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PHI 75/11

This circular issued by the Private Health Insurance Branch contains information on Data Reporting Requirements for Private Hospitals

PDF Printable version of 75/11 (PDF 32 KB)

17 October 2011

Reminder: Data Reporting Requirements for Private Hospitals

The purpose of this circular is to remind the Commonwealth declared private hospitals (both overnight and day-only) of their obligation to submit monthly data to the Commonwealth Department of Health and Ageing (DoHA) under the Private Health Insurance Act 2007 (‘PHI Act’) and associated Rules.

A recent review of the data has identified some institutions are either not submitting required data or not submitting it on time. The legislation allows for remedial action to be initiated where the reporting requirements for Hospital Casemix Protocol (HCP) and Private Hospital Data Bureau (PHDB) data are not met. Data submission is one of the requirements the Minister (or delegate) has regard to when considering whether to declare a facility or maintain that status.

The required data must be supplied monthly to DoHA, within six weeks after the person to whom the information relates has been discharged from the hospital. For example, a data file for all separations during July must be submitted to DoHA by mid September.

Format of Information

Data specifications are available on DoHA’s website at:

HCP and GT Dental - www.health.gov.au/internet/main/publishing.nsf/Content/health-casemix-data-collections-about-HCP

PHDB - www.health.gov.au/internet/main/publishing.nsf/Content/health-casemix-data-collections-about-PHDB

Screening Data For Errors

Prior to submission to the Department, data should be checked using the latest version of the CheckIt2 validation program (version 1.9.0.0) which is also available from the website at: http://www.health.gov.au/internet/main/publishing.nsf/Content/health-casemix-hcp-hcpchecker.htm

Acceptable Methods of Sending HCP/PHDB Data To DOHA

1. Secure Internet Transfer (Recommended)
   Facilities are encouraged to use the Secure Website developed by DoHA for transfer of PHDB data. To obtain access to this website, please email hcp@health.gov.au with the following details:
   • Name of facility;
   • Name and title of data contact;
   • Email address; and
   • Contact telephone and facsimile numbers
2. Email

Data may be attached to an email and sent to the HCP inbox at hcp@health.gov.au
Please also include the details as mentioned above when submitting data via email.

File Naming Format

In order to assist with processing and to facilitate recognition of data files, please submit all your data files with file names that follow the below format:

ProviderNumber(space)HospitalName(space)–(space)DataType(space)Month(space)Year

Eg. 0123456T Appletree Private Hospital - PHDB AUG 2011

The data file should look like the following:



It would also be appreciated if data files are sent in the .txt format (zipped or unzipped).

Any questions relating to the data specifications or submission of HCP/PHDB data to the DoHA should be sent to hcp@health.gov.au

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If you require further information please telephone: (02) 6289 9853/24 hr answering machine or email the enquiry to PrivateHealth@health.gov.au
Internet: http://www.health.gov.au/internet/main/publishing.nsf/Content/health-phicirculars2011-index1
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