (formerly

Massachusetts Public Health Biologic Laboratories)

‘MA’=Massachusetts Public Health Biologic Laboratories

[Inactive–use MBL]

‘MED’=MedImmune, Inc

‘MIP’=Emergent BioDefense Operations Lansing (Bioport renamed, formerly Michigan Biologic Products Institute)

‘MSD’=Merck &Co., Inc.

‘IM’=Merieux [Inactive–use PMC]

‘MIL’=Miles [Inactive–use BAY]

‘NAB’=NABI (formerly North American Biologicals, Inc.)

‘VS1’ = National Institute/Agency International

Development

‘VS2’ = National Institute of Health

‘NYB’=New York Blood Center

‘NAV’=North American Vaccine, Inc. [Inactive–use BAH]

‘NOV’=Novartis Pharmaceutical Corporation (includes

Ciba-Geigy Limited and Sandoz Limited)

‘NVX’=Novavax, Inc.

‘OTC’=Organon Teknika Corporation

‘ORT’=Ortho-Clinical Diagnostics (formerly Ortho

Diagnostic Systems, Inc.)

‘PD’=Parkedale Pharmaceuticals (formerly Parke-Davis)

Table 4. VACCINE File Revised: 1/6/2012 22

‘PFR’=Pfizer, Inc

‘PWJ’=PowderJect Pharmaceuticals (includes Celltech

Medeva Vaccines and Evans Medical Limited)

[Inactive–use CHI]

‘PRX’=Praxis Biologics [Inactive–use WAL]

‘PMC’=sanofi edicai (formerly Aventis Pasteur, Pasteur

Merieux Connaught; includes Connaught Laboratories and Pasteur Merieux)

‘JPN’=The Research Foundation for Microbial Diseases of

Osaka University (BIKEN)

‘SCL’=Sclavo, Inc.

‘SOL’=Solvay Pharmaceuticals

‘VS3’ = SmithKline French

‘SI’=Swiss Serum and Vaccine Inst. [Inactive–use BPC]

‘TAL’=Talecris Biotherapeutics (includes Bayer

Biologicals)

‘VS4’ = UCLA (SCK exp)

‘USA’=United States Army Medical Research and Material

Command

‘VXG’=VaxGen

‘WA’=Wyeth-Ayerst [Inactive–use WAL]

‘WAL’=Wyeth-Ayerst (includes Wyeth-Lederle Vaccines and Pediatrics, Wyeth Laboratories, Lederle

Laboratories, and Praxis Biologics)

‘ZLB’=ZLB Behring (includes Aventis Behring and Armour

Pharmaceutical Company)

‘OTH’=Other manufacturer

‘UNK’=Unknown manufacturer

LOT C(15) Vaccine Lot

Number

Alphanumeric code

Notes 12 and 13.

VACSOURC C(1) In/Outside

HMO

‘I’ = Vaccinated within HMO/Inside HMO.

‘A’ = Vaccinated at a HMO Affiliate or Partnership facility.

‘U’ = Location where vaccine administered not available

Note 14

Table 4. VACCINE File Revised: 1/6/2012 23 through data source for current vaccine record

‘O’ = Other

‘ ‘ = Unknown. Location value is missing for this vaccination record, but location is generally available for this data source.

This file contains a single record for each vaccine administered during the study collection period. Each STUDYID in the VACCINE file should have one record in the CONSTANT file.

Data outside of enrollment intervals should not be considered complete. Records with missing VACs should be included if documentation exists that a vaccine was administered on a specific date, but the vaccine administered is unknown. For the adult cohort, vaccination history prior to the study collection period is included but should not be considered complete.

1. Randomized. ID may be any combination of numerics so long as they are unique among study participants and remain the same for each participant from cycle to cycle. Do not include leading, embedded or trailing blanks or special characters or alpha characters.

