Data Capture Protocol V 3.22008 by qiy16524


									The National Mental Health and Learning Disability
                Ethnicity Census

Count me in

2 0 0 8
      Data Capture Protocol
           V 3.2/2008
                        Data Capture Protocol V 3.2/2008

DH Information Reader Box                                  3

1. Introduction                                            4

2. Aims and Objectives of Count Me In (‘the project’)      4
   Project Aims                                            4

3. Project Scope                                           4
   Census population                                       4
   Participating providers                                 5
   Dataset Summary                                         5

4. The Census Dataset                                      6
   Changes to Count Me In 2007 dataset                     6
   Formal approvals for changes                            6
   Amended/additional codes for 2008 data items            6
   Availability of the Census data                         7
   Full dataset                                            8
   Definitions                                             11

5. Data Capture Process                                    15
   Summary                                                 15
   Data Protection and Security during data capture        15
   System testing                                          16
   Updating records                                        16

Annex                                                      17

Dataset codes                                              17

Contact details/for more information                       19

Document History                                           20
                   DH INFORMATION READER BOX
Policy                  Estates
HR/Workforce            Performance
Management              IM+T
Planning                Finance
Clinical                Partnership Working

Document Purpose        Action
ROCR Ref: ROCR–Lite/OR/0140/002       Gateway Ref:
Title                   Count Me In 2008: National Mental Health and
                        Learning Disability Ethnicity Census
Author                  Mental Health Act Commission
Publication Date        18th January 2008
Target Audience         PCT CEs, NHS Trusts CEs, Care Trusts CEs,
                        Communications Leads, Senior Managers
                        in PVHs taking mental health and learning
                        disability inpatients
Circulation List        Directors of Nursing,
Description             The protocol describes the scope of Count Me In
                        2008, giving details of the dataset and data
                        capture arrangements. This is the fourth Census.
                        The census will require collaboration between IT
                        and nursing staff supported by Trust Boards.
Cross Ref               Delivering Race Equality (Jan 2005)
Superceded Docs         Count Me In 2007 Project Protocol
Action Required         Prepare for the Census on 31 March 2008
Timing                  Data to be returned by 30 April 2008
Contact Details         Mental Health Act Commission,
                        Maid Marian House,
                        56 Houndsgate,
                        Nottingham NG1 6BG.
For Recipients Use

1. Introduction
The Count Me In Census is a key element of the Department of Health’s 5 year plan to improve services for
users experiencing mental illness and distress, and their relatives and carers, from black and minority ethnic
communities – Delivering Race Equality (DRE). This identifies “better information” as one of three building
blocks to tackle inequitable services and outcomes.
2008 is the fourth year the Census has been carried out. The results of the Count Me In 2005, 2006 and 2007
have been published and links to the reports can be found at
The results for individual participating organisations for each year have already been released to them via the
secure Census web site.
Funding for the 2008 Count Me In Census comes from the Department of Health and the Healthcare
Commission has overall responsibility. However arrangements for carrying out the Census are being
managed again by the Mental Health Act Commission.
The Census is mandatory for all relevant registered providers of eligible services (NHS and private and
voluntary establishments).
Patient names and ID numbers do not form part of the Census return and the statistical analyses will not
contain patient identifiable data.

2. Aims and Objectives of Count Me In (‘the project’)
Project Aims
• To obtain robust figures of all in-patients (informal and detained patients) using mental health and learning
 disability inpatient services on a specified date in 2007-08 with full details of ethnicity – as a comparison
 with the 2005, 2006 and 2007 Census data and to identify any changes that have occurred;

• To encourage all mental health and learning disability service providers to have accurate and
 comprehensive sustainable ethnic monitoring and ethnic record keeping procedures in place so that
 accurate data on the ethnicity of patients is always available;

• To provide information which will help providers take practical steps to achieve the government’s 5 year
 plan to tackle discrimination in mental health services (Delivering Race Equality DH Jan 2005), and within
 services as a whole.

3. Project Scope
Census population
The project will incorporate all inpatients in mental illness and related mental disorder services and in
learning disability services at 00:00am on 31 March 2008 (ie at midnight on the night between Monday 31st
March and Tuesday 1st April 2008). Relevant services include:
Child and adolescent mental health services (CAMHS)
Adult services
Older persons mental health services
Specialist services, e.g. for deaf people with mental health problems; mother and baby services, etc
Substance misuse services
Brain Injury units
Forensic services
Learning Disability services.
It includes patients on Section 17 leave on the census date, but not those on section 25.

