[Federal Register Volume 59, Number 13 (Thursday, January 20, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-1082]


[[Page Unknown]]

[Federal Register: January 20, 1994]


_______________________________________________________________________

Part III





Department of Health and Human Services





_______________________________________________________________________



Indian Health Service



_______________________________________________________________________




Core Data Set Requirements; Notice
DEPARTMENT OF HEALTH AND HUMAN SERVICES

Indian Health Service

 
Core Data Set Requirements

AGENCY: Indian Health Service, HHS.

ACTION: Notice of Indian Health Service Core Data Set Requirements 
(CDSR).

-----------------------------------------------------------------------

FOR FURTHER INFORMATION CONTACT:Richard Church, telephone (301) 443-
0750 or Anthony D'Angelo, telephone (301) 443-1180. (These are not toll 
free numbers.) Copies of the forms referenced as being contained in 
Appendix A may be obtained by contacting Anthony D'Angelo, Indian 
Health Service, room 6-41, 5600 Fishers Lane, Rockville, Maryland 
20857.

SUPPLEMENTARY INFORMATION: The Indian Health Service (IHS) has 
established a set of core program data elements that all IHS programs 
and facilities are required to submit for the IHS National data base.
    These core data requirements are necessary for good management 
purposes and to fulfill Congressional and other mandatory reporting 
requirements. The core data requirements were developed by a joint IHS 
and Tribal Representative Work Group over a period of seven months. Two 
meetings were held-December 1988 and June 1989. The participants 
included 11 IHS personnel, 8 tribal personnel, and 9 persons 
representing the various IHS information systems. The efforts of the 
working group were a major step toward reconciling the differences in 
data priorities between the IHS and providers and ensuring the 
development of a core data set that has beneficial uses and reasonable 
costs.
    The core data set requirements were published in the Federal 
Register on August 7, 1990, as an IHS proposal with an opportunity to 
comment. The core data set requirements were revised based on the 
comments received and published as a final notice in the Federal 
Register of January 22, 1992, 57 FR 2642. The Community Health 
Representative Information System (CHRIS) reporting requirements as 
published in 57 FR 2642 were corrected to reflect the latest version of 
the CHRIS and published in the Federal Register of September 15, 1992, 
57 FR 42588. This revision has been consolidated with the January 22, 
1992 publication and is reprinted in this issue of the Federal Register 
for the convenience of those reviewing the notice of proposed 
rulemaking for Public Law 93-638, the Indian Self-Determination Act.
    The core data requirements are a subset of the data that are 
already being collected locally by IHS providers in order to manage 
effective health service programs. The data are used to define current 
health status (e.g., prevalance of diabetes); to identify problems 
requiring attention (e.g., high number of facility visits related to 
accidents); and to evaluate effectiveness of intervention programs 
(e.g., reduced infant deaths related to increased prenatal care). The 
core data set is needed for the following purposes:

Quality assurance;
Epidemiology;
Problem identification;
Identification of population in need;
Resource management/allocation;
Budget support and justification;
Facilities and program planning; and
National billing.

    Specifically, the elements of the core data set are derived from 
those elements already embodied within the following IHS information 
systems:

Patient Registration System
Ambulatory Patient Care (APC) System
Direct Inpatient Care System
Contract Health Services Inpatient System
Contract Health Services Outpatient System
Dental Reporting System
Pharmacy System
Environmental Health Activity Reporting and Facility Data System
Mental Health and Social Services Reporting System
Alcoholism Treatment Guidance System (ATGS)/Chemical Dependency 
Management Information System (CDMIS)
Community Health Representative Information System (CHRIS)
Community Health Activity Reporting System
Health Education Resource Management System (HERMS)
Nutrition and Dietetic's Program Activities Reporting System
Clinical Laboratory Workload Reporting System
Urban Indian Health Common Reporting
Fluoridation Reporting Data System

    Each of the above systems has its own manual. This notice 
consolidates and summarizes the data submission formats, edits and 
schedules from these existing information systems. The core data set 
reduces the total number of data elements required from the IHS health 
care providers and the frequency of reporting, for certain elements, 
has been reduced from monthly to quarterly. Moreover, for activities-
type reporting, data need only be reported for a sample of the services 
provided.
    The IHS wants to use the social security number (SSN) as the unique 
patient identifier in the IHS National data base. Patients may 
voluntarily disclose their SSN to health care providers after being 
informed of: (1) The purposes of collecting the SSN (for uniquely 
identifying patient records, reducing duplicative counting of cases of 
a disease, improving patient and health program management, and third 
party billing); (2) refusal will not result in denial of services; and 
(3) the provider must submit the SSN to IHS. If the health care 
provider is unable to obtain the SSN, then there is no longer a 
requirement, as indicated in the initial CDSR notice, that it submit a 
9-digit substitute SSN for the patient. However, it is still required 
that the chronological health record number (HRN) be submitted for 
every patient.
    There are some data that need to be reported by IHS providers, 
contractors, and grantees to IHS headquarters in order to participate 
in special funds established through federal legislation or 
Congressional appropriations language. There is no mandate that 
providers, contractors, or grantees submit such data, but they need to 
do so to be eligible to receive the funds. Examples of such special 
programs are the Contract Health Services Catastrophic Health Emergency 
Fund and Deferred Services.
    Information collected in accordance with the core data set 
requirements, which identifies individual patients provided health 
care, is included in the IHS system of records titled: 09-17-0001, 
Health and Medical Records Systems, HHS/IHS/OHP (Federal Register, 
November 22, 1988, pages 47348-47353). These records are to be afforded 
safeguard protections as required by the Privacy Act of 1974 (5 U.S.C. 
552a). These safeguards are described in general terms in the system of 
records notice for system 09-17-0001. In addition, information supplied 
by staff of health care facilities established to provide alcohol or 
drug abuse treatment are to be protected under the safeguard provisions 
of the Confidentiality of Alcohol and Drug Abuse Patient Records 
regulations, 42 CFR part 2. These were last published in the Federal 
Register, June 9, 1987, pages 21796-21814.
    As required, program reporting requirements will be submitted to 
OMB for clearance pursuant to the Paperwork Reduction Act. Not all of 
the program reporting requirements will need to be submitted to OMB for 
clearance. The following have already received OMB approval:

Contract Health Services Inpatient System (Indian Health Service,
Hospital, Dental and Other Contract Health Service Reports, OMB 
Approval No. 0917-0002)
Contract Health Services Outpatient System (Indian Health Service, 
Hospital, Dental and Other Contract Health Service Reports, OMB 
Approval No. 0917-0002)
Community Health Representative Information System (IHS Community 
Health Representative Activity Reporting Sample, OMB Approval No. 0917-
0010)
Urban Indian Health Common Reporting (Common Reporting Requirements for 
Urban Indian Health Programs, OMB Approval No. 0917-0007)

    The following reporting requirements are totally exempt from the 
OMB approval process because the information collected by them is used 
to properly treat clinical disorders of patients:

Ambulatory Patient Care System
Direct Inpatient Care System

    The remaining program reporting requirements either are not covered 
or only partially covered by the ``clinical'' exemption. Therefore, OMB 
clearance will be sought for the applicable portions, as noted below, 
of these information systems:

Patient Registration System (portion dealing with third party 
eligibility status)
Dental Reporting System (portion dealing with non-clinical activities 
reporting)
Pharmacy System (all)
Environmental Health Activity Reporting and Facility Data System (all)
Mental Health and Social Services Reporting System (all)
Chemical Dependency Management Information System (portion dealing with 
non-clinical activities reporting)
Community Health Activity Reporting System (all)
Health Education Resource Management System (all)
Nutrition and Dietetic's Program Activities Reporting System (all)
Clinical Laboratory Workload Reporting System (all)
Fluoridation Reporting System (all)

    As long as their own data collection and reporting system provides 
for the timely submission of accurate and complete data meeting the 
core data set requirements, the IHS contractors and grantees will not 
be required to use the collection and reporting system used by IHS. The 
contractor/grantee data system must meet the requirements of the 
Security Act of 1987, Pub. L. 100-275, which are also applicable to the 
IHS directly operated programs. The IHS will provide technical 
assistance to tribal contractors and grantees to convert their data 
into the formats and appropriate transmission media required for IHS 
data collection and reporting.
    All data will, unless otherwise agreed upon, be sent to the 
Division of Data Processing Services (DDPS) in Albuquerque through the 
appropriate Area Office. Each IHS Area will establish its own 
procedures for reporting data and will monitor compliance with 
reporting requirements consistent with applicable laws, regulations, 
policies, and grant and contract instruments. Contractors and grantees 
are responsible for correcting problems regarding incomplete and 
inaccurate data.
    Contractors and grantees may use IHS forms or collect the required 
data in any manner consistent with their operations. The submission of 
these data must meet the format and data requirements of the IHS 
information systems.

Core Data Set Requirements for the Following IHS Information 
Systems

A. Patient Registration System

1. Reporting Requirements
    a. Data on new patients, or changes to previously registered 
patients, is submitted at least quarterly through the appropriate Area 
Office to the Division of Data Processing Services (DDPS) in 
Albuquerque. Data must be submitted monthly for central billing 
purposes.
    b. Data must be received by the DDPS by the 1st of the month to 
ensure it being included in the next month's registration reports.
    c. The IHS maintains a complete registration data base for each 
Area on the IHS central computer at DDPS. The types of activity that 
are reported include:
    (1) Registration of new patients.
    (2) Changes in any of the required registration fields (i.e. name, 
residence) for a patient.
    (3) Deletion of an entire patient record. (This would only be done 
when the patient is registered in error, or is registered twice at the 
same facility under two different health record numbers).
    (4) Delete and merge to another health record number. This is done 
when a patient is registered twice at two different facilities, and you 
wish to merge the two records together by deleting one and merging the 
data to the second number indicated.
    Normally the last two activities will only be performed by the 
registration data base administrator at the Area Office.
2. Record Formats
    New patient data, or modifications to patient data, are submitted 
in a 310 character record as shown at the end of this section. 
Generally data from different facilities will be given different batch 
numbers to facilitate error correction, since all errors are listed by 
batch number, but this is not required.
    Transactions to delete a patient record entirely, or delete a 
patient and merge the data into another health record number, require a 
different format, as shown at the end of this section. For these 
transactions, a separate batch header is submitted followed by any 
number of delete/merge transactions. The patient ID number used for 
these transactions is not the normal health record number, but the 
unique patient ID used in the centralized registration system. This 
number consists of three alpha codes indicating the Area, SU and 
facility followed by six numerics.
    The delete/merge transactions must have a different batch number 
than other transactions, and the individual delete/merge transactions 
must immediately follow the delete/merge header. However, regular 
batches and delete/merge batches can be combined on the same tape.
    Samples of the IHS patient registration forms are included in 
Appendix A.
3. Transmission Media
    Registration records should be sent by the Area to DDPS on nine 
track, unlabeled EBCDIC tapes, at 1600 or 6250 bits per inch (BPI). 
Records should be blocked at 10 records per block. The Area Office and 
the contractor will need to determine how the data will be transmitted 
from the contractor to the Area.
4. RPMS Facility Registration System
    An ANSI MUMPS facility registration system is available to any 
covered contractor that wishes to implement it. This system provides 
the capability of generating the transactions described above 
automatically, and creating a tape cartridge (or transaction file for 
transmission by telecommunications) to be sent to DDPS for all new and/
or modified patients.

                              Registration Format New And/Or Modified Transactions                              
----------------------------------------------------------------------------------------------------------------
    Position                   Field                                  Edits                      Required fields
----------------------------------------------------------------------------------------------------------------
1-4.............  BATCH NUMBER....................  Numeric, Right Justified..................                  
5-10............  FACILITY CODE...................  Area-SU-Facility Code. Must be in IHS       X               
                  5-6 Area Code                      Facility Table.                                            
                  7-8 Service Unit Code                                                                         
                  9-10 Facility Code                                                                            
11-16...........  HEALTH RECORD NUMBER............  Numeric, Right Justified..................  X               
17-58...........  PATIENT NAME....................  See Note 1. Last and First Name. Data must  X               
                  17-36 LAST                         be left justified.                                         
                  37-47 FIRST                                                                                   
                  48-58 MIDDLE                                                                                  
59-60...........  CLASSIFICATION CODE.............  Numeric, Right Justified. Codes must be in                  
                                                     range 01-20                                                
61-67...........  DATE OF BIRTH...................  Must be less than current date. Month not   X               
                  61-62 MONTH                        greater than 12, day not greater than 31.                  
                  63-64 DAY                                                                                     
                  65-67 Year                                                                                    
                  (Last three digits)                                                                           
68..............  SEX.............................  M or 1 for Male; F or 2 for Female........  X               
69-77...........  SOCIAL SECURITY NUMBER..........  Numeric, Right Justified..................  X               
78-80...........  TRIBE OF MEMBERSHIP CODE........  Numeric, Right Justified. Must be valid     X               
                                                     code in IHS Tribe Table.                                   
81..............  BLOOD QUANTUM...................  Numeric...................................  X               
82-113..........  FATHER'S NAME...................  See Note 1                                                  
                  82-101 LAST                                                                                   
                  102-112 FIRST                                                                                 
                  113 MIDDLE INITIAL                                                                            
114-120.........  COMMUNITY OF RESIDENCE..........  Community-County-State Code, must be in     X               
                  114-116 COMMUNITY CODE             IHS Community Table.                                       
                  117-118 COUNTY CODE                                                                           
                  119-120 STATE CODE                                                                            
121-176.........  MAILING ADDRESSES                                                                             
                  121-150 STREET/BOX NUMBER.......  Alpha-Numeric. If submitted, town and                       
                                                     state also required                                        
                  151-165 TOWN....................  Alphabetic, left justified. If submitted,                   
                                                     state also required                                        
                  166-167 STATE...................  Alphabetic. Required if town submitted                      
                  168-176 ZIP.....................  Numeric, right justified                                    
177-208.........  MOTHER'S NAME...................  See Note 1                                                  
209-214.........  DATE OF DEATH (MM/DD/YY)........  Same Edit as Date of Birth................  X*              
215-235.........  MEDICARE A                        If central billing, all fields required...  X               
                  215 ELIGIBLE....................  Y or N (N will delete an authorization                      
                                                     previously submitted).                                     
                  216-224 ENROLLMENT NUMBER.......  Numeric, all digits required                                
                  225-229 ENROLLMENT SUFFIX.......  Alphanumeric, left justified. Must be                       
                                                     valid code in Medicare suffix table                        
                  230-235 DATE OF ELIGIBILITY (MM/  Month and Year Required. Standard Date                      
                   DD/YY).                           Edit                                                       
236-256.........  MEDICARE B......................  Same as Medicare A........................  X               
257-277.........  MEDICARE AB.....................  Same as Medicare A........................  X               
278-298.........  MEDICAID........................  If central billing, all fields required                     
                  278 ELIGIBLE....................  Y or N (N will delete an authorization      X               
                                                     previously submitted).                                     
                  279-287 ELIGIBILITY NUMBER......  No Edit                                                     
                  288-292 SUFFIX..................  No Edit                                                     
                  293-298 DATE OF ELIGIBILITY (MM/  Month and Year Required. Standard Date                      
                   DD/YY).                           Edit                                                       
299.............  VETERAN (VA) ELIGIBLE...........  Y, N or Blank.............................  X               
300.............  BLUE CROSS......................  Y, N or Blank                                               
301.............  OTHER INSURANCE.................  Y, N or Blank.............................  X               
302.............  CHS ELIGIBILITY.................  Y, N or Blank                                               
303.............  PATIENT ASSIGNMENT/RELEASE        Y, N or Blank. Required to initiate                         
                   SIGNATURE ON FILE.                billing Medicare                                           
304.............  ADD/MODIFY CODE.................  1--New Patient                                              
                                                    2--Modification                                             
305-310.........  RELEASE DATE (MM/DD/YY).........  Standard Date Edit. Required for billing                    
----------------------------------------------------------------------------------------------------------------
Note 1: ALL NAME FIELDS MUST BE ALPHABETIC WITH THE FOLLOWING SPECIAL CHARACTERS ALLOWED:                       
ONE SET OF LEFT AND RIGHT PARENTHESES IMBEDDED IN NAME.                                                 
ONE OCCURRENCE OF AN APOSTROPHE.                                                                        
TWO OCCURRENCES OF A PERIOD.                                                                            
FIVE OCCURRENCES OF A DASH, OR HYPHEN.                                                                  
NO LOWER CASE.                                                                                          
*As available.                                                                                                  


              Registration Format Delete/Merge Transactions             
                            [Header Record]                             
------------------------------------------------------------------------
    Position             Field             Description         Required 
------------------------------------------------------------------------
1-3..............  IDENTIFIER.......  THREE VERTICAL BARS     X         
                                       (HEX                             
                                       ``4F''CHARACTERS).               
4-5..............  AREA CODE........  STANDARD AREA CODE OF   X         
                                       THE REGISTRATION DATA            
                                       BASE.                            
6-11.............  AREA/SU/FAC CODE.  AREA, SERVICE UNIT,     X         
                                       FACILITY CODE OF THE             
                                       SUBMITTING FACILITY.             
12-17............  AREA/SU/FAC OF     CODE PREFIX FOR HEALTH  X         
                    HEALTH REC NO.     RECORD NUMBERS BEING             
                                       USED. NORMALLY                   
                                       DUPLICATE OF                     
                                       POSITIONS 6-11.                  
18...............  NOT USED.........                                    
19-22............  BATCH NUMBER.....  NUMERIC, RIGHT          X         
                                       JUSTIFIED.                       
23-25............  NO FORMS.........  NUMBER OF TRANSACTIONS  X         
                                       IN THE BATCH.                    
26-31............  DATE.............  DATE SUBMITTED          X         
                                       (YYMMDD).                        
32-34............  INITIALS OF        OPTIONAL..............            
                    REQUESTOR.                                          
35-60............  COMMENTS.........  OPTIONAL--FOR LOCAL               
                                       USE.                             
61-80............  NOT USED ........                                    
------------------------------------------------------------------------


              Registration Format Delete/Merge Transactions             
                          [Transaction Record]                          
------------------------------------------------------------------------
     Position            Field              Description        Required 
------------------------------------------------------------------------
1................  IDENTIFIER.......  A ``?'' IN POSITION 1.  X         
2-4..............  INITIALS & SEX...  INITIALS (LAST, FIRST)  X         
                                       AND SEX OF PATIENT TO            
                                       BE DELETED.                      
5-13.............  PATIENT ID.......  PATIENT ID TO BE        X         
                                       DELETED. (THREE ALPHA            
                                       AND SIX NUMERICS).               
                                       THIS IS THE                      
                                       CENTRALIZED                      
                                       REGISTRATION UNIQUE              
                                       ID NUMBER.                       
14-15............  TRANSACTION TYPE.  ``99''................  X         
16...............  NOT USED.........                                    
17-22............  DATE.............  DATE SUBMITTED          X         
                                       (YYMMDD).                        
23-25............  ASTERISKS........  ``***''...............  X         
26-34............  PATIENT ID.......  PATIENT ID TO WHICH     X         
                                       DATA IS TO BE MERGED.            
35...............  MOVE DEMOGRAPHIC.  FLAG TO INDICATE        X         
                                       WHETHER TO MOVE                  
                                       DEMOGRAPHIC DATA FROM            
                                       DELETED RECORD, OR TO            
                                       RETAIN DEMOGRAPHIC               
                                       DATA OF THE RECORD TO            
                                       WHICH MOVED. ``1''               
                                       INDICATES TO RETAIN              
                                       DEMOGRAPHIC DATA OF              
                                       DELETED RECORD, ``2''            
                                       TO RETAIN DATA OF                
                                       RECEIVING RECORD.                
36-37............  FACILITY.........  FACILITY CODE           X         
                                       SUBMITTING FORM.                 
38-67............  SUBMITTED BY.....  NAME OF PERSON          X         
                                       SUBMITTING FORM.                 
------------------------------------------------------------------------
TO DELETE A PATIENT, POSITIONS 1-25 ARE REQUIRED. TO DELETE AND MERGE TO
  A NEW PATIENT, POSITIONS 1-37 ARE REQUIRED.                           