1a. Youth cohort: All Youth STUDYIDS’ VACDATEs which fall on or between the VSD Youth Study Start Date and one (1) day prior to a participant’s 18 th birthday, or the Cycle’s Stop Date (whichever is earlier) will be submitted.

Note: Data outside of enrollment intervals should not be considered complete for Youth cohort.

1b. Adult cohort: All Adult STUDYIDs’ VACDATEs which fall on or between the VSD Adult Study Start Date and the Cycle’s Stop

Date will be submitted, except data prior to the STUDYID’s 18 th birthday.

Note: Data prior to the VSD Adult Study Start Date may be included

Note: Data outside of enrollment intervals should not be considered complete for Adult cohort.

1c. At NCK, if day of vaccination is missing, the last day of the month in which the vaccination was given will be used to populate

VACDATE. (i.e. Some schools do not record the day of vaccination, only month and year).

2. Health Level 7 (HL7) Standard Code Set CVX – Vaccines Administered is maintained by the Centers for Disease Control and

Prevention. For further information on the CVX code set, see http://www.cdc.gov/vaccines/programs/iis/stds/cvx.htm. New vaccine codes and names are in bold.

3. NOS = not otherwise specified. Avoid using NOS codes except to record historical records that lack the indicated specificity or in cases where charts/automated systems do not capture the indicated specificity.

4. As of May 2002, the FDA approved Aventis Pasteur’s DtaP vaccine Daptacel for use in the U.S. Aventis Pasteur also manufactures the DtaP vaccine Tripedia. Daptacel contains 5 pertussis antigens, while Tripedia contains 2 pertussis antigens. To distinguish http://www.cdc.gov/vaccines/programs/iis/stds/cvx.htm

Table 4. VACCINE File Revised: 1/6/2012 24 between the two Aventis Pasteur DtaP vaccines, code 106 was added to represent Daptacel. Use code 106 for Daptacel and code 20 for Tripedia and other DtaP vaccines.

5. As of August 27, 1998, Merck ceased distribution of their adolescent/high risk infant hepatitis B vaccine dosage. Code 42 should only be used to record historical records. For current administration of hepatitis B vaccine, pediatric/adolescent dosage, use code 08.

6. As of September 1999, a 2-dose hepatitis B schedule for adolescents (11-15 year olds) was FDA approved for Merck’s Recombivax

HB7 adult formulation. Use Code 43 for both the 2-dose and the 3-dose schedules.

7. This vaccine value, ‘Unnn’, represents a combination vaccine where the exact vaccine combination is unknown, but one or more of the components are known. For example: ‘U01’ would be a combination of D, T and P along with other, unknown components. These occur mostly because of historical and/or non-HMO vaccines with illegible handwriting.

8. The vaccine values, ‘Wnn’, ‘Xnn’, ‘Ynn’, and ‘Znn’, represent experimental vaccines being tested by MFC, NCK, SCK, & KPC, respectively. For each unique experimental vaccine, ‘nn’ should be replaced by a unique numeric value (e.g., X01, Y01). The vaccine

‘Ynn’ is no longer used in SCK vaccine file starting cycle 2006.

9. Records with missing VACs should be included. These records should be validated to ensure that the vaccine is indeed missing and can not be obtained through other avenues.

10. Health Level 7 (HL7) Standard Code Set MVX – Manufacturers of Vaccines is maintained by the Centers for Disease Control and

Prevention. For further information on the MVX code set, see http://www.cdc.gov/vaccines/programs/iis/stds/mvx.htm. Vaccine names and codes that have been through mergers, etc., are in italics. New manufacturer codes and names are in bold.

11 The MFR variable should be coded with the HL7 MVX value who manufactured the vaccine. For example, vaccines administered prior to Praxis Biologics merger with Wyeth-Ayerst, should be coded as ‘PRX’.

12. If combination vaccine, enter the container’s lot number.

13. Format LOT variable as follows: alphanumerics, left justified with no spaces, slashes, or dashes between characters, and with no dose or dose-unit information attached (e.g., EJN123).