The census population includes mental health inpatients and learning disability inpatients in NHS registered
facilities. In the private sector patients in Private and Voluntary Hospitals (PVHs) that are registered with the
Healthcare Commission or CSIW (in Wales) to provide mental health or learning disability services are included.
The census includes both NHS and private patients in PVHs, whether or not they are detained.
It is the responsibility of the Provider, rather than of the Commissioner, to return data. Therefore, for example,
a Health and Social Care Trust that pays for a patient’s care in a private hospital ‘out of area’ will not
include the patient in their census. NHS patients in private hospitals will be included in the private hospital’s
census return.

Participating providers
The following providers are required to complete the census return:
NHS Trusts in England and Wales that provide mental health and learning disability inpatient services – this is
likely to include some Acute Trusts that provide inpatient CAMHS and EMI services; (NHS care homes
registered under the Care Standards Act 2000 and regulated by the Commission for Social Care Inspection
(CSCI) are NOT included).
PVHs that are registered as a mental health or learning disability establishment with the Healthcare
Commission under Section 2 of the Care Standards Act 2000. (Private care homes in England that are
registered with the Commission for Social Care Inspection will not participate unless they are also registered
with the Healthcare Commission.)
PVHs registered with the Care Standards Inspectorate for Wales (CSIW) as mental health or learning
disability establishments.

Dataset Summary
The information to be collected falls into 3 areas and nearly all of this should already be available in patients’
records (except see items marked * below).
Demographic information
Patient date of birth, gender, postcode
*Patient ethnicity
*Patient language, religion, sexual orientation
(*these should be checked directly with the patient unless accurate and recent records are available)

Administrative details
Whether the service is primarily a mental health or learning disabilities service
Codes of commissioning and providing organisations
Legal status of patient on admission and on the Census date
Date of admission to this hospital spell
Source of referral for this hospital spell
Details of ward security level, type and age range
Whether the ward is mixed gender, men only or women only
Way in which ethnicity assessed
Details of patient’s care and treatment
Is an interpreter required for the purposes of communication in relation to patient care?
Does the patient have access to single sex sleeping accommodation/bedroom, bathroom and
Is the patient consenting?
What is the reason for the patient being in hospital (any of the following which apply:
mental illness, learning disability, personality disorder)?
CPA level
Specific disabilities
Recorded incidents of physical assault on the patient, self harm or accidents; incidents of seclusion or hands
on restraint

4. The Census Dataset
Changes to Count Me In 2007 dataset
Since a key aim of the Census is to provide information for year on year measurement and benchmarking,
the dataset remains the same as for 2007. There are some small changes to definitions and coding in
response to feedback from the census last year and the data received. These are highlighted below.
The full dataset together with definitions where required are given at the end of this section and the coding
schema is included in the appendix.

Formal approvals for changes
ROCR, MREC and PIAG approvals have all been granted. Please contact the Census Team if you require any
further information.
According to MREC the Census does not require local REC approval but each participating NHS Trust should
check with their R & D department in case there are any specific local process requirements.

Amended/additional codes for 2008 data items
1. Item 20 of the 2007 Dataset (“registered blind”) has been replaced by “Sight impairment” and the
   response options are changed to “Blind”, “Has a sight impairment” and “Neither”
2. Item 21 of the 2007 Dataset (“deaf”) has been replaced by “Hearing impairment” and the response
   options are changed to “Deaf (profoundly or severely), “Has a hearing impairment” and “Neither”
3. Item 24 of the 2007 Dataset (“Uses a wheelchair”) has been replaced by “Mobility impairment” and the
   response options are changed to “Uses a wheelchair,” “Has a mobility impairment” and “Neither”
4. Item 27 of the 2007 Dataset “Does the patient wish to have an interpreter?” has been replaced by
   “Is an interpreter required for the purposes of communications in relation to patient care?”
   The responses available are “Yes, No and Sometimes.” Please see the Full Dataset and Definitions note 27
   for further details.
5. Item 36 of the 2007 Dataset “Intended Sex of Ward” has been replaced by four questions:
  a) Is this patient in a ward designated as Mixed gender/Men only/Women only;
  b) Is this patient sleeping in accommodation, either a bay or shared bedroom, which is also
     accommodating members of the opposite gender? Yes/No;
  c) Does the patient have access to toilet and bathing facilities designated for single sex use?
     No – Mixed gender/Yes – Men only/Yes – Women only/;
  d) Does the patient have access to a lounge area/dayspace designated for single sex use?
     No – Mixed gender/Yes – Men only/Yes – Women only

Availability of the Census data
The majority of the data to be collected should already be available in patient records; however unless there
are accurate, recent records staff will need to check the following directly with patients:

• sexualfor interpreter
• need
• ethnicity
• language
• religion
These items must be the patient’s self assessment except, in limited circumstances, ethnicity. (For this reason
we also collect Type of Assessment for ethnicity). Some of the patients who took part in the earlier Censuses
may still be in hospital but it is important to check that records of these details are accurate and up to date.
Any providers who are participating for the first time will need probably need to check all these details with
patients directly and it is suggested that this is done as part of the preparation for the Census, well in
advance of Census day.
The Census Dataset includes some optional lines – patient name, local patient ID and site name – to facilitate
local management of the Census, but these lines do not form part of the return and will be stripped from
individual returns at the point of submission to ensure patient confidentiality. No patient identifiers are
included in the completed return.

Full dataset
Key: italic: optional lines
Definition provided in following section
No Data Item                   MHMDS             Matching HES item   Changes made to 2007 dataset or
                               Field Name                            new comments on usage

1   Name of Patient
2   Local Patient Identifier   PTID              LOPATID
3   Organisational Code        PROCODE           PROCODE
    (Code of Provider)
4   Organisational Code        [PURCODE]                             Use NA for private patients. For all
    (of Commissioner)                                                other codes, a searchable database
                                                                     can be found on the Count Me In
                                                                     website. Please contact the Census
                                                                     Team asap if you have trouble
                                                                     identifying codes for commissioning
                                                                     PCTs and Councils.
5   Postcode of Patient’s      POSTCODE          HOMEADD             For patients in hospital for one year
    Usual Address                                                    or more at census, if postcode is
                                                                     unknown, enter XX1 1XX.
                                                                     Please see definitions for other
                                                                     acceptable pseudo postcodes.
6   Patient Gender             SEX               SEX
7   Patient Date of Birth      DOB               dob                 Day and month stripped from data at
                                                                     upload so only year collected.
8   Ethnic Category            ETHNIC
9   Other ethnic category
10 Way Ethnicity Assessed
11 Legal Status                LSTATUS           leglstat
   Classification Code –
   On Census Day
12 Legal Status                LSTATUS           leglstat
   Classification Code –       STARTDATE
   On Admission
13 Care Programme              CPALEVEL
   Approach level
14 Source of Referral          REFERRAL                              Codes include existing MHMDS codes
   for Mental Health                                                 plus some additional ones.
15 Date of Admission           IPEP – Hospital   STARTDATE
                               Provider Spell
   What is the reason the patient is in hospital?
16 •Mental Illness
17 •Learning Disability
18 •Personality Disorder

19 Consent Status
20 Has a sight impairment                                            Changed from “Registered Blind –
                                                                     Yes/No” to “Is blind, Has a sight
                                                                     impairment or Neither”
21 Has a hearing impairment                                          Changed from “Uses a wheelchair”
                                                                     to “Uses a wheelchair, Has a mobility
                                                                     impairment or Neither”
22 Has a learning disability
23 Has autistic spectrum disorder
   including Aspergers Syndrome
24 Has a mobility impairment                                         Changed from “Deaf” to “Is Deaf/deaf
                                                                     (profoundly or severely, Has a hearing
                                                                     impairment or Neither”
25 Sexual orientation of patient
   (only for patients born before 31 December 1991)
26 Language                                     LANGUAGE
27 Is an interpreter required                                        Changed from “Requires an Interpreter
   for the purposes of communication                                  – Yes/No” to current question with
   in relation to patient care?                                      codes for “Yes, Sometimes, No”
28 Other language
29 Religion and Faith                                                Providers should attempt to select
                                                                     the relevant ONS category, as well as
                                                                     entering the patient’s chosen
                                                                     subcategory (eg C of E) into the Other
                                                                     field (30 below). A note of religious
                                                                     denominations within the Christian
                                                                     category is provided in the
                                                                     definitions section.
30 Other religion (eg African or other traditional belief systems)
     *Recorded incidents:                                            How many of the following kinds of
31   •self Harm                                                      incident have been recorded for this
32   •accident                                                       patient during this hospital spell, or
33   •physical assault on the patient                                within the last three months (if
34   •hands on restraint                                             hospital spell is longer)? Select from
35   •seclusion?                                                     number bands rather than giving a
                                                                     precise count.
36 a) Is this patient on a ward designated as                        This replaces the previous “Intended
   Mixed gender                                                      sex of ward” question”
   Men only
   Women only
     b) Is this patient sleeping in
     accommodation, either a bay or shared
     bedroom, which is also accommodating
     members of the opposite gender?

    c) Does the patient have access to toilet and
    bathing facilities designated for single sex use?
    No – Mixed gender
    Yes – Men only
    Yes – Women only
    d) Does the patient have access to a lounge
    area/dayspace designated for single sex use?
    No – Mixed gender
    Yes – Men only
    Yes – Women only
37 Site Name
38 Ward Name/identifier
39 Service Type
40 Ward Age Range
41 Ward Security Level (included in Ward Type in 2005)
42 Ward Type

Full details of coding schemas are in the Appendix.

(references data item number)
5: Postcode of patient’s normal residence
The completion of postcode in previous censuses has been low and many patients were given the same
postcode as the provider. This invalidates certain types of analysis. For patients in hospital for one year or
more at census their postcode of residence, if unknown, should be replaced by the dummy
postcode XX1 1XX.
It would help if the following pseudo postcodes could be used where the patient’s postcode is not known
(and they have been in hospital for less than a year):
ZZ99 3VZ = No fixed abode
ZZ99 3WZ = Not known
ZZ99 2WZ = Northern Ireland
ZZ99 1WZ = Scotland
ZZ99 3GZ = Wales
14: Source of referral
This is the source of referral to this provider in this hospital spell. This would exclude other wards in your
hospital where the patient has stayed during this “hospital episode or spell.” Referral sources could include
agencies, individuals and places. Where was the patient before they came to your hospital? This information
is designed to support analysis of pathways into care for different groups of patients.
16-18: What is the reason for the patient being in hospital?
Any of – mental illness, personality disorder, learning disability
This question will help identify whether patients are being treated in the most appropriate facility for their
needs. There are considerable overlaps between mental health and learning disability services and many
patients have a dual diagnosis (ie they have both learning disabilities and a mental health problem): some
patients being treated for a mental health problem in mental health services happen to have learning
disabilities (case 1); some people with learning disabilities do not have diagnosed mental health problem but
are on mainstream assessment and treatment wards (case 2). The Census asks why the patient is in your
facility and, particularly in the NHS, the specialism of the consultant in charge of their care will probably
provide a clue. In the two cases above the answer to the first would be mental illness; the answer to the
second would be learning disabilities. The options also include personality disorder in case neither diagnosed
mental illness nor learning disability applies and the option to select more than one reason, if none
19. Consent status
Is that patient consenting to treatment? In cases where the patient’s consent fluctuates, what was their
most recent status (bearing in mind that the Census snapshot is at midnight – were they consenting during
the day before)?
For informal patients the question is about their capacity to consent to their overall plan of care and
treatment. (Broadly speaking, we are looking to identify patients who fall within the ‘Bournewood’
description ‘incapacitated compliant patients’ against truly ‘voluntary’ patients).
For detained patients we want to know whether they are capable or incapable of consenting to their overall
plan of treatment and, if they are capable, whether they are currently consenting. It is important from the
point of view of any plan of treatment that the patient’s wishes and views are taken into account and,
regardless of whether a patient is on section 38 or 39, we would expect staff to be taking a patient’s view
into account and to know whether or not they are consenting.

20 – 24 Does the patient have any of these disabilities?
Any of – blind/sight impairment, Deaf/deaf/hearing impairment, has a learning disability, has autistic
spectrum disorder including Aspergers Syndrome, uses a wheelchair/mobility impairment?
This question is designed to identify patients with learning disabilities regardless of whether they also have a
mental health problem and regardless of whether they are in predominantly learning disability or mental
health services. The question includes additional categories of disability that are particularly relevant to
the care and treatment of mental health inpatients and that may hinder access to mainstream mental
health services.
Disability: Learning Disability
Learning Disability: The Valuing People White Paper
( has defined learning disability as including
the presence of:
“A significantly reduced ability to understand new or complex information, to learn new skills (impaired
intelligence), with;
A reduced ability to cope independently (impaired social functioning);
which started before adulthood, with a lasting effect on development.
This definition encompasses people with a broad range of disabilities, including an IQ below 70, though an IQ
rating on its own is not a sufficient indicator of existence or absence of a learning disability. It recognises
that additional assessments of social functioning and communication need to be taken into account when
determining need.
Uses a wheelchair
Includes patients who always use a wheelchair, those who sometimes use a wheelchair and those who
would use a wheelchair if one were available.
27. Is an interpreter required for the purposes of communication in relation to patient care? This is
intended to establish whether an interpreter is required for any communications regarding any aspect of pa-
tient care. It includes discussions of the patient’s legal position, consent, diagnosis and treatment.
It includes the use of interpreters for family members or carers. It is also intended to includes specialist help
for communications such as speech therapist.
29: Religion
Please note that the following faith groups should be coded as Christian (but please enter what the patient
says into the Other Religion field (30) as well.
Anglican, Baptist, Catholic, Christian Scientist, Church of England, Church of Scotland, Church of Nazarine,
Church of Wales, Conformist, Free Church, Gideon, Greek Orthodox, Jehovah's Witness, Latter Day Saint,
Lutheran, Methodist, Mormon, New Testament Church of God, Non Conformist, Orthodox, Pentecostal,
Plymouth Brethren, Presbyterian, Protestant, Quaker, Roman Catholic, Russian Orthodox, Salvation Army,
Serbian/Serbian Orthodox, 7th Day Adventist

31-35: Recorded incidents
Numbers of recorded incidents (from 0 to 999) during the present hospital spell or the last 3 months,
whichever is the shorter. It should be possible to extract this information directly from the provider’s
incident log.
Recorded incidents: hands on restraint
Incidents when physical holds have to be applied to a patient by one or more members of staff in response
to aggressive behaviour or resistance to the administration of treatment.
It is different from control and restraint (which might include “talking down” a situation) and from “safe
management of violence.” It is specifically about physical restraint by a member/s of staff.
It is possible that getting a patient into seclusion (also to be collected) will require “hands on restraint” and
in this case both the incident of hands on restraint and the incident of seclusion should be recorded. It is also
likely that applying a mechanical restraint would require “hands on restraint” – in which case this would
count as an incident of hands on restraint. Incidents of mechanical restraint as such are not collected.
Recorded incidents: seclusion (Definition from Mental Health Act 1983 Code of Practice (1999)
(paragraph 19.16))
Seclusion is the supervised confinement of a patient in a room, which may be locked to protect others from
significant harm. Its sole aim is to contain severely disturbed behaviour which is likely to cause harm to
others (Mental Health Act 1983 Code of Practice (1999) (paragraph 19.16))
36: Single sex accommodation questions:
a) Is this patient in a ward designated as:
   Mixed gender
   Men only
   Women only
   A ward is defined as “a group of beds with associated treatment facilities managed as a single unit for the
   purposes of staffing and treatment responsibilities”.
b) Is this patient sleeping in accommodation, either a bay or shared bedroom, which is also accommodating
   members of the opposite gender?
This is not asking whether the bay or bedroom is always of the same, single sex use. It is asking whether,
on 31st March 2008, the accommodation was shared by members of both genders. Accommodation is
defined as:
”A Room: a single, or multi-bedded sleeping area, which is fully enclosed with solid walls and door.
A Bay: a single or multi-bedded sleeping area, which is fully enclosed on three sides with solid walls. The
fourth side may be open or partially enclosed. The use of curtains alone between bays is not acceptable.”
c) Does the patient have access to toilet and bathing facilities designated for single sex use?
d) Does the patient have access to a lounge area/dayspace designated for single sex use?