B. Ambulatory Patient Care System (APC)

1. Reporting Requirement
    a. An Ambulatory Patient Care (APC) record is required for an 
encounter between a patient and health care provider in an organized 
clinic within an IHS facility (including covered contractors) where 
service resulting from the encounter is not part of an inpatient stay. 
The patient or his/her representative (representative only to pick up 
prescription) must be physically present at the time of service. Also, 
a note must be written in the medical record by a licensed, 
credentialled or other provider qualified by the medical staff or 
facility administrator.
    b. Part 4, chapter 3, section 1 of the Indian Health Manual, 
provides complete definitions and procedures for reporting into the APC 
system. The definition of an APC visit given in 1a above is somewhat 
different and supersedes the definition in the IHS Manual. The IHS 
Manual will be changed to reflect the new definition.
    c. Each Area will define procedures for collecting APC data and 
creating automated records in the format described in the next section. 
Options include:
    (1) Key-entry of forms at the Area.
    (2) Key-entry of forms by a contractor.
    (3) Key-entry at the local facility with an RPMS ANSI MUMPS data 
entry system.
    d. Records will be consolidated at the Area level and forwarded at 
least quarterly to the Division of Data Processing Services (DDPS) at 
Albuquerque by the 15th of the month. Data must be submitted monthly 
for central billing purposes.
2. Record Formats
    a. The APC record contains individual patient encounter 
information. Each record is 200 characters in length.
    b. The format of the APC record is shown at the end of this 
section.
    c. A sample of the IHS APC form is included in Appendix A.
3. Transmission Media
    a. APC records for each Area are generally mailed to DDPS on nine 
track unlabeled, unblocked EBCDIC tape. The Area Office and the 
contractor will need to determine how the data will be transmitted from 
the contractor to the Area.
4. RPMS APC Data Entry System
    a. There is available an RPMS ANSI MUMPS APC data entry program 
which allows for records to be keyed locally, transmitted to the Area, 
and fowarded from the Area to DDPS by telecommunications.
5. Community Health Aide Program
    a. An Ambulatory Patient Care (APC) or equivalent record is 
required for an encounter between a community health aide and a 
patient.
    b. The format of the required record is shown at the end of this 
section. A sample of the IHS APC form is included in Appendix A.
    c. The Alaska Area Office and the contractor will need to determine 
how the required data will be collected and transmitted to the Area.

                   Direct Outpatient System Record\1\                   
------------------------------------------------------------------------
   Position                        Field                       Required 
------------------------------------------------------------------------
1-2..........  Record Code. Always ``15''...................  X         
3-4..........  Area Code....................................  X         
5-6..........  Service Unit Code............................  X         
7-8..........  Service Location Code (Facility Code)........  X         
9-14.........  Date of Service (MMDDYY).....................  X         
15...........  Day of Week (Sunday=1, Saturday=7)                       
16-21........  Patient Health Record Number.................  X         
22-30........  Social Security Number.......................  X         
31-36........  Date of Birth (MMDDYY).......................  X         
37...........  Sex..........................................  X         
38-40........  Tribe of Membership Code.....................  X         
41-43........  Optional Code (Area options)                             
44-50........  Community of Residence                                   
               44-46Community Code..........................  X         
               47-48County Code.............................  X         
               49-50State Code..............................  X         
51...........  Time of Day Code; ``1'' 8AM-Noon; ``2'' Noon-            
                5PM; ``3'' 5PM-10PM; ``4'' 10PM-8AM                     
52-53........  Type of Clinic (IHS Table)                               
54-61........  Service Rendered by (Discipline Code)                    
               54-55Primary Provider Discipline.............  X         
               56-57Other Provider Discipline...............            
               58-59Other Provider Discipline...............            
               60-61Other Provider Discipline...............            
62-71........  Immunizations Given..........................  X         
               621 for Tetanus Toxin                                    
               632 for DT                                               
               643 for DPT                                              
               654 for Polio                                            
               665 for Measles                                          
               676 for Rubella                                          
               687 for Small Pox                                        
               698 for Mumps                                            
               709 for Influenza                                        
               710 for Other                                            
72...........  All Immunizations Current (1 yes; 2 no)......  X         
73...........  Immunization Register Update                             
74...........  Skin Test Result                                         
               ``1'' PPD 0-4M; ``2'' PPD 5-9MM;                         
               ``3'' PPD 10-19M; ``4'' PPD 20+MM;                       
               ``5'' TINE NEG.; ``6'' TINE POS                          
75...........  Purpose of Skin Test                                     
               ``1'' Routine; ``2'' Contact;                            
               ``3'' Suspect; ``4'' School                              
76...........  INH Prophylaxis                                          
               ``1'' 1 Year Completed; ``2'' Start                      
               ``3'' Continue; ``4'' Discontinue                        
77-78........  Next TB Appointment in months                            
79-82........  TB Diagnosis                                             
               79``1'' 1st visit, ``2'' revisit                         
               80-82Three digit APC code (005-012)                      
83-93........  Maternal Health and Family Planning                      
               83Marital Status (1 Married; 2 Not Married)              
               84-85Gravida                                             
               86-87Number of Living Children                           
               88Trimester of 1st Prenatal Visit                        
               89``1'' 1st visit for prenatal care                      
               ``2'' revisit for prenatal care                          
94-96........  Not Used                                                 
97-102.......  IHS Unit No at Parent Facility                           
103-107......  Accidents (required for 1st visits of APC                
                codes 700-792).                                         
               103-104Cause of Accident (01-19).............  X\2\      
               105-106Place (01-12)                           X\2\      
               107Alcohol related (1 yes; 2 no)               X\2\      
108-113......  Area optional code                                       
114-117......  APC Codes for Injury                                     
               114``1'' 1st visit; ``2'' revisit                        
               115-117APC Code                                X\2\      
118-121......  APC Codes for Other Problems/Clinical Imp                
               118``1'' 1st visit, ``2'' revisit                        
               119-121APC code                                X\2\      
122-132......  Diagnostic Services Requested                            
               122``0'' or blank for none                               
               123``1'' for Urinalysis                                  
               124``2'' for Hematology                                  
               125``3'' for Chemistry                                   
               126``4'' for Bacteriology                                
               127``5'' for Serology                                    
               128``6'' for Pap                                         
               129``7'' for ECG/EKG                                     
               130``8'' for Other                                       
               131``1'' for X-Ray-Chest                                 
               132``2'' for Other X-ray                                 
133..........  Minor Surgical Procedures (``1'' if yes).....  X\2\      
134..........  Disposition Code                                         
               ``1''Return by appointment                               
               ``2''Return PRN                                          
               ``3'' Admit to IHS Hospital                              
               ``4'' Admit to non-IHS Hospital                          
               ``5'' Refer for OP Consultation--IHS                     
               ``6''Refer for OP Consultation--non-IHS                  
               ``7''Did not Answer                                      
135-139......  CPT4/HCPCX Code 1............................  X\2\      
140-144......  CPT4/HCPCX Code 2............................  X\2\      
145-149......  CPT4/HCPCX Code 3............................  X\2\      
150-154......  CPT4/HCPCX Code 4............................  X\2\      
155-159......  CPT4/HCPCX Code 5............................  X\2\      
160-166......  Unused                                                   
167-176......  Specific provider codes                                  
177-181......  ICD-9-CM Code 1..............................  X\2\      
182-186......  ICD-9-CM Code 2..............................  X\2\      
187..........  Unused                                                   
188-191......  Surgical Procedure (ICD-9-CM Code)...........  X\2\      
192-200......  Unused, except for some Area-specific fields             
------------------------------------------------------------------------
\1\Not all patient identification data elements will need to be reported
  on every record in a fully integrated information system.             
\2\If appropriate.                                                      

C. Direct Inpatient Care System (INP)

1. Reporting Requirement
    a. A direct Inpatient Clinical Brief is required for any person who 
is admitted to an Indian Health Service facility or a facility operated 
by a covered contractor.
    b. Part 4, chapter 3, section 2 of the Indian Health Manual 
provides complete definition and procedures for reporting into the 
Direct Inpatient System.
    c. Each Area will define procedures for collecting Inpatient data 
and creating automated records on the format described in the next 
section. Options include:
    (1) Key-entry of forms at the Area.
    (2) Key-entry of forms by a contractor.
    (3) Key-entry at the local facility with an RPMS ANSI MUMPS data 
entry system.
    d. Records will be consolidated at the Area level and forwarded at 
least quarterly to the Division of Data Processing Services (DDPS) at 
Albuquerque by the 15th of the month. Data must be submitted monthly 
for central billing purposes.
2. Record Formats
    a. The record format for the Direct Inpatient Clinical Record 
Brief, is shown at the end of this section. Each record is 160 
characters in length.
    b. A sample of the IHS Clinical Record Brief is included in 
appendix A.
3. Transmission Media
    a. Clinical Record Brief for each Area are generally mailed to DDPS 
on nine-track unlabeled, unblocked EBCDIC tape. The Area Office and the 
tribal contractor will need to determine how the data will be 
transmitted from the contractor to the Area.
4. RPMS Data Entry System
    a. There is an RPMS ANSI MUMPS facility based Direct Inpatient data 
entry program which allows for records to be keyed locally, transmitted 
to the Area, and forwarded from the Area to DDPS by telecommunications.

                Direct Inpatient Clinical Record Brief\1\               
------------------------------------------------------------------------
   Position                        Field                       Required 
------------------------------------------------------------------------
1-2...........  Record Code. Always ``18''..................  X         
3-8...........  Patient Health Record Number................  X         
9-17..........  Social Security Number......................  X         
18-23.........  Date of Birth (MMDDYY)......................  X         
24............  Sex.........................................  X         
25-27.........  Tribe of Membership Code....................  X         
28-30.........  Optional Code (Area Options)................            
31-37.........  Community of Residence......................  ..........
..............  31-33Community Code.........................  X         
..............  34-35County Code............................  X         
..............  36-37State Code.............................  X         
38-39.........  Classification Code.........................  ..........
40-41.........  Area Code...................................  X         
42-43.........  Service Unit Code...........................  X         
44-45.........  Facility Code...............................  X         
46............  Admission Code..............................  X         
47-48.........  Clinical Service Admitted to Code...........  ..........
49-54.........  Admission Date (MMDDYY).....................  X         
55-60.........  Disposition Date (MMDDYY)...................  X         
61-63.........  Number Hospital Days........................  ..........
64-67.........  Third Party Payers..........................  ..........
..............  64Medicaid..................................            
..............  65Medicare..................................            
..............  66VA........................................            
..............  67Other.....................................            
68............  Unused......................................  ..........
69-73.........  ICD Code 1 (Principal Diagnosis)............  X         
74............  Hospital Acquired ``1''.....................  X\2\      
75-79.........  ICD Code 2..................................  X\2\      
80............  Hospital Acquired ``1''.....................  X\2\      
81-85.........  ICD Code 3..................................  X\2\      
86............  Hospital Acquired ``1''.....................  X\2\      
87-91.........  ICD Code 4..................................  X\2\      
92............  Hospital Acquired ``1''.....................  X\2\      
93-97.........  ICD Code 5..................................  X\2\      
98............  Hospital Acquired ``1''.....................  X\2\      
99-103........  ICD Code 6..................................  X\2\      
104...........  Hospital Acquired ``1''.....................  X\2\      
105-108.......  1st ICD Operation Code......................  X\2\      
109...........  Diagnosis Number (Appropriate Code).........  ..........
110...........  Infection ``1'' If checked..................  X\2\      
111-114.......  Operating Physician Code....................  ..........
115-118.......  2nd ICD Operation Code......................  X\2\      
119...........  Diagnosis Number (Appropriate Code).........  ..........
120...........  Infection ``1'' If checked..................  X\2\      
121-124.......  3rd ICD Operation Code......................  X\2\      
125...........  Diagnosis Number (Appropriate Code).........  ..........
126...........  Infection ``1'' If checked..................  X\2\      
127...........  Disposition Code (1-7)......................  X         
128-133.......  Facility Transferred to Code................  ..........
134-135.......  Clinical Service Discharged from............  ..........
136-137.......  Number of Consultations.....................  ..........
138-141.......  Accident Code (No Leading ``E'') (E800-E999)  X\2\      
142-143.......  Accident Place Code.........................  X\2\      
144-148.......  Cause of Death (ICD Code)...................  X\2\      
149-152.......  Attending Physician Code....................  ..........
153...........  Nurse-Midwifery Code........................  ..........
154-160.......  Unused......................................  ..........
161-170.......  Operating Physician EIN.....................  X\2\      
171-180.......  Attending Physician EIN.....................  X         
------------------------------------------------------------------------
\1\Not all patient identification data elements will need to be reported
  on every record in a fully integrated information system.             
\2\If appropriate.                                                      

D. Contract Health Services (CHS) Inpatient System (CHI)

1. Reporting Requirement
    a. A Contract Health Service Purchase/Delivery Order for Hospital 
Services Rendered (HRSA-43) is required for all hospital inpatient care 
provided to Indian and Alaska Native patients in contract community 
facilities. This includes CHS administered by covered contractors.
    b. Part 4, chapter 3, section 3 of the Indian Health Service Manual 
provides complete definition and procedures for reporting into the 
Contract Inpatient System.
    c. Each Area will define procedures for collecting Contract 
Inpatient data and creating automated records in the format described 
in the next section. Options include:
    (1) Key-entry forms at the Area.
    (2) Key-entry forms by a contractor.
    (3) Key-entry at the local facility with an RPMS ANSI MUMPS data 
entry system.
    d. Records will be consolidated at the Area level and forwarded at 
least quarterly to the Division of Data Processing Services (DDPS) by 
the 5th of the month.
2. Record Formats
    a. There is only one record format for the Contract Health Service 
Purchase/Delivery Order for Hospital Services Rendered as shown at the 
end of this section. Each record is 185 characters in length.
    b. A sample of the IHS Contract Health Service Purchase/Delivery 
Order for Hospital Services Rendered is included in appendix A. Since 
this is a government purchase order form, it is recommended that a 
similar form in terms of data elements be developed for use by tribal 
contractors.
3. Transmission Media
    a. Contract Inpatient Authorizations are generally mailed to DDPS 
on nine-track unlabeled, unblocked EBCDIC tape. The Area Office and the 
contractor will need to determine how the data will be transmitted from 
the contractor to the Area.
4. RPMS Data Entry System
    a. There is an RPMS ANSI MUMPS Contract Inpatient data entry 
program which allows for records to be keyed locally, transmitted to 
the Area and forwarded from the Area to DDPS by telecommunications.
5. Fiscal Intermediary
    a. IHS has contracted with a Fiscal Intermediary to perform the 
management of that portion of the CHS program administered by the IHS.

  Contract Health Service Purchase/Delivery Order for Hospital Services 
                                Rendered*                               
                                [HRSA-43]                               
------------------------------------------------------------------------
          Position                         Field               Required 
------------------------------------------------------------------------
1-2..........................  Record Code. Always ``19''...  X         
3-9..........................  Authorization Number.........  X         
10-15........................  Patient Health Record Number.  X         
16-24........................  Social Security Number.......  X         
25-30........................  Date of Birth (MMDDYY).......  X         
31...........................  Sex (1=Male, 2=Female).......  X         
32-34........................  Tribe Code...................  X         
35-37........................  Optional Code (Area Options)             
38-44........................  Community of Residence                   
.............................  38-40 Community Code.........  X         
.............................  41-42 County Code............  X         
.............................  43-44 State Code.............  X         
45-50........................  Authorizing Facility (Area-    X         
                                Service Unit-Facility).                 
51-52........................  Provider Type................  X         
53-62........................  Provider Code (EIN)..........  X         
63-68........................  Admission Date (MMDDYY)......  X         
69-74........................  Discharge Date (MMDDYY)......  X         
75-77........................  Total Hospital Days            ..........
78...........................  Disposition..................  X         
79-83........................  ICD Code 1 (Principal          X         
                                Diagnosis).                             
84-88........................  ICD Code 2...................  X\1\      
89-93........................  ICD Code 3...................  X\1\      
94-98........................  ICD Code 4...................  X\1\      
99-103.......................  ICD Code 5...................  X\1\      
104-107......................  ICD Operation Code 1.........  X\1\      
108-111......................  Unused                         ..........
112-115......................  ICD Operation Code 2.........  X\1\      
116-119......................  ICD Operation Code 3.........  X\1\      
120-124......................  ICD Newborn Diagnosis          ..........
125..........................  Newborn Death Indicator                  
126-129......................  Attending Physician Code                 
130-133......................  ICD External Cause or Injury.  X\1\      
134-135......................  Place of Injury..............  X\1\      
136-143......................  Charges--to IHS only $ and     X         
                                cents.                                  
144..........................  Full/Part Pay (1=Full,         X         
                                2=Part).                                
145-175......................  Unused                                   
176-185......................  Attending Physician EIN......  X         
------------------------------------------------------------------------
*Not all patient identification data elements will need to be reported  
  on every record in a fully integrated information system.             
\1\If appropriate.                                                      

E. Contract Health Services (CHS) Outpatient System (CHO)

1. Reporting Requirement
    a. A Purchase Order for Contract Health Service Other Than Hospital 
Inpatient or Dental (HSA-64) is required for all outpatient services to 
Indian and Alaska Native patients in contract community facilities. 
This includes CHS administered by covered contractors.
    b. Part 4, chapter 3, section 3 of the Indian Health Service Manual 
provides complete definition and procedures for reporting into the 
Contract Outpatient System.
    c. Each Area will define procedures for collecting Contracting 
Outpatient data and creating automated records in the format described 
in the next section. Options include:
    (1) Key-entry forms at the Area.
    (2) Key-entry forms by a contractor.
    (3) Key-entry at the local facility with an RPMS ANSI MUMPS data 
entry system.
    d. Records will be consolidated at the Area level and forwarded to 
the Division of Data Processing Services (DDPS) at least quarterly by 
the 5th of the month.
2. Record Formats
    a. There is only one record format for the Purchase Order for 
Contract Health Service Other Than Hospital Inpatient or Dental as 
shown at the end of this section. Each record is 110 characters in 
length.
    b. A sample of the Purchase Order for Contract Health Service Other 
Than Hospital Inpatient or Dental form is included in Appendix A. Since 
this is a government purchase order form, it is recommended that a 
similar form in terms of data elements be developed for use by tribal 
contractors.
3. Transmission Media
    a. Contract Outpatient Authorizations are generally mailed to DDPS 
on nine track unlabeled, unblocked EBCDIC tapes. The Area Office and 
the contractor will need to determine how the data will be transmitted 
from the contractor to the Area.
4. RPMS Data Entry System
    a. There is an RPMS ANSI MUMPS Contract Outpatient data entry 
program which allows for records to be keyed locally, transmitted to 
the Area and forwarded from the Area to DDPS by telecommunications.
5. Fiscal Intermediary
    a. IHS has contracted with a Fiscal Intermediary to perform the 
management of that portion of the CHS program administered by the IHS.