14. For VACSOURC = ‘O’; Location not identified as inside HMO (with or without historical data) or at an HMO Affiliate, i.e. other. It should be noted, that at least some vaccinations in this category are actually given inside the HMO, but the data sources do not identify them as such. Other examples can also include vaccinations back-entered from school records, another physician’s office, etc.

15. For Mnnn for MFC : M001. DtaP-HepB-IPV-HIB......this vaccine will be coded as ‘M001’ in the vaccine file.

M002. DtaP-IPV......this vaccine will be coded as ‘M002’ in the vaccine file.

16. Some immunosupressed individuals have a single dose of vaccine broken into smaller doses and given in multiple sites. HBV is the most common vaccine administered in this manner.

http://www.cdc.gov/vaccines/programs/iis/stds/mvx.htm

Table 4. INPT File Revised: 1/6/2012

TABLE 4. INPT (Inpatient) FILE – Event/Cycle Table

Y CAREDATE N(4) mmddyy10. Date of Admission SAS date

. = Unknown/missing

Notes 1a- 1b

DURATION N(3) Length of Stay NN = Length of stay

.U = Unavailable (systematically unavailable to

HMO)

. = Unknown/missing

Note 2

Y DXCODE C(6) ICD-9 Code ICD-9 code (No decimal)

‘ ‘ = Unknown/missing

Notes 3a-3b

(See also

ICD-9 Code

Convention attachment.)

Y DXTYPE C(2) Setting ‘BP’ = Birth hosp primary DX

‘BS’ = Birth hosp secondary DX

‘BN’ = Birth hosp, DX designation N/A

‘HP’ = Hosp primary DX

‘HS’ = Hosp secondary DX

‘HN’ = Hosp, DX designation N/A

Note 4

Y FACILITY C(4) Facility ID Code Specific facility code where outcome occurred

‘N’ = Not applicable

‘U’ = Unavailable (systematically unavailable to HMO)

Table 5. INPT File Revised: 1/6/2012 26

Y LOCATION C(1) In/Outside HMO ‘A’= HMO affiliated or partnership facility

‘I’ = Inside HMO

‘O’= Un-referred visit to facility outside HMO

‘R’= Referral by HMO to facility outside HMO

‘U’= Unavailable (systematically unavailable

‘ ‘= Unknown/missing

This file contains a single record for each diagnosis assigned during a hospitalization during the study collection period. Each STUDYID in the INPT file should have one record in the CONSTANT file.

Data outside of enrollment intervals should not be considered complete. Records with missing DXCODEs should be included if documentation exists that an INPT encounter occurred on a specific date, but the diagnosis is missing. Hospital history prior to the study collection period is also included but should not be considered complete. If a VSD study member has two or more hospital visits occurring on the same day for the same dxcode, but occurring in different facilities or for different durations, each record should be submitted. Excluded

(rule-out) diagnoses should not be included in this file.

1. Randomized. ID may be any combination of numerics so long as they are unique among study participants and remain the same for each participant from cycle to cycle. Do not include leading, embedded or trailing blanks or special characters or alpha characters.

1a. Youth cohort: All Youth STUDYIDs’ CAREDATEs which fall on or between the VSD Youth Study Start Date and one (1) day prior to a participant’s 18 th birthday, or the Cycle’s Stop Date (whichever is earlier) will be submitted. Youth cohort hospital history

(formerly a stand alone file, HOSPDXHX, for GHC, NCK, NWK and SCK) will be appended to the INPT (INPATIENT) file and extend back to 1/1/1984 for GHC, NCK, and NWK, 6/1/1984 for SCK, 1/1/1988 for KPC and 2/16/1990 for HAR, 1/1/1994 for HPM, 1/1/1997 for MFC, and 1/1/1994 for KPH.

Note: Data outside of enrollment intervals should not be considered complete for Youth cohort.

