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Minimum Data Standards for Personal Details
Introduction
The data standards documented in this section are the basic personal details that inform assessment, care and support planning, monitoring and review for anyone in contact with health, social work and housing in respect of their care needs.
It may not be necessary to record all items for every person assessed, but the ability to record them is needed to comply with the standards.
The minimum standards for personal details are all Data Standards and so the format and codes specified should be adopted to achieve compliance.
Summary of Minimum Standards for Personal Details
These data standards cover:
- Personal identification and key characteristics of the person concerned
- Person's GP
- Housing circumstances
- Basic needs ( e.g. communication method)
- Crucial background information
- Some details of other important people (informal or professional) associated with the person receiving services and support.
This section contains a listing of the data items. Full lists of values are given in Appendix Two.
Person Identification
Data Item | Description | Field Length | Format | |
|---|
Structured Name | Person Title
e.g. Mr, Mrs, Miss, Ms, Dr, Rev, Sir, Lady, Lord, Dame, etc | 35 | Text | Data Standard |
Person family name
E.g. Gibson | 35 | Text | Data Standard |
Person given name
E.g. Joan | 35 | Text | Data Standard |
Unstructured Name | Person Full Name
This alternative to recording structured name involves the whole name being recorded as a single character string with no separately identified elements.
E.g. Mrs Joan Hazel Gibson MSc | 70 | Text | Data Standard |
Person Birth Date | Age and age bands can be derived.
E.g. 11/04/1956 | 10 | CCYY - MM -DD | Data Standard |
Person Death Date | | 10 | CCYY- MM -DD | Data Standard |
Person Identification | The unique person identifier
A number which can be used as a common reference number across information systems to identify an individual or an individual's records. | Variable max 50 characters | Variable | Data Standard |
CHI Number
The Community Health Index is a population register used for healthcare purposes in which each person is uniquely identified by the CHI number. | 10 | Structured | Data Standard |
Gender/Sex | Person Current Gender
E.g. female | 1 | Pick list | Data Standard |
Person Marital Status | An indicator to identify the legal marital status of a person
E.g. Married | 1 | Pick list | Data Standard |
Ethnicity | Ethnic Group (Self Assigned)
There is a statutory, legal requirement for public authorities to collect data on ethnic group under the Race Relations (Amendment) Act 2000 in the interests of eliminating racial discrimination and promoting equality of opportunity and good race relations. Ethnic group and all the other Ethnicity items are also important for ensuring that appropriate, person-focused, needs-related care services are delivered sensitively to individuals.
E.g. White Irish | Up to 6 (2+4) | Pick list | Data Standard |
Religion
E.g. Muslim | Up to 6 (2+4) | Pick list | Data Standard |
Interpretation assistance indicator
E.g. no help needed | 2 | Pick list | Data Standard |
Preferred language | A person's language of preference may differ from their identified first language.
E.g. English | Up to 6 | Pick list | Data Standard |
Address (note that several addresses may be held for an individual, each with its address type) | Address (BS7666) or Addresses conforming with BS7666 will be stored in and retrieved from an electronic gazetteer | | Gazetteer | Data Standard |
UK Postal Address
Alternatively, address can be recorded in up to 5 lines of unstructured text (minimum 2 lines). | 5x35 | Text | Data Standard |
Post Code | 8 | Ref File | Data Standard |
UK Daytime Telephone Number
This number may be a mobile number | 35 | Character string | Data Standard |
UK Evening Telephone Number
This number may be a mobile number | 35 | Character string | Data Standard |
Address Type
Relates to the nature and status of the address, e.g. normal domicile address, alternative contact address.
E.g. normal domicile address | 2 | Pick list | Data Standard |
Lives Alone
Yes/No | up to 3 | Yes/No | Data Standard |
GP Practice | Person Family Name
E.g. Linklater | 35 | Text | Data Standard |
Person Given Name
E.g. Peter | 35 | Text | Data Standard |
Person full Name
This alternative to recording structured name involves the whole name being recorded as a single character string with no separable identified elements.
Dr Peter Linklater MD | 70 | Text | Data Standard |
Registered GP Practice | GP Practice Code
Each GP practice in Scotland is identified by a unique GP practice code.
E.g. 70234 (right justified) | 6 | Reference file | Data Standard |
Address (BS7666) or | | Gazetteer | Data Standard |
UK Postal Address | 5x35 | Text | Data Standard |
UK telephone Number | 35 | Character string | Data Standard |
Housing details (part of Social, economic and physical situation)
Data Item | Description | Field Length | Format | |
|---|
Accommodation type | The type of accommodation in which the service user is normally resident.
E.g. Mainstream housing | Up to 6 | Pick list | Data Standard |
Dwelling Type | Is a description of the physical structure in which someone lives.
