Change Request
 
NHS Information Authority

NHS Data Model and Dictionary Service

Reference: Change Request 534
Version No: 1.15
Subject: DSCN 31/2004 - Data Standards:Renaming of the Organisation Codes Service (OCS) to National Administrative Codes Service (NACS)
Type of Change: Change to NHS Data Dictionary
Effective Date: 1 April 2004
Reason for Change: The Organisation Codes Service (OCS) was renamed as National Administrative Codes Service (NACS) and references to the OCS remained in the NHS Data Dictionary. The Medical and Dental Practice Codes table has also been updated.

Background:

The Organisation Codes Service (OCS) was renamed as National Administrative Codes Service (NACS); from the 1st April 2004.

Instances of OCS have been removed by this DSCN, and have been replaced with instances of NACS through-out the NHS Data Dictionary.


Summary of changes:

Attribute Definitions
ORGANISATION CODE    Change to Description
ORGANISATION SITE CODE    Change to Description
 
Data Elements
GMP (CODE OF REGISTERED OR REFERRING GMP)    Change to Description
ORGANISATION CODE (CODE OF PROVIDER)    Change to Description
ORGANISATION CODE (PCT OF RESIDENCE)    Change to Description
PCT OF RESIDENCE    Change to Description
 
Central Return Forms
KC61 1    Change to Guidance Text
 
Supporting Information
ADMINISTRATIVE CODES & CLASSIFICATIONS    Change to Supporting Information
MEDICAL & DENTAL PRACTICE CODES    Change to Supporting Information
METADATA FILES    Change to Supporting Information
NHS ADMINISTRATIVE CODES    Change to Supporting Information
NHS ORGANISATION CODES TABLES    Change to Supporting Information
NHS POSTCODE DIRECTORY    Change to Supporting Information
PRACTITIONER CODES    Change to Supporting Information
 

Name: Michelle Cambridge
Date: 27 April 2005
Sponsor: National Administrative Codes Service (NACS)

Note: Additions shown in highlighted with a blue background. Deletions are shown using strikeout. Within the Diagrams deleted classes and relationships are shown as red in colour, blue is used for changed items and green is used for created items.

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ORGANISATION CODE

Change to Attribute: Change to Description

A code which identifies an ORGANISATION uniquely.

For NHS organisations it is a code that is maintained by the National Administrative Codes Service (NACS), to identify most organisations that exchange information within the NHS or return information to the Centre. Examples of organisations that can be identified this way are Primary Care Trusts and Strategic Health Authorities. 

See Administrative Codes & Classifications.

For the NACS contact details, see Contact Details.

 

This attribute is also known by these names:

Context Alias
plural ORGANISATION CODES


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ORGANISATION SITE CODE

Change to Attribute: Change to Description

This provides a unique identifier of each site for an ORGANISATION.

Note: Only ORGANISATION SITE CODES which have been notified to and issued by the National Administrative Codes Service (NACS) may be used.

See Administrative Codes & Classifications.

For the NACS contact details, see Publication Information Contact Details. For the NACS contact details, see Contact Details.

 

This attribute is also known by these names:

Context Alias
plural ORGANISATION SITE CODES


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GMP (CODE OF REGISTERED OR REFERRING GMP)

Change to Data Element: Change to Description
Format/length: an8
HES item: REGGMP
National Codes:
Default Codes: G9999998 - GP code is unknown
  G9999981 - No registered GP
  R9999981 - Referrer other than GMP, GDP or Consultant
  Other GP Codes
  A9999998 - MOD doctor refers
  P9999981 - Prison doctor

Notes:
This is the code of the GENERAL MEDICAL PRACTITIONER (GMP) with whom the PATIENT is registered.

A doctor receives a GMC number on qualification. If he/she then chooses to enter general practice, a further number is allocated - the Doctors Index Number - by the Department of Health (STATS(W)). This number is passed to the PRIMARY CARE TRUST (PCT) requesting the number who then liaise with the Prescription Pricing Authority (PPA) on the issue of prescription pads etc. The PPA use the number to derive the GMP code by prefixing it with the character 'G' and adding a check digit at the end. The GMP code linked to his/her main practice is included on the National Administrative Codes Service (NACS), quarterly distributed CD-ROM and the NACS NHSnet website.

The GMP code is an eight character alphanumeric code, see NHS Administrative Codes - Practitioner Codes, PERSON IDENTIFIER and PERSON IDENTIFIER TYPE

When a locum refers, use the code of the GP for whom the locum is acting. See PERSON IDENTIFIER TYPE classification 'Code of General Practitioner - PPA Code'. 

For GPs working in hospitals, the following codes should be used:

- if the GP is working as an assistant, use the code of the responsible consultant;
- if the GP is working as a consultant, use the GP's GMC code.

Whilst both MOD and prison doctors provide general medical services to their communities, they are not GMPs and should not be recorded as Registered GMPs. They can refer (Referrer code).

For the NACS contact details, see Publication Information Contact Details. For the NACS contact details, see Contact Details.