1b. Adult cohort: All Adult STUDYIDs’ CAREDATEs which fall on or between the VSD Adult Study Start Date and the Cycle’s Stop

Date will be submitted. Adult cohort hospital history (formerly a stand alone file, HOSPDXHX, for GHC, NCK, and NWK) will be appended to the INPT (INPATIENT) file and extend back to 1/1/1990 for GHC, NCK, and NWK, 1/1/1994 for KPH.

Note: Data outside of enrollment intervals should not be considered complete for Adult cohort.

Table 5. INPT File Revised: 1/6/2012 27

2. DURATION = Hospital discharge date – admission date. Duration will be zero for hospitalizations with the same admission and discharge date. Files delivered to the CDC are required to use SAS numeric lengths compatible with UNIX/WINDOWS/DOS.

3a. Codes should be left justified and not contain decimals. Codes below 100.nnn, with no leading alpha, should have leading zeroes. See

‘ICD Code Convention’ attachment.

3b. Records with missing DXCODEs should be included. These records should be validated to ensure that the diagnosis is indeed missing and can not be obtained through other avenues.

4. The Adult cohort contains only HP, HS, and HN DXTYPEs.

5. At SCK, for ER to INPT encounters, DXCODEs may have been given either during ER or INPT, and these DXCODEs are assigned to both ER and INPT

Table 5. OUTPT File Revised: 1/6/2012

TABLE 5. OUTPT (Outpatient) FILE – Event/Cycle Table

Y STUDYID N(5) Z8. LLDB ID Number Unique combination of numerics Notes 1, 1a-

1c

Y CAREDATE N(4) mmddyy10. Date of Visit SAS date

. = Unknown/missing

Note 1b

Y DEPT C(3) Department ADP = Chemical Dependency

ALL = Allergy

ANS = Anesthesia

AUD – Audiology

CAR = Cardiology

DRM = Dermatology

ENC = Endocrinology

ENT = Otolaryngology

ER = Emergency

FPR = Family Practice

GEN = Genetics

GI = Gastroenterology, GI (previously GET)

HSC = Hearing Services Center

INF = Infectious Disease

MED = Internal Medicine

MH = Mental Health

NEO = Neonatology

NEP = Nephrology

NEU = Neurology

NV = Nursing Services

OBG = Obstetrics/Gynecology

OCC = Occupational Therapy

ONC = Oncology/Hematology

OPH = Ophthalmology

OPR = Operating Room

OPT = Optometry

ORT = Orthopedics

Table 6. OUTPT File Revised: 1/6/2012 29

OTH = Other

PED = Pediatrics

PSY = Psychiatry

PTR = Physical Therapy

PUL = Pulmonology

RAD = Radiology

RHE = Rheumatology

ST = Speech Therapy

SUR = Surgery

URG = UrgentCare-Clinic or Hospital

URO = Urology

U = Unavailable

‘ ’ = Unknown/Missing

Y DXCODE C(6) ICD-9 Code ICD-9 code (No decimal)

‘ ‘ = Unknown/missing

Notes 1a &

(See also

ICD Code

Convention attachment.)