41: Ward security level (Definitions taken from Inspection Report of a Review of Adult Mental Health
Medium Secure Units in Wales, Healthcare Inspectorate Wales and Healthcare Commission Wales (2005))
Low secure units:
These units are geared towards the patient group who require treatment for longer periods of time in a low
secure environment, providing a locked door and little more than domestic levels of physical security. Many
of these will require help and support for several years. They may cater for some patients presenting less
serious threat of harm to others or those who are sufficiently compliant with treatment to be trusted in
a lower security building. They will also provide treatment and care for people who have committed serious
harm but where the possibility of repetition or the immediacy of the threat has passed and the patient
is compliant.
Medium secure units:
Medium secure units provide care and treatment for patients who, though not presenting a grave and
immediate danger to the public, do still pose a significant risk to others. Hence they require higher levels of
security than that afforded in low secure facilities. Medium secure units have moderately high perimeter
security and variable levels of internal physical security. Patients detained in these conditions may pose
varying levels of risk but risk to others is not generally seen as immediate. Where the patient maybe less
co-operative in complying with treatment it is felt they can be contained within the level of security provided.
High secure units:
High security units are intended to provide a high secure and safe environment for people regarded as a
grave and immediate danger to the public. High security hospitals provide high perimeter and internal
physical security. They are for people experiencing mental health problems of a degree requiring hospital
treatment, thought to pose imminent serious harm to others and who are unable to co-operate with
treatment in a less secure environment.
39: Service Type
Is this predominantly a mental health or a learning disability ward?
The purpose of this question is to enable benchmarking against the 2005, 2006 and 2007 results. It aims to
identify wards which would not have been included in 2005. If a provider only has mental health OR learning
disability services the question is easy to answer. But many providers offer both mental health and discrete
learning disability services. The question also provides a useful qualifier for the item Ward Type.
42. Ward Type: PICU (From: Mental Health Policy Implementation Guide: National Minimum Standards for
General Adult Services in Psychiatric Intensive Care Units (PICU) and Low Secure Environments (2002)):
“Psychiatric intensive care is for patients compulsorily detained usually in secure conditions, who are in an
acutely disturbed phase of a serious mental disorder. There is an associated loss of capacity for self control,
with a corresponding increase in risk, which does not enable their safe, therapeutic management and
treatment in a general open acute ward. Care and treatment offered must be patient-centred,
multidisciplinary, intensive, comprehensive, collaborative and have an immediacy of response to critical
situations. Length of stay must be appropriate to clinical need and assessment of risk but would ordinarily not
exceed eight weeks in duration. Psychiatric Intensive Care is delivered by qualified staff according to an
agreed philosophy of unit operation underpinned by principles of risk assessment and management.”

5. Data Capture Process
The data capture process is essentially the same as for Count Me In 2007,
Providers each have their own secure web account on the Census web site ( and
log in to the Census web site to download an Excel spreadsheet ( the Census Spreadsheet). This spreadsheet
will provide an easy to use interface allowing Providers to import basic patient information, in a
pre-determined format, and allow good quality data to be entered and stored within the spreadsheet.
It will provide drop-down lists of any coded data, such as Ethnicity, Language, etc. and all fields will be
validated to try to ensure that only good, clean data is recorded. There is a separate input screen for ward
Once completed the spreadsheet will then be uploaded back to the secure website and imported into a
database. In order to register an account with the Mental Health Act Commission providers must first
nominate a Census Lead, please call the Count Me In team if this has not been done. Further details on acti-
vating the account and obtaining the spreadsheet will be sent directly to the Census Lead. Notes on
completing the census spreadsheet will also be provided to the Census Lead.
It is essential that participating providers read the Notes on Completing the Spreadsheet, before starting to
collect the data. This will enable them to tailor the recommended process for capturing data and completing
the spreadsheet according to the number of sites and patients they have, and their own local record systems
and will minimise the burden of data collection.
The Census Spreadsheet and Notes will be available to download in early March. The completed returns must
be uploaded after 31 March 2008 and by 30 April 2007 at the latest.

Data Protection and Security during data capture
Patient names and ID numbers are included in the Census spreadsheet to assist with local management of
the data capture and it is important that any patient sensitive information is securely and sensitively handled
whilst providers are gathering the data locally.
Once downloaded from the census web site, the Census spreadsheet will live on each Trust’s IT systems and
will be used to print Census data capture sheets and to gather completed results. As information is entered
into the spreadsheet, numerous validation routines will ensure that only valid and correct information is
stored along with each patient record.
Once all patient details have been entered, the user will run a routine that will perform a final check of the
data before encrypting ALL the spreadsheet fields, using a 128-bit encryption technique. When the data has
been encrypted the spreadsheet will generate a keyword which will enable providers to upload the file to
their secure web account. It will not be possible to uploaded data that has not been encrypted.
Once encrypted it will not be possible to decipher the information contained within the spreadsheet and Yacc
Labs Ltd will hold the decrypt routine separately from the data and spreadsheet. Patient names and ID
numbers, if recorded on the census spreadsheet, will be stripped from the return during the upload process
and do not form part of the return.
An SSL Certificate will be obtained for provider and the website. This technology is similar to that used for
secure on-line financial and shopping web sites.