 

This data element is also known by these names:

Context Alias
plural GMP (CODE OF REGISTERED OR REFERRING GMPS)


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ORGANISATION CODE (CODE OF PROVIDER)

Change to Data Element: Change to Description
Format/length: an5
HES item: PROCODE
National Codes:
Default Codes:
89997 - UK provider where no organisation code has been issued
89999 - Non-NHS UK provider where no organisation code has been issued


Notes:
This is the ORGANISATION CODE of the ORGANISATION acting as a HEALTH CARE PROVIDER. This should always be the ORGANISATION CODE of the provider receiving the Payment by Results tariff income for the Commissioning Data Sets.

Where NHS patient care is sub-commissioned to independent or overseas providers, the NHS SERVICE AGREEMENT should specify that the non-NHS provider has requested an identifying organisation code from the Organisation Codes Service. Where NHS patient care is sub-commissioned to independent or overseas providers, the NHS SERVICE AGREEMENT should specify that the non-NHS provider has requested an identifying organisation code from the National Administrative Codes Service (NACS).

See NHS Administrative Codes for a description of ORGANISATION CODES.

  For the NACS contact details, see Contact Details.
 

This data element is also known by these names:

Context Alias
plural ORGANISATION CODES (CODE OF PROVIDER)


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ORGANISATION CODE (PCT OF RESIDENCE)

Change to Data Element: Change to Description
Format/length: an5
HES item: PCTR
National Codes:
Default Codes:

Notes:
The transition from the 3 character HA OF RESIDENCE to the 5 character ORGANISATION CODE (PCT OF RESIDENCE) is necessary to support wider data set development. However, for the purposes of sending Commissioning Data Set (CDS) messages to the NHS-Wide Clearing Service (regardless of how local systems hold the data) it is essential at present to continue using a 3 character field, using the first 3 characters of the ORGANISATION CODE (PCT OF RESIDENCE) and following the same update rules relating to Prime Recipient as are currently in place. This is necessary primarily to preserve the integrity of the current NHS CDS message and the Prime Recipient which is derived from the ORGANISATION CODE (PCT OF RESIDENCE).

Default Code: X98 to be used where PCTR not applicable until further notice.

The National Administrative Codes Service (NACS) provides postcode files which link postcodes to the PRIMARY CARE TRUST. See NHS Postcode Directory.

For the NACS contact details, see Publication Information Contact Details. For the NACS contact details, see Contact Details.

 

This data element is also known by these names:

Context Alias
plural ORGANISATION CODES (PCT OF RESIDENCE)


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PCT OF RESIDENCE

Change to Data Element: Change to Description
Format/length:
HES item:
National Codes:
Default Codes:

Notes:
See PRIMARY CARE TRUST (PCT) for the definitions of this ORGANISATION.

Patients not registered with a GP but resident in the geographical area covered by a PRIMARY CARE TRUST are the responsibility of that PRIMARY CARE TRUST. The National Administrative Codes Service (NACS) provides postcode files which link postcodes to PCT OF RESIDENCES. See NHS Postcode Directory.

For the NACS contact details, see Publication Information Contact Details. For the NACS contact details, see Contact Details.

 

This data element is also known by these names:

Context Alias
plural PCT OF RESIDENCES


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KC61 1

Change to Central Return Form: Change to Guidance Text

KC61: Pathology Laboratories - Cervical Cytology and Outcome of Gynaecological Referrals

Contextual Overview
  1. The Department, NHS Cervical Screening Programme (NHSCSP), Strategic Health Authorities and trusts require information from PATHOLOGY LABORATORIES on cervical cytology and outcome of referrals.

  1. The information helps to monitor the process of achieving the Government's target to reduce the incidence of invasive cervical cancer and to ensure that the screening programme is managed effectively. The information is used to ensure that the laboratory is achieving acceptable standards in examining smears in line with guidance provided by the NHS Cervical Screening Programme.

  1. Information on the return is also used in Public Expenditure Survey (PES) negotiations, resource allocation to the NHS and Departmental accountability.

  1. Information based on the KC61 return is published annually by the Department in the Statistical Bulletin `Cervical Screening Programme'.

    Completing Return KC61: Pathology Laboratories - Cervical Cytology and Outcome of Referrals
  1. KC61 returns are required by all PATHOLOGY LABORATORIES carrying out cervical cytology within NHS HEALTH CARE PROVIDERS. This applies to independently managed NHS laboratories, including cytopathology laboratories and also private laboratories if they are commissioned to report on smears for the NHS.

    Each return requires the ORGANISATION CODE and ORGANISATION NAME of the NHS Trust and must be signed by a CONSULTANT in one of the Pathology MAIN SPECIALTIES. It also requires the PATHOLOGY LABORATORY NAME and PATHOLOGY LABORATORY CODE. Note that PATHOLOGY LABORATORY CODES are maintained and issued by the National Administrative Codes Service (NACS) on behalf of the NHS Cervical Screening Programme.

    For the NACS contact details, see Publication Information Contact Details. For the NACS contact details, see Contact Details.

  1. A PATHOLOGY LABORATORY's KC61 return should include all the original REQUESTS FOR PATHOLOGY INVESTIGATION received by that laboratory. A REQUEST FOR PATHOLOGY INVESTIGATION forwarded to another laboratory should only be included in the first laboratory's return (except Part A3).