Y DXTYPE C(2) Setting ‘CP’ = Clinic visit primary DX

‘CS’ = Clinic visit secondary DX

‘CF’ = Clinic follow-up visit DX

‘CN’ = Clinic visit, DX designation N/A

‘EP’ = Emergency room primary DX

‘ES’ = Emergency room secondary DX

‘EF’ = Emergency room follow-up visit DX

‘EN’ = Emergency room, DX designation N/A

‘UP’ = Urgent care visit primary DX

‘US’ = Urgent care visit secondary DX

‘UF’ = Urgent care follow-up visit DX

‘UN’ = Urgent care visit, DX designation N/A

Note 3a

Note 3b

Table 6. OUTPT File Revised: 1/6/2012 30

Y FACILITY C(4) Facility ID Code Specific facility code where outcome occurred

‘N’ = Not applicable

‘U’ = Unavailable (systematically unavailable

Y LOCATION C(1) In/Outside HMO ‘A’= HMO affiliated or partnership facility

‘I’ = Inside HMO

‘O’= Un-referred visit to facility outside HMO

‘R’= Referral by HMO to facility outside HMO

‘U’= Unavailable (systematically unavailable

‘ ‘= Unknown/missing

Youth: This file contains a single record for each diagnosis assigned during an emergency room, urgent care, or clinic visit during the study collection period. If a VSD study member has two or more visits occurring on the same day for the same dxcode, but occurring in different facilities or departments, each record should be submitted. Each STUDYID in the OUTPT file should have one record in the CONSTANT file.

Adult: This file contains a single record for each ICD code that are assigned during emergency room, urgent care, or clinic visit during the study collection period. If a VSD study member has two or more visits occurring on the same day for the same DXCODE, but occurring in different facilities or departments, each record should be submitted. Each STUDYID in the OUTPT file should have one record in the

CONSTANT file. See Note 1a below.

Data outside of enrollment intervals should not be considered complete for either the Youth or Adult cohorts. Definitions and thus coding of

ER and Urgent Care visits is different across HMOs. For more information, please contact CDC Data Managers.

Table 6. OUTPT File Revised: 1/6/2012 31

6 Randomized. ID may be any combination of numerics so long as they are unique among study participants and remain the same for each participant from cycle to cycle. Do not include leading, embedded or trailing blanks or special characters or alpha characters.

1a. The OUTPT file is submitted for the Youth and Adult cohorts;

For Cycle 2004, the adult file for NCK and NWK is limited to pre-specified codes found in the attachment IV –

Disease Codes for Adult Studies. However, for the DDF beginning Jan 1, 2005 NCK & NWK’s file contains

ALL ICD 9 codes (ie, all ICD 9 codes that occur after Jan 1, 2005 are captured).

The adult file for GHC beginning with Cycle 2004 contains all ICD 9 codes. Hence, the DDF for GHC contains all ICD 9 codes

1b. Youth cohort: All Youth STUDYIDs’ CAREDATEs which fall on or between the VSD Youth Study Start Date and one (1) day prior to a participant’s 18 th birthday, or the Cycle’s Stop Date (whichever is earlier) will be submitted.

1c. Adult cohort: All Adult STUDYIDs’ CAREDATEs which fall on or between the VSD Adult Study Start Date and the Cycle’s Stop

Date, and have the pre-specified ICD-9-CM codes, will be submitted.

2. Codes should be left justified and not contain decimals. Codes below 100.nnn, with no leading alpha, should have leading zeroes.

See ‘ICD Code Convention’ attachment.

3a. If ER, Urgent Care, or Clinic ‘follow-up’ visit diagnoses, code ‘EF’, ‘UF’, or ‘CF’, respectively. This code is not available for all occurrences of follow-up visits, but will be utilized when possible.

3b. If ER, Urgent Care, or Clinic visit and a distinction between primary/secondary diagnoses can not be made, code ‘EN’, ‘UN’, or

‘CN’, respectively.

4. SCK- The OUTPT file includes outpatient visits without dxcode (missing DXCODE) from 1997. Before 2000, only outpatient visits in the hospitals or outside KP were given ICD-9 dx codes. Starting from 2000 but not fully implemented until 2002, ICD9-codes were collected for the majority of KP outpatient visits.

5. At SCK, for ER to INPT encounters, DXCODEs may have been given either during ER or INPT, and these DXCODEs are assigned to both ER and INPT

Table 6. HMOBIRTH File Revised: 1/6/2012

TABLE 6. HMOBIRTH FILE – Event/Cycle Table

Y STUDYID N(5) Z8. LLDB ID Number Unique combination of numerics Notes 1 & 2

FACILITY C(4) Facility ID Code Specific facility code where birth occurred

‘U’ = Unavailable (systematically unavailable to

HMO)

‘ ‘ = Unknown/missing

Left justify

GESTAGE N(3) Gestational Age NN = Gestational Age in Weeks

.U = Unavailable (systematically unavailable to

HMO)

. = Unknown/missing

Note 4

CHLDWGHT N(4) Child’s Birth Weight NNNN = Birth Weight in grams

.U = Unavailable (systematically unavailable to

HMO)

. = Unknown/missing

Note 4

APGAR1 C(2) One Min Apgar ‘00’ – ‘10’ = 1 minute APGAR score

‘U’ = Unavailable (systematically unavailable to

HMO)

APGAR5 C(2) Five Min Apgar ‘00’ – ‘10’ = 5 minute APGAR score

‘U’ = Unavailable (systematically unavailable to

WHITE C(1) ‘1’ = White Note 3

BLACK C(1) ‘1’ = Black Note 3

ASIAN C(1) ‘1’ = Asian Note 3

HAWAIIAN C(1) Hawaiian or Other

Pacific Islander

‘1’ = Hawaiian or Other Pacific Islander Note 3

Table 7A: HMOBIRTH File Revised: 1/6/2012 V5 33

NATAMER C(1) Native American or

Aleutian

‘1’ = Native American or Aleutian Note 3

OTHER C(1) Other Race ‘1’ = Other Race Note 3

HISPANIC C(1) ‘1’ = Hispanic Note 3

CHLDSTE C(2) Child’s Birth State Child’s birth state FIPS code

‘U’ = Unavailable (systematically unavailable to

CHLDCNTY C(3) Child’s Birth County Child’s birth county FIPS code

‘U’ = Unavailable (systematically unavailable to

M_YOB N(4) Mother’s Year of Birth Year of mother’s birth as a 4 digit number

.U = Unavailable (systematically unavailable to

This file contains a single record for each birth record where additional information on the birth as specified by the HMOBIRTH file is available. Each STUDYID in the HMOBIRTH file should have one record in the CONSTANT file and one or more records in the ENROLL file.

The only criterion for record inclusion in the file is the availability of data for a corresponding youth cohort member. Availability of this data varies by study site. Caution should be used in interpreting missing records for members of the cohort.

1. Randomized. ID may be any combination of numerics so long as they are unique among study participants and remain the same for each participant from cycle to cycle. Do not include leading, embedded or trailing blanks or special characters or alpha characters.

2. This file generally consists of infants born in HMO’s hospitals or contract facilities or who can be linked to state birth certificate files and are members of the VSD study population. HMOs which match to state birth certificate files may have data on infants born prior to their VSD study start date as well as those born outside their HMO’s hospitals or contract facilities.

Table 7A: HMOBIRTH File Revised: 1/6/2012 V5 34

3. Complete each race/ethnicity category that applies.

4. Files delivered to the CDC are required to use SAS numeric lengths compatible with UNIX/WINDOWS/DOS.

Table 7. MORT File Revised: 1/6/2012

TABLE 7. MORT (Mortality) FILE – Event/Cycle Table

Y STUDYID N(5) Z8. LLDB ID Number Unique combination of numerics Note 1, 1a

DTHDATE N(4) mmddyy10. Date of Death SAS date

EXACT C(1) Exact Death Date ‘Y’ = Yes

‘N’ = No

Note 2

This file contains a single record for each known death among VSD youth and adult cohort members. If known, deaths that occur after the study collection period or after a VSD cohort members ages out, are also included. Each STUDYID in the MORT file should have one record in the youth and/or adult CONSTANT file and one or more records in the respective cohort(s) ENROLL file.

1. Randomized. ID may be any combination of numerics so long as they are unique among study participants and remain the same for each participant from cycle to cycle. Do not include leading, embedded or trailing blanks or special characters or alpha characters.

1a. All known deaths should be submitted, regardless of date or age (i.e., even if they are after the STUDYID’s last stop date, or after the

Cycle’s Stop Date).

6 Indicates whether death date is definite death date or approximate. Approximate death dates will be updated as more accurate data becomes available.

Table 8. MORTCOD File Revised: 1/6/2012

TABLE 8. MORTCOD (Mortality Cause of Death) FILE – Event/Cycle Table

Y STUDYID N(5) Z8. LLDB ID Number Unique combination of numerics Note 1, 1a

Y DXCODE C(6) Cause of Death ICD-9/ICD-10 (No decimal) Notes 2a-2c

Y CODTYPE C(1) Cause of Death Type ‘I’ = immediate or primary

‘U’ = underlying

‘C’ = contributory

‘O’ = other ICD9 or 10 code from death certificate not specifically identified as underlying, immediate, or contributory

This file contains records for deaths that have been coded among VSD youth and adult cohort members in the MORT file. The file may contain one or more records for a particular death based on the number of underlying, contributory or other CODs as specified on the death certificate. This file WILL NOT contain a matching death record from the MORT file if that record does not have information to populate the

DXCODE field. Each STUDYID in the MORTCOD file should have one record in the MORT file, the youth and/or adult CONSTANT file and one or more records in the respective cohort(s) ENROLL file.

1 Randomized. ID may be any combination of numerics so long as they are unique among study participants and remain the same for each participant from cycle to cycle. Do not include leading, embedded or trailing blanks or special characters or alpha characters.

1a. All known deaths should be submitted, regardless of date or age (i.e., even if they are after the STUDYID’s last stop date, or after the

Cycle’s Stop Date).

2a. Codes should be left justified and not contain decimals. Codes below 100.nnn, with no leading alpha, should have leading zeroes.

2b. The source of the cause of death (DXCODE) will be the state death file; if DXCODE is missing the record will not be included in this file. ICD-10 was implemented in the U.S. for mortality reporting as of 01/01/1999, prior to this date, ICD-9 is used.

2c. For MFC – Starting with cycle 2004, VWX is used for External Cause of death due to Suicide, Homicide, or Accident.

Table 9. GEOCODED File Revised: 1/6/2012 37

TABLE 9. GCDD1996 – GCDD200X FILE – History Table

Number

Unique numeric characters

Note 1

POLLDATE N(4) mmddyy10. Date of address Date information polled Note 2

TRACT C(7) Census Tract Tract number Note 3

COUNTY C(3) County FIPs county code Note 3

STATE C(2) State Standardized state postal code abbreviation

‘ ‘ = Unknown

Note 3

MATCHCOD C(?) Software specific Notes 4 and

5.

General File Description:

A GCDDxxxx file will be created for each cycle the site has created from Cycle1996 through Cycle200X. For Cycle2003, up to 8 GCDD files were created. For Cycle2011, a single GCDD2011 file will be created. Each file contains at least one record for each youth cohort member who is enrolled for at least one day in that cycle year with a non-missing value of TRACT. For example, when creating the

GCDD2005 file, only if a member is enrolled for at least one day from January 1, 2005 through December 31, 2005 and is not missing

TRACT, then that member would be included in the GCDD2005 file. A cohort member could have two records within one cycle’s GCDD file if two POLLDATEs were conducted for the cycle. For example, if two POLLDATEs were conducted for Cycle 1997, and the member was enrolled at least one day during 1997, the member would have two records in the GEOCODED1997 file. This file identifies the standardized TRACT, COUNTY, and STATE for each unique STUDYID from current and previous cycle data. The MATCHCOD variable indicates the quality of the match.

For the distributed data model, all GCDDxxxx files will be placed in the historical directory. For Cycle2011, the GCDD2011 file will be created and placed in the historical directory with the previous GCDDxxxx files.

For the DDF, these files will be added to the EVENT directory at least once a year. They will include all the records for the year in which they are named. For example, if the file is GCDC2005, it will contain all the available records for 2005. There should only be one file for each year. So, even if the update is completed more than one time in a single year, there should only be one file that contains all the records for that year.

