UKCHIC - Database

Data to be provided on all patients seen at your HIV centre
All data can be provided as access, excel or ASCII files with the variables delimited by semi-colons
All dates should be provided in dd/mm/yyyy format so that the dates are Y2K compliant.
All files should include the clinic ID and date of birth for each patient so that the files can be easily merged.
Variables ending in 'ID' have coded list under Reference Tables below.

File 1 – PATIENT DEMOGRAPHICS (one row per patient)

Field Name	Description
ClinicNo	HIV Clinic’s unique patient identifier
DOB	Date of birth
Soundex	Soundex code
Initial	Patient initial/s
SexID	Patient sex code
HIVPos	Date of first known positive HIV antibody test
HIVNeg	Date of last negative HIV antibody test
Firstseen	Date of first HIV attendance at centre
Lastseen	Date when last seen by a clinician at the centre
ExposureID	HIV exposure category
EthnicityID	Ethnicity code
Country	Country of birth code
DiedID	Is patient known to have died code
DDeath	Date of death
Cause	Cause of death (where known)
TransferFr	Transfer from centre
TransferFrDate	Transfer from centre date
TransferTo	Transfer to centre
TransferToDate	Transfer to centre date

File 2 – AIDSEVENT table (0 to many rows per patient)

Field Name	Description
ClinicNo	HIV Clinic’s unique patient identifier
DOB	Date of birth
DAIDS	Date of AIDS event
AIDSID	AIDS event code

File 3 – ANTIRETROVIRAL THERAPY (0 to many rows per patient)

Field Name	Description
ClinicNo	HIV Clinic’s unique patient identifier
DOB	Date of birth
DStart	Date started taking drug
DStop	Date stopped taking drug
DrugID	Drug code
ReasonStopID1	Reason for stopping drug
ReasonStopID2	Reason for stopping drug (if multiple codes)
ReasonstopID3	Reason for stopping drug (if multiple codes)

File 4 – CD4 COUNTS (0 to many rows per patient)

Field Name	Description
ClinicNo	HIV Clinic’s unique patient identifier
DOB	Date of birth
Dlab	Date of lab measurement
CD4A	Absolute CD4 count in cells/mm3
CD4P	CD4 percentage
CD8A	Absolute CD8 count in cells/mm3
CD8P	CD8 percentage

File 5 – RNA LEVELS (0 to many rows per patient)

Field Name	Description
ClinicNo	HIV Clinic’s unique patient identifier
DOB	Date of birth
Dlab	Date of lab measurement
RNA	HIV RNA level in copies/ml
UndetID	Status of HIV RNA measurement code
AssayID	HIV RNA assay code

File 6 – HEPATITIS (0 to many rows per patient)

Field Name	Description
ClinicNo	HIV Clinic’s unique patient identifier
DOB	Date of birth
DHeptest	Date of hepatitis test
HepTestID	Hep test code
HepResultID	test result value
Hepvalue	test result value, if appropriate
UndetID	Status of Hep measurement code
Hepassay	Which assay was used, if recorded

File 7 – ADHERENCE (0 to many rows per patient)

Field Name	Description
ClinicNo	HIV Clinic’s unique patient identifier
DOB	Date of birth
DAdherence	Date of clinic visit
AdherPeriodID	Adherence period codes
AdherPerOther	Adherence period other
DosesMiss	No / % of doses missed
ReasonMissID	Reason for missing treatment code

File 8 – PCPPROP (0 to many rows per patient)

Field Name	Description
ClinicNo	HIV Clinic’s unique patient identifier
DOB	Date of birth
PCPpDrugID	PCP Drug code
PCPpStart	Date of starting PCP prophylaxis
PCPpStop	Date of stopping PCP prophylaxis

File 9 – TOXICITY (0 to many rows per patient)

Field Name	Description
ClinicNo	HIV Clinic’s unique patient identifier
DOB	Date of birth
DToxtest	Date of toxicity test
ToxTestID	Tox test code
ToxResult	Test result value
ToxUnitID	Test results units

CONSISTENCY CHECKS

CHECK NAME	DESCRIPTION
Duplicated AIDSEvent record	Same patient, same AIDS Event, same day
Duplicated ART drug record	Same patient, same drug, same start date
Duplicated CD4 results	Same patient, same date of test, same cd4 result
Duplicated Patient record within a centre	Same Centre, same Soundex/DOB, diff clinicno
Duplicated RNA results	Same patient, same date of test, same RNA result
Missing CD4 result data	Missing CD4 value or test date
Missing Death data	Fields DDeath and DiedID inconsistent
Missing DOB	Missing DOB
Missing drug name	Missing drug name
Missing drug start date	Missing drug start date
Missing drug stop date	Missing drug stop date where not last treatment
Missing Ethnicity	Missing ethnicity
Missing Exposure	Missing exposure
Missing Firstseen date	Missing firstseen date
Missing Lastseen date	Missing lastseen date
Missing HIV negative date	Missing HIV Negative date
Missing HIV positive date	Missing HIV Positive date
Missing initial	Missing intial
Missing RNA data	Missing RNA value or test date
Missing sex	Missing sex
Missing soundex	Missing soundex
Soundex odd	Soundex code not in correct format
Undetable RNA before start of therapy	RNA undet before patient started therapy
CD4=0 AND CD8 = 0	Where both CD4 and CD8 values = 0, same date
Date of death BEFORE Lastseen	Lastseen inconsistent with date of death
Date of HIVPOS after Lastseen date	Odd dates
DOB after today	Future dates
Date of AIDS event after today	Future dates
Date of CD4 test after today	Future dates
Date of RNA test after today	Future dates
Date of death after today	Future dates
ART drug start date after today	Future dates
Firstseen date after today	Future dates
Lastseen date after today	Future dates
Date of Hepatitis test after today	Future dates
Date of HIV negative after today	Future dates
Date of HIV positive after today	Future dates
Drug stop date same as next drug start date	Check how drug records are recorded
HIV positive date AFTER drug start date	Patient's earliest HIV pos result after therapy
Overlapping drug stop and next start dates	Treatment start and stop dates overlapping
Demographic, but no AIDS, ART, or lab data	Patients in demographic file with no events
Repeated same AIDS event	Same AIDS event repeated on different dates
RNA value below assay cut-off	RNA value inconsistent with cut off for Assay used
Undetable RNA but NO therapy	Patient with undet RNA but never taken therapy
Drug coded to 'Other'	Patients with 'other' drug codes
Range of CD4% and CD8%	Percentages not within range 0 - 100
Early HIV negative date	HIV negative test dates before test available ?1980
Early HIV positive date	HIV positive test dates before test available ?1980
Unknown AIDS events	AIDS event coded as 'unknown'
Unknown drug	Drugs coded as 'unknown'
Drug stop date BEFORE drug start date	Drug stop date before drug start date
Drug stop date = drug start date	Drug start date same as drug stop date
HIV positive BEFORE HIV negative	HIV postive test date before HIV negative date
HIV positive date = HIV negative date	HIV positive test date same day as negative date
Lastseen date BEFORE Firstseen date	Patient's lastseen in clinic date before firstseen
Lastseen date = Firstseen date	Patient's lastseen in clinic date same as firstseen
Wrong sex for Exposure group	Sex inconsistent with exposure codes