  1. Smears re-screened within the same Laboratory as part of internal or external quality control or for any other reason should not be included in the KC61 return. The number of requests sent to or received from another Laboratory for primary screening or other reason should be recorded in Part A3.

  1. Where more than one slide is associated with one REQUEST FOR PATHOLOGY INVESTIGATION, only the most significant CYTOLOGY RESULT TYPES may be counted for the KC61.

  1. The return KC61 is completed annually and submitted within two months of the end of the period.

  1. Parts A and B of the return relate to all smears reported by the laboratory where the smear was received and registered between 1 April of one year and 31 March of the following year. If this date is not recorded, the CERVICAL SMEAR EXAMINED DATE can be used as a proxy. Part C1 of the return relates to smears where the date of the smear which led to a referral fell in the first three months of the financial year (April, May and June). Part C2 is a duplicate of Part C1, but will collect data relating to gynaecological referrals from smears registered during the whole of the financial year prior to the current year.


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ADMINISTRATIVE CODES & CLASSIFICATIONS

Change to Supporting Information: Change to Supporting Information
Administrative Codes and Classifications
 
  1. Responsible Agencies:

    National Administrative Codes Service (NACS):

    NACS is responsible for allocating codes to the following organisations in England and Wales:
    Strategic Health Authorities (SHAs)
    NHS Trusts
    Primary Care Trusts (PCTs)
    Care Trusts (CTs)
    Special Health Authorities (SpHAs)
    Independent Providers (registered and non-registered nursing and residential homes, private hospitals etc.)
    Pathology Laboratories
    Cancer Registries
    Other NHS Administration Units

    Code allocation by other agencies

    Several other UK agencies are responsible for issuing or publishing codes (to NHS standards) to the following healthcare organisations and maintaining their details. These details are made available on the NACS NHSnet website and on a quarterly CD-ROM, distributed by the NACS.

    Prescription Pricing Authority (PPA):
    General Medical Practitioners in England, the Isle of Man, the Channel Islands and Wales
    GP Practices in England and Wales

    Dental Practice Board (DPB):
    General Dental Practitioners in England and Wales
    GD Practices in England and Wales

    Health Solutions Wales (HSW):
    All secondary care organisations in Wales

    NHS in Scotland:
    All healthcare organisations and practitioners in Scotland

    DHSSPS, N.Ireland:
    All healthcare organisations and practitioners in Northern Ireland

    Office for National Statistics:
    Responsible for the formal definition of the geographical area covered by each Primary Care Trust (England), in terms of their component postcodes.

    Source: Agencies responsible for allocation of codes on the NACS NHSnet site. For those without NHSnet access, visit the NACs www website for further information NACS or see Publication Information Contact Details. For those without NHSnet access, visit the NACs www website for further information NACS or see Contact Details.

  1. Administrative codes are used to identify:

    -Individual healthcare organisations including independent providers;
    -Dental and Medical Practices;
    -Practitioners, such as GPs, Dental Practitioners and Hospital Consultants.
  1. The codes allow for:

    -the identification of information returned to the Department of Health;
    -the identification of the ORGANISATIONS involved in the electronic exchange of information within the NHS;
    -the identification of the parties involved in the commissioning and administration of an episode of care.
  1. The current coding standards were introduced in 1996 by the Organisation Codes Service (OCS), now the National Administrative Codes Service (NACS). Subsequent revisions to the structure and format of organisation codes have given these codes a consistent and stable format. This both reflects the organisational changes in the NHS and protects the codes against future changes to the structure of the NHS.
  1. Codes used in England and Wales to identify organisations in Scotland and Northern Ireland are allocated by agencies working on behalf of the Scottish Office and Northern Ireland Office. These codes meet NHS coding standards and are included on the NACS CD-ROM, issued quarterly to NHS users. Note, however, that different codes may be used locally e.g. in Scotland by Scottish users.
  1. For NHS Trust sites and Primary Care Trust sites, a three character NHS Trust code with a suitable two character suffix is used to compose the site's identification code. For independent sector organisations, where more than three characters are used, the first three characters have no significance.
  1. For CDSs, both the Commissioner and the Provider must be identified by a five character code. If either the Commissioner or the Provider is normally identified by a three character code, then its organisation code may be extended to five characters by the addition of a two zero suffix (00) to create a suitable code, such as RGT00 for a Trust. This should only be used in situations where there is no other 5-character code that can be used.
  1. Only those organisations, with their sub-divisions or sites that are registered within the responsible agencies national list of organisations may be used for commissioning purposes or for routing commissioning data sets (CDSs) over NWCS (ClearNet). NHS and Independent Sector providers which operate Treatment Centres must be able to differentiate each Treatment Centre by the Organisation Site Code. NHS or Independent Sector organisations that wish to include one or more of their sub-divisions or sites on the national register should contact the NACS Help Desk. For the NACS contact details, see Publication Information Contact Details.
  1. Only those organisations, with their sub-divisions or sites that are registered within the responsible agencies national list of organisations may be used for commissioning purposes or for routing commissioning data sets (CDSs) over NWCS (ClearNet). NHS and Independent Sector providers which operate Treatment Centres must be able to differentiate each Treatment Centre by the Organisation Site Code. NHS or Independent Sector organisations that wish to include one or more of their sub-divisions or sites on the national register should contact the NACS Help Desk. For the NACS contact details, see Contact Details.
  1. Where treatment for a NHS patient is sub-commissioned to a non-NHS UK provider healthcare organisation (independent provider) but that non-NHS UK provider does not have an organisation code or sites registered with a responsible agency, the default value of 89999 should be used.
  2. MEDICAL AND DENTAL PRACTICE CODES
    NHS ADMINISTRATIVE CODES
    NHS ORGANISATION CODES
    PRACTITIONER CODES