Purchase Order For Contract Health Service Other Than Hospital Inpatient
                               or Dental*                               
------------------------------------------------------------------------
  Position                         Field                       Required 
------------------------------------------------------------------------
1-2..........  Record Code. Always ``20''...................  X         
3-9..........  Authorization Number.........................  X         
10-15........  Patient Health Record Number.................  X         
16-24........  Social Security Number.......................  X         
25-30........  Date of Birth (MMDDYY).......................  X         
31...........  Sex (1=Male, 2=Female).......................  X         
32-34........  Tribe Code...................................  X         
35-37........  Optional Code (Area Options)                             
38-44........  Community of Residence                                   
.............  38-40 Community Code.........................  X         
.............  41-42 County Code............................  X         
.............  43-44 State Code.............................  X         
45-50........  Authorizing Facility (Area-Service Unit        X         
                Facility).                                              
51-52........  Provider Type................................  X         
53-62........  Provider Code (EIN/SSN)......................  X         
63-69........  HSA-43 Authorization Number                              
70-75........  Date of Service (MMDDYY).....................  X         
76...........  Unused                                                   
77-79........  Outpatient Diagnostic Recode 1...............  X\1\      
80...........  1st or Revisit Code                                      
81-83........  Outpatient Diagnostic Recode 2...............  X\1\      
84...........  1st or Revisit Code                                      
85-86........  Number of Visits.............................  X\1\      
87-92........  Charges......................................  X         
93-94........  Immunization 1...............................  X\1\      
95-96........  Immunization 2...............................  X\1\      
97-98........  Immunization 3...............................  X\1\      
99-100.......  Immunization 4...............................  X\1\      
101-102......  Immunization 5...............................  X\1\      
103-105......  Maternal Health                                ..........
               103-104 Gravida..............................            
.............  105 1st Trimester                                        
106..........  Full/Part Pay (1=Full, 2=Part)...............  X         
107-110......  Surgical Procedure (ICD-9-CM Code)...........  X\1\      
111-115......  CPT4/HCPCX Procedure Code 1..................  X\1\      
116-120......  CPT4/HCPCX Procedure Code 2..................  X\1\      
121-125......  CPT4/HCPCX Procedure Code 3..................  X\1\      
126-130......  CPT4/HCPCX Procedure Code 4..................  X\1\      
131-135......  CPT4/HCPCX Procedure Code 5..................  X\1\      
136-150......  Unused                                                   
151-155......  ICD-9-CM Code 1..............................  X\1\      
156-160......  ICD-9-CM Code 2..............................  X\1\      
------------------------------------------------------------------------
*Not all patient identification data elements will need to be reported  
  on every record in a fully integrated information system.             
\1\If appropriate.                                                      

F. Dental Services and Needs Reporting System

    1. Reporting Requirement:
    a. A description of dental services provided will be submitted for 
each patient visit to either a (1) direct care facility or a (2) 
contract provider. In addition, specified data will be submitted on a 
sample basis from oral exams to provide epidemiologic and needs data 
for program monitoring or evaluation and for determining resource 
requirements. Tribal programs will be included in such a sample with no 
greater frequency than once every three years.
    b. Dental treatment provided, as well as a recording of number of 
patient visits, persons treated, and patients receiving all planned 
treatment, will be identified using the standard nomenclature of the 
American Dental Association (see list of codes marked F-1) and include 
the number of units of each service provided, and for contract dentist, 
the fee for each service. These codes are revised periodically by the 
ADA. Updated lists of codes will be provided, as available, to both IHS 
and Tribal programs.
    c. Non-clinical dental health services not reported in the HERMS, 
CHRIS, or other components of the IHS Generic Activities Reporting 
System (GARS) should be reported using the data elements and the data 
record format shown in Figure F-4. This system serves as a supplement 
for the IHS Dental Data Reporting System to specify a range of public 
health services which cannot be included in the patient record system. 
Headquarters requirements can be met with a sampling procedure that 
uses one full week of activities per month in accordance with the 
sample reporting week schedule to be specified by IHS Headquarters. 
There is an RPMS ANSI MUMPS GARS data entry program which allows for 
records to be submitted to Area for compilation and forwarding from 
Area to DDPS. The dental non-clinical activities database can be 
maintained locally or at regional sites at the discretion of program 
management. Local programs are responsible to provide the Area Dental 
Office with up-to-date dental activity records after the close of each 
month. The timing and method of data submission may vary per negotiated 
arrangements in each Area; however, each Area Office is responsible to 
transmit all available activity records which have not been previously 
submitted to the DDPS in Albuquerque as a merged data extract on tape 
or via telecommunication within 10 working days after the close of each 
quarter of the Fiscal Year.
    d. The procedures for collecting the required data for centralized 
processing by the IHS Division of Data Processing Services (DDPS) will 
be defined by each area program. The options available for key-entering 
the data into a computer are:
    1. Weekly submission to a key-entry contractor (IHS or Tribal 
source) who transmits the data to the IHS.
    2. In-house local key entry into RPMS database with submission of 
extracted data to area office by the end of each month.
    3. Local key-entry into non-RPMS database with the submission of 
formatted records to the DDPS by the end of the month.
    e. Oral exam records data will be collected periodically among an 
adequate number of dental patients of all ages for processing by the 
IHS to monitor the oral health status and treatment needs of the 
population being served. The protocol for selecting/sampling of 
patients and completing examination records is described in Section III 
of the Oral Health Program Guide (OHPG) published by the IHS. Where 
variation is noted, the latest version of the OHPG takes precedence 
over the following instructions. The required data from exams will 
include:
    1. Tooth status: sound, decayed, recurrent decay, missing, filled, 
filled and decayed, sealed, sealed and decayed, unrestorable and needs 
extraction (XC, XP, XO, XT (trauma), X (pros.), fractured, replaced, 
crowned (cast restoration).
    2. Periodontal status: Using the Community Periodontal Index of 
Treatment Needs (C.P.I.T.N.) score by specific mouth sextants (UR, 
tooth #1-5), UA (#6-11), UL (#12-16), LL (#17-21), LA (#22-27), LR 
(#28-32).
    3. Treatment Needs--reported using ADA or other codes in Section 
III of the OHPG: all teeth needing restoration by number of surfaces 
involved, extractions, other surgery, full or partial dentures needed 
per arch and possession of existing dentures, endodontic needs, fixed 
bridges needed including number of pontics, orthodontic status 
(limited, comprehensive, treatment in progress, or completed).
    f. Options for collecting and submitting exam data include:
    1. Submission of required data directly to the IHS in hard copy 
using standard forms (as shown in Appendix A).
    2. Submission of data in automated record format from RPMS or non-
RPMS database.
    g. Data input forms used by the IHS are included in Appendix A. 
Except for the Oral Health Status Form, the use of these forms is not 
required, but is highly recommended for use as part of the patient's 
record and for data submission. They include: 1.) Patient Service 
Record (HRSA-42-1); 2.) Record, Clinic and Doctor Identification (HSA-
42-2); 3.) Services Provided--Dental Progress Notes (HRSA-42-2); 4.) 
Purchase Order for and Report of Contract Dental Care (HSA-57) (Since 
this is a government purchase order form, it is recommended that a 
similar form be developed for use by tribal contractors. The IHS is 
testing a simplified form which will combine the HSA-57 and HSA-64. The 
final version of the combined form will be made available to tribal 
contractors and may be used by tribes also to develop a similar form.); 
and 5.) Oral Health Status Form.
    2. Format of Data Processing Records:
    a. The required automated record format for processing dental 
services data is shown at the end of this section.
    b. The automated record for non-clinical dental health services/
activities is shown at the end of this section.
    c. The automated record for processing oral examination data is 
shown at the end of this section.
    3. Transmission to DDPS
    a. Data will be transmitted to DDPS on a periodic basis as defined 
by area policy on an unlabeled EBCDIC tape, blocked 20 records per 
block.
    b. The cut-off date at DDPS for inclusion in monthly reports is the 
5th working day of each month.
    c. The Area Office and the contractor will need to determine how 
the data will be transmitted from the contractor to the Area.
    d. Oral health status data will be transmitted and processed 
separately from dental services data.
    4. The data elements for dental epidemiology and services are as 
follows:

------------------------------------------------------------------------
                        Data element                           Required 
------------------------------------------------------------------------
Health Status:                                                          
  Demographics*.............................................  X         
  Health Needs Assessment...................................  X         
    Dental caries (decay) index.............................  X         
    Prosthodontic status....................................  X         
    Periodontal status......................................  X         
    Orthodontic status......................................  X         
    Oral pathology status...................................  X         
  Treatment Required........................................  X         
Services Provided:                                                      
  Patient demographic information*..........................  X         
  Mode of delivery (direct/contract)........................  X         
  Date of Visit.............................................  X         
  Provider/Location.........................................  X         
  Cost of Visit (contract only).............................  X         
  Services Provided:                                                    
    ADA procedure code......................................  X         
    Units...................................................  X         
    Cost....................................................  X         
------------------------------------------------------------------------
*Not all patient identification data elements will need to be reported  
  on every record in a fully integrated information system.             


 Record Layout for Processing Dental Services Data (Used for Both Direct
                         and Contract Services)                         
[Input Record Format for Processing Dental Services Data by the IHS Data
                         Center at Albuquerque]                         
------------------------------------------------------------------------
 Field position                                                         
    and size         Field name, record identification and (data type)  
------------------------------------------------------------------------
  1.............  Type of Patient (I-Indian; O-Non-Indian).             
  2.............  Type of program (D-Direct; K-Contract).               
Provider/Locatio                                                        
 n of encounter                                                         
  3-4...........  Area Code (std. 2-digit numeric).                     
  5-16..........  Dentist ID (Normally 9-digit numeric SSN, either with 
                   hypens or without. If no hyphens, must be left       
                   justified).                                          
  17-18.........  Service Unit Code (std. 2-digit numeric).             
  19-20.........  Facility Code (std. 2-digit numeric).                 
Date of Visit                                                           
  21-22.........  Year (numeric).                                       
  23-24.........  Month (numeric).                                      
  25-26.........  Day (numeric).                                        
Patient                                                                 
 Identification                                                         
  27-29.........  Age in years. This field or date of birth field       
                   required. (3-digit numeric).                         
Birthdate/Sex                                                           
  30-31.........  Year (numeric).                                       
  32-33.........  Month (numeric).                                      
  34-35.........  Day (numeric).                                        
  36............  Sex (M-Male; F-Female).                               
Social Security                                                         
 Number                                                                 
  37-39.........  Blank.                                                
  40-48.........  Social Security Number.                               
Address                                                                 
  49-53.........  Zip Code-Optional (numeric).                          
  54-57.........  Zip Extension-Optional (numeric).                     
Third Party                                                             
 Coverage                                                               
  58............  Medicaid (Y or blank) Optional.                       
  59............  Commerce (Y or blank) Optional.                       
  60............  Private (Y or blank) Optional.                        
Total Charge for                                                        
 Visit                                                                  
  61-65.........  Dollar amount up to 5-digits (numeric).               
  66-67.........  Amount in cents (numeric).                            
Service #1                                                              
  68-71.........  ADA Procedure Code (from standard set of codes).      
  72-73.........  Units (numeric, 1 to 99).                             
  74-78.........  Fee (dollar amount only, cents not allowed).          
Service #2                                                              
  79-82.........  ADA Procedure Code.                                   
  83-84.........  Units.                                                
  85-89.........  Fee.                                                  
Service #3                                                              
  90-93.........  ADA Procedure Code.                                   
  94-95.........  Units.                                                
  96-100........  Fee.                                                  
Service #4                                                              
  101-104.......  ADA Procedure Code.                                   
  105-106.......  Units.                                                
  107-111.......  Fee.                                                  
Service #5                                                              
  112-115.......  ADA Procedure Code.                                   
  116-117.......  Units.                                                
  118-122.......  Fee.                                                  
Service #6                                                              
  123-126.......  ADA Procedure Code.                                   
  127-128.......  Units.                                                
  129-133.......  Fee.                                                  
Service #7                                                              
  134-137.......  ADA Procedure Code.                                   
  138-139.......  Units.                                                
  140-144.......  Fee.                                                  
Service #8                                                              
  145-148.......  ADA Procedure Code.                                   
  149-150.......  Units.                                                
  151-155.......  Fee.                                                  
Service #9                                                              
  156-159.......  ADA Procedure Code.                                   
  160-161.......  Units.                                                
  162-166.......  Fee.                                                  
Service #10                                                             
  167-170.......  ADA Procedure Code.                                   
  171-172.......  Units.                                                
  173-177.......  Fee.                                                  
Service #11                                                             
  178-181.......  ADA Procedure Code.                                   
  182-183.......  Units.                                                
  184-188.......  Fee.                                                  
Service #12                                                             
  189-192.......  ADA Procedure Code.                                   
  193-194.......  Units.                                                
  195-199.......  Fee.                                                  
Service #13                                                             
  200-203.......  ADA Procedure Code.                                   
  204-205.......  Units.                                                
  206-210.......  Fee.                                                  
Service #14                                                             
  211-214.......  ADA Procedure Code.                                   
  215-216.......  Units.                                                
  217-221.......  Fee.                                                  
Service #15                                                             
  222-225.......  ADA Procedure Code.                                   
  226-227.......  Units.                                                
  228-232.......  Fee.                                                  
------------------------------------------------------------------------
If more than 15 ADA procedure codes are associated with a visit date,   
  then a separate (second) input record must be created for processing  
  purposes.                                                             


  GARS/Dental Non-Clinical Activity Reporting System Data Record Format 
------------------------------------------------------------------------
       Position              Field name                Data type        
------------------------------------------------------------------------
1-6..................  REPORTING LOCATION...  6-digit Code (from IHS    
                                               standard table of        
                                               values).                 
7-12.................  DATE OF ACTIVITY.....  mmddyy.                   
13-21................  PROVIDER ID..........  9-digit SSN.              
22-23................  ACTIVITY TYPE........  2-digit numeric code from 
                                               list of accepted values. 
24-25................  TARGET GROUP.........  6-digit alpha/numeric     
                                               code, from list of       
                                               values, right justified. 
26-30................  RELATED OBJECTIVE....  5-digit alpha code or     
                                               blank, right justified.  
31-33................  ACTIVITY TIME........  3-digit numeric to        
                                               represent total minutes  
                                               (blank accepted).        
34-36................  TRAVEL TIME..........  3-digit numeric to        
                                               represent total minutes  
                                               (blank accepted).        
37-41................  ACTIVITY SETTING.....  3-digit alpha code from   
                                               list of values or blank. 
42-121...............  NARRATIVE COMMENT....  80 character free text    
                                               entry or blank.          
------------------------------------------------------------------------


             Record Layout for the Oral Health Survey Data              
------------------------------------------------------------------------
      Position           Data field label      Data type specification  
------------------------------------------------------------------------
1-6..................  LOCATION CODE........  6 NUMERIC (Accepts values 
                                               from a table).           
7-12.................  EXAM DATE............  6 NUMERIC DATE IN FORMAT--
                                               mmddyy.                  
13-18................  PATIENT NUMBER.......  6 NUMERIC RT. JUSTIFY     
                                               (fill with lead 0's).    
19-24................  DATE OF BIRTH........  6 NUMERIC DATE IN FORMAT--
                                               mmddyy.                  
25...................  SEX..................  ALPHA CODE--(m or f).     
26...................  EXAM TYPE............  ALPHA CODE--(d g f).      
27...................  USER TYPE............  ALPHA CODE--(x r s u).    
28...................  FLUORIDE HISTORY.....  ALPHA CODE--(x nf y n).   
29-33................  HEALTH FACTORS.......  Key x for each factor     
                                               marked except Tobacco.   
                                              None, Diabetes, Handicap, 
                                               Pregnancy, Tobacco (1, 2,
                                               or 3), or No info.       
34-35................  EDENTULISM...........  Key x for each arch       
                                               (upper, lower) as marked.
#36-444 and 496-775..  TOOTH STATUS DATA....  1 or 2-DIGIT A/N CODES IN 
                                               1-7 DATA FIELDS FOR EACH 
                                               OF 28 TEETH and 0-2 A/N  
                                               CODES FOR 4 ADDITIONAL   
                                               TEETH (#1, 17, 18, 32) AS
                                               FOLLOWS:                 
36-37................  TOOTH #1 TREATMENT     1st A/N 2-DIGIT CODE.     
                        DATA.                                           
38-39................  .....................  2nd A/N 2-DIGIT CODE.     
40-41................  TOOTH #2 mesial (M)..  A/N 2-DIGIT CODE (25      
                                               possible entries).       
42-43................  occlusal (O).........  A/N 2-DIGIT CODE.         
44-45................  distal (D)...........  A/N 2-DIGIT CODE.         
46-47................  buccal (B)...........  A/N 2-DIGIT CODE.         
48-49................  lingual (L)..........  A/N 2-DIGIT CODE.         
50-51................  TREATMENT DATA.......  1st A/N 2-DIGIT CODE (10  
                                               possible entries).       
52-53................  .....................  2nd A/N 2-DIGIT CODE.     
54-67................  TOOTH #3 (In same                                
                        sequence as tooth #2                            
                        format).                                        
68-82................  TOOTH #4 (In same                                
                        sequence as tooth #2                            
                        format).                                        
83-96................  TOOTH #5 (In same                                
                        sequence as tooth #2                            
                        format).                                        
97-110...............  TOOTH #6 (In same                                
                        sequence as tooth #2                            
                        format).                                        
111-124..............  TOOTH #7 (In same                                
                        sequence as tooth #2                            
                        format).                                        
125-138..............  TOOTH #8 (In same                                
                        sequence as tooth #2                            
                        format).                                        
139-152..............  TOOTH #9 (In same                                
                        sequence as tooth #2                            
                        format).                                        
153-166..............  TOOTH #10 (In same                               
                        sequence as tooth #2                            
                        format).                                        
167-180..............  TOOTH #11 (In same                               
                        sequence as tooth #2                            
                        format).                                        
181-194..............  TOOTH #12 (In same                               
                        sequence as tooth #2                            
                        format).                                        
195-208..............  TOOTH #13 (In same                               
                        sequence as tooth #2                            
                        format).                                        
209-222..............  TOOTH #14 (In same                               
                        sequence as tooth #2                            
                        format).                                        
223-236..............  TOOTH #15 (In same                               
                        sequence as tooth #2                            
                        format).                                        
237-240..............  TOOTH #16 (In same                               
                        sequence as tooth #1                            
                        format).                                        
241-444..............  Same format as listed                            
                        above applies to                                
                        each tooth in the                               
                        lower arch numbered:                            
                        #17 through 32.                                 
445..................  ORAL TRAUMA Tooth #7.  NUMERIC (0-5) OR x PER    
                                               TOOTH #.                 
446..................  ORAL TRAUMA Tooth #8.  NUMERIC (0-5) OR x PER    
                                               TOOTH #.                 
447..................  ORAL TRAUMA Tooth #9.  NUMERIC (0-5) OR x PER    
                                               TOOTH #.                 
448..................  ORAL TRAUMA Tooth #10  NUMERIC (0-5 OR x) PER    
                                               TOOTH #.                 
449..................  ORAL TRAUMA Tooth #23  NUMERIC (0-5 OR x) PER    
                                               TOOTH #.                 
450..................  ORAL TRAUMA Tooth #24  NUMERIC (0-5 OR x) PER    
                                               TOOTH #.                 
451..................  ORAL TRAUMA Tooth #25  NUMERIC (0-5 OR x) PER    
                                               TOOTH #.                 
452..................  ORAL TRAUMA Tooth #26  NUMERIC (0-5 OR x) PER    
                                               TOOTH #.                 
453..................  FLUOROSIS Group I....  NUMERIC (0-4) OR x OR     
                                               BLANK.                   
454..................  FLUOROSIS Group II...  NUMERIC (0-4) OR x OR     
                                               BLANK.                   
455..................  CPITN SCORE UR.......  NUMERIC (0-6) OR X OR     
                                               BLANK.                   
456..................  CPITN SCORE UA.......  NUMERIC (0-6) OR X OR     
                                               BLANK.                   
457..................  CPITN SCORE UL.......  NUMERIC (0-6) OR X OR     
                                               BLANK.                   
458..................  CPITN SCORE LR.......  NUMERIC (0-6) OR X OR     
                                               BLANK.                   
459..................  CPITN SCORE LA.......  NUMERIC (0-6) OR X OR     
                                               BLANK.                   
460..................  CPITN SCORE LL.......  NUMERIC (0-6) OR X OR     
                                               BLANK.                   
461..................  LOA SCORE UR.........  NUMERIC (0, 3-6) OR X OR  
                                               BLANK.                   
462..................  LOA SCORE UA.........  NUMERIC (0, 3-6) OR X OR  
                                               BLANK.                   
463..................  LOA SCORE UL.........  NUMERIC (0, 3-6) OR X OR  
                                               BLANK.                   
464..................  LOA SCORE LR.........  NUMERIC (0, 3-6) OR X OR  
                                               BLANK.                   
465..................  LOA SCORE LA.........  NUMERIC (0, 3-6) OR X OR  
                                               BLANK.                   
466..................  LOA SCORE LL.........  NUMERIC (0, 3-6) OR X OR  
                                               BLANK.                   
467..................  PATHOLOGY CODE NONE..  BLANK OR LETTER CODE AS   
                                               MARKED.                  
468..................  PATHOLOGY SUP........  BLANK OR LETTER CODE AS   
                                               MARKED.                  
469..................  PATHOLOGY BL.........  BLANK OR LETTER CODE AS   
                                               MARKED.                  
470..................  PATHOLOGY CP.........  BLANK OR LETTER CODE AS   
                                               MARKED.                  
471..................  PATHOLOGY HV.........  BLANK OR LETTER CODE AS   
                                               MARKED.                  
472..................  PATHOLOGY TBA........  BLANK OR LETTER CODE AS   
                                               MARKED.                  
473..................  PATHOLOGY ST.........  BLANK OR NUMERIC (1-3) AS 
                                               CIRCLED.                 
474..................  PROS. POSSESSION       BLANK OR ALPHA CODE (N, F 
                        Upper.                 or P) IF MARKED.         
475..................  PROS. POSSESSION       BLANK OR ALPHA CODE (N, F 
                        Lower.                 or P) IF MARKED.         
476..................  PROS. NEED Upper.....  BLANK OR A/N CODE IF      
                                               MARKED (P/F-1, 2, or 3). 
477..................  PROS. NEED Lower.....  BLANK OR A/N CODE IF      
                                               MARKED (P/F-1, 2, or 3). 
478..................  ORTHO. STATUS None...  BLANK OR X IF MARKED.     
479..................  ORTHO. STATUS Minor..  BLANK OR X IF MARKED.     
480..................  ORTHO. STATUS Comp...  BLANK OR D or S AS MARKED.
481..................  ORTHO. STATUS In tx..  BLANK OR X IF MARKED.     
482..................  ORTHO. STATUS          BLANK OR X IF MARKED.     
                        Completed.                                      
483-485..............  SPECIAL USE VARIABLE   3 NUMERIC (0-9) OR BLANK. 
                        #1.                                             
486-487..............  SPECIAL USE VARIABLE   2 NUMERIC (0-9) OR BLANK. 
                        #2.                                             
488-489..............  SPECIAL USE VARIABLE   2 NUMERIC (0-9) OR BLANK. 
                        #3.                                             
490..................  DENTURE QUESTION #1..  BLANK OR LETTER CODE (Y N 
                                               or U).                   
491..................  DENTURE QUESTION #2..  BLANK OR X AS MARKED IN A 
                                               CODE BLANK (IHS, TRIBAL, 
                                               OTHER, or PRIVATE).      
492..................  DENTURE QUESTION #3..  BLANK OR a, b, or c AS    
                                               MARKED.                  
493..................  ACCESS QUESTION #1...  BLANK OR LETTER CODE (y, n
                                               or u) AS MARKED.         
494..................  ACCESS QUESTION #2...  BLANK OR NUMERIC (0-60) AS
                                               MARKED.                  
495..................  ACCESS QUESTION #3...  BLANK OR LETTER CODE (y, n
                                               or u) AS MARKED.         
496-497..............  TOOTH #4d mesial (M).  A/N 2-DIGIT CODE.         
498-499..............  occlusal (O).........  A/N 2-DIGIT CODE.         
500-501..............  distal (D)...........  A/N 2-DIGIT CODE.         
502-503..............  buccal (B)...........  A/N 2-DIGIT CODE.         
504-505..............  lingual (L)..........  A/N 2-DIGIT CODE.         
506-507..............  TREATMENT DATA.......  1st A/N 2-DIGIT CODE.     
508-509..............  .....................  2nd A/N 2-DIGIT CODE.     
510-775..............  TOOTH #5d-20d (in                                
                        same sequence as                                
                        tooth #4d format) .                             
------------------------------------------------------------------------

G. Pharmacy System

1. Reporting Requirements
    a. Pharmacy quarterly and cumulative workload report. This form 
(HSA-91) is required to be completed by the Chief Pharmacist at each 
IHS and tribal facility. Raw workload data relating to both inpatient 
and outpatient pharmacy activities are collected and compiled using 
this form. Raw data are converted to workload units on this form. These 
data are entered on the HSA 91 report at the end of each quarter. The 
report is completed by the 15th day following the end of the quarter at 
which time it is forwarded to the Area Pharmacy Officer (APO). The APO 
compiles the Area data and prepares a summary report for submission to 
the Pharmacy Program at Headquarters within 30 days after the end of 
the quarter.
    The data are used for identifying trends, measuring workload and 
correlating staffing and space requirements.
    b. Monthly report for narcotics and other controlled substances. 
This form (HSA-174) is a record of all Schedule II Controlled Substance 
usage. It contains a record of the actual physical count of all 
Schedule II items at the beginning of the month and the end of the 
month. Records at the facility must correlate with the amount 
dispensed.
    The report is required to be completed monthly and sent to the 
facility director with a copy to the APO. It is to be completed by the 
10th day following the end of the month.
2. Record Formats
    a. A copy of the HSA-91 Pharmacy Quarterly and Cumulative Workload 
Report is included in appendix A.
    b. A copy of the HSA-74, Monthly Report for Narcotics and Other 
Controlled Substances is included in appendix A.
3. Transmission Media
    Reports are to be submitted in hardcopy format to the APO.

H. Environmental Health Activity Reporting and Facility Data System

1. Reporting Requirements
    a. The Environmental Health Activity Reporting and Facility Data 
System (EHAR & FDS) Instruction Manual provides complete instructions 
for reporting into the EHAR & FDS.
    b. The EHAR & FDS is a microcomputer based system which combines 
two previously separate data collection systems. The system is 
decentralized to the Area level providing maximum flexibility for Area 
environmental health programs. The EHAR section of the new system is 
used to collect environmental health activity data. The FDS section is 
a tracking system for surveys conducted at specific facilities. For the 
EHAR section, Headquarters requirements can be met with a sampling 
procedure that uses one full week of activities per month in accordance 
with the sample reporting week schedule to be specified by IHS 
Headquarters. The FDS section will not utilize sampling; all surveys 
conducted at specific facilities will be reported into the system.
    c. Each Area, utilizing standard forms and software, will define 
procedures for collecting the EHAR & FDS data. Key entry of forms will 
occur at the Area level.
2. Record Formats
    a. One form is used to update the EHAR & FDS Area Master File.
    b. A sample of the EHAR & FDS form is included in appendix A. Each 
form consists of 7 records. To eliminate redundant hand coding, data 
fields for each of these 7 records contained in record positions 1-14 
are entered only once per form. If one of these values changes, a new 
form must be started.
    c. Fields in the EHAR & FDS system.

------------------------------------------------------------------------
                                                    Record              
                      Field                        position    Required 
------------------------------------------------------------------------
Area Code.......................................    1-2       X         
Service Unit....................................    3-4       X         
Community Code..................................    5-7       X         
Worker Number...................................   8-10       X         
Month...........................................  11-12       X         
Year............................................  13-14       X         
Service Code....................................  15-16       X         
Category Code...................................  17-18       X         
Id Code.........................................  19-21       X         
Activity Code...................................  22-24       X         
Number Activities...............................  25-32       X         
Activity Time...................................  33-40       X         
Linkage Code....................................  41-49       X         
Facility Name...................................  50-79       X         
------------------------------------------------------------------------

3. Data Transmission
    The EHAR & FDS data will be forwarded electronically to the 
Division of Environmental Health computer bulletin board in Rockville, 
Maryland, on a quarterly basis.

I. Mental Health and Social Services Reporting System (MH & SS)

1. Reporting Requirements
    a. Direct patient care is reported on the appropriate direct care 
reporting system. The Mental Health and Social Services record is used 
to report program related activities as a supplement to patient care 
reporting.
2. Record Formats
    a. Mental Health or Social Services direct patient care recording 
will follow the appropriate procedures noted in prior sections for 
Ambulatory Patient Care, Direct Inpatient, Contract Health Services 
Outpatient and Contract Health Services Inpatient.
    b. The MH & SS record is used as an activities reporting document 
to record staff effort. Headquarters requirements can be met with a 
sampling procedure that uses one full week of activities per month in 
accordance with the sample reporting week schedule to be specified by 
IHS Headquarters. The data are to be reported quarterly.
    c. The format of the MH & SS record is shown at the end of this 
section.
    d. A sample of the MH & SS Activity Reporting Form, an activity 
code list, and a problem code list are included in Appendix A. A copy 
of the instructions for using the MH & SS Activities Reporting Form are 
available on request from Headquarters, IHS.
3. Transmission Media
    a. Patient care. Mental Health or Social Services direct patient 
care recording will follow the appropriate procedures noted in prior 
sections for Ambulatory Patient Care, Direct Inpatient, Contract Health 
Services Outpatient and Contract Health Services Inpatient.
    b. Activities reporting. Activities reports for each Area are 
submitted to the Division of Data Processing Services by mail on nine 
track unlabeled, unblocked EBCDIC tape or by other methods arranged 
between Area and DDPS. Any arrangements between Area and Contractors on 
how the data will be submitted at that level will have to conform to 
the methods the Area uses to submit data to DDPS.
    c. RPMS Generic Activities Reporting System (RPMS-GARS). There is 
an RPMS ANSI MUMPS GARS data entry program which allows for records to 
be submitted to Area for compilation and forwarding from Area to DDPS.

         MENTAL HEALTH AND SOCIAL SERVICES ACTIVITIES REPORTING         
                       [Input Record Data Fields]                       
------------------------------------------------------------------------
 Position              Item                Content/comment     Required 
------------------------------------------------------------------------
2-3.......  Area......................  Standard IHS Codes..  X         
4-5.......  Service Unit..............  Standard IHS Codes..  X         
6-7.......  Facility..................  Standard IHS Codes..  X         
8-9.......  Discipline................  Program affiliation,  X         
                                         MH/SS.                         
10-15.....  Date......................  Date of Service-Mo/   X         
                                         Da/Yr.                         
16-18.....  Provider..................  Provider identifier.  X         
19-21.....  Location..................  IHS 3-digit code      X         
                                         (from St/Co/Comm               
                                         code list)                     
                                         identifying                    
                                         community where                
                                         activity took place.           
22-23.....  Activity..................  Two digit numeric     X         
                                         code. See attached             
                                         Activity Codes.                
24-25.....  Recipient.................  Two digit numeric     ..........
                                         code using Six                 
                                         category field to              
                                         designate                      
                                         categories of                  
                                         recipients.                    
26-27.....  Primary Purpose...........  Two digit numeric     X         
                                         code. See attached             
                                         Problem Codes.                 
28-29.....  Secondary Purpose.........  Two digit numeric     ..........
                                         code. See attached             
                                         Problem Codes                  
30-31.....  Setting Codes.............  Two digits            ..........
                                         distinguishing up              
                                         to ten service                 
                                         settings.                      
32-34.....  Number Served.............  Up to three digits    X         
                                         to specify Number              
                                         of persons served              
                                         directly by                    
                                         reported activity..            
35-36.....  Age.......................  Two digits to show    ..........
                                         age in years                   
37........  Sex.......................  M or F                ..........
38-40.....  Activity Time.............  Up to three digits    X         
                                         showing Time in                
                                         minutes.                       
41-43.....  Travel Time...............  Up to three digits    ..........
                                         to show Time in                
                                         minutes                        
44-45.....  Refer: From...............  2-Digit Code          ..........
                                         distinguishing up              
                                         to 10 referral                 
                                         sources                        
46-47.....  Refer: To.................  Same as ``Refer       ..........
                                         From'' Codes                   
48........  Flag 1....................  Yes/No Field          ..........
49........  Flag 2....................  Yes/No Field          ..........
50........  Flag 3....................  One digit field       ..........
                                         distinguishing up              
                                         to five categories             
                                         of data                        
51........  Flag 4....................  One digit field       ..........
                                         distinguishing up              
                                         to five categories             
                                         of data                        
52-100....  Notes.....................  Narrative (up to 48   ..........
                                         alpha characters)              
------------------------------------------------------------------------

J. Alcoholism Treatment Guidance System (ATGS)/Chemical Dependency 
Management Information System (CDMIS)

1. General Reporting Requirements for ATGS and CDMIS
    a. All IHS-funded alcohol/substance abuse programs, including Urban 
Programs, will report their activities on either ATGS or CDMIS. 
Programs will use ATGS until CDMIS is operational and implemented in 
their specific program. ATGS will be discontinued upon implementation 
of CDMIS in a program.
    b. CDMIS will be beta-tested in fiscal year (FY) 1991, with 
implementation beginning in FY 1992 and will be completed as quickly as 
funding, logistics, and staffing allow.
2. Reporting Requirement for ATGS
    a. An Alcoholism Treatment Guidance System (ATGS) record is 
required for each person treated in an IHS alcoholism and substance 
abuse treatment program (including covered contractors) until a program 
is converted to CDMIS. Patients are usually present at the time of a 
service, but services such as multi-disciplinary staffing and family 
counseling without the client present are also documented. In addition 
to completing the computer form, the provider must also note services 
in the progress notes maintained in the treatment chart. Certified 
chemical dependency counselors, counselors-in-training, and other 
providers qualified by the program director may enter information in 
the client record. In addition to treatment services, prevention 
services and other staff activities are reported through ATGS.
    b. The ATGS Counselor's Resource Manual, October 1983, provides 
complete definitions and procedures for reporting in the ATGS system 
and client chart.
3. Record Formats for ATGS
    a. The formats of the ATGS records are shown at the end of this 
section.
    b. Samples of ATGS forms are included in appendix A.
4. Transmission Media for ATGS
    a. Computer forms are sent by the alcoholism and substance abuse 
programs to the appropriate IHS Area Office by the 6th day of the 
month. Forms are then batched and mailed to the keytaping contractor, 
UNICOR, on or before the 10th of each month. UNICOR key tapes the data 
and forwards a tape to the IHS Division of Data Processing Services 
(DDPS) in Albuquerque, New Mexico. DDPS produces reports from the tapes 
and provides two copies to each IHS Area Office, who in turn 
distributes one copy to each program that provided data.
5. New System Under Development
    a. Current plans call for a gradual phasing out of the ATGS in 
favor of the new Chemical Dependency Management Information System 
(CDMIS) beginning in FY 1992 with implementation to proceed as quickly 
as funds, logistics, and staffing allow. Final beta testing is to take 
place during the last quarter of FY 1991. Once on CDMIS, a program will 
discontinue ATGS. There will be two parallel systems operating during 
the CDMIS implementation period.
    b. The Alcoholism PSG (also known as the CDMIS Committee and the 
ATGS Revision Committee) has examined every item of the ATGS and CDMIS, 
asking what is the minimum information required by both the Director, 
IHS, and the Congress. Drafts have been distributed to tribal programs 
through the Area Alcohol Program Coordinators, with comments carefully 
considered. Only those items that are being demanded on a regular basis 
by the Director, IHS, or the Congress, those items required in law, and 
specific items requested by a majority of the tribal programs have been 
included in CDMIS.
6. Reporting Requirement for CDMIS
    a. The Chemical Dependency Management Information System is an IHS 
RPMS application that builds on the Patient Registration module. CDMIS 
consists of two forms. CDMIS-1 is patient-specific and is completed 
upon initial entry into the program, during treatment, and during a 
follow-up phase. Preventive activities are also recorded on this form 
for electronic incorporation into the Generic Activities Reporting 
System (GARS). CDMIS-2 is an annual staffing, funding, and program 
report. Either or both forms may be completed for later entry into the 
computer-based system, or the data may be entered directly into the 
database. Certified chemical dependency counselors, counselors-in-
training, other approved providers, data entry personnel, and others 
certified as qualified by the program director are to complete the 
CDMIS forms and/or enter the data into the computer.
    b. The CDMIS Program Manual (complete with sub-manuals) scheduled 
for completion in June 1991, provides the definitions and procedures 
for reporting on the CDMIS.
    c. Staff prevention activities from CDMIS-1 will be reported 
through GARS. Headquarters requirements can be met with a sampling 
procedure that uses one full week of activities per month in accordance 
with the sample reporting week schedule to be specified by IHS 
Headquarters.
7. Record Formats for ATGS
    a. The formats of the CDMIS records are shown at the end of this 
section.
    b. Samples of CDMIS forms are included in Appendix A.
8. Transmission Media
    a. Data will be transmitted electronically (or by computer disk in 
those cases where electronic transmission is unreliable as certified by 
the Area ISC) to either the servicing Service Unit or Area Office using 
an approved IHS extract program. This data will be forwarded by the 
Service Unit to the Area Office electronically. The Area Office will 
electronically forward the data to the IHS Division of Data Processing 
Services (DDPS) in Albuquerque, New Mexico. Data will be forwarded to 
the Area Office quarterly by the 7th day of the month following the end 
of the quarter. The Area Office will transmit the data to DDPS by the 
10th of the month. DDPS produces reports from the data and provides the 
copy to the ASAPB and two copies to each IHS Area Office, who, in turn, 
distributes one copy to each program that provided data. DDPS also 
provides the capability for ASAPB to download data for special reports, 
graphing reports, etc. Programs may download their data from the 
Service Unit (or Area Office if serviced by the Area Office) to print 
local program reports as desired.
    b. The Area ISC will, in consultation with the Area Alcohol Program 
Coordinator, appropriate service unit personnel, and alcohol program 
director, determine whether the program will be serviced by the Service 
Unit or by the Area Office.

                                           ATGS Keytaping Instructions                                          
----------------------------------------------------------------------------------------------------------------
                                                  Record                                                        
                        Field Name              position        Location on documents or special instructions   
----------------------------------------------------------------------------------------------------------------
                                           FORM NAME: SHORT TERMNO: A                                           
                                                                                                                
----------------------------------------------------------------------------------------------------------------
             RECORD TYPE.....................          1-2  NUMERIC `00'.                                       
             PROGRAM ID......................          3-8  NUMERIC.                                            
1.           CASE NUMBER.....................         9-17  9-11 ALPHANUMERIC, 12-17 NUMERIC.                   
2.           SEX.............................           18  ``1'' IF M, ``2'' IF F.                             
3.           ETHNICITY.......................        19-21  ENTER `1' IF INDIAN, `2' IF ALASKAN, `3' IF OTHER,  
                                                             RIGHT BLANK FILL UNUSED POSITIONS.                 
4.           TRIBE CODE......................        22-24  BLANK OF NUMERIC.                                   
5.           EMPLOYED........................           25  ``1'' IF Y, ``2'' IF NO.                            
6.           DEPENDENTS......................           26  ``1'' IF Y, ``2'' IF NO, OR BLANK.                  
             NUMBER OF.......................        27-28  BLANK OR LEFT-ZERO FILLED NUMERIC.                  
7.           CHILD CARE......................           29  ``1'' IF Y, ``2'' IF NO, OR BLANK.                  
8.           ALC/DRUG TREATMENT..............           30  ``1'' IF Y, ``2'' IF NO, OR BLANK.                  
9.           COMPONENT CODES.................        31-32  BLANK OR NUMERIC.                                   
             ................................        33-34  BLANK OR NUMERIC.                                   
             ................................        35-36  BLANK OR NUMERIC.                                   
10A.         ADMIT/DISCHARGE.................        37-38  BLANK OR ENTER NUMBERS CIRCLED.                     
             TOTAL DAYS......................        39-40  BLANK OR LEFT-ZERO FILLED NUMERIC.                  
             2ND LINE OF 10A.................        41-44  --SEE INSTRUCTIONS FROM RECORD POS. 37-40.          
             3RD LINE OF 10A.................        45-48  --SEE INSTRUCTIONS FROM RECORD POS. 37-40.          
10B.         SERVICE CODE....................        49-50  BLANK OR NUMERIC.                                   
             TOTAL HOURS.....................        51-52  BLANK OR LEFT-ZERO FILLED NUMERIC.                  
             2ND LINE OF 10B.................        53-56  --SEE INSTRUCTIONS FROM RECORD POS. 49-52.          
             3RD LINE OF 10B.................        57-60  --SEE INSTRUCTIONS FROM RECORD POS. 49-52.          
11.          REFERRAL CODES..................        61-72  BLANK AND/OR NUMERIC, ENTER 2-DIGIT CODES LEFT TO   
                                                             RIGHT, RIGHT BLANK FILL ANY UNUSED POSITIONS.      
12.          PRIMARY PROBLEM.................        73-74  NUMERIC.                                            
             STATE FUNDS CODE................        75-76  BLANK OR NUMERIC.                                   
13.          NEW/REOPEN PROGRAM..............           77  ENTER ``1'' or ``2'' FOR BOX CHECKED.               
             NEW/REOPEN ATGS.................           78  ENTER ``1'' or ``2'' FOR BOX CHECKED OR BLANK.      
14.          DISCHARGE.......................           79  ENTER NUMBER OF BOX CHECKED (1-5) OR BLANK.         
15 & 16.     ................................           --  DO NOT KEYTAPE.                                     
17.          STATE ID NUMBER.................        80-88  BLANK OR ALPHANUMERIC.                              
18.          SERVICE MONTH...................        89-90  NUMERIC, LEFT ZERO FILLED.                          
             SERVICE YEAR....................        91-92  NUMERIC, LEFT ZERO FILLED.                          
                                                                                                                
----------------------------------------------------------------------------------------------------------------
FORM NAME: INITIAL CONTACTNO: 1                                                                                 
                                                                                                                
----------------------------------------------------------------------------------------------------------------
             RECORD TYPE.....................          1-2  NUMERIC `01'.                                       
             PROGRAM ID......................          3-8  NUMERIC.                                            
             COMPONENT CODE..................         9-10  NUMERIC.                                            
             CASE NUMBER.....................        11-19  11-13 ALPHANUMERIC, 14-19 NUMERIC.                  
             STAFF CODE......................        20-21  BLANK OR NUMERIC.                                   
             COUNTY CODE.....................        22-24  BLANK OR NUMERIC.                                   
             PRIMARY PROBLEM.................        25-26  NUMERIC.                                            
             SECONDARY PROBLEM...............        27-28  BLANK OR NUMERIC.                                   
             STATE FUNDS CODE................        29-30  BLANK OR NUMERIC.                                   
             STATE CLIENT ID.................        31-39  BLANK OR ALPHANUMERIC.                              
             OPTIONAL CODE C.................        40-41  BLANK OR NUMERIC.                                   
             OPTIONAL CODE D.................        42-43  BLANK OR NUMERIC.                                   
1.           SEX.............................           44  ``1'' IF M, ``2'' IF F.                             
2.           REFERRED TO PROGRAM.............        45-46  NUMERIC.                                            
3.           COURT REFERRAL..................        47-48  BLANK OR NUMERIC.                                   
4.           ETHNICITY.......................        49-54  ENTER NUMBER CORRESPONDING TO BOX CHECKED, RIGHT-   
                                                             BLANK FILL UNUSED FIELDS, (i.e., IF BOXES 1 & 3    
                                                             CHECKED ENTER `13').                               
5.           TRIBE CODE......................        55-57  BLANK OR NUMERIC.                                   
             DEGREE OF BLOOD.................           58  BLANK OR NUMERIC.                                   
6.           IHS ELIGIBLE....................           59  ``1'' IF YES, ``2'' IF NO, ``3'' IF NONE AVAILABLE. 
7.           MARITAL.........................           60  ENTER NUMBER OF FIRST BOX CHECKED.                  
8.           EMPLOYED........................           61  ``1'' IF YES, ``2'' IF NO.                          
             OCCUPATION......................        62-63  BLANK OR NUMERIC.                                   
             INCOME..........................        64-68  BLANK OR NUMERIC OR ZEROS.                          
9.           EDUCATION.......................        69-70  ENTER NUMBER CIRCLED, LEFT-ZERO FILLED.             
             OTHER...........................        71-72  BLANK OR NUMERIC.                                   
10.          SKILL DEVELOPMENT...............           73  ``1'' IF YES, ``2'' IF NO.                          
11.          HEALTH INSURANCE................           74  ``1'' IF YES, ``2'' IF NO.                          
             MEDICARE........................           75  ``1'' IF YES, ``2'' IF NO.                          
             MEDICAID........................           76  ``1'' IF YES, ``2'' IF NO.                          
12.          VETERAN.........................           77  ``1'' IF YES, ``2'' IF NO.                          
13.          YEARS DRINKING/DRUG.............        78-79  LEFT ZERO-FILLED NUMERIC.                           
             YEARS HEAVY USE.................        80-81  BLANK OR LEFT ZERO-FILLED NUMERIC.                  
             PREVIOUS TREATMENT..............           82  ``1'' IF YES, ``2'' IF NO.                          
             PRIOR TREATMENT-IHS.............           83  BLANK OR ``1'' IF YES, ``2'' IF NO, ``3'' IF        
                                                             UNKNOWN.                                           
14.          DEPENDENTS......................           84  ``1'' IF YES, ``2'' IF NO.                          
             HOW MANY........................        85-86  BLANK OR NUMERIC.                                   
15.          BEEN HOSPITALIZED...............           87  ``1'' IF YES, ``2'' IF NO.                          
             ALCOHOL RELATED.................           88  ``1'' IF YES, ``2'' IF NO, OR BLANK.                
             ARRESTED........................           89  ``1'' IF YES, ``2'' IF NO.                          
             DWI.............................           90  ``1'' IF YES, ``2'' IF NO, OR BLANK.                
             USED ALCOHOL....................           91  ``1'' IF YES, ``2'' IF NO.                          
             NUMBER OF DAYS..................        92-93  BLANK OR LEFT-ZERO FILLED NUMERIC.                  
             USED OTHER DRUGS................           94  ``1'' IF YES, ``2'' IF NO.                          
             NUMBER OF DAYS..................        95-96  BLANK OR LEFT-ZERO FILLED NUMERIC.                  
             TYPE OF DRUGS CODE..............        97-98  BLANK OR NUMERIC.                                   
16.          ALCOHOL STAGE...................           99  BLANK OR NUMERIC.                                   
             PHYSICAL STAGE..................          100  BLANK OR NUMERIC.                                   
             EMOTIONAL STAGE.................          101  BLANK OR NUMERIC.                                   
             CULTURAL STAGE..................          102  BLANK OR NUMERIC.                                   
             SPIRITUAL STAGE.................          103  BLANK OR NUMERIC.                                   
             RECOMMENDED.....................          104  BLANK OR ENTER NUMBER OF FIRST BOX CHECKED.         
             DIFFERENCE CODE.................      105-106  BLANK OR NUMERIC.                                   
17.          ACTUAL PLACEMENT................          107  ENTER NUMBER OF FIRST BOX CHECKED (1-7).            
             PLACEMENT TYPE..................          108  BLANK OR ENTER LETTER OF BOX (A-F).                 
18.          REFERRAL MADE...................          109  BLANK OR ``1'' IF YES, ``2'' IF NO.                 
             REFERRAL CODE...................      110-111  BLANK OR NUMERIC.                                   
             REFERRAL CODE...................      112-113  BLANK OR NUMERIC.                                   
19.          SPIRITUAL PREFERENCE............      114-115  BLANK OR NUMERIC.                                   
             SPIRITUAL PREFERENCE............      116-117  BLANK OR NUMERIC.                                   
             PRACTICE........................          118  ``1'' IF REGULAR, ``2'' IF OCCASIONAL, ``3'' IF     
                                                             NEVER, OR BLANK.                                   
             ORIGINAL CONTACT DATE...........      119-124  BLANK OR NUMERIC (MMDDYY FORMAT). AS REQUIRED, LEFT-
                                                             ZERO FILL ANY 2-DIGIT FIELD.                       
             DATE FORM COMPLETED.............      125-130  NUMERIC (MMDDYY FORMAT). AS REQUIRED, LEFT-ZERO FILL
                                                             ANY 2-DIGIT FIELD.                                 
                                                                                                                
----------------------------------------------------------------------------------------------------------------
FORM NAME: DISCHARGE REPORTNO: 7                                                                                
                                                                                                                
----------------------------------------------------------------------------------------------------------------
             RECORD TYPE.....................          1-2  NUMERIC `07'.                                       
             PROGRAM ID......................          3-8  NUMERIC.                                            
             COMPONENT CODE..................         9-10  NUMERIC.                                            
             CASE NUMBER.....................        11-19  11-13 ALPHANUMERIC, 14-19 NUMERIC.                  
             STAFF CODE......................        20-21  BLANK OR NUMERIC.                                   
             COUNTY CODE.....................        22-24  BLANK OR NUMERIC.                                   
             PRIMARY PROBLEM.................        25-26  NUMERIC.                                            
             STATE FUNDS CODE................        27-28  BLANK OR NUMERIC.                                   
             STATE CLIENT ID.................        29-37  BLANK OR ALPHANUMERIC.                              
             OPTIONAL CODE C.................        38-39  BLANK OR NUMERIC.                                   
             OPTIONAL CODE D.................        40-41  BLANK OR NUMERIC.                                   
1.           DATE OF ADMISSION...............        42-47  NUMERIC (MMDDYY FORMAT) LEFT-ZERO FILLED EACH 2-    
                                                             DIGIT FIELD IF NECESSARY.                          
2.           DATE OF DISCHARGE...............        48-53  see instructions for 42-47.                         
3.           DISCHARGE FROM..................           54  ENTER LETTER OF BOX CHECKED (A-M).                  
4.           SERVICES USED...................        55-60  ENTER FIRST 6 LETTERS LEFT TO RIGHT, RIGHT-BLANK    
                                                             FILL ANY REMAINING POSITIONS.                      
5.           DISCHARGE REASON................           61  ENTER LETTER OF FIRST BOX CHECKED.                  
6.           CLIENT GOALS STATUS.............           62  ENTER NUMBER OF BOX CHECKED.                        
7.           ADMISSION STAGES................        63-67  BLANKS OR ENTER COLUMN OF NUMBERS UNDER ADMISSION.  
             DISCHARGE STAGES................        68-72  BLANKS OR ENTER COLUMN OF NUMBERS UNDER DISCHARGE.  
8.           USING WHAT......................           73  ENTER ``1'' IF ALCOHOL CIRCLED, ``2'' FOR DRUG,     
                                                             ``3'' FOR SUBSTANCES, ``4'' IF MORE THAN ONE ITEM  
                                                             CIRCLED.                                           
             USING ALC/DRG/SUB...............           74  ``1'' IF YES, ``2'' IF NO, ``3'' IF UNKNOWN.        
9.           DISCHARGE PLAN NEGOT............           75  ``1'' IF YES, ``2'' IF NO, OR BLANK.                
10.          DISCHARGE TO....................           76  ENTER LETTER CHECKED IN CR* COLUMN.                 
             ................................           77  ENTER LETTER CHECKED IN CD* COLUMN.                 
             DATE FORM COMPLETED.............        78-83  BLANK OR NUMERIC (MMDDYY FORMAT) AS REQUIRED, LEFT  
                                                             ZERO-FILL EACH 2-DIGIT FIELD.                      
                                                                                                                
----------------------------------------------------------------------------------------------------------------
FORM NAME: FOLLOW-UP STATUSNO: 8                                                                                
                                                                                                                
----------------------------------------------------------------------------------------------------------------
             RECORD TYPE.....................          1-2  NUMERIC `08'.                                       
             PROGRAM ID......................          3-8  NUMERIC.                                            
             COMPONENT CODE..................         9-10  BLANK OR NUMERIC.                                   
             CASE NUMBER.....................        11-19  11-13 ALPHANUMERIC, 14-19 NUMERIC.                  
             STAFF CODE......................        20-21  BLANK OR NUMERIC.                                   
             COUNTY CODE.....................        22-24  BLANK OR NUMERIC.                                   
             PRIMARY PROBLEM.................        25-26  NUMERIC.                                            
             STATE FUNDS.....................        27-28  BLANK OR NUMERIC.                                   
             STATE CLIENT ID.................        29-37  BLANK OR ALPHANUMERIC.                              
             OPTIONAL CODE C.................        38-39  BLANK OR NUMERIC.                                   
             OPTIONAL CODE D.................        40-41  BLANK OR NUMERIC.                                   
1.           TYPE STATUS REPORT..............           42  ENTER NUMBER OF BOX CHECKED.                        
2.           MOVED/DIED......................           43  BLANK OR NUMERIC.                                   
                                                            IF QUESTION 2 IS CHECKED, SKIP REST OF RECORD AND   
                                                             ENTER DATE ON BOTTOM OF FORM (RECORD POSITION 75-  
                                                             80).                                               
3.           CLIENT STATUS...................           44  ENTER LETTER OF BOX CHECKED.                        
4.           CLIENT STAGE....................        45-49  BLANK OR NUMERIC.                                   
5.           EMPLOYED........................           50  ``1'' IF YES, ``2'' IF NO.                          
             OCCUPATION......................        51-52  BLANK OR NUMERIC.                                   
             INCOME..........................        53-57  BLANK OR LEFT-ZERO FILLED NUMERIC.                  
6.           SKILL DEV./TRNG.................           58  ``1'' IF YES, ``2'' IF NO.                          
7.           MARITAL.........................           59  ENTER NUMBER OF BOX CHECKED.                        
8.           HOSPITALIZED....................           60  ``1'' IF YES, ``2'' IF NO.                          
             ALCOHOL RELATED.................           61  ``1'' IF YES, ``2'' IF NO, OR BLANK.                
             ARRESTED........................           62  ``1'' IF YES, ``2'' IF NO.                          
             DWI.............................           63  ``1'' IF YES, ``2'' IF NO, OR BLANK.                
             USED ALCOHOL....................           64  ``1'' IF YES, ``2'' IF NO.                          
             NUMBER DAYS.....................        65-66  BLANK OR LEFT-ZERO FILLED NUMERIC.                  
             USED OTHER DRUGS................           67  ``1'' IF YES, ``2'' IF NO.                          
             NUMBER DAYS.....................        68-69  BLANK OR LEFT-ZERO FILLED NUMERIC.                  
             TYPE CODE.......................        70-71  BLANK OR NUMERIC.                                   
9.           DAYS LAST DRINK.................        72-74  BLANK OR LEFT-ZERO FILLED NUMERIC OR ``NA''.        
             DATE FORM COMPLETED.............        75-80  NUMERIC (MMDDYY FORMAT).                            
                                                            LEFT-ZERO FILL EACH TWO-DIGIT FIELD IF NECESSARY.   
                                                                                                                
----------------------------------------------------------------------------------------------------------------
FORM NAME: SERVICES REPORTNO: 9                                                                                 
                                                                                                                
----------------------------------------------------------------------------------------------------------------
             RECORD TYPE.....................          1-2  NUMERIC `09'.                                       
             MONTH...........................          3-4  LEFT-ZERO FILLED NUMERIC.                           
             YEAR............................          5-6  LEFT-ZERO FILLED NUMERIC.                           
             PROGRAM ID......................         7-12  NUMERIC.                                            
             COMPONENT CODE..................        13-14  NUMERIC.                                            
             CASE NUMBER.....................        15-23  15-17 ALPHANUMERIC, 18-23 NUMERIC.                  
             STAFF CODE......................        24-25  BLANK OR NUMERIC.                                   
             COUNTY CODE.....................        26-28  BLANK OR NUMERIC.                                   
             PRIMARY PROBLEM.................        29-30  NUMERIC.                                            
             STATE FUNDS CODE................        31-32  BLANK OR NUMERIC.                                   
             STATE CLIENT ID.................        33-41  BLANK OR ALPHANUMERIC.                              
             OPTIONAL CODE C.................        42-43  BLANK OR NUMERIC.                                   
             OPTIONAL CODE D.................        44-45  BLANK OR NUMERIC.                                   
1.           DAY OF MONTH....................        46-47  BLANK OR LEFT-ZERO FILLED NUMERIC.                  
             COMPONENT MONTH.................        48-49  BLANK OR NUMERIC.                                   
             STAFF CODE......................        50-51  BLANK OR ALPHANUMERIC.                              
             SERVICE CODE....................        52-53  BLANK OR NUMERIC.                                   
             TOTAL HOURS.....................        54-56  54-55 LEFT-ZERO FILLED NUMERIC, NO DECIMAL POINT.   
                                                            56 NUMERIC, ZERO-FILL TENTH'S POSITION IF ONLY WHOLE
                                                             NUMBER ENTERED.                                    
             14 ADDITIONAL LINES OF DATA,           57-210  ENTER EACH 11-DIGIT FIELD DISREGARDING ANY IMBEDDED 
              SAME FORMAT AS POSITIONS 46-56.                BLANK LINE, RIGHT-BLANK FILL UNUSED FIELDS.        
2.           TREATMENT PLAN NEG..............          211  ``1'' IF YES, ``2'' IF NO, OR BLANK.                
             TREATMENT PLAN PROG.............          212  ``1'' IF YES, ``2'' IF NO, OR BLANK.                
3.           ARRIVE AT AGENCY................          213  ``1'' IF YES, ``2'' IF NO, OR BLANK.                
             ACCEPTED FOR SERVICE............          214  ``1'' IF YES, ``2'' IF NO, OR BLANK.                
4.           IHS-NEW/REOPEN/CONT.............          215  ``1, 2 OR 3'' FOR NEW, REOPEN OR CONTINUE           
                                                             RESPECTIVELY OR BLANK.                             
             PROG-NEW/REOPEN/CONT............          216  ``1, 2 OR 3'' FOR NEW, REOPEN OR CONTINUE           
                                                             RESPECTIVELY OR BLANK.                             
             COMP.-NEW/REOPEN/CONT...........          217  ``1, 2 OR 3'' FOR NEW, REOPEN OR CONTINUE           
                                                             RESPECTIVELY OR BLANK.                             
5.           REFERRALS OUT...................      218-223  BLANK &/OR NUMERIC, ENTER 2-DIGIT CODES LEFT TO     
                                                             RIGHT, RIGHT BLANK FILL ANY UNUSED POSITIONS.      
6.           STATUS..........................      224-226  ENTER NUMBERS CIRCLED OR BLANK.                     
             COMPONENT CODE..................      227-228  BLANK OR NUMERIC.                                   
             TOTAL DAYS......................      229-230  BLANK OR LEFT-ZERO FILLED NUMERIC.                  
             4 ADDITIONAL LINES OF DATA, SAME      231-258  ENTER EACH 9-DIGIT FIELD DISREGARDING ANY IMBEDDED  
              FORMAT AS POSITIONS 224-230.                   BLANK LINE, RIGHT-BLANK FILL UNUSED FIELDS.        
             DATA FORM COMPLETED.............      259-264  BLANK OR NUMERIC (MMDDYY FORMAT) AS REQUIRED, LEFT- 
                                                             ZERO FILL ANY 2-DIGIT FIELD.                       
                                                                                                                
----------------------------------------------------------------------------------------------------------------
FORM NAME: SERVICES REPORT--CONTINUATIONNO: 9A                                                                  
                                                                                                                
----------------------------------------------------------------------------------------------------------------
             RECORD TYPE.....................          1-2  CHARACTERS `OA' (NUMERIC 0).                        
             PAGE............................            3  NUMERIC.                                            
             MONTH...........................          4-5  LEFT-ZERO FILLED NUMERIC.                           
             YEAR............................          6-7  LEFT-ZERO FILLED NUMERIC.                           
             PROGRAM ID......................         8-13  NUMERIC.                                            
             COMPONENT CODE..................        14-15  NUMERIC.                                            
             CASE NUMBER.....................        16-24  16-18 ALPHANUMERIC, 19-24 NUMERIC.                  
             STAFF CODE......................        25-26  BLANK OR NUMERIC.                                   
             COUNTY CODE.....................        27-29  BLANK OR NUMERIC.                                   
             PRIMARY PROBLEM.................        30-31  NUMERIC.                                            
             STATE FUNDS CODE................        32-33  BLANK OR NUMERIC.                                   
             STATE CLIENT CODE...............        34-42  BLANK OR ALPHANUMERIC.                              
             OPTIONAL CODE C.................        43-44  BLANK OR NUMERIC.                                   
             OPTIONAL CODE D.................        45-46  BLANK OR NUMERIC.                                   
1.           DAY OF MONTH....................        47-48  LEFT-ZERO FILLED NUMERIC.                           
             COMPONENT CODE..................        49-50  NUMERIC.                                            
             STAFF CODE......................        51-52  BLANK OR ALPHANUMERIC.                              
             SERVICE CODE....................        53-54  NUMERIC.                                            
             TOTAL HOURS.....................        55-57  55-56 LEFT-ZERO FILLED NUMERIC, NO DECIMAL POINT.   
                                                            57 NUMERIC, ZERO-FILL TENTHS POSITION IF ONLY WHOLE 
                                                             NUMBER ENTERED.                                    
             36 ADDITIONAL LINES OF DATA,           58-475  ENTER EACH 11-DIGIT FIELD DISREGARDING ANY IMBEDDED 
              SAME FORMAT AS POSITIONS 47-57.                BLANK LINE, RIGHT-BLANK FILL UNUSED FIELDS.        
                                                                                                                
----------------------------------------------------------------------------------------------------------------
FORM NAME: ACTIVITY REPORTNO: 10                                                                                
                                                                                                                
----------------------------------------------------------------------------------------------------------------
             RECORD TYPE.....................          1-2  NUMERIC 10.                                         
             MONTH...........................          3-4  LEFT-ZERO FILLED NUMERIC.                           
             YEAR............................          5-6  LEFT-ZERO FILLED NUMERIC.                           
             PROGRAM ID......................         7-12  NUMERIC.                                            
             COMPONENT CODE..................        13-14  NUMERIC.                                            
             STAFF CODE......................        15-16  NUMERIC.                                            
             STAFF TYPE......................           17  ``1, 2, 3 OR 4'' FOR REG., CHR, VOLUN., OR CETA,    
                                                             RESPECTIVELY.                                      
             DIRECT SERVICE STAFF............           18  ``1'' IF YES, ``2'' IF NO.                          
                                                            UNDER PREVENTION AND COMMUNITY EDUCATION; (ALL ROWS 
                                                             EXCEPT BOTTOM ONE).                                
             TYPE SESSION....................        19-21  LEFT-ZERO FILLED NUMERIC.                           
             TARGET GROUP....................        22-23  NUMERIC.                                            
             NUMBER OF PEOPLE................        24-27  LEFT-ZERO FILLED NUMERIC.                           
             21 ADDITIONAL LINES OF DATA,           28-216  ENTER EACH 9-DIGIT FIELD DISREGARDING ANY BLANK     
              SAME FORMAT AS POSITIONS 19-27.                LINES, RIGHT-BLANK FILL UNUSED FIELDS.             
                                                            TOTAL ROW:                                          
             CONFERENCE & WORKSHOPS..........      217-219  FOR ALL REMAINING FIELDS, BLANK OR LEFT-ZERO.       
             INSERVICE TRAINING..............      220-222  FILLED NUMERIC NO DECIMAL POINTS.                   
             STAFF MEETINGS..................      223-225  ALL TOTAL FIELDS ARE THREE DIGITS EXCEPT THOSE NOTED
                                                             BELOW:                                             
             LEAVE...........................      226-228                                                      
             SUPERVISION OF STAFF............      229-231                                                      
             REPORT TO TRIBAL CNCL...........      232-234                                                      
             ATGS............................      235-237                                                      
             PLANNING & DEVELOPMENT..........      238-240                                                      
             GENERAL ADMINISTRATION..........      241-243                                                      
             INPATIENT DIRECT HOURS..........      244-246                                                      
             OUTPATIENT DIRECT HOURS.........      247-249                                                      
             PREVENTION-INDIVIDUALS..........      250-252                                                      
             TRAVEL DIRECT-CLIENT............      253-255                                                      
             TRAVEL INDIRECT.................      256-258                                                      
             OTHER...........................      259-261                                                      
             INFORMATION INQUIRIES...........      262-264                                                      
             CONTACTS FOR INFO...............      265-268  4 DIGIT FIELD.                                      
             SESSION CODE....................      269-271  BLANK.                                              
             TARGET GROUP....................      272-273  BLANK--2 DIGIT FIELD.                               
             PERSONS IN GROUP................      274-277  4 DIGIT FIELD.                                      
             HOURS PREPARATION...............      278-280                                                      
             HOURS PRESENTATION..............      281-283                                                      
             TOTAL HOURS.....................      284-286                                                      
                                                                                                                
----------------------------------------------------------------------------------------------------------------
FORM NAME: ACTIVITY REPORT--CONTINUATIONNO: 10A                                                                 
                                                                                                                
----------------------------------------------------------------------------------------------------------------
             RECORD TYPE.....................          1-2  NUMERIC `11'.                                       
                                                     3-286  THIS RECORD IS IDENTICAL TO FORM NO. 10 EXCEPT THE  
                                                             RECORD TYPE CODE.                                  
----------------------------------------------------------------------------------------------------------------


                                      Record Format Control List of Fields                                      
                                           [CDMIS Client Demographics]                                          
----------------------------------------------------------------------------------------------------------------
                 Field name                   Starts   Length    Ends       Fill logic     XS     Length logic  
----------------------------------------------------------------------------------------------------------------
Program.....................................        1        6        6  Blanks..........       Truncate.       
Service Date................................        7        6       12  Blanks..........  ...  Truncate.       
Component...................................       13        4       16  Blanks..........  ...  Truncate.       
Provider....................................       17        5       21  Blanks..........  ...  Truncate.       
Contact.....................................       22        2       23  Blanks..........  ...  Truncate.       
Follow-up Months............................       24        2       25  Blanks..........  ...  Truncate.       
Client ID...................................       26        9       34  Blanks..........  ...  Truncate.       
Client Age RNG..............................       35        1       35  Blanks..........  ...  Truncate.       
Client DOB..................................       36        7       42  Blanks..........  ...  Truncate.       
Client Tribe................................       43        3       45  Blanks..........  ...  Truncate.       
Client Sex..................................       46        1       46  Blanks..........  ...  Truncate.       
Client Community............................       47        7       53  Blanks..........  ...  Truncate.       
Primary Problem.............................       54        2       55  Zero/Blank......  ...  Truncate.       
Secondary Problem...........................       56        2       57  Zero/Blank......  ...  Truncate.       
In Treatment................................       58        1       58  Blanks..........  ...  Truncate.       
Alcohol Days................................       59        3       61  Zero/Blank......  ...  Truncate.       
Drug Days...................................       62        3       64  Zero/Blank......  ...  Truncate.       
Drug Combination............................       65        1       65  Blanks..........  ...  Truncate.       
Drug Type...................................       66        8       73  Blanks..........  ...  Truncate.       
Hospital Days...............................       74        3       76  Zero/Blank......  ...  Truncate.       
Arrests.....................................       77        3       79  Zero/Blank......  ...  Truncate.       
Alc/Sub Stage...............................       80        1       80  Blanks..........  ...  Truncate.       
Physical Stage..............................       81        1       81  Blanks..........  ...  Truncate.       
Emotional Stage.............................       82        1       82  Blanks..........  ...  Truncate.       
Social Stage................................       83        1       83  Blanks..........  ...  Truncate.       
Cultural Stage..............................       84        1       84  Blanks..........  ...  Truncate.       
Behavioral Stage............................       85        1       85  Blanks..........  ...  Truncate.       
Recommended Placement.......................       86        4       89  Blanks..........  ...  Truncate.       
Actual Placement............................       90        4       93  Blanks..........  ...  Truncate.       
Difference Reason...........................       94        2       95  Blanks..........  ...  Truncate.       
Inpatient Days..............................       96        3       96  Zero/Blank......  ...  Truncate.       
Goal Attainment.............................       99        1       99  Blanks..........  ...  Truncate.       
TDC Reason..................................      100        2      101  Blanks..........  ...  Truncate.       
Discharge Plan..............................      102        1      102  Blanks..........  ...  Truncate.       
----------------------------------------------------------------------------------------------------------------


                                      RECORD FORMAT CONTROL LIST OF FIELDS                                      
                                             [CDMIS Client Services]                                            
----------------------------------------------------------------------------------------------------------------
                 Field name                    Starts   Length    Ends      Fill Logic      XS    Length Logic  
----------------------------------------------------------------------------------------------------------------
Program.....................................        1        6        6  Blanks..........  ...  Truncate.       
Service Date................................        7        6       12  Blanks..........  ...  Truncate.       
Component...................................       13        4       16  Blanks..........  ...  Truncate.       
Provider....................................       17        5       21  Blanks..........  ...  Truncate.       
Contact.....................................       22        2       23  Blanks..........  ...  Truncate.       
Client ID...................................       24        9       32  Blanks..........  ...  Truncate.       
Client Age Range............................       33        1       33  Blanks..........  ...  Truncate.       
Client DOB..................................       34        7       40  Blanks..........  ...  Truncate.       
Client Tribe................................       41        3       43  Blanks..........  ...  Truncate.       
Client Sex..................................       44        1       44  Blanks..........  ...  Truncate.       
Client Community............................       45        7       51  Blanks..........  ...  Truncate.       
Record Order................................       52        2       53  Zeroes..........  ...  Truncate.       
Service 1...................................       54        9       62  Blanks..........  ...  Truncate.       
Service 2...................................       63        9       71  Blanks..........  ...  Truncate.       
Service 3...................................       72        9       80  Blanks..........  ...  Truncate.       
Service 4...................................       81        9       89  Blanks..........  ...  Truncate.       
Service 5...................................       90        9       98  Blanks..........  ...  Truncate.       
Service 6...................................       99        9      107  Blanks..........  ...  Truncate.       
Service 7...................................      106        9      116  Blanks..........  ...  Truncate.       
Service 8...................................      117        9      125  Blanks..........  ...  Truncate.       
Service 9...................................      126        9      134  Blanks..........  ...  Truncate.       
Service 10..................................      135        9      143  Blanks..........  ...  Truncate.       
Service 11..................................      144        9      152  Blanks..........  ...  Truncate.       
----------------------------------------------------------------------------------------------------------------


                                      Record Format Control List of Fields                                      
                                                 [CDMIS Program]                                                
----------------------------------------------------------------------------------------------------------------
                 Field name                    Starts   Length    Ends      Fill logic     XS     Length logic  
----------------------------------------------------------------------------------------------------------------
CDMIS Program...............................        1        6        6  Blanks..........  ...  Truncate.       
Fiscal Year.................................        7        2        8  Zero/Blank......  ...  Truncate.       
Director....................................        9       35       43  Blanks..........  ...  Truncate.       
Fund CAT1...................................       44        3       46  Blanks..........  ...  Truncate.       
Fund CAT2...................................       47        3       49  Blanks..........  ...  Truncate.       
Fund CAT3...................................       50        3       52  Blanks..........  ...  Truncate.       
Fund CAT4...................................       53        3       55  Blanks..........  ...  Truncate.       
Staff Total.................................       56        3       58  Zeroes..........  ...  Truncate.       
IHS Staff...................................       59        3       61  Zeroes..........  ...  Truncate.       
Male Staff..................................       62        3       64  Zeroes..........  ...  Truncate.       
Female Staff................................       65        3       67  Zeroes..........  ...  Truncate.       
Indian Staff................................       68        3       70  Zeroes..........  ...  Truncate.       
NON Indian Staff............................       71        3       73  Zeroes..........  ...  Truncate.       
Salary Average..............................       74        5       78  Zeroes..........  ...  Truncate.       
Salary PCT IHS Funded.......................       79        3       81  Zeroes..........  ...  Truncate.       
IHS Funds Direct............................       82       10       91  Zeroes..........  ...  Truncate.       
IHS Funds Indirect..........................       92       10      101  Zeroes..........  ...  Truncate.       
IHS Indirect Rate...........................      102        3      104  Zeroes..........  ...  Truncate.       
Outpatients to See..........................      105        5      109  Zeroes..........  ...  Truncate.       
Smoke Free..................................      110        1      110  Zeroes..........  ...  Truncate.       
CAC.........................................      111        3      113  Zeroes..........  ...  Truncate.       
NAC.........................................      114        3      116  Zeroes..........  ...  Truncate.       
PSY.........................................      117        3      119  Zeroes..........  ...  Truncate.       
SW..........................................      120        3      122  Zeroes..........  ...  Truncate.       
FT..........................................      123        3      125  Zeroes..........  ...  Truncate.       
RT..........................................      126        3      128  Zeroes..........  ...  Truncate.       
AT..........................................      129        3      131  Zeroes..........  ...  Truncate.       
PHY.........................................      132        3      134  Zeroes..........  ...  Truncate.       
NUR.........................................      135        3      137  Zeroes..........  ...  Truncate.       
ED..........................................      138        3      140  Zeroes..........  ...  Truncate.       
ADM.........................................      141        3      143  Zeroes..........  ...  Truncate.       
SPT.........................................      144        3      146  Zeroes..........  ...  Truncate.       
OCC.........................................      147        3      149  Zeroes..........  ...  Truncate.       
ONC.........................................      150        3      152  Zeroes..........  ...  Truncate.       
CON.........................................      153        3      155  Zeroes..........  ...  Truncate.       
VOL.........................................      156        3      158  Zeroes..........  ...  Truncate.       
STU.........................................      159        3      161  Zeroes..........  ...  Truncate.       
OTH-CC......................................      162        3      164  Zeroes..........  ...  Truncate.       
ADC.........................................      165        3      167  Zeroes..........  ...  Truncate.       
FT-JD.......................................      168        3      170  Zeroes..........  ...  Truncate.       
MH..........................................      171        3      173  Zeroes..........  ...  Truncate.       
SW-JD.......................................      174        3      176  Zeroes..........  ...  Truncate.       
ADE.........................................      177        3      179  Zeroes..........  ...  Truncate.       
RT-JD.......................................      180        3      182  Zeroes..........  ...  Truncate.       
AT-JD.......................................      183        3      185  Zeroes..........  ...  Truncate.       
MED.........................................      186        3      188  Zeroes..........  ...  Truncate.       
ED-JD.......................................      189        3      191  Zeroes..........  ...  Truncate.       
AFT.........................................      192        3      194  Zeroes..........  ...  Truncate.       
OC-JD.......................................      195        3      197  Zeroes..........  ...  Truncate.       
ADM-JD......................................      198        3      200  Zeroes..........  ...  Truncate.       
VOL-JD......................................      201        3      203  Zeroes..........  ...  Truncate.       
STU-JD......................................      204        3      206  Zeroes..........  ...  Truncate.       
OTH-JD......................................      207        3      209  Zeroes..........  ...  Truncate.       
NO HS GRAD..................................      210        3      212  Zeroes..........  ...  Truncate.       
HS GRAD.....................................      213        3      215  Zeroes..........  ...  Truncate.       
AART........................................      216        3      218  Zeroes..........  ...  Truncate.       
BA/BS.......................................      219        3      221  Zeroes..........  ...  Truncate.       
MA/MS.......................................      222        3      224  Zeroes..........  ...  Truncate.       
MD/PHD......................................      225        3      227  Zeroes..........  ...  Truncate.       
Other ED LVL................................      228        3      230  Zeroes..........  ...  Truncate.       
DTX-Type....................................      231        1      231  Blanks..........  ...  Truncate.       
DTX-Fund....................................      232        1      232  Blanks..........  ...  Truncate.       
DTX-Beds....................................      233        2      234  Zero/Blank......  ...  Truncate.       
OTX-OCC.....................................      235        3      237  Zero/Blank......  ...  Truncate.       
DTX-IHS.....................................      238        3      240  Zero/Blank......  ...  Truncate.       
DTX-TOT.....................................      241        3      243  Zero/Blank......  ...  Truncate.       
PRT-Type....................................      244        1      244  Blanks..........  ...  Truncate.       
PRT-Fund....................................      245        1      245  Blanks..........  ...  Truncate.       
PRT-Beds....................................      246        2      247  Zero/Blank......  ...  Truncate.       
PRT-OCC.....................................      248        3      250  Zero/Blank......  ...  Truncate.       
PRT-IHS.....................................      251        3      253  Zero/Blank......  ...  Truncate.       
PRT-TOT.....................................      254        3      256  Zero/Blank......  ...  Truncate.       
HWH-Type....................................      257        1      257  Blanks..........  ...  Truncate.       
HWH-Fund....................................      258        1      258  Blanks..........  ...  Truncate.       
HWH-Beds....................................      259        2      260  Zero/Blank......  ...  Truncate.       
HWH-OCC.....................................      261        3      263  Zero/Blank......  ...  Truncate.       
HWH-IHS.....................................      264        3      266  Zero/Blank......  ...  Truncate.       
HWH-TOT.....................................      267        3      269  Zero/Blank......  ...  Truncate.       
TLC-Type....................................      270        1      270  Blanks..........  ...  Truncate.       
TLC-Fund....................................      271        1      271  Blanks..........  ...  Truncate.       
TLC-Beds....................................      271        2      273  Blanks..........  ...  Truncate.       
TLC-OCC.....................................      274        3      276  Zero/Blank......  ...  Truncate.       
TLC-IHS.....................................      277        3      279  Zero/Blank......  ...  Truncate.       
TLC-TOT.....................................      280        3      282  Zero/Blank......  ...  Truncate.       
GRH-Type....................................      283        1      283  Blanks..........  ...  Truncate.       
GRH-Fund....................................      284        1      284  Blanks..........  ...  Truncate.       
GRH-Beds....................................      285        2      286  Zero/Blank......  ...  Truncate.       
GRH-OCC.....................................      287        3      289  Zero/Blank......  ...  Truncate.       
GRH-IHS.....................................      290        3      292  Zero/Blank......  ...  Truncate.       
GRH-TOT.....................................      293        3      295  Zero/Blank......  ...  Truncate.       
FGH-Type....................................      296        1      296  Blanks..........  ...  Truncate.       
FGH-Fund....................................      297        1      297  Blanks..........  ...  Truncate.       
FGH-Beds....................................      298        2      299  Zero/Blank......  ...  Truncate.       
FGH-OCC.....................................      300        3      302  Zero/Blank......  ...  Truncate.       
FGH-IHS.....................................      303        3      305  Zero/Blank......  ...  Truncate.       
FGH-TOT.....................................      306        3      308  Zero/Blank......  ...  Truncate.       
TFH-Type....................................      309        1      309  Blanks..........  ...  Truncate.       
TFH-Fund....................................      310        1      310  Blanks..........  ...  Truncate.       
TFH-Beds....................................      311        2      312  Zero/Blank......  ...  Truncate.       
TFH-OCC.....................................      313        3      315  Zero/Blank......  ...  Truncate.       
TFH-IHS.....................................      316        3      318  Zero/Blank......  ...  Truncate.       
TFH-TOT.....................................      319        3      321  Zero/Blank......  ...  Truncate.       
DIC-Type....................................      322        1      322  Blanks..........  ...  Truncate.       
DIC-Fund....................................      323        1      323  Blanks..........  ...  Truncate.       
DIC-Beds....................................      324        2      325  Zero/Blank......  ...  Truncate.       
DIC-OCC.....................................      326        3      328  Zero/Blank......  ...  Truncate.       
DIC-IHS.....................................      329        3      331  Zero/Blank......  ...  Truncate.       
DIC-TOT.....................................      332        3      334  Zero/Blank......  ...  Truncate.       
OPT-Type....................................      335        1      335  Blanks..........  ...  Truncate.       
OPT-Fund....................................      336        1      336  Blanks..........  ...  Truncate.       
OPT-OCC.....................................      337        3      339  Zero/Blank......  ...  Truncate.       
OPT-IHS.....................................      340        3      342  Zero/Blank......  ...  Truncate.       
OPT-TOT.....................................      343        3      345  Zero/Blank......  ...  Truncate.       
AFT-Type....................................      346        1      346  Blanks..........  ...  Truncate.       
AFT-Fund....................................      347        1      347  Blanks..........  ...  Truncate.       
AFT-OCC.....................................      348        3      350  Zero/Blank......  ...  Truncate.       
AFT-IHS.....................................      351        3      353  Zero/Blank......  ...  Truncate.       
AFT-TOT.....................................      354        3      356  Zero/Blank......  ...  Truncate.       
DIA-Type....................................      357        1      357  Blanks..........  ...  Truncate.       
DIA-Fund....................................      358        1      358  Blanks..........  ...  Truncate.       
DIA-OCC.....................................      359        3      361  Zero/Blank......  ...  Truncate.       
DIA-IHS.....................................      362        3      364  Zero/Blank......  ...  Truncate.       
DIA-TOT.....................................      365        3      367  Zero/Blank......  ...  Truncate.       
DIB-Type....................................      368        1      368  Blanks..........  ...  Truncate.       
DIB-Fund....................................      369        1      369  Blanks..........  ...  Truncate.       
DIB-OCC.....................................      370        3      372  Zero/Blank......  ...  Truncate.       
DIB-IHS.....................................      373        3      375  Zero/Blank......  ...  Truncate.       
DIB-TOT.....................................      376        3      378  Zero/Blank......  ...  Truncate.       
PRV-Type....................................      379        1      379  Blanks..........  ...  Truncate.       
PRV-Fund....................................      380        1      380  Blanks..........  ...  Truncate.       
PRV-OCC.....................................      381        3      383  Zero/Blank......  ...  Truncate.       
PRV-IHS.....................................      384        3      386  Zero/Blank......  ...  Truncate.       
PRV-TOT.....................................      387        3      389  Zero/Blank......  ...  Truncate.       
Address.....................................      390       70      459  Blanks..........  ...  Truncate.       
City........................................      460       30      489  Blanks..........  ...  Truncate.       
State.......................................      490        2      491  Blanks..........  ...  Truncate.       
ZIP.........................................      492       11      502  Blanks..........  ...  Truncate.       
Phone.......................................      503       12      514  Blanks..........  ...  Truncate.       
----------------------------------------------------------------------------------------------------------------

K. Community Health Representative Information System (CHRIS)

1. Reporting Requirement
    a. A one line entry is required to be completed on a Community 
Health Representative (CHR) Activities Report form for each CHR service 
that was provided on the day to which the form applies. If more 
services are performed on one day than can be reported on one CHR 
Activities form, an additional form(s) should be used and appropriately 
numbered. CHR Activities forms are completed during one sample week (a 
7-day week) per month in accordance with the CHR sample reporting week 
schedule specified by the IHS Headquarters Director of the CHR Program.
    b. The CHR Activities Report User Manual provides complete 
definitions and procedures for reporting into the Community Health 
Representative Information System (CHRIS).
    c. Each CHR Program, in cooperation with their respective IHS Area 
Office CHR Coordinator, determines procedures for collecting CHR 
Activities data and creating automated records in the format described 
in the next section. Key-entry of forms options include:
    (1) At the CHR Program/Tribal level.
    (2) At the Area level.
    (3) At the service unit.
    (4) By a contractor.
    d. CHR Activity forms or automated records are batched by the Area 
CHR staff and forwarded to the national CHR Program's data processing 
contractor no later than two weeks after the last day of each sample 
reporting week. The data processing contractor key enters hard copy 
data and consolidates the data with automated records submitted through 
the Area Offices. At a future date, automated records will be 
consolidated at the Area level and forward to the Division of Data 
Processing Services (DDPS) at Albuquerque no later than two weeks after 
the last day of each sample reporting week.
2. Record Formats
    a. The CHR Activities record contains individual patient encounter 
and/or group encounter information. Each record is 61 characters in 
length.
    b. The proposed format of the CHR Activities record is shown at the 
end of this section.
    c. A CHR Activities Report form is included in Appendix A.
3. Transmission Media
    a. CHR Automated Activities records for each Area are maintained by 
the national CHR Program's data processing contractor. In the future, 
these data will be generated at the local CHR office, on RPMS Generic 
Activity Reporting System (GARS), and will be electronically 
transmitted to the Area which will electronically transmit the data to 
DDPS.
4. RPMS CHR Data Entry System
    a. RPMS ANSI MUMPS CHR data entry program, known as the Generic 
Activity Reporting System (GARS) is under development to allow records 
to be keyed locally, transmitted to the Area, and forwarded from the 
Area to DDPS by telecommunications.

                          CHR Activities Record                         
 [Note: All Fields are Required Reporting Fields. The record Format for 
                     Local Automated Data Entry Is]                     
------------------------------------------------------------------------
  Position                        Field                       Required  
------------------------------------------------------------------------
                          A. Header Information                         
                                                                        
------------------------------------------------------------------------
1-4.........  CHR Provider (Last 4 digits of each CHR's     All         
               Social Security Number unless otherwise                  
               instructed by the CHR's supervisor. If more              
               than one CHR in the same CHR program have                
               the same last four Social Security Number                
               digits, a different 4-digit number may be                
               given by the CHR supervisor to use.).                    
5...........  Blank.......................................  ............
6-13........  Program.....................................              
6-7.........  Area Code...................................              
8-9.........  Service Unit Code...........................              
10-12.......  Tribe/Community Code........................              
13..........  Blank.......................................              
14-22.......  Date........................................              
14-15.......  Month (01-12)...............................              
15..........  Blank.......................................              
17-18.......  Day (01-31).................................              
19..........  Blank.......................................              
20-21.......  Year (last 2 digits of year)................              
22..........  Blank.......................................              
23-25.......  Page........................................              
23..........  Specific Report Page........................              
24..........  Total Reporting Pages for that day (``Page                
               ______ of ______'' is used to distinguish                
               between forms when one CHR provides more                 
               services than can be reported on one                     
               reporting form.).                                        
25..........  Blank.......................................              
                                                                        
------------------------------------------------------------------------
                             B. Service Data                            
                                                                        
------------------------------------------------------------------------
Note: One line is used for each service provided on the day to which the
   form applies. If more services are performed on one day than can be  
  reported on one CHR Activities form, an additional form(s) should be  
  used and numbered as described above. All spaces should be filled in  
  with information. If an item does not apply to a particular service,  
 enter a dash ``--'', not a zero. For additional reporting instructions 
             consult the CHR Activities Report User Manual.             
                                                                        
------------------------------------------------------------------------
26-28.......  Line Number (01-20 corresponding to the line  All         
               on the reporting form).                                  
28..........  Blank.......................................              
29-31.......  Service Code................................              
29-30.......  Code........................................              
31..........  Blank.......................................              
              01Health Education..........................              
              02Case Find/Screen..........................              
              03Case Management--Coordinate...............              
              04Monitor Patient...........................              
              05Emergency Care............................              
              06Patient Care..............................              
              07Homemaker Services........................              
              08Transport.................................              
              09Interpret/Translate.......................              
              10Other Patient Services....................              
              11Environmental Services....................              
              12Administration/Management.................              
              13Obtain Training...........................              
              99Leave Time................................              
32-34.......  Health Area.................................              
32-33.......  Code........................................              
34..........  Blank.......................................              
              01Diabetes..................................              
              02Cancer....................................              
              03Hypertension/Cardio.......................              
              04HIV/ARC/AIDS..............................              
              05Communicable Disease......................              
              06Alcohol/Substance Abuse...................              
              07Community Injury Control..................              
              08Health Promotion/Disease Prevention.......              
              91Other General Medical.....................              
              92Dental....................................              
              93Gerontological............................              
              94Maternal/Child Health.....................              
              95Mental Health.............................              
              96Non-Specific..............................              
35-36.......  Setting.....................................              
              01Home......................................              
              02CHR Office................................              
              03Community.................................              
              04Hospital/Clinic...........................              
              05Radio/Telephone...........................              
37-40.......  Number Served (Leading zero fill)...........  All         
              When a group service is provided, the number              
               of participants receiving direct service is              
               to be recorded here. If there is only one                
               main client, enter a ``1''. A breast                     
               feeding class is an example of services                  
               provided for more than one person. Enter a               
               dash ``--'' in the box for a service in                  
               which people are not provided for directly,              
               e.g. Adm/Mgmt service.                                   
41-44.......  Minutes Used--Service (Leading zero fill)...              
45-48.......  Minutes used--Travel (Leading zero fill)....              
49..........  Blank.......................................              
50-52.......  Age.........................................              
              Two digits for age. If the recipient is less              
               than 1 year of age use a zero, ``0.'' If no              
               personal service is given or a group is                  
               served, enter a dash, ``--.''.                           
53..........  Blank.......................................              
54-56.......  Sex.........................................              
54..........  Blank.......................................              
55..........  1 Male 2 Female.............................              
56..........  Blank.......................................              
              Where service for both males and females is               
               provided or no direct client service is                  
               involved, enter a dash, ``--.''.                         
                                                                        
57-59.......  Referral From...............................              
57-58.......  Code........................................              
59..........  Blank.......................................              
60-61.......  Referral To.................................              
              Referral Codes..............................              
              --None......................................              
              01Medical...................................              
              02Nursing...................................              
              03Dental....................................              
              04Eye.......................................              
              05Social Worker.............................              
              06Substance Abuse Professional..............              
              07Other Professional........................              
              08Technician................................              
              09Agency/Program............................              
              10Family/Self/Community.....................              
              11CHR.......................................              
------------------------------------------------------------------------

L. Community Health Activity Reporting System

1. Reporting Requirement
    a. A Community Health Activity record is required for all 
activities performed by each Public Health Nurse (PHN). These are to 
include both direct and indirect patient care contacts and all 
administrative and training activities. A CHA record must be completed 
on each discrete activity according to the time required for the 
activity. Each daily activity sheet should include records to account 
for the total time during the day that the PHN was on duty.
    b. All reporting requirements and procedures are outlined in the 
CHA Reporting System Guide.
    c. Each Area will define procedures for getting the data from each 
reporting site. All data from each Area will be sent at least quarterly 
to the designated UNICORP data entry point.
    d. Headquarters requirements can be met with a sampling procedure 
that uses one full week of activities per month in accordance with the 
sample reporting week schedule to be specified by IHS Headquarters. 
There is an RPMS ANSI MUMPS Generic Activities Reporting System (GARS) 
data entry program which allows for records to be submitted to Area for 
compilation and forwarded from Area to DDPS.
2. Record Formats
    a. The CHA record contains data on each discrete activity performed 
by a Public Health Nurse. Each record is 82 characters in length.
    b. The format of the CHA record is shown at the end of this 
section.
    c. A sample of the IHS CHA form is included in Appendix A.
3. Transmission Media
    a. The CHA records are mailed to DDPS by UNICORP on nine track 
unlabeled, unblocked EBCDIC tape.
4. CHA Data Entry System
    a. Currently all data is entered onto a data entry sheet. These are 
consolidated at the Area level and transmitted to UNICORP for data 
entry.
    b. A MUMPS based Generic Activities Reporting System is being 
developed which will allow service units, contractors and/or Area 
Offices to do their own data entry and transmit the data via 9 track 
disks or data cartridges to the data center.

                 Community Health Activity Record Format                
------------------------------------------------------------------------
          Position                         Field               Required 
------------------------------------------------------------------------
1-2.........................  Record Code (Always ``14'')               
3-8.........................  Area/Service Unit/Facility      X         
                               Code.                                    
9-10........................  Position Code.................  X         
11-16.......................  Date (MMDDYY).................  X         
17-19.......................  Community.....................  X         
20-21.......................  Activity......................  X         
22-24.......................  Primary Purpose Code..........  X         
25..........................  First Visit                               
26..........................  Nursing Diagnosis                         
27-29.......................  Secondary Purpose Code                    
30..........................  First Visit                               
31..........................  Nursing Diagnosis                         
32..........................  Time for Activity (Hour(s))...  X         
33-34.......................  Time for Activity (Minutes)...  X         
35-37.......................  Number Counseled in Clinic/               
                               Number Contacted in Group                
                               Session                                  
38-43.......................  Health Record Number (Required            
                               for patient contacts)                    
44-45.......................  Date of Birth (Month).........  X         
46-47.......................  Date of Birth (Day)...........  X         
48-49.......................  Date of Birth (Year)..........  X         
50..........................  Sex...........................  X         
51..........................  Family Status.................  X         
52..........................  Travel Time (Hour(s))                     
53-54.......................  Travel Time (Minutes)                     
55-56.......................  Total Time (Hours)                        
57-58.......................  Total Time (Minutes)                      
59-60.......................  Leave Taken (Annual--Hours)               
61-62.......................  Leave Taken (Annual--Minutes)             
63-64.......................  Leave Taken (Sick--Hours)                 
65-66.......................  Leave Taken (Sick--Minutes)               
67-68.......................  Leave Taken (Compensatory--               
                               Hours)                                   
69-70.......................  Leave Taken (Compensatory--               
                               Minutes)                                 
71-72.......................  Leave Taken (Station--Hours)              
73-74.......................  Leave Taken (Station--Minutes)            
75-76.......................  Leave Taken (Other--Hours)                
77-78.......................  Leave Taken (Other--Minutes)              
79-80.......................  Overtime Worked--Hours                    
81-82.......................  Overtime Worked--Minutes                  
83-91.......................  Social Security Number          X         
                               (Required for patient                    
                               contacts).                               
------------------------------------------------------------------------

M. Health Education Resources Management System (HERMS)

1. Reporting Requirements
    a. The Indian Health Service Health Education Program developed a 
new data system--the Health Education Resources Management System 
(HERMS) over three years ago. This system has undergone several field 
tests, and all data during these tests have been generated manually by 
the field health education staff.
    The HERMS includes a daily record encounter and this record system 
is required for service unit health education staff. This includes 
covered contractors.
    b. HERMS forms are due in the Area Health Education Office. 
Specific collection procedures will be determined by the Area Health 
Education Branch Chief. The Area Office will collect and key-enter all 
data. The Area Health Education Office will be required to submit a 
quarterly report to the field staff and IHS Headquarters Director of 
the Health Education Program.
    c. Part 3, Chapter 12 of the Indian Health Service Manual (Health 
Education) is currently being revised and will require the HERMS.
    d. The HERMS forms are to be completed during one sample week (a 7 
day week) per month in accordance with the HERMS reporting week 
schedule to be specified by the IHS Headquarters Director of the Health 
Education Program.
2. Record Format
    a. The format of the HERMS form is shown at the end of this 
section.
    b. A sample of the IHS HERMS form is included in Appendix A.
3. Reports
    The following reports will be generated from the Health Education 
Resources Management System (HERMS) to be provided to Headquarters, 
Areas, and service unit/tribal health education personnel as required.
    Reports To Be Provided:

Report I: Quarterly Summary
Report II: Annual Summary
Report III: Quarterly Cost of Activities by Provider
4. RPMS MUMPS Data Entry System
    There is an RPMS ANSI MUMPS Generic Activities Reporting System 
(GARS) data entry program which allows for records to be submitted to 
Area for compilation and forwarding from Area to the Division of Data 
Processing Services.
5. Additional Benefits
    This new data system will enable the IHS and tribal programs to 
have the ability to collect and generate statistical data to address 
the efficiency and effectiveness of health education services, RAM 
issues relevant to staff productivity and cost benefit, reporting for 
Area and Headquarters requirements, justification and tracking system 
for staffing, etc.
    Improved control, communication, coordination, and up-to-date 
reporting for categorical activities for the Chief, Health Education 
Branch, and Chief, Health Education Section, Indian Health Service, is 
also anticipated.
6. HERMS Manual
    A complete instruction manual for the HERMS is available from the 
Area Health Education Office.

                                       HERMS Record Reporting Instructions                                      
----------------------------------------------------------------------------------------------------------------
         Position               Field                                                                  Required 
----------------------------------------------------------------------------------------------------------------
To Be Determined..........  Ia...........  Area Coding is to be numbered according to the IHS         X         
                                            Standard Code Book.                                                 
                            Ib...........  Service Unit/Tribal Program Coding is to be numbered       X         
                                            according to the IHS Standard Code Book.                            
                            Ic...........  PROVIDER NO.: This number is assigned by the Area Branch   X         
                                            Chief.                                                              
                            Id...........  FACILITY NO.: Assigned in IHS Standard Code Book.          X         
                                            Facility is where the Health Education staff member                 
                                            completes H.E.R.M.S. forms.                                         
                            Ie...........  MONTH: Enter the Month that reports are being submitted    X         
                                            for workload activities. 01-12.                                     
                            If...........  FISCAL YEAR: Enter the last two digits of the fiscal year  X         
                            Ig...........  PAGE: Enter the number of forms submitted for the                    
                                            reporting period, example: page 1 of 3 pages, page 2 of             
                                            3, page 3 of 3                                                      
                            Box I........  DATE: List each day's date...............................  X         
                            Box II.......  TASK MATRIX: The purpose of this column is to identify     X         
                                            those direct services which are provided in the course              
                                            of health education activities. The following tasks are             
                                            to be utilized in the task matrix categories: 100                   
                                            series, Identification of Health Problems and Needs; 200            
                                            series, Design Educational Objectives and Develop                   
                                            Methodology; 300 series, Implementation/Teaching; 400               
                                            series, Health Education Program Evaluation; 500 series,            
                                            Support Services; and 600 series, Professional Training.            
                                            Use one line per task.                                              
                            Box III......  HEALTH EDUCATION PROGRAM CODES: See back side of form--    X         
                                            Box III.                                                            
                            Box IV.......  NUMBER OF PEOPLE SERVED: List the number of individuals              
                                            reached in the appropriate box.                                     
                            Box V........  AGE CATEGORIES: Only list for ``300'' activities.........  X         
                                           Box V is to be used to indicate the age categories of                
                                            individuals reached during ``direct 300 level'' health              
                                            education activities. Select one age category that best             
                                            represents the majority of the group.                               
                                           1=0-2Infant                                                          
                                           2=3-5Pre-school                                                      
                                           3=6-13Elementary                                                     
                                           4=14-18High School                                                   
                                           5=19-25College/Young Adult                                           
                                           6=26-55Adult                                                         
                                           7=56+Sr. Citizen                                                     
                                           8=All Ages, Mixed                                                    
                            Box VI.......  TOTAL NUMBER OF PEOPLE REACHED...........................  X         
                            Box VII......  TASK/ACTIVITY HOURS: Box 7 is to be used to code the       X         
                                            number of service hours required for accomplishing the              
                                            health education activity or task.                                  
                                           Must be marked for each activity. Mark, to the nearest     ..........
                                            half hour, the time spent in carrying out the task.                 
                                            Example: an activity taking seven hours and 35 minutes,             
                                            code as 07.5; five hours and 12 minutes, code as 05.0               
                            Box VIII.....  TRAVEL TIME: Travel will be handled as an activity and               
                                            therefore this box will be eliminated.                              
                                           Time is heavily influenced by such variables as distance,            
                                            climate, number of Indian communities, etc.                         
                                           Box 8 is to be used when travel is required to carry out             
                                            a health education activity.                                        
                                           Includes the physical act of moving between one's usual              
                                            work site (office) to other locations where client/                 
                                            patient services are to be rendered or performed.                   
                                            Include travel time for follow-up, evaluation, data                 
                                            collections. Mark to the nearest half hour. Example:                
                                            travel time of 2 and \1/2\ hours would be coded as 02.5.            
                            Box IX.......  LOCATION: Box 9 is to be used to identify the specific     X         
                                            location of the program and educational activity.                   
                                            Utilize the following location codes to identify the                
                                            specific location. Use a location code for each task.               
                                           Location Codes (i.e., settings where services are being              
                                            provided)                                                           
                                           901Home                                                              
                                           902School                                                            
                                           903Clinic                                                            
                                           904Hospital                                                          
                                           905Tribal/Comm Bldg*                                                 
                                           906Tribal Worksite                                                   
                                           907Recreational Facility                                             
                                           908Street/Highway (Roadside)                                         
                                           909Health Education Office                                           
                                           910Other                                                             
                            Box X........  COMMUNITY CODE: The health educator is to identify the     X         
                                            specific community where the service or activity was                
                                            provided. See the IHS Standard Code Book for the                    
                                            specific community code. Available from the Health                  
                                            Education Area Office. See Appendix A-111 for sample, pg            
                                            12.                                                                 
----------------------------------------------------------------------------------------------------------------
*(905--i.e., Services Center, Facility Building, Chapter House, Church, etc.)                                   


                        HERMS Record Task Matrix                        
------------------------------------------------------------------------
                Code                                 Task               
------------------------------------------------------------------------
101................................  Needs Assessment.                  
102................................  Data Collection.                   
103................................  Analyze Data.                      
104................................  Summarize Data.                    
201................................  Educational Diagnosis.             
202................................  Information Gathering/Obtaining    
                                      Resources.                        
203................................  Develop Program Objectives.        
204................................  Establish Approach & Sequence of   
                                      Events.                           
205................................  Materials Development & Design.    
206................................  Publicizing & Promoting.           
301................................  Staff In-Service Training.         
302................................  Presentation & Discussion.         
303................................  Staff Support w/ Education         
                                      Activities.                       
304................................  Patient Education.                 
401................................  Process Evaluation.                
402................................  Evaluation of Knowledge, Attitudes 
                                      and Beliefs.                      
403................................  Outcome Evaluation.                
404................................  Quality Assurance.                 
405................................  Reports.                           
406................................  Debriefing.                        
501................................  General Program Admin.             
502................................  Special Admin. Assignment (within  
                                      Health Education).                
503................................  Special Admin. Assignment (outside 
                                      Health Education).                
504................................  Staff Meetings.                    
505................................  Maintenance of Resource Center/    
                                      Audiovisual Library.              
506................................  Clerical Tasks.                    
601................................  Professional Training.             
602................................  Self-Development.                  
                                     Travel.                            
------------------------------------------------------------------------

N. Nutrition and Dietetics Program Activities Reporting System (NDPARS)

1. Reporting Requirement
    a. A one line entry is required to be completed on a Nutrition and 
Dietetics Program Activity Reporting System (NDPARS) form for each 
nutrition/dietetics activity. NDPARS forms are to be completed daily.
    b. The NDPARS Users Manual provides complete definitions and 
procedures for completing the forms.
    c. Each nutrition/dietetics staff member completes the forms and 
sends the forms to the Area Nutrition/Dietetics Branch Chief monthly. 
The Area sends the forms to Headquarters for entry into the computer.
    d. Headquarters requirements can be met with a sampling procedure 
that uses one full week of activities per month in accordance with the 
sample reporting week schedule to be specified by IHS Headquarters. 
There is an RPMS ANSI MUMPS Generic Activities Reporting System (GARS) 
data entry program which allows for records to the submitted to Area 
for compilation and forwarding from Area to DDPS.
2. Record Format
    a. The NDPARS record contains individual patient encounters and/or 
group encounter information. Additionally, the record contains program 
management, technical assistance, and training information.
    b. The format of the NDPARS record is shown at the end of this 
section.
    c. A NDPARS form is included in Appendix A.
3. Transmission Media
    NDPARS records are mailed to Area Office and then Headquarters for 
data entry.
4. RPMS NDPARS Data Entry System
    There is available an RPMS ANSI MUMPS NDPARS data entry program 
which allows for records to be keyed locally, transmitted to the Area, 
and forwarded from the Area to DDPS by telecommunications.

                              NDPARS Record                             
------------------------------------------------------------------------
   Position                        Field                       Required 
------------------------------------------------------------------------
This is a      Header Information                                       
 Fileman                                                                
 global and                                                             
 no export                                                              
 and merge                                                              
 programs are                                                           
 available at                                                           
 this time.                                                             
               NAME.........................................  X         
               SERVICE UNIT.................................  X         
               DATE.........................................  X         
               Service Data                                             
               NOTE: One line is used for each service                  
                provided. All spaces should be filled in                
                with codes. For additional reporting                    
                instruction consult the NDPARS User Manual.             
               Function Code:                                 X         
               01Clinical Nutrition Services                            
               02Hospital Foodservice Systems Management                
               03Community Nutrition Program Management                 
               04Routine Nutritional Care                               
               05Nutrition Education Service                            
               06N&D Program Coordination, Consultation &               
                Technical Assistance                                    
               07N&D Program Administration                             
               08Continuing Education                                   
               09Continuing Training                                    
               10Conducting Research/Writing for                        
                Professional publication                                
               11Leave                                                  
               99Other                                                  
               PRIMARY PURPOSE CODE:........................  X         
               101Alcohol Related                                       
               102Anemia                                                
               103Calcium Controlled                                    
               104Cancer                                                
               105Clear Liquid                                          
               106Diabetes                                              
               107Dumping Syndrome                                      
               108Elimination                                           
               109Fat Controlled                                        
               110Full Liquid                                           
               111Gestational Diabetes                                  
               112Gluten Free                                           
               113High Protein                                          
               114Hypoglycemia                                          
               115Increased Fiber                                       
               116Lactose Restricted                                    
               117Low caffeine                                          
               118Low Residue                                           
               119Normal Nutrition                                      
               120Potassium Controlled                                  
               121Prenatal                                              
               122Purine Restricted                                     
               123Renal                                                 
               124Sodium Controlled                                     
               125Tonsillectomy                                         
               126Tube Feeding                                          
               127Undernutrition                                        
               128Vegetation                                            
               129Weight Control                                        
               130Other Clinical Diets                                  
               131Other Clinical Diets                                  
               201Consultation/Technical Assistance                     
               202Administrative/Management                             
               203Educational Materials Review/Development              
               204Chart Review and/or Quality Assurance                 
               205Staff Meetings                                        
               206Employee Supervision/Counseling                       
               301Travel                                                
               401Not Nutrition/Dietetics Related                       
               999Other                                                 
               ENCOUNTER CODE:..............................  X         
               1First Visit                                             
               2Follow-up Visit                                         
               3Limited Series                                          
               4Ongoing                                                 
               9Other                                                   
               RECIPIENT CODE:..............................  X         
               01Patient                                                
               02Community                                              
               03CHR                                                    
               04Health Team                                            
               05Tribal Staff                                           
               06Dietary Staff                                          
               07WIC Client                                             
               08WIC Staff                                              
               09Commodity Foods Client                                 
               10Commodity Foods Staff                                  
               11Headstart/Daycare Client                               
               12Headstart/Daycare Staff                                
               13Elderly Nutrition Program Client                       
               14Elderly Nutrition Program Staff                        
               15Alcohol/Substance Abuse Program Staff                  
               16Alcohol/Substance Abuse Program Staff                  
               17Schools, Student                                       
               18Schools, Staff                                         
               19Government Agency Staff                                
               98No Recipient                                           
               99Other                                                  
               RECIPIENT AGE CODE:..........................  X         
               1Infant                                                  
               2Child                                                   
               3Adolescent                                              
               4Adult                                                   
               5Elderly                                                 
               6All Ages                                                
               9No Recipient Type                                       
               RECIPIENT TYPE CODE:.........................  X         
               1Individual                                              
               2Group                                                   
               9No Recipient Type                                       
               DELIVERY SETTING CODE:.......................  X         
               1Hospital In-Patient                                     
               2Clinic                                                  
               3Home                                                    
               4Community                                               
               5Hospital Dietary Department                             
               6Public Health Nutrition Department                      
               7Administrative                                          
               9Other                                                   
               NUMBER REACHED:..............................  X         
               Record actual number of people reached                   
               Write NA if no personal contacts were                    
                involved                                                
               Record zero (0) for missed appointments and              
                meetings where no one came                              
               SERVICE TIME:................................  X         
               Record actual time spent in the activity (in             
                hours and minutes)                                      
------------------------------------------------------------------------

O. Clinical Laboratory Workload Reporting System

1. Reporting Requirement
    a. The workload recording system for IHS laboratories is contracted 
with the College of American Pathologists (CAP) national computerized 
workload system. Raw data are required to be collected monthly by the 
individual lab. CAP or a similar workload reporting system is 
recommended for contractors.
    b. Workload data and productivity rates are computed, comparisons 
with other labs are included, and the report is sent back to the 
individual lab. Summary reports are sent by CAP to IHS Headquarters. 
Summary workload reports on a quarterly basis are the only time 
requirement of IHS Headquarters.
    c. The CAP Instruction Manual for Computer Assisted Workload 
Program describes the reporting system.
2. Record Formats
    a. CAP forms are tailored for a specific lab, although the basic 
data element collected (shown in Figure O-1) are the same. Each portion 
of the lab completes its own form. If it is desired to electronically 
generate the CAP data, then CAP needs to be contacted for instructions.
    b. A sample of the CAP form is included in Appendix A.
3. Transmission Media
    Data is to be sent either by mail or electronic communication to 
the CAP computer center. 

              Clinical Laboratory Workload Reporting System             
------------------------------------------------------------------------
                                                               Required 
                       Data elements                            for cap 
------------------------------------------------------------------------
1. Name of Lab..............................................  X         
2. Month/Year...............................................  X         
3. Procedure Name...........................................  X         
4. CAP Code No..............................................  X         
5. Unit Value Per Procedure.................................  X         
6. Lab Section..............................................  X         
7. Procedure Designation--IP/OP/QCSTD/REP...................  X         
8. Number of Procedures.....................................  X         
------------------------------------------------------------------------
From the above we get: Total Unit Value, Worked Productivity, Paid      
  Productivity, Comparisons with other labs.                            
How we use it: For Determining Staffing, Scheduling, Space, Instrument  
  and Equipment Requirements.                                           

P. Urban Indian Health Common Reporting

1. Reporting Requirement
    a. Urban Indian Projects are required to collect and report 
information from patient records as well as administrative and 
financial records. There is a facesheet (which must be included each 
time any table is submitted) and a series of 8 tables which need to be 
submitted on a semi-annual or annual basis. Some portions of the tables 
do not apply to some urban Indian health programs. The tables must be 
submitted by all organizations directly receiving Federal funds under 
title V of the 1976 Indian Health Care Improvement Act, Public Law 94-
437 as amended.
    b. The Urban Indian Health Programs Instruction Manual for Common 
Reporting Requirements provides complete definitions and procedures for 
reporting. Organizations must report on their entire health program 
activity even though it may be supported only in part by the IHS 
grant(s) or contract(s).
    c. The semi-annual reporting period ends 26 weeks after the start 
of the fiscal year (FY) and the annual reporting period ends the last 
day of the FY. The reports are due into the IHS Area Offices 4 weeks 
after the end of the reporting period. IHS Area Officers review and 
send reports to the IHS Headquarters Office 5 weeks after the end of 
the reporting period. The IHS Office reviews and sends reports to the 
contractors for data entry and to the technical assistance contractor 6 
weeks after the end of the reporting period.
2. Record Formats
    a. A description of the facesheet and the 8 tables follows.
    (1) Face sheet. Identifies the project, location, project director, 
etc.
    (2) Table 1. Identifies the user population by age and sex.
    (3) Table 2. Identifies the user population by type of provider and 
by Indian versus non-Indian status.
    (4) Table 3. Collects information by health occupational group--
also called functional cost center (number of full-time equivalent 
staff and number of encounters).
    (5) Table 4. Provides hospital inpatient admissions and hospital 
inpatient encounters by type of service provider.
    (6) Table 5. Provides information on the adherence to established 
treatment goals for the provision of follow-up activities (pap smear, 
hypertension, and diabetes), immunizations appropriate for age, family 
planning counseling, and anemia screening.
    (7) Table 6. Provides financial information by various health care 
functions.
    (8) Table 7. Provides financial information on monies the urban 
project receives from non-IHS sources.
    (9) Table 8. Provides information on total receipts from all 
sources and total expenditures for each project.
    b. Copies of the face sheet and the 8 tables are included in 
Appendix A.
3. Transmission Media
    a. The face sheet and tables are to be submitted in hardcopy 
format. Two (2) copies are to be submitted to the appropriate Project 
Officer or IHS Area Urban Coordinator.

Q. Fluoridation Reporting Data System

1. Reporting Requirements
    a. Fluoride ion analysis records and fluoridator maintenance and 
repair records for community water systems will be maintained and 
submitted for centralized processing as described in the IHS 
Fluoridation Policy Issuance dated August 1981, and any subsequent 
updates. Each water system must be identified by its assigned EPA/
Sanitary Facility Code and include the date of the activity. The 
general surveillance procedures are described in Table Q-1.
    b. In most cases, local programs will report the required data on a 
weekly or monthly basis using any of several options:
    (1) Submission of completed data forms directly to the IHS Area 
Office or IHS key entry contractor, or
    (2) Submission of formatted records from data entered into local 
RPMS database, or
    (3) Submission of formatted records from a local non-RPMS database.
    The frequency schedule for submission of each type of fluoridation 
tracking data is shown on Table Q-2.
    If the required data for water systems are maintained in an Area 
database, the data must be submitted for central processing to the IHS 
Division of Data Processing Services by the last day of each month.
2. Record Formats
    a. The basic data elements for community fluoridation reporting are 
shown at the end of this section.
    b. The keytape record format specifications for fluoride ion test 
results is shown at the end of this section (formatted records can be 
extracted from existing RPMS software).
    c. An example of the standard input form for reporting the results 
of fluoride ion analysis is shown in Appendix A. The use of this form 
is not required, but is highly recommended when data are not keyed into 
a computer locally.
    The form for adding or deleting water systems for data reporting 
purposes is shown in Appendix A. Use of this form is required when the 
status of a water system is to be changed.

Table Q-1: Fluoridation Surveillance Procedures

1. Control Limits for Fluoridated Water Systems
    The fluoride level in fluoridated water systems should be 
maintained as close to the recommended concentration as possible, and 
in no case above or below the ranges noted below.

----------------------------------------------------------------------------------------------------------------
                                       Recommended fluoride concentrations       Allowable range of fluoride    
 Annual average of maximum daily air --------------------------------------            concentrations           
          temperatures (OF)                                                -------------------------------------
                                       Community (ppm)      School (ppm)     Community (ppm)      School (ppm)  
----------------------------------------------------------------------------------------------------------------
50.0-53.7...........................                1.2                5.4            1.1-1.7            4.3-6.5
53.8-58.3...........................                1.1                5.0            1.0-1.6            4.0-6.0
58.4-63.8...........................                1.0                4.5            0.9-1.5            3.6-5.4
63.9-70.6...........................                0.9                4.1            0.8-1.4            3.3-4.9
70.7-79.2...........................                0.8                3.6            0.7-1.3            2.9-4.3
79.3-90.5...........................                0.7                3.2            0.6-1.2            1.6-3.8
----------------------------------------------------------------------------------------------------------------

2. Sample Collection and Analysis
    a. Samples for analysis should be obtained from a convenient tap on 
a main line of water system that is representative of the water 
throughout the system. In some systems with multiple sources, more than 
one sample may be required.
    b. Samples for fluoridation analysis should be collected and 
analyzed as follows:
     Weekly intervals w/split sample every fourth week.
     Anytime equipment failure or malfunction is suspected.
     Immediately following repair of equipment.
    c. All fluoride monitoring instruments should have their 
measurement results verified by split sampling of the last sample 
collected each month. The split sample should be analyzed at a 
recognized laboratory, preferably an EPA or State approved facility.
3. Reporting
    a. Analytical Results: Analytical results of all samples for each 
water system should be recorded on the Fluoride Analysis Report Form 
(HSA-T) and submitted to the address indicated on the form for data 
processing. Normally, this should be done by the system operator.

Table Q-2: Recommended Frequency Schedule for Submitting Fluoridation 
Data

Submission of Forms

    The following tabulation indicates the forms and submission 
schedules that are required in order to develop meaningful data 
reports:

----------------------------------------------------------------------------------------------------------------
                                                                                                     Prime      
       Input form          Frequency of input      Reports generated         Frequency of     responsibility for
                                                                               reports          inputting form  
----------------------------------------------------------------------------------------------------------------
Sanitary Facility Data    Annually (data as    Sanitation Facility Data  Annually and upon    Area OEH designee.
 System Form Parts A & B.  of Oct. 1).          System Summary by Area/   request.                              
                                                SU and replica of data                                          
                                                input form.                                                     
Fluoride Analysis Report  At least weekly is   Fluoride Analysis Report  Monthly............  Person doing      
 Form.                     recommended.                                                        fluoride         
                                                                                               concentration    
                                                                                               analysis.        
Fluoride System Add/      As Fluoridators are  No specific report--      N/A................  Area OEH          
 Delete Form.              added to or          system will be added/                          Fluoridation     
                           deleted from         deleted from the                               coordinator.     
                           community water      Fluoride Analysis                                               
                           system.              Report or M&R Report as                                         
                                                appropriate.                                                    
----------------------------------------------------------------------------------------------------------------


                 Community Water Fluoridation Reporting                 
                         [Fluoride Test Results]                        
------------------------------------------------------------------------
                        Data element                           Required 
------------------------------------------------------------------------
Sanitary facility code......................................  X         
Person conducting test......................................  X         
Fluoride test instrument....................................  X         
Fluoride test result........................................  X         
------------------------------------------------------------------------

FLUORIDE TEST RESULTS RECORD LAYOUT:
DENTAL FLUORIDE RECORD FORMATS
RECORD: DENTAL FLUORIDE SURVEILLANCE KEYTAPE TRANSACTION
RECORD LENGTH: 128
RECORD FORM: FIX-BLK
BLKSIZE: 2560
BLKFACT: 20
OUTPUT SOURCE: FROM KEYTAPEING
MEDIA: MAGTAPE
INTERNAL NAME: N/A
DATA SET NAME: UNLABLED
INPUT SOURCE: TO MRSDENQO
MEDIA: MAGTAPE
INTERNAL NAME: MRSTAPE
DATA SET NAME: UNLABLED

------------------------------------------------------------------------
    Position       Leng         Field name               Contents       
------------------------------------------------------------------------
1-2..............      2  RECORD CODE...........  ``21''.               
3................      1  ......................  BLANK.                
4-9..............      6  REPORT DATE...........  DATE SAMPLES TAKEN--  
                                                   MMDDYY.              
10...............      1  INSTRUMENT USED #1....  ``C'', ``I'', ``S'',  
                                                   ``T'' OR ``X''.      
11-17............      7  EPA SANITARY FACILITY   VALID EPA-SFC (SYSTEM)
                           CODE #1.                CODE.                
18-20............      3  TEST RESULTS IN PPM #1  NUMERIC WITH 1 ASSUMED
                                                   DECIMAL.             
21...............      1  INSTRUMENT USED #2....  ``C'', ``I'', ``S'',  
                                                   ``T'' OR ``X''.      
22-28............      7  EPA SANITARY FACILITY   VALID EPA-SFC (SYSTEM)
                           CODE #2.                CODE.                
29-31............      3  TEST RESULTS IN PPM #2  NUMERIC WITH 1 ASSUMED
                                                   DECIMAL.             
32...............      1  INSTRUMENT USED #3....  ``C'', ``I'', ``S'',  
                                                   ``T'' OR ``X''.      
33-39............      7  EPA SANITARY FACILITY   VALID EPA-SFC (SYSTEM)
                           CODE #3.                CODE.                
40-42............      3  TEST RESULTS IN PPM #3  NUMERIC WITH 1 ASSUMED
                                                   DECIMAL.             
43...............      1  INSTRUMENT USED #4....  ``C'', ``I'', ``S'',  
                                                   ``T'' OR ``X''.      
44-50............      7  EPA SANITARY FACILITY   VALID EPA-SFC (SYSTEM)
                           CODE #4.                CODE.                
51-53............      3  TEST RESULTS IN PPM #4  NUMERIC WITH 1 ASSUMED
                                                   DECIMAL.             
54...............      1  INSTRUMENT USED #5....  ``C'', ``I'', ``S'',  
                                                   ``T'' OR ``X''.      
55-61............      7  EPA SANITARY FACILITY   VALID EPA-SFC (SYSTEM)
                           CODE #5.                CODE.                
62-64............      3  TEST RESULTS IN PPM #5  NUMERIC WITH 1 ASSUMED
                                                   DECIMAL.             
65...............      1  INSTRUMENT USED #6....  ``C'', ``I'', ``S'',  
                                                   ``T'' OR ``X''.      
66-72............      7  EPA SANITARY FACILITY   VALID EPA-SFC (SYSTEM)
                           CODE #6.                CODE.                
73-75............      3  TEST RESULTS IN PPM #6  NUMERIC WITH 1 ASSUMED
                                                   DECIMAL.             
76...............      1  INSTRUMENT USED #7....  ``C'', ``I'', ``S'',  
                                                   ``T'' OR ``X''.      
77-83............      7  EPA SANITARY FACILITY   VALID EPA-SFC (SYSTEM)
                           CODE #7.                CODE.                
84-86............      3  TEST RESULTS IN PPM #7  NUMERIC WITH 1 ASSUMED
                                                   DECIMAL.             
87...............      1  INSTRUMENT USED #8....  ``C'', ``I'', ``S'',  
                                                   ``T'' OR ``X''.      
88-94............      7  EPA SANITARY FACILITY   VALID EPA-SFC (SYSTEM)
                           CODE #8.                CODE.                
95-97............      3  TEST RESULTS IN PPM #8  NUMERIC WITH 1 ASSUMED
                                                   DECIMAL.             
98...............      1  INSTRUMENT USED #9....  ``C'', ``I'', ``S'',  
                                                   ``T'' OR ``X''.      
99-105...........      7  EPA SANITARY FACILITY   VALID EPA-SFC (SYSTEM)
                           CODE #9.                CODE.                
106-108..........      3  TEST RESULTS IN PPM #9  NUMERIC WITH 1 ASSUMED
                                                   DECIMAL.             
109..............      1  INSTRUMENT USED #10...  ``C'', ``I'', ``S'',  
                                                   ``T'' OR ``X''.      
110-116..........      7  EPA SANITARY FACILITY   VALID EPA-SFC (SYSTEM)
                           CODE #10.               CODE.                
117-119..........      3  TEST RESULTS IN PPM     NUMERIC WITH 1 ASSUMED
                           #10.                    DECIMAL.             
120-128..........      9  ANALYST I.D...........  ALPHA NUMERIC.        
------------------------------------------------------------------------

    Dated: March 12, 1993.
Michel E. Lincoln,
Acting Director.
[FR Doc. 94-1082 Filed 1-19-93; 8:45 am]
BILLING CODE 4160-16-M