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Logical Data Model
Click on box to see data variables in each table



UKCHIC file specifications for data submission

Data to be collected
General points:

  • Data to be provided on all patients seen at your HIV centre
  • All data can be provided as access, excel or text files
  • All dates should be provided in dd/mm/yyyy format
  • 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' in the Reference Tables below have study specific coding
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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 first initial

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 in from which previous centre

TransferFrDate

Transfer in from previous centre date

TransferTo

Transfer out to which other centre

TransferToDate

Transfer out to other 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

HIV RNA is below/within/above assay limit

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

HepValue is below/within/above assay limit

HepAssayID Which assay was used, if recorded

HepUnitID

HepTest result units of measurement

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) File 8 NO LONGER COLLECTED

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 result units of measurement

File 10   HLAB57 (0 to many rows per patient)

Field Name

Description

ClinicNo

HIV Clinic’s unique patient identifier

DOB

Date of birth

DHLAB57

Date of HLA-B*5701 test

HLAB57ResultID

Test result (-/+/indeterminate)

File 11   Attendance (0 to many rows per patient)

Field Name

Description

ClinicNo

HIV Clinic’s unique patient identifier

DOB

Date of birth

DAttend

Date of attendance

AttSeenBy Who patient is seen by eg. doc, nurse, virtual, dietician, psychologist, other etc
AttType Attendance: scheduled, walk-in,virtual in-patient, other

Ddischarge

Date of discharge if in-patient

File 12   SeriousNonAIDS (0 to many rows per patient)

Field Name

Description

ClinicNo

HIV Clinic’s unique patient identifier

DOB

Date of birth

DSerNA

Date of serious Non-AIDS event

SNAID

Serious Non-AIDS event code

SNAConf

Serious Non-AIDS event status, whether Confirmed/Probable/Status unknown

ICDcode ICD code if used

SNOMEDcode

SNOMED code if used

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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

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