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MEDICAL & DENTAL PRACTICE CODES

Change to Supporting Information: Change to Supporting Information
Administrative Codes and Classifications
 

MEDICAL AND DENTAL PRACTICE CODES

Practice Code Format

Medical and Dental Practices are coded using a 6 character coding frame, similar to NHS Organisation Code Frame A. The first character position may only contain one of a series of pre-set values which indicate in which country the practice is located. Only numeric values are permitted in characters 2 through 6.

Practice Type Character Position Code allocated by: Notes/Comments
  1 2 3 4 5 6    
General Medical Practice - England & Wales A-H, J-N, P, W and Y 0-9 0-9 0-9 0-9 0-9 PPA Char 1 = W for Welsh GP Practice. All other values represent English GP Practices.
NB all new practices from 1.4.2003 have first character of 'Y'.
General Medical Practice - Guernsey G U E 0-9 0-9 0-9 PPA
General Medical Practice - Jersey J E R 0-9 0-9 0-9 PPA
General Medical Practice - Alderney A L D 0-9 0-9 0-9 PPA
General Medical Practice - Isle of Man Y 0-9 0-9 0-9 0-9 0-9 PPA
General Medical Practice - Scotland S 0-9 0-9 0-9 0-9 0-9 NHS
General Medical Practice - Northern Ireland Z 0 0 0-9 0-9 0-9 DHS SPS
General Dental Practice - England & Wales V 0-9 0-9 0-9 0-9 0-9 Dental Practice Board Chars 2 to 6 are the same as in the code for the General Dental Practitioner
General Dental Practice - Scotland & N. Ireland Not available - use default value
see (Default Codes Summary)
DH No change planned
MoD 'Practice' Not available - use default value
see (Default Codes Summary)
DH National list under consideration
Prison 'Practice' See 'Organisations of England and Wales' DH National list under consideration

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METADATA FILES

Change to Supporting Information: Change to Supporting Information
Metadata Files
 

METADATA FILES

Files Available
  1. Metadata files are used by the NHS to validate data. The files facilitate data consistency and quality. The files are:

    • Diagnosis (ICD-10)

    • Operation (OPCS-4) Fourth Revision Consolidated Version

    • NHS Postcode Directory

    • Frozen Postcode Directory

    • Country Pseudo Postcodes.
  1. The ICD-10 file is issued by the NHS Information Authority, from whom a specification is available. It is intended to reissue this file in line with the ICD-10 updates.

  1. The Operation metadata file is also issued by the NHS Connecting for Health on request. No update of this file is currently envisaged.

  1. The Operation metadata file is also issued by the NHS Information Authority on request. No update of this file is currently envisaged.

  1. The NHS Postcode Directory (''Gridlink" version) is maintained, on behalf of the Department of Health, by the Office for National Statistics (ONS). The full NHS Postcode Directory on CD-ROM and via the NHSnet is provided free to the NHS, every quarter, by the National Administrative Codes Service (NACS). A reduced version of the full NHS Postcode Directory, containing Postcode, Strategic Health Authority Code and Primary Care Trust/Care Trust Code, is provided every quarter on CD-ROM and via NHSnet as part of the standard National Administrative Codes Service (NACS) data issue; see Publication Information Contact Details.

  1. The NHS Postcode Directory (''Gridlink" version) is maintained, on behalf of the Department of Health, by the Office for National Statistics (ONS). The full NHS Postcode Directory on CD-ROM and via the NHSnet is provided free to the NHS, every quarter, by the National Administrative Codes Service (NACS). A reduced version of the full NHS Postcode Directory, containing Postcode, Strategic Health Authority Code and Primary Care Trust/Care Trust Code, is provided every quarter on CD-ROM and via NHSnet as part of the standard National Administrative Codes Service (NACS) data issue; see Contact Details.

  1. A version of the Central Postcode Directory (CPD), the 91-based Frozen Postcode Directory, is produced by the ONS to provide a stable base to facilitate time source analysis. Full details are set out in the CPD User Guide available from ONS; see Publication Information Contact Details.

  1. A version of the Central Postcode Directory (CPD), the 91-based Frozen Postcode Directory, is produced by the ONS to provide a stable base to facilitate time source analysis. Full details are set out in the CPD User Guide available from ONS; see Contact Details.

  1. Any area within the NHS taking advantage of the supply of metadata by ONS will be expected to abide by any rules and conditions imposed by the ONS Section supplying the metadata.

    Media
  1. NHS Connecting for Health Metadata files are normally supplied on disk. Potential users should contact the NHS Connecting for Health Coding and Classification Help Desk on 0121 333 0420 (direct line).

  1. NHS Information Authority Metadata files are normally supplied on disk. Potential users should contact the NHS Information Authority Coding and Classification Help Desk on 0121 333 0420 (direct line).

    Format of Metadata Files
  1. The following pages give the record layouts and data content for the Operation and Country Pseudo Postcode metadata files.

    Operation File Data Content
  1. This file consists of about 7,000 records, one record for each operation (OPCS-4) Fourth Revision Consolidated Version used in the HES processing system. The records are in operation code order. Each record also contains editing parameters used in validation.

    OPERATION FILE RECORD LAYOUT

                  
    Start Position Size Occurs Field Description
    1 11   selection indicators
    12 1   operation prefix
    13 4   operation code
    17 8   filler
    25 55   operation name (3 digit)
    80 5   filler
    85 60   operation name (4 digit)
    145 43   filler
    188 1   sex (absolute)
    189 3   filler
    192 1   sex (scrutiny)
    193 1   filler
    194 2   status of operation
    196 23   filler
    219 1 10 method of delivery
    229 24   filler

    OPERATION FILE FIELD CONTENTS

    Field Content
    Operation Prefix space
    Operation Code 4 chars, 1 alphanumeric + 3 numeric
    Sex (absolute) space = accept any sex code
    1 = males not accepted
    2 = females not accepted
    1 = males not accepted
    2 = females not accepted
    Sex (scrutiny) space = accept any sex code
    1 = males not accepted
    2 = females not accepted
    NB The following relate to primary operation only
    Status of Operation if status not = 01, reject for scrutiny
    Method of Delivery 10 one character codes representing the DELMETH code values 0 - 9. Check character position corresponding to DELMETH code value
    space = no check required
    1 = reject for scrutiny
    Country Pseudo Postcode File Data Content
  1. This file contains about 130 records. The usual country of residence for short term overseas visitors is derived from the country pseudo postcode, these can be found by browsing the: NACS NHSnet website. The codes are also available in electronic format on the NHS Postcode Directory ("Gridlink" version).

    For the NACS contact details, see Publication Information Contact Details. For the NACS contact details, see Contact Details.

  1. The expanded area code field contains the country of birth code in characters 1-4 (a repeat of the characters 3-6 in the pseudo postcode). The remainder of the expanded area code is blank except for codes 993C (UK nos) and 993V (no fixed abode) where characters 5-7 are 9space9.

  2. COUNTRY PSEUDO FILE RECORD LAYOUT

    Start Pos Size Data Type Field Description
    1 11 X selection indicators
    12 6 X 6 digit postcode (POSTSIX)
    18 1 A 7th digit
    19 6 X filler
    25 50 X name of country
    75 5 X filler
    80 19 X area details
    99 154 X filler

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NHS ADMINISTRATIVE CODES

Change to Supporting Information: Change to Supporting Information
Administrative Codes and Classifications
 

ORGANISATION CODING FRAMES

NHS Organisation Codes
  1. All NHS organisations (with the exception of GP Practices - see Medical & Dental Practice Codes) are coded using one of two five character coding frames; the A frame or the B frame as shown in the table:

      
    Char Position 1 2 3 4 5
    Format a/n a/n a/n a/n a/n
    A Frame Organisation Type Indicator Organisation Identifier
    B Frame Organisation Type Indicator Organisation Identifier Site or Sub-Division Identifier
  1. The A Frame applies to ORGANISATION TYPES with a high volume of ORGANISATIONS and with no requirements to identify sites or sub-divisions within the ORGANISATION. The ORGANISATION CODE is normally a full five characters in length.

    Examples: Strategic Health Authority

  1. The B Frame applies to ORGANISATION TYPES with a low volume of ORGANISATIONS or ORGANISATION TYPES needing to identify sites or sub-divisions within the ORGANISATION. The ORGANISATION CODE is normally three characters in length; the fourth and fifth character positions are used for identifying sites or sub-divisions.

    Examples: NHS Trusts, Primary Care Trusts

  1. Both coding frames allow the use of digits 0 (zero) to 9 and the use of all upper-case alpha characters except B, I, O, S, U and Z (to avoid ambiguity); no special characters are allowed. These alphanumeric characters may be used in all character positions with the following restrictions:

    • the first character position may only contain one of a series of pre-set values which indicate the ORGANISATION TYPE;

    • within the B Frame, a two zero suffix (00) can be used to extend a three-character Commissioner or Provider ORGANISATION CODE. This should only be used in situations such as in the CDS, where a 5 character code is required and no other 5-character code can be used. For this reason, a Site Identifier should never be coded as 00.

  1. The structure and format of organisation codes maintained by the National Administrative Codes Service (NACS), Prescription Pricing Authority (PPA) and other agencies, are detailed in the NHS ORGANISATION CODES TABLES section of this publication. For further information, see Administrative Codes & Classifications.


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NHS ORGANISATION CODES TABLES

Change to Supporting Information: Change to Supporting Information
Administrative Codes and Classifications
NHS ORGANISATION CODES TABLES
 
Coding Formats

Note:
NACS - National Administrative Codes Service. 
For the National Administrative Codes Service contact details, see Publication Information Contact Details. For the National Administrative Codes Service contact details, see Contact Details.

Table 1: CODING FORMATS for ORGANISATIONS in ENGLAND

Organisation Type Character Position Code allocated by: Notes/Comments
  1 2 3 4 5    
Strategic Health Authority Q A-9 A-9 0 0 NACS  
Care Trust T A-9 A-9 0 0 NACS The 00 suffix should only be used when a 5- character code is required for a Trust and no other 5-character code is available
Care Trust Site T A-9 A-9 A-9 A-9 NACS  
Primary Care Trust (PCT) 5 A-9 A-9 0 0 NACS The 00 suffix should only be used when a 5-character code is required for a Trust and no other 5-character code is available
Primary Care Trust Site 5 A-9 A-9 A-9 A-9 NACS Treatment Centres should be separately identified and registered with the NACS. TC is the preferred site code; if there is more than one per trust T1, T2, T3 etc are suggested unless already in use by the trust.
Special Health Authority (SpHA) T 0-9 0-9 0 0 NACS  
Other Statutory Authority (OSA) X 0-9 0-9 0 0 NACS  
OSA Site X 0-9 0-9 0-9 0-9 NACS  
NHS Trust R A-9 A-9 0 0 NACS The 00 suffix should only be used when a 5-character code is required for a Trust and no other 5-character code is available
NHS Trust Site R A-9 A-9 A-9 A-9 NACS Treatment Centres should be separately identified and registered with the NACS. TC is the preferred site code; if there is more than one per trust T1, T2, T3 etc are suggested unless already in use by the trust.
Hospices (1) R A-9 0-9 0-9 0-9 NACS A hospice may either be situated at NHS Trust level (1) or be an Independent Provider (2).
  (2) 8 A-9 A-9 A-9 A-9 NACS A hospice may either be situated at NHS Trust level (1) or be an Independent Provider (2).
Independent Provider 8 A-9 A-9 A-9 A-9 NACS Used for Registered and Non-Registered Nursing Homes, Independent Therapists, Independent Hospices and Charities.
Independent Sector Healthcare Provider N T, V, W A-9     NACS  
Independent Sector Healthcare Provider Site N T, V, W A-9 A-9 A-9 NACS Treatment Centres should be separately identified and registered with the NACS who will allocate the codes.
MoD Hospital X M D A, F or N 0-9 NACS A=Army, F=RAF, N=Navy
Private patient V P P 0 0 DH  
Pathology Laboratories 6 A-Z A-Z A-9 A-9 NACS  

 

Note: A-9 indicates that characters A-Z and 0-9 are valid.

Table 2: CODING FORMATS for ORGANISATIONS in SCOTLAND

Organisation Type Character Position Code allocated by: Notes/Comments
  1 2 3 4 5    
Scottish Health Board S A-Z 9 9 9 ISD, Scotland  
Scottish Health Agency S D 0-9 0-9 0-9 ISD, Scotland 2nd character (D) identifies Scottish Office agencies
Scottish Provider S A-Z A,C,D 0-9 0-9 ISD, Scotland 2nd character identifies the Health Board the organisation reports to; the 3rd character identifies the organisation type:
A= Health Unit
C = Hospital Trust
D = Nursing Home

Table 3: CODING FORMATS for ORGANISATIONS in NORTHERN IRELAND

Organisation Type Character Position Code allocated by: Notes/Comments
  1 2 3 4 5    
NI Health Board Z E,N,S,W 0 0 0 NI HSS Executive E = Eastern
N= Northern
S = Southern
W = Western
NI Provider Z 1,7 0-9 0-9 0-9 NI HSS Executive 2nd character identifies organisation:
1=HSS Trust
7 = Independent Provider

Table 4: CODING FORMATS for ORGANISATION in WALES

Organisation Type Character Position Code allocated by: Notes/Comments
  1 2 3 4 5 -
Local Health Board 6 A-Z 1-9 0 0 NACS The 00 suffix should only be used when a 5-character code is required for a Trust and no other 5-character code is available.
Local Health Board Site 6 A-Z 1-9 A-9 A-9 Health Solutions Wales  
NHS Trust R A-9 A-9 0 0 NACS The 00 suffix should only be used when a 5-character code is required for a Trust and no other 5-character code is available.
NHS Trust Site R A-9 A-9 A-9 A-9 Health Solutions Wales  
Independent Provider 8 W A-9 A-9 A-9 Health Solutions Wales  
Other Statutory Authority (OSA) X 0-9 0-9 0 0 NACS  
OSA Site X 0-9 0-9 0-9 0-9 NACS  
Hospices (1) R A-9 0-9 0-9 0-9 NACS A hospice may either be situated at NHS Trust level (1) or be an Independent Provider (2).
  (2) 8 A-9 A-9 A-9 A-9 NACS A hospice may either be situated at NHS Trust level (1) or be an Independent Provider (2).
MoD Hospital X M D A, F or N 0-9 NACS A=Army, F=RAF, N=Navy
Private patient V P P 0 0 DH  

Note: A-9 indicates that characters A-Z and 0-9 are valid: except B, I, O, S, U and Z (to avoid ambiguity). Please see: NHS Administrative Codes
Note: a 'Regional Code' of W00 for Wales is shown in the NACS files, to enable Welsh organisations to be distinguished from English organisations where the same coding frame is used.


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NHS POSTCODE DIRECTORY

Change to Supporting Information: Change to Supporting Information
NHS Postcode Directory
 

NHS POSTCODE DIRECTORY

  1. The NHS Postcode Directory is maintained, on behalf of the Department of Health, by the Office for National Statistics (ONS). It contains a record for every postcode in the UK, Channel Islands and the Isle of Man, and associates each postcode with a variety of geographic information, including grid references, Primary Care Trusts and Strategic Health Authority codes. The file also includes pseudo postcodes covering defaults and overseas countries.

  1. The full and reduced versions of the NHS Postcode Directory are issued every quarter by the National Administrative Codes Service (NACS). A CD-ROM is sent to named recipients both inside the NHS and to other recipients licensed to use this data in support of the NHS. Both versions of the NHS Postcode Directory are also available via the NHSnet only.

  1. A full description of the NHS Postcode Directory and the NACS reduced postcode data files, can be found by using the NACS website (this is only available on the NHSnet). See ONS: Publication Information Contact Details.

  1. A full description of the NHS Postcode Directory and the NACS reduced postcode data files, can be found by browsing the ONS Data Website (this website is only available on the NHSnet). See ONS Contact Details.

  1. The ONS will supply, on request and at a cost, copies of the NHS Postcode Directory, on different media, in different formats and for selected extracts. Contact the ONS for details and charges. See Publication Information Contact Details.

  1. The ONS will supply, on request and at a cost, copies of the NHS Postcode Directory, on different media, in different formats and for selected extracts. Contact the ONS for details and charges. See Contact Details.

    Postcodes
  1. All postcodes made available via NACS postcode files have been standardised to the eight character postcode format as used by the Royal Mail's Postal Address File (PAF). All NHS Organisations should ensure that they conform to the postcode format.

  1. Postcodes are of the general format :

    Character Position 1 2 3 4 5 6 7 8
    Format a a/n a/n a/n space n a a
    Coding Frame Outward Code space Inward Code
  1. The coding frame allows the use of digits 0 (zero) to 9 and the use of upper-case alpha characters; no special characters are allowed.
     
  1. The fifth character of all standard format postcodes is always a space, and separates the outward and inward parts of the postcode. The outward part of the postcode is left-justified and can contain 2, 3 or 4 characters, and is space-filled in character positions 3 and 4 where required. The inward part of the postcode is always 3 characters.

    The following table gives examples of typical postcodes :

    Character Position Allocated by Notes
    1 2 3 4 5 6 7 8    
    1 2 3 4 5 6 7 8    
    W 9       3 X X Royal Mail  
    D A 1     5 P L Royal Mail  
    M K 4 5   1 T E Royal Mail  
    Z Z 9 9   4 L Z NACS Pseudo Postcodes, Defaults and Overseas
  1. The "Scottish split postcode indicator" field was discontinued from the 1996/1 version of the NHS Postcode Directory. This value used to appear in the 8th character position of the postcode (the postcode field was then only 7 characters in length). The 'Alternative' version of the NHS Postcode Directory, showing postcodes containing this field, is available from the ONS.

    Strategic Health Authority/Local Health Board/Health Board Codes
  1. Strategic Health Authorities in England are indicated by their standard NACS codes (Q codes). Local Health Boards in Wales use five character codes commencing with a '6', and with the last two characters '00'. Health Boards in Scotland use a three character version of the Health Board code (range SA9 - SZ9). The four Northern Ireland Health Boards are indicated by their standard codes - ZE0, ZN0, ZS0, ZW0.

  1. No Strategic Health Authorities exist for the Channel Islands and the Isle of Man so notional (or dummy) Strategic Health Authority codes are used to identify postcodes from these locations. The default Pseudo health authority code of X98 is used to indicate pseudo postcodes (defaults and overseas).

  1. For further information on Strategic Health Authority, Local Health Board, and Health Board codes and their values, See ADMINISTRATIVE CODES.

    Related Products
  1. The ONS produce annually two related publications : ONS Geography User Guide 9 (The Area of Residence Classification) and ONS Geography User Guide 10 (The NHS Organisation Manual). These show a breakdown of Strategic Health Authorities by Local Government authorities and Electoral Wards. Copies are available from ONS. Electronic copies are also included in the full NHS Postcode Directory on CD-ROM as provided by NACS.

  1. ONS produce a version of the Postcode Directory that is based on a stable area base to facilitate time series analysis - the 1991-based Frozen Postcode Directory. This is available from the ONS.

  1. The NACS issues the full manuals on the CD-ROM each quarter. This ensures that any new customers receive the necessary information.

    Changes
  1. The ONS should be notified of any queries relating to the allocation of postcodes to Strategic Health Authorities or Primary Care Trusts. All such queries are investigated by ONS, and any agreed changes are included in the following edition of the NHS Postcode Directory. The monthly postcode corrections are also included on the NHSnet, see Publication Information Contact Details.

  1. The ONS should be notified of any queries relating to the allocation of postcodes to Strategic Health Authorities or Primary Care Trusts. All such queries are investigated by ONS, and any agreed changes are included in the following edition of the NHS Postcode Directory. The monthly postcode corrections are also included on the NHSnet, please see Contact Details.

  1. Requests and suggestions for improvements to the NHS Postcode Directory or queries relating to its use should be directed to NACS, who are taking the lead on this product on behalf of the NHS; see Publication Information Contact Details.

  1. Requests and suggestions for improvements to the NHS Postcode Directory or queries relating to its use should be directed to NACS, who are taking the lead on this product on behalf of the NHS; see Contact Details page.


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PRACTITIONER CODES

Change to Supporting Information: Change to Supporting Information
Administrative Codes and Classifications
 

PRACTITIONER CODES

  1. Practitioner Codes are used to identify individual CARE PROFESSIONALS uniquely. This unique code allows for the identification of the CARE PROFESSIONALS involved in patient referral and the subsequent episode of care.

  1. The National Administrative Codes Service (NACS) coding standard for practitioners follows long-standing NHS conventions. These coding standards have not been fundamentally changed, except for the GMC number which no longer has a check digit.

  1. All NACS Practitioner Codes are eight characters in length, of the general format:

    Char Position 1 2 3 4 5 6 7 8
    Format a n n n n n n n
    Practitioner Coding Frame Practitioner Type Indicator
    G or D
    Doctor's Index Number or DPB number check digit
    Practitioner Type Indicator
    C
    GMC Number
  1. The practitioner coding format allows the use of digits 0 (zero) to 9 and the use of selected upper-case alpha characters in the first character position indicate the practitioner type. G indicates a General Medical Practitioner, D indicates a General Dental Practitioner and C indicates a Hospital Consultant.

    About Practitioner Identifiers
  1. A doctor receives a GMC number on qualification as a doctor. If he/she chooses to enter general practice in England or Wales, a further 6-digit number is allocated by the Department of Health. This number is referred to as the Doctor's Index Number, the GP National Code or (less correctly) the PPA code. The latter reference arises as the number allocated by the DH is passed by the Primary Care Trust to the Prescription Pricing Authority who use it for the issue of prescription pads, etc.

  1. The Prescription Pricing Authority also use it to derive the GMP code which is used by the NACS. This takes the code issued by the DH, prefixes it with the character 'G' to indicate GMP and adds a check digit at the end.

  1. A General Dental Practitioner (GDP) code is based on the DPB code issued by the Dental Practice Board. The DPB code is prefixed with "D" and suffixed with a "137137" check digit. The code is used as the Practitioner Identifier for GDPs in England and Wales.

  1. The Practitioner Identifier for all other practitioners (except GPs in Northern Ireland) is based on their GMC number.

  1. In summary:

  • The first character position indicates the practitioner type;
  1. The Practitioner Identifier for GPs in England and Wales is the 6-digit number issued by the DH - the Doctor's Index Number;
  1. The Practitioner Identifier for GDPs is the Dentist DPB code;
  1. The Practitioner Identifier for all other practitioners (except GPs in Northern Ireland) is based on their GMC number.
  1. Check digits are obtained using the 137137 algorithm on the 6 digit Doctor's Index Number or DPB code, as follows:

    first numeric character
    + 3 times second (numeric) character
    + 7 times third character
    + fourth numeric character
    + 3 times fifth character
    + 7 times sixth character

    The check digit is then the unit digit of the result of this calculation. For example, if a Doctor's Index Number is 334512, then the check digit is computed by:

    3 + 3*3 + 7*4 + 5 + 3*1 + 7*2 = 62 - the check digit is 2

    and the full code would be: G3345122

  1. The table below gives the structure and format of the Practitioner Codes found within the NACS files.

  2. Organisation Type Character Position Alloc. by Note
      1 2 3 4 5 6 7 8    
    GP (England & Wales) G 0-9 0-9 0-9 0-9 0-9 0-9 0-9 PPA  
    GP (Scotland) S 0-9 0-9 0-9 0-9 0-9 0-9 0-9 ISD, Scotland S prefix to avoid duplication
    GP (N. Ireland) E, N, S, W 0-9 0-9 0-9 0-9 0-9 0-9 0-9 NI HSS Executive NACS Standard code under development
    Dentist (GDP) England & Wales D 0-9 0-9 0-9 0-9 0-9 0-9 0-9 DPB  
    Consultant (England & Wales) C 0-9 0-9 0-9 0-9 0-9 0-9 0-9 DH  
    MoD Doctor A Not available - use default value
    see Default Codes Summary
    DH  
    Prison Doctor P Not available - use default value
    see Default Codes Summary
    DH  
    Midwife M Not available - use default value
    see Default Codes Summary
    DH  

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NHS Data Model and Dictionary Service