Client Registry

The Client Registry is managed by the Centre and contains demographic information such as name, address, date of birth and administrative information such as date of birth registration, MCP number, etc. It is the first foundational registry of the Newfoundland and Labrador Electronic Health Record (EHR). The Client Registry enables the accurate identification of individuals in the provincial EHR by linking the demographic information from clinical information systems to the same information in the Client Registry. It is currently used to accurately identify clients for services or billing purposes by staff in hospitals, community services offices, long-term care facilities, MCP and authorized users of the Picture Achieving and Communications System (PACS) and the Pharmacy Network.

Provider Registry

The Provider Registry is managed by the Centre and is the second foundational registry of the Electronic Health Record. Information held in the Provider Registry is provided to the Centre by the regulatory authorities for physicians, pharmacists, nurses, optometrists and dentists and includes the name, address, telephone number, license number and status of these health professionals.

The Provider Registry integrates with each component of the provincial EHR to ensure accurate identification of health professionals involved in the care and treatment of individuals. The Provider Registry is currently used by the Pharmacy Network and will expand to include other regulated health professionals in the future.

Drug Information System (DIS) of the Pharmacy Network

The Drug Information System of the Pharmacy Network is managed by the Centre and contains person-specific medication profiles, including patient demographic information, drug name, dosage, drug identification number, prescribing physician, and other related information.

The Pharmacy Network is a component of the provincial Electronic Health Record (EHR) that interacts with the Client Registry and Provider Registry and is designed to support improvements in patient care and safety. Over time, the Drug Information System will hold a record of all medications dispensed to patients through pharmacies in Newfoundland and Labrador that are connected to the Pharmacy Network. Community pharmacies in the province have already begun to connect to the system and it is anticipated that the majority of community pharmacies will be connected by 2011. Once complete, the Pharmacy Network will connect pharmacists, physicians and other authorized health professionals to secure and comprehensive medication profiles of their patients regardless of where the prescription was filled.

Clinical Database Management System (CDMS)

The CDMS contains demographic, clinical and administrative data collected at hospitals when patients are discharged from inpatient and surgical day care services. This information is used to support health system policy development, planning, management, evaluation and research. For virtually all of these uses patient identifying information is removed before the information is used.

The CDMS captures information regarding hospitalization to both residents of Newfoundland and Labrador and non-residents receiving care in Newfoundland and Labrador. In 2010, records related to residents of Newfoundland and Labrador who received services in other provinces will be added to the CDMS.
(Current years available at the Centre: Partial dataset-1992/1993 to 1993/94, Full dataset 1995/96 to 2007/2008)

CDMS Data User Guide

Provider Listing (part of the Clinical Database Management System)

The Centre also manages the Provider Listing, a part of the Clinical Database Management System (CDMS). It contains professional and demographic information of current registered physicians and those no longer registered as active in the province. Information is received from the College of Physicians and Surgeons of Newfoundland and Labrador and the Newfoundland and Labrador Dental Board. On a quarterly basis, the Centre distributes an updated provider listing to the Regional Health Authorities. Its primary use is to support the collection of information on a discharge abstract for submission to the Canadian Institute for Health Information (CIHI).
(Current years available at the Centre: 1995-2010)

Community Table (part of the Clinical Database Management System)

The Centre develops and maintains the Community Table, a component of the Clinical Database Management System (CDMS). It contains a listing of communities within the province of Newfoundland and Labrador, based upon records from the Department of Municipal and Provincial Affairs. The Community Table is intended for use within provincial and regional health information systems in the province to ensure standardized identification of communities. It contains information such as community name, residence code, Standard Geographic Code (SGC), etc.
(Current years available at the Centre: 1993-2009)

NLCHI Live Birth System

The Centre also manages the Provider Listing, a part of the Clinical Database Management System (CDMS). It contains professional and demographic information of current registered physicians and those no longer registered as active in the province. Information is received from the College of Physicians and Surgeons of Newfoundland and Labrador and the Newfoundland and Labrador Dental Board. On a quarterly basis, the Centre distributes an updated provider listing to the Regional Health Authorities. Its primary use is to support the collection of information on a discharge abstract for submission to the Canadian Institute for Health Information (CIHI).
(Current years available at the Centre: 1992-2009)

Live Birth Data User Guide

NLCHI Stillbirth System

This database contains demographic, administrative and clinical data related to stillbirths in the province of Newfoundland and Labrador but does not include the cause of the stillbirth. Both resident and non-resident stillbirths are reported in the system. It is used primarily for research and to provide aggregate statistical information. It is also used to cross reference other databases for quality assurance and verification purposes.
(Current years available at the Centre: 1992 to 2009)

NLCHI Mortality System

This database contains demographic, administrative and clinical data related to deaths that occur in the province of Newfoundland and Labrador. Both resident and non-resident deaths are reported in the system. It is used primarily for research and to provide aggregate statistical information. It is also used to cross reference other databases for quality assurance and verification purposes.
(Current years available at the Centre: 1991-2009)

Mortality Data User Guide

Statistics Canada Annual Mortality Data Files

The Annual Mortality Data File is provided to the Centre by the provincial Department of Government Services, Vital Statistics Division. It contains information on both resident and non-resident deaths that occur in Newfoundland and Labrador. Information for each year usually becomes available within 18 months after the start of the next calendar year. The files contain much of the same administrative information as the Centre's Mortality System and includes the underlying cause of death, which is coded using the International Statistical Classification of Diseases and related Health Conditions (ICD-10).
(Current years available at the Centre: 1975 to 2006)

Statistics Canada Annual Stillbirth Data Files

The Annual Stillbirth Data File is provided to the Centre by the provincial Department of Government Services, Vital Statistics Division. It contains information on stillbirths that occur in Newfoundland and Labrador. Information for each year is not available for several years after the start of the next calendar year. The files contain much of the same administrative information as the Centre's Stillbirth System and includes the underlying cause of death, which is coded using the International Statistical Classification of Diseases and related Health Conditions (ICD-10).
(Current years available at the Centre: 1991 to 2005)

Provincial Rehabilitation System

The Provincial Rehabilitation System contains demographic, clinical and administrative data related to adult inpatient rehabilitation services and includes the Functional Independence Measure (FIM). The Dr. L.A. Miller Centre is currently the only participating facility in Newfoundland and Labrador. The data can be used to support health system planning, management, evaluation and research.
(Current years available at the Centre: 2004/2005 to 2007/2008)

Telehealth Utilization Data

This database is populated with select information contained on the Request for Telehealth Appointment Form. It provides provincial statistical reports related to telehealth services. Data collected includes appointment, provider and patient information. Appointment information includes appointment type, requested physician, medical discipline and telehealth site information. Provider information includes name and medical discipline.
(Current years available at the Centre: 2004-2009)

National Population Health Survey (NPHS)

The National Population Health Survey (NPHS) is conducted every two years by Statistics Canada. The purpose of the survey is to provide longitudinal data on the determinants of health and health status of each province and territory. It contains self-reported data on the general health and well-being of a longitudinal sample of Canadians aged 12 years and older. The survey includes three questionnaire components targeting households, institutions and northern areas. The data is used to support health system planning, management, evaluation and research.
(Current years available at the Centre: 1994/1995 to 2006/2007).
For more information, visit Statistics Canada.

Canadian Community Health Survey (CCHS)

The Canadian Community Health Survey is conducted by Statistics Canada to provide cross-sectional estimates of health determinants, health status and health system utilization at a regional level. The data is used to support health system planning, management, evaluation and research. In addition to the General Household Survey that is conducted regularly, special topics surveys (e.g. nutrition) are carried out periodically. Data are available at the provincial level for special topics surveys.
(Current years available at the Centre: 2000/2001, 2003, 2005, 2007, 2008, 2009 General Household Survey for Canadians aged 12 years and older; 2002 Mental Health and Well Being Survey, aged 15 years and older; 2004 General Nutrition Survey, aged 0 years and older)
For more information, visit Statistics Canada

National Longitudinal Survey of Children and Youth

The National Longitudinal Survey of Children and Youth is conducted jointly by Statistics Canada and Human Resources Development Canada. The survey is a longitudinal study of child development and wellness of Canadian children from birth to 11 years of age. The data is used to support health system planning, management, evaluation and research.
(Current years available at the Centre: 1994/1995 to 1998/1999)
For more information, visit Statistics Canada.

Canadian Tobacco Use Monitoring Survey

The Canadian Tobacco Use Monitoring Survey is conducted jointly by Statistics Canada and Health Canada to provide data on tobacco use and related issues. The primary objective is to track smoking trends in the Canadian population aged 15 years and older. The survey data is used to produce statistical information related to tobacco use in Newfoundland and Labrador.
(Current year's available at the Centre: 2000 to 2008)
For more information on, visit Statistics Canada.

Youth Smoking Survey

The Youth Smoking Survey is an initiative of Health Canada. Surveys are administered every two years through schools targeting youth from grades five to nine, as well as their parents. It was first administered in 1994 and is the most comprehensive survey on this topic.
(Current years available at the Centre: 2002 to 2007)
For more information, visit Statistics Canada .

Census

Census data related to the residents of Newfoundland and Labrador is acquired by the Centre from Statistics Canada. The Census provides a statistical portrait of Canada and its people and is conducted every five years by Statistics Canada; the most recent collection was in 2006. Data such as age, sex and place of residence is collected, in addition to information related to family, housing and shelter, labour market activities, education, ethnicity, and citizenship and immigration.
(Current years available at the centre: 1996, 2001 and 2006)

Population Estimates

Population Estimates are acquired by the Centre from Statistics Canada. Annual estimates are derived from the Census, birth and mortality data, and migration statistics. Data is available by community, sex and age.
(Current years available at the Centre: 1991 to 2009)

Newfoundland & Labrador Chronic Disease Surveillance System (NCDSS)

The Canadian Chronic Disease Surveillance System (CCDSS) is a network of provincial and territorial chronic disease surveillance systems that submit aggregate data to the Public Health Agency of Canada for national reporting. The Newfoundland and Labrador component (NCDSS) was developed and is maintained by the Centre. It is a composite database that links records from the MCP Beneficiary Registration and MCP Fee-for-Service Physician Claims Databases from the Department of Health and Community Services, and the Clinical Database Management System (NLCHI). The system is used to track prevalence, incidence, co-morbidities, and health service utilization of individuals with and without select chronic diseases in the province.
(Current years available at the Centre: 1995/1996 -2006/2007)

Cervical Cancer Surveillance System

This database was created by the Centre as part of a collaborative project with the Provincial Cervical Screening Initiatives Program. It is a composite database created through linkage of data from Cancer and cytology data (NCTRF), MCP Physician Claims data (DHCS), Mortality data (Vital Statistics) and the Clinical Database Management System (NLCHI). The purpose of the database is to study risk factors, health service utilization, and other outcomes for cervical cancer and cervical screening in Newfoundland and Labrador.
(Current years available at the Centre: 1995-2006)

Suicide Database

This is a composite database built by the Centre by linking data from two sources: data extracted from files from the Office of the Chief Medical Examiner and Annual Mortality Files provided to the Centre by Vital Statistics. It contains demographic, clinical, social, and lifestyle data for individuals that committed suicide in Newfoundland and Labrador.

(Current years available at the Centre: 1997-2006)

Longitudinal Paediatric Research Database

(Originally titled the Longitudinal Birth Weight Database)This is a composite database built by the Centre by linking data from the NLCHI Live Birth System, Clinical Database Management System (NLCHI) and the MCP Fee-for-Service Physician Claims Database provided by the Dept of Health and Community Services. The database was originally developed to study the distribution of birth weights in Newfoundland and Labrador from 1996 to 2002 and describe patterns of health service utilization among infants and young children according to their size at birth. The database was renamed to reflect the variety of topics related to perinatal and paediatric health for which it may be used and additional file years will be added over time.

Cancer and Chronic Disease Research Database

This database contains linked records from the Newfoundland and Labrador Chronic Disease Surveillance System (NCDSS) and the Oncology Patient Information System (OPIS) provided by the Newfoundland Cancer Treatment and Research Foundation (NCTRF). The database was originally created to study the relationship between cancer and diabetes and will be expanded to include other chronic diseases as they become available in the CCDSS.
(Current years available at the Centre: 1995 -2007)

The Centre is an authorized user of the following Medical Care Plan (MCP) data for analysis and research approved by the Department of Health and Community Services:

MCP Provider Registry

The MCP Provider Registry is maintained by the Department of Health and Community Services (MCP). It contains demographic and administrative information on physicians in the province who are paid on a fee-for-service basis by MCP. The Center uses this information for research and surveillance projects with approval from MCP on a case-by-case basis.
(Current year available at the Centre: 2003)

MCP Beneficiary Registration Database

MCP Beneficiary Registration Database contains demographic and administrative information on all NL residents eligible under the provincial Medical Care Plan. It is created and maintained by the Department of Health and Community Services (MCP). The MCP Beneficiary Registration database is used by NLCHI to confirm demographic and administrative data in other databases that are maintained by the Centre, and for research and surveillance on a case-by-case basis.
(Current years available at the Centre: 2003, 2005-2007, 2009)

MCP Fee-For-Service Physician Claims Database

The MCP Fee-For-Service Physician Claims Database contains information related to services provided by fee-for-service physicians under the provincial Medical Care Plan (MCP) and is maintained by the Department of Health and Community Services. The Centre uses the MCP Fee-For-Service Physician Claims Database for research and surveillance with approval from MCP on a case-by-case basis.
(Current years available at the Centre: 1995-2008)

The Centre is the custodian of the following databases/datasets which were created for specific research studies or special projects:

First Nation Administrative Health Database (FNAHD)

This is a relational database containing records of residents of three First Nations communities (Miawpukek First Nation - Conne River, Mushuau Innu First Nation - Natuashish and Sheshatshiu Innu First Nation - Sheshatshiu) in Newfoundland and Labrador. Residents were identified by a geographical code associated with each record. Records include information on live birth, mortality, and hospitalization events occurring in Newfoundland and Labrador. The purpose of the database is to help First Nations communities enhance capacity in health database management and indicator development and provide the communities with relevant health information.

ER/PR Patient Listing and Communications Database

This composite database was created by the Centre from multiple data sources which included:

• Quality and Risk Management August 1 and 3, 2007 files (Eastern Health)
• Laboratory Written lists(Eastern Health)
• Mount Sinai ER/PR retesting file(Eastern Health)
• Mount Sinai Consultations(Eastern Health)
• Pathology Reports (RHAs)
• Meditech System (Eastern Health)
• Medical Care Plan (MCP) File (DHCS)
• NLCHI Mortality System
• Communications information (RHAs)

The purpose of the database is to document patient ER/PR test histories and communications. Data was collected for the period 1997-2009.

NewLab Psoriasis Clinical Database

This is a composite database created by the Centre through linkage of data from medical records of patients with psoriasis obtained from NewLab Clinical Research Inc., the Clinical Database Management System (NLCHI), MCP Fee-For-Service Physician Claims Database (DHCS), Statistics Canada Annual Mortality Data Files and NLCHI Mortality System for the years 1989-2006. The purpose of the database is to support investigation of co-morbidities associated with psoriasis and possible prognostic factors among a sample of psoriasis patients in the Newfoundland and Labrador founder population.

Total Joint Replacement Wait List Dataset

This is a composite dataset created through the linkage of the Eastern Health Surgery Department Wait List, CDMS records and MCP Physician Claims data for the period 1995-2005. It is used to study the effects of wait times for total joint replacement surgery in this province.

Childhood Leukemia Dataset

This composite dataset was created by the Centre for the purpose of conducting research related to the role of high birth weight on the incidence of childhood leukemia in Newfoundland and Labrador. It contains data from the Cancer Registry (Eastern Health), NLCHI Live Birth System (1992-2006) and the Vital Statistics Live Birth System (1983-1991).

Illegal Drug Use Study Pharmacist Survey Dataset

This dataset contains data collected via survey between October 2007 and June 2008 from pharmacists in Newfoundland and Labrador. The purpose of the survey was to evaluate the scope of prescription drug abuse as perceived by pharmacists as well as the expected impact of a province wide Pharmacy Network on the illegal use of prescription drugs in Newfoundland and Labrador.

Adverse Drug Events (ADEs) in Paediatric Patients Dataset

This is a composite dataset built by the Centre by linking data from two sources: Emergency Department triage data and chart review data collected from charts maintained by the Janeway Child Health and Rehabilitation Centre for Emergency Department visits. This data was used to determine the prevalence of ADEs presenting at emergency departments among pediatric patients in NL, and to classify them according to severity and preventability. Data was obtained for the period April 27, 2006 to April 26, 2007.

Adverse Drug Events (ADEs) in Adult Patients Dataset

This is a composite dataset built by the Centre by linking data from two sources: Emergency Department triage data and chart review data from Eastern Health for patients aged 18 years and older who presented to the ED in 2005. This data was used to determine the prevalence of ADEs presenting at emergency department among adult patients in NL, and to classify them according to severity and preventability. Data was obtained for the period April 27, 2006 to April 26, 2007.

Seniors Medication Use Dataset

This dataset contains demographic, medication and health insurance information related to a random sample of seniors in the St. John's and surrounding areas. Data was collected directly from study participants during the period July 2007 to July 2009.

Newfoundland and Labrador Prescription Drug Program (NLPDP) Dataset

This data is maintained by xwave on behalf of NLPDP and contains information related to prescription drugs dispensed to beneficiaries of the NLPDP. The Centre holds a dataset containing a limited number of variables for the years 1998-99 -2002-03 (identifiable), 2007-08 (de-identified) to carry out specific research studies.

Childhood Injury Research Dataset

This dataset was developed though the linkage of records from the Clinical Database Management System and the NLCHI Mortality System. The dataset was developed for a specific research study to describe epidemiologic patterns and associated factors of severe injuries requiring hospitalization among children and adolescents (aged 0 to 19 years) in Newfoundland and Labrador who were hospitalized due to an external cause of injury.

Continuity of Care Research Dataset

This is a composite dataset created by the Centre which linked MCP Physician Claims data from the Department of Health and Community Services, Mortality data from Vital Statistics, Clinical Database Management System (NLCHI) and Canadian Community Health Survey data from Statistics Canada for the years 1999-2002. It was used to study the association between continuity of family physician care and health care services utilization in Newfoundland and Labrador as part of a collaborative project with the Division of Community Health and Discipline of Family Medicine, Faculty of Medicine, Memorial University of Newfoundland.

Administrative Dataset for Surveillance of Depressive Disorders in NL

This is a composite dataset created through linkage of records from the Clinical Database Management System (NLCHI), MCP Fee-for-Service Physician Claims Database (DHCS), and information collected through a review of electronic medical records (EMR) at three sites of the Memorial University of Newfoundland Family Practice Unit for the year 2007. The data was used to assess the usefulness and reliability of using administrative data for the surveillance of depressive disorders in Newfoundland and Labrador.

Miawpukek Diabetes Study Dataset

Conne River Health and Social Services
This is a composite dataset developed through the linkage of data extracted from the NCDSS and chart review data carried out at Conne River Health and Social Services. The purpose of the dataset was to examine diabetes, co-morbidities and health service utilization among the Miawpukek First Nation living on-reserve in Newfoundland and Labrador.

Emergency Room Triage Dataset

Eastern Health
This dataset includes data collected during emergency room triage in 2005 by the Janeway Children's Health and Rehabilitation Centre, the General Hospital Health Sciences Centre and St. Clare's Mercy Hospital. The purpose of obtaining the dataset was to select study samples for specific research studies (see Adverse Drug Events (ADEs) in Adult Patients Dataset and Adverse Drug Events (ADEs) in Pediatric Patients Dataset above).

Adolescent Health Survey

Central Health
This dataset was created from data collected in the Adolescent Health Survey, carried out by the Central Health. The survey was administered to junior high and high school students in two schools within the Twillingate/New World Island area to examine health and risk taking behaviours. The dataset was created by the Centre from the hard-copy surveys.

Impact of Out-of-Pocket Prescription Costs Survey Dataset

This dataset contains data collected via telephone survey of seniors from across Newfoundland and Labrador between May and August 2009. The purpose of the survey was to evaluate in impact of out-of-pocket prescription medication costs on senior's financial well-being. Data collected included demographic information as well as information related to their medication use and payment practices.