Table 9. GEOCODE File Revised: 1/6/2012 38

1. Randomized. ID may be any combination of numerics so long as they are unique among study participants and remain the same for each participant from cycle to cycle. Do not include leading, embedded or trailing blanks or special characters or alpha characters.

2. Both Harvard Pilgrim Health Care (HAR) and Northern California Kaiser (NCK) have in the past been appending previous cycles currently enrolled participants geocode information with the current cycle.

3. It is expected that the sites will break down this census information variable into the STATE, COUNTY, and TRACT variables that are a part of this data dictionary. The decimal point should appear in the TRACT variable. The FIPS state numeric code taken from the census information variable should be converted to the standardized state postal code abbreviation which is also know as the FIPS state alpha code. A list of FIPS state alpha and numeric codes can be found in section 5-2 of the following webpage:

http://www.itl.nist.gov/fipspubs/fip5-2.htm.

4. The MATCHCOD variable may have different coding at each site based on the geocoding software used. But it is generally put out by the geocoding software to tell how accurately the software was able to do the address matching. Sites will need to supply the coding of this variable with the submission of the GCDDXXXX file.

5. The geocoding software generally produces a census information variable that consists of 14 numeric characters. We are only interested in the first 11 characters. The first two characters (1-2) are the FIPS numeric code for the state; the next three characters (3-

5) are the FIPS code for county, and the next six numeric characters (6-11) represent the census tract. The remaining characters (12-

14) in the original census information variable represent the census block group; this information is being ignored because we are geocoding only to the census tract level. Some geocoding software puts a decimal point between numeric characters 9 and 10; others do not.

6. Geocode data was not available for GHC for Cycle 1999 and NCK for Cycle 1997.

Geocoding examples:

250251302.00401 >>>(State)MA, (County) 025, (Tract)1302.00

25025130200401 >>>(State)MA, (County) 025, (Tract)1302.00

The GCDDxxxx files are both the same for cycle files and the DDF.

http://www.itl.nist.gov/fipspubs/fip5-2.htm

Table 10. MDCD1997 – MDCD2004 File Revised: 1/6/2012 39

TABLE 10. MDCD1997 – MDCD200X FILE – History Table

Number

Unique numeric characters

Note 1

MCXXXX N(3) Binary12 Monthly

Medicaid Status

Monthly Medicaid status pertaining to the cycle year denoted by XXXX. For example, in the MEDICAID2004 file, this variable will be MC2004. 12 months of the cycle year are each represented by one bit. The most significant bit corresponds to January, and the least significant bit corresponds to December.

0 = not on Medicaid, unknown, or missing

1 = Any state or federal Medicaid coverage for at least one day during month.

Examples of stored SAS numeric value displayed with binary12. Format:

No Medicaid coverage (MC2003=0):

000000000000

Medicaid coverage in January only

(MC2003=2048): 100000000000

Medicaid coverage in December only

(MC2003=1): 000000000001

Medicaid coverage every month of 2003

(MC2003=4095): 111111111111

Table 10. MDCD1997 – MDCD2004 File Revised: 1/6/2012 40

A MDCDxxxx file will be created for each cycle the site has created from Cycle1997 through Cycle200X. For Cycle2003, up to 7

MDCDxxxx files were created. For Cycle200X, a single MDCD200X file will be created. Each file contains one record for each youth/adult cohort member in the CONSTANT file that cycle year. For example, when creating the MDCD2005 file, if a member appears in the

Cycle2005 CONSTANT file, then that member would be included in the MDCD2005 file.

For the distributed data model, these files will be placed in the historical directory. For Cycle2011, the GCDD2011 file will be created and placed in the historical directory with the previous GCDDxxxx files.

For Cycle2011 and the DDF the MDCDxxxx file may only include those participants with any medicaid enrollment during the year.

If a participant is not in the MDCDxxxx file, it can then be assumed that person has no…