System testing
These data capture systems were used by both NHS and independent providers and learning disability
services to deliver the 2006 and 2007 Census data. In 2006 100% of NHS Trusts returned data with over 98%
complete and accurate recording of ethnicity and last year 100% of all providers returned data, so the
systems are proven effective.

Updating records
Providers are advised to make a copy of the completed Census Spreadsheet, before it is encrypted and
returned, so that they have their own local copy of the data supplied. This should be used:
To update local patient records where the data supplied for the Census is more recent or up to date
For analysis and benchmarking against 2005, 2006 and 2007 data.

Provider level analyses of 2007 Count Me In Census data are available to download from each provider’s
secure web area. Aggregated analyses for 2005, 2006 and 2007 results at SHA and GOR level is publicly
available and can be downloaded from the Healthcare Commission web site
( ).

Dataset codes
6. Gender        0 – Not Known        1 – Male         2 – Female        9 – Not Specified
8. Ethnic Category:
   A – British (White)                              K – Bangladeshi (Asian or Asian British)
   B – Irish (White)                                L – Any Other Asian Background (Asian or Asian British)
   C – Any Other White Background (White)           M – Caribbean (Black or Black British)
   D - White and Black Caribbean (Mixed)            N – African (Black or Black British)
   E – White and Black African (Mixed)              P – Any Other Black Background (Black or Black British)
   F – White and Asian (Mixed)                      R – Chinese (Other Ethnic Groups)
   G – Any Other Mixed Background (Mixed)           S – Any Other Ethnic Group
   H – Indian (Asian or Asian British)              Z – Not Stated
   J – Pakistani (Asian or Asian British)
10. Way Ethnicity Assessed
   1 – Self Assessment              2 – Assessment by Staff (Exceptional Case)
   3 – Assessment by Relative       4 – Not Assessed
11 & 12. Legal Status
   01 – Informal         09 – Section 37/41         19 – Section 135
   02 – Section 2        10 – Section 37            20 – Section 136
   03 – Section 3        12 – Section 38            31 – Criminal Proceedings (Insanity) Act
   04 – Section 4        13 – Section 44            32 – Criminal Courts Act S3
   05 – Section 5.2      14 – Section 46            33 – Section 25A
   06 – Section 5.4      15 – Section 47/49         34 – Section 45a
   07 – Section 35       16 – Section 47            35 – Subject to guardianship – Section 7
   08 – Section 36       17 – Section 48/49         36 – Subject to guardianship – Section 37
                         18 – Section 48
13. CPA Level
   0 – Neither CPA nor SAP      1 – Standard CPA     2 – Enhanced CPA       3 – Single Assessment Process
14. Referral Route (codes added to MHMDS standard codes for this item)
   00 – GP                      09 – Courts            11 – High Security
   01 – Self                    10 – Probation service 12 – Medium security (NHS)
   02 – LA Social Services      25 – Prison            27 – Medium security (independent)
   03 – A & E department        26 – Asylum Services   28 – Other in-patient service ( NHS)
   04 – Employer                                       29 – Other in-patient service ( independent)
   05 – Education Service
   06 – Police
   08 – Carer                                          07 – Other clinical specialty
   23 – Community Team (MH, including crisis
        resolution/home treatment)                     99 – Unknown
   24 – Community Team (LD)
   30 – Court liaison and diversion service
15. Date of admission     dd/mm/yyyy
16-18 Which of the following is the main reason the patient is in hospital? (if necessary select more than
       one, but do not select condition that is present but is NOT the reason the patient is in hospital)
16 mental illness
17 learning disability
18 personality disorder
   0 – No         1 – Yes

19. Consent Status
   1 – Informal – Capable                       2 – Informal – Incapable     3 – Detained – Consenting
   4 – Detained – Capable but refusing          5 – Detained – Incapable     6 – Not known
20. Is the patient blind or does the patient have a sight impairment?
   1 – Is blind       2 – Has a sight impairment     3 – Neither    6 – Not known
21. Is the patient Deaf/deaf or does the patient has a hearing impairment?
   1 – Is Deaf/deaf 2 – Has a hearing impairment    3 – Neither    6 – Not known
22-23. Does the patient have any of these disabilities? (select those that apply)
   1 – Yes   2 – No     6 – Not known
22. has learning disability
23. has autistic spectrum disorder including asperger’s syndrome
24. Does the patient use a wheelchair or have a mobility impairment?
   1. Uses a wheelchair     2. Has a mobility impairment       3. Neither                 6. Not known
25. Sexual orientation
   1 – Heterosexual    2 – Lesbian or gay               3 – Bisexual
   4 – Other           5 – Prefer not to say            6 – Not known
26. First or preferred language
   004 – Arabic                       028 – Italian                     046 – Somali
   005 – Bengali                      029 – Japanese                    048 – Spanish
   007 – British Sign Language        031 – Kurdish                     049 – Swahili
   008 – Yue Chinese                  034 – Makaton                     053 – Tamil
   012 – English                      036 – Mandarin Chinese            056 – Turkish
   014 – Parsi                        039 – Patois/Creole               057 – Urdu
   017 – French                       040 – Polish                      058 – Vietnamese
   020 – German                       041 – Portuguese                  059 – Welsh
   021 – Greek                        042 – Punjabi                     581 – Non verbal communication
   022 – Gujerati                     043 – Russian                     200 – Any other language
   026 – Hindi                        044 – Serbian/Croatian
27 Interpreter Required
   0 – No     1 – Sometimes           2 – Yes       6 – Not known
29. Religion and Faith groups
   01 – None       02 – Christian        03 – Buddhist                  04 – Hindu         05 – Jewish
   06 – Muslim     07 – Sikh             08 – any other religion        09 – not stated
31-35 Number of recorded incidents since 1/1/08 or during this hospital spell (if shorter).
      Select appropriate number range
   Number of Incidents     A–0         B–1          C – 2-4     D – 5-9      E – 10+
31. self harm
32. accident
33. physical assault on the patient
34. hands on restraint
35. seclusion

36a: Ward is
  0 – Mixed gender        1 – Men only        2 – Women only
36b: Sleeping accommodation accommodating members of opposite gender
  0 – No        1 – Yes     2 – Not known
36c: Access to single sex bathing facilities and toilet
  0 – No mixed gender          1 – Yes Men only             2 – Yes Women only          3 – Not known
36d: Access to single sex dayspace/lounge
  0 – No mixed gender          1 – Yes Men only             2 – Yes Women only          3 – Not known
39. Service Type: Is this ward predominanty a (select one)
   1 – Mental health service     2 – Learning disabilities service
42. Ward Type
   01 – assessment and Treatment          02 – high dependency/extra care        03 – PICU
   04 – intensive care                    05 – campus – NHS retained beds        06 – “old long stay”
   07 – long stay (more than a year)      08 – short stay (less than a year)     09 – acquired brain injury
   10 – rehabilitation                    11 – respite                           99 – other
40. Ward Age Range
   1 – CAMHS       2 – Working Age Adult         3 – Old Age
41. Ward Security Level
   1 – General      2 – Low Security          3 – Medium Security       4 – High Security

    Contact Details/For More Information
    If you have any questions regarding the Count Me In Census, the dataset, or the data capture process,
    please do not hesitate to contact the Census Team on 0115 943 7143 or

Document History
Version 0c                     January 06          Circulated to PAB
Version 0d, incorporates PAB   20 January 06       For pilot
comments and Data Capture
Version 0f                     1 Feb               For LD review
Version 0g                     9 Feb               For distribution to PAB
Version 1 –                    16 Feb              Approved by PAB
Reader Information Box added
Version 2                      October 2006        For 2007 Census
Version 2i                     Oct 2006            Slight amendment to referral source
Version 2ii                    Nov                 ditto
Version 2.3                    Nov 15th            Added codes for number of incidents and
                                                   changed “Requires Interpreter” codes to
                                                   match 0,1,6 coding for No, Yes, Not Known;
                                                   some textual changes to description of
                                                   updated dataset in section 3. For final
                                                   review by CIG.
Version 2.4                    Nov 27              Update COREC ref
Version 2.5                    Dec 5               Definitions
Version 2.6                    Dec 14              Postcode details.
Version 3.1                    January 8th 2008    Addition of diagnosis, changes to question
                                                   and codes for “deaf,” “blind,” “wheelchair
                                                   users” and “interpreter”
Version 3.2                    January 18th 2008   Removal of diagnosis, change to single sex
                                                   accommodation question (splitting into 4)


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