E.g. Flat | 3 | Pick list | Data Standard |
Tenure Type | Indicates the basis on which an individual occupies the property in which they live.
E.g. Owned | 3 | Pick list | Data Standard |
Landlord Details | Person Title
E.g. Mr, Mrs, Miss, Ms, Dr, Rev, Sir, Lady, Lord, Dame, etc.
e.g. Mr | 35 | Text | Data Standard |
Person Family Name
E.g. Thomson | 35 | Text | Data Standard |
Person Given Name
E.g. Gordon | 35 | Text | Data Standard |
Person Full Name
The alternative to recording structured name involves the whole name being recorded as a single character string with no separable identified elements.
E.g. Mr Gordon Thomson | 70 | Text | Data Standard |
Organisation Name | 255 | Text | Data Standard |
Address (BS7666) or | | Gazetteer | Data Standard |
UK Postal Address | 5x35 | Text | Data Standard |
UK Telephone Number | 35 | Character string | Data Standard |
Basic Needs
Data Item | Description | Field Length | Format | |
|---|
Person Representative Required | An adult who represents or communicates on behalf of the person.
E.g. No | Up to 3 | Yes No | Data Standard |
Preferred Communication Method | The method of communication preferred by the person to make themselves understood.
E.g. Generally intelligible speech | 3 | Pick list | Data Standard |
Impairment | E.g. Visual impairment | 2 | Pick list | Data Standard |
Background Information
Data Item | Description | Field Length | Format | |
|---|
Crucial background information | This covers any factors ( other than those indicated by other data items in this dataset), which it is vital to know about in the early, pre-assessment stages of dealing with the person, including relevant medical factors and cultural issues.
E.g. Recent Suicide Attempt | | Free text | Data Standard |
Associated Person
Data Item | Description | Field Length | Format | |
|---|
Person Role | Associated people are the people who have a significant involvement or relationship with the person ( e.g. main carer, next of kin, key holder, emergency contact etc). The particular involvement(s)/relationship(s) of each associated person is/are indicated by the "Person Role" data item.
Data should be entered for all people significantly associated with the subject, including all members of the person's household.
E.g. Key holder | 3 | Pick list | Data Standard |
Structured Name | Person Title
e.g. Mr, Mrs, Miss, Ms, Dr, Rev, Sir, Lady, Lord, Dame, etc
e.g. Mrs | 35 | Text | Data Standard |
Person Family Name
E.g. O'Reilly | 35 | Text | Data Standard |
Person Given Name
E.g. Christine | 35 | Text | Data Standard |
Unstructured Name | Person Full Name
This alternative to recording structured name involves the whole name being recorded as a single character string with no separately identified elements.
E.g. Mrs Chrissie O'Reilly | 70 | Text | Data Standard |
Address | Address (BS7666) or | | Gazetteer | Data Standard |
UK Postal Address | 5x35 | Text | Data Standard |
UK Daytime Telephone Number | 35 | Character string | Data Standard |
UK Evening Telephone Number | 35 | Character string | Data Standard |
Person Birth Date | E.g. 12/10/1970 | 10 | Date | Data Standard |
Relationship to Client/Patient | Relationship to Client/Patient
The relationship between an Associated Person and the data subject.
E.g. Parent | 3 | Pick list | Data Standard |
Gender/Sex | Person Current Gender
E.g. Female | 1 | Pick list | Data Standard |
Associated Professional
Data Item | Description | Field Length | Format | |
|---|
Professional Person Role | Professionals are the people who are already involved with the person in a professional capacity. (E.g. Social Worker, OT etc). The particular role(s) carried out by each professional is/are indicated by the "Professional Person Role" data item.
Data for as many professionals as required can be entered.
E.g. Social Worker | 35 | Text | Data Standard |
Structured Name | Person Title
E.g. Mr, Mrs, Miss, Ms, Dr, Rev, Sir, Lady, Lord, Dame, etc.
e.g. Ms | 35 | Text | Data Standard |
Person Family Name
E.g. McAteer | 35 | Text | Data Standard |
Person Given Name
E.g. Gill | 35 | Text | Data Standard |
Unstructured Name | Person Full Name
This alternative to recording structured name involves the whole name being recorded as a single character string with no separately identified elements.
E.g. Ms Gill McAteer | 70 | Text | |
Employing Agency | E.g. City of Edinburgh Social Work Department | 255 | Text | Data Standard |
Professional Contact Address | Address (BS7666) or | | Gazetteer | Data Standard |
UK Postal/Simple Address | 5x35 | Text | Data Standard |
UK Daytime Telephone Number | 35 | Character string | Data Standard |
UK Evening Telephone Number | 35 | Character string | Data Standard |
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