Form 0920-0931 CBLS Variables - Text Files

Blood Lead Surveillance System (BLSS)

Att6b CBLS Variables Txt Files

CBLS Variables - FY18 State or Local Health Departments

OMB: 0920-0931

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Attachment 6b. CBLS Variables Text Files

Form Approved

OMB No. 0920-0931

Exp. Date 05/30/201x

Submission Format for Childhood Blood Lead Surveillance (CBLS) Text Files


CDC Program Announcement No. CDC-RFA-EH17-1701PPHF17

Updated September 14, 2017


This document contains a list of variables that Awardees submit to NCEH by the final business day of the following quarter (e.g., data collected during the first quarter is due on the final business day of the second quarter). Data submitted in text files are processed and maintained in the CBLS database. NCEH uses its processing software, CBLS Central, to perform data checks for required formatting on Awardee text files. Text files are parsed into separate linkable data tables (e.g., Child, Address, Lab Results, and Investigation).


Table No.

Record Type

File ID

1

Child

CHI

2

Address

ADD

3

Lab Results

LAB

4

Investigation

INV

5

Child-to-Address Link (optional)

LNK








Processing reports are generated and sent to Awardees, to indicate how many records were properly parsed and entered into the CBLS database and how many records were not loaded with an explanation of the rejection. Corrections from Awardees are returned in the next quarterly report. Therefore, NCEH has a 1 to 2 quarter lag with on-time data delivery. CBLS Annual Reports are based on the calendar year and are sent to Awardees at the end of the second quarter of the fiscal year.


The Awardees input data reported to their state or local jurisdiction(s) into the Healthy Homes and Lead Poisoning Surveillance System (HHLPSS), which is developed and provided by NCEH at no cost to Awardees, or into another lead surveillance reporting system chosen by Awardee. Awardees are required to de-identify the data prior to delivery to NCEH. Personally identifiable information (PII), such as names and addresses of children are removed; only Child ID and Address ID are submitted to NCEH.

This information is collected under the authority of the Public Health Service Act [Section 301 (42 U.S.C. Section 241 and Section 247b-1 and 247b-3)]. CDC estimates the average public reporting burden for this collection of information as 4 hours per response, including the time for reviewing instructions, searching existing data/information sources, gathering and maintaining the data/information needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a currently valid OMB Control Number. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden to CDC/ATSDR Information Collection Review Office, 1600 Clifton Road NE, MS D-74, Atlanta, Georgia 30333; ATTN: PRA (0920-0931).


OVERVIEW OF DATA PROCESSING OF AWARDEE RECORDS INTO CBLS RELATIONAL TABLE FORMATS


Each record contains a file identifier (FILEID), a program identifier (PGMID), and record-specific information to create a unique record identifier.

FILEID + PGMID + Record-specific information

CHI + PGMID + CHILD_ID

ADD + PGMID + ADDR_ID

LAB + PGMID + CHILD_ID + SAMP_DATE

INV + PGMID + ADDR_ID + DATE_REF

LNK + PGMID + CHILD_ID + ADDR_ID + FIRST_OCC


BASIC FORMAT


Basic Format is used to create tables:

  • Table 1 – Child;

  • Table 2 – Address;

  • Table 3 – Lab Results;

  • Table 4 – Investigation; and

  • Table 5 – Child-to-Address Link (optional)


FILEID … PGMID



CHILD_ID



ADDR_ID



TABLE-SPECIFIC FIELDS

(see below)







CHILD_ID ONLY TABLE


CHILD_ID & ADDRESS_ID TABLES


ADDRESS_ID ONLY TABLES






Table 1: CHILD


Table 3: LAB RESULTS


Table 2: ADDRESS

CHI … PGMID

Positions 1-12


LAB … PGMID

Positions 1-12


ADD … PGMID

Positions 1-12

CHILD_ID

Positions 13-20


CHILD_ID

Positions 13-20


ADDR_ID

Positions 13-20

CHILD FIELDS

Positions 21-51


ADDR_ID

Positions 29-36


ADDRESS FIELDS

Positions 21-73



LAB RESULTS FIELDS

Positions 21-144



Data must be submitted by Programs in ASCII fixed field length (non-delimited), variable record length. Each record must have a unique numeric identifier determined by the values in the FILEID field and the unique identifier for each record (described above).

Each record submitted is validated for correct formatting and coding. Within each submission to NCEH, there should be no duplicate records. Duplicate records are not loaded into the database and non-duplicate record validation, ensures:

  • One unique CHI record

  • One unique LAB record per child per sample date

(see Appendix for more details)







Table 5: CHILD-TO-ADDRESS LINK


Table 4: INVESTIGATION


LNK … PGMID

Positions 1-12


INV … PGMID

Positions 1-12

CHILD_ID

Positions 13-20


ADDR_ID

Positions 13-20

ADDR_ID

Positions 21-28

INVESTIGATION FIELDS

Positions 21-127

LINK FIELDS

Positions 29-45


CHILDHOOD BLOOD LEAD SURVEILLANCE (CBLS) RECORD AND TABLE FORMATS


Record Type: Basic Format

Position

Field Name

Valid Values - Description

1-3

FILEID

File identifier for record type. REQUIRED

CHI - Child

ADD - Address

LAB - Lab

INV - Investigation

LNK – Child-to-address link

4

ACTION

Database action code. REQUIRED

A - Add record

C - Change/replace

D - Delete

5

QTR

Reporting quarter. All annual submissions should be “4" for fourth quarter. REQUIRED

1 - First quarter (1/01/yy - 3/31/yy)

2 - Second quarter (4/01/yy - 6/30/yy)

3 - Third quarter (7/01/yy - 9/30/yy)

4 - Fourth quarter (10/01/yy - 12/31/yy)

6-7

RPT_YR

Reporting year. REQUIRED

Last two digits of the reporting year.

Must be numeric.

8-12

PGMID

Program identifier. REQUIRED

A unique identifier for the Awardee submitting the data, or for each lead reporting database within the Awardee jurisdiction.

The first two positions must contain the state FIPS (Federal Information Processing Standard) code. The next three positions are pre-assigned for HHLPSS and must be unique for each lead database within a state (including databases other than HHLPSS). Program ID is obtained from the Healthy Homes and Lead Poisoning Prevention Program (HHLPPP).

13-20

CHILD_ID

Child identifier. REQUIRED

A unique identifier for a child; must be numeric and zero-filled. This would generally be a system-assigned sequential number within a database. The identifier is used in relational databases to eliminate redundant data. The child information exists only once, in one physical record, and is linked to related records by the child identifier.

When records from two or more databases are combined, the combination of PGMID and CHILD_ID form a unique identifier within the combined database.

13-20

ADDR_ID

Address identifier. REQUIRED

A unique identifier for an address; must be numeric and zero-filled. This would generally be a system-assigned sequential number within a database. The identifier is used in relational databases to eliminate redundant data. The address information exists only once, in one physical record, and is linked to related records by the identifier.

When records from two or more databases are combined, the combination of PGMID and ADDR_ID form a unique identifier within the combined database.

21-249

---

Table-specific variable format area based on required reporting.


The contents and format depend on the value in the field FILEID. See Tables 1-5 to follow.



Table: 1

Record Type: Child

FILEID: CHI

Position

Field Name

Valid Values - Description

1-3

FILEID

CHI – Child. REQUIRED

File identifier for record type.

4

ACTION

Database action code. REQUIRED

A - Add record

C - Change/replace

D - Delete

5

QTR

Reporting quarter. All annual submissions should be “4" for fourth quarter. REQUIRED

1 - First quarter (1/01/yy - 3/31/yy)

2 - Second quarter (4/01/yy - 6/30/yy)

3 - Third quarter (7/01/yy - 9/30/yy)

4 - Fourth quarter (10/01/yy - 12/31/yy)

6-7

RPT_YR

Reporting year. REQUIRED

Last two digits of the reporting year.

Must be numeric.

8-12

PGMID

Program identifier. REQUIRED

A unique identifier for the Awardee submitting the data, or for each lead reporting database within the Awardee jurisdiction.

13-20

CHILD_ID

Child identifier. REQUIRED

A unique identifier for a child; must be numeric and zero-filled.

21-28

DOB

Child's date of birth. (CCYYMMDD) REQUIRED

Birth date cannot be after the end of the reporting year.

Child may not be older than 16 years at the start of the reporting year.

29

SEX

Sex. REQUIRED

1 – Male

2 – Female

9 – Unknown

30

ETHNIC

Ethnicity (Select only one). REQUIRED

1 – Hispanic or Latino

2 – Not Hispanic or Latino

9 – Unknown

31

RACE

Race (Select only one). REQUIRED

1 – American Indian or Alaskan Native

2 – Asian

3 – Black or African American

4 – Native Hawaiian or Other Pacific Islander

5 – White

6 – More than one race

9 – Unknown

32

CHELATED

Chelation therapy administered. REQUIRED

1 – Yes

2 – No

9 – Unknown

33

CHEL_TYPE

Type of chelation. REQUIRED

1 – Inpatient

2 – Outpatient

3 – Both

9 – Unknown

Cannot be blank if CHELATED =1. Cannot be 1, 2, or 3 if CHELATED =2 or 9.

Table: 1 (continued)

Record Type: Child

FILEID: CHI

Position

Field Name

Valid Values - Description

34

CHEL_FUND

Source of funding for the chelation therapy. REQUIRED

1 – Public, includes Medicaid

2 – Private insurance

3 – Parent self-pay

8 – Other

9 – Unknown

Cannot be blank if CHELATED = 1.

35

NPLSZ

Non-paint lead source - other. REQUIRED

1 – Yes

2 – No

9 – Unknown

36

NPLSM

Non-paint lead source - traditional medicines. REQUIRED

1 – Yes

2 – No

9 – Unknown

37

NPLSO

Non-paint lead source – occupation of household member. REQUIRED

1 – Yes

2 – No

9 – Unknown

38

NPLSH

Non-paint lead source - hobby of household member. REQUIRED

1 – Yes

2 – No

9 – Unknown

39

NPLSP

Non-paint lead source - pottery, imported or improperly fired. REQUIRED

1 – Yes

2 – No

9 – Unknown

40

NPLSC

Non-paint lead source - child occupation. REQUIRED

1 – Yes

2 – No

9 – Unknown

41

BIRTH

Country of birth.

1 – U.S.

2 – Other

3 – Unknown



Table: 2

Record Type: Address

FILEID: ADD

Position

Field Name

Valid Values - Description

1-3

FILEID

ADD – Address. REQUIRED

File identifier for record type.

4

ACTION

Database action code. REQUIRED

A - Add record

C - Change/replace

D - Delete

5

QTR

Reporting quarter. All annual submissions should be “4" for fourth quarter. REQUIRED

1 - First quarter (1/01/yy - 3/31/yy)

2 - Second quarter (4/01/yy - 6/30/yy)

3 - Third quarter (7/01/yy - 9/30/yy)

4 - Fourth quarter (10/01/yy - 12/31/yy)

6-7

RPT_YR

Reporting year. REQUIRED

Last two digits of the reporting year.

Must be numeric.

8-12

PGMID

Program identifier. REQUIRED

A unique identifier for the Awardee submitting the data, or for each lead reporting database within the Awardee jurisdiction.

13-20

ADDR_ID

Address identifier. REQUIRED

21-35

CITY

City name.

36-38

CNTY_FIPS

County FIPS code. REQUIRED

Numeric, zero-filled.

A list of counties their associated FIPS codes is available from HHLPPP.

39-47

ZIP

Zip code (5+4 format, no dash).

Left justified, blank-fill or zero-fill.

48-49

STATE

State abbreviation (two-letter alphabetic code).

50-56

CENSUS

Census tract.

Left justified, blank-fill.

57

RENOVATED

Residence renovated. REQUIRED

1 - Yes, once

2 - No

3 - Yes, more than once

9 - Unknown

58-65

START_REN

Date first renovation begun. (CCYYMMDD)

Date must be present when RENOVATED is coded 1 or 3.

Date must be blank when RENOVATED is coded 2 or 9.

66-73

COMP_REN

Date latest renovation completed. (CCYYMMDD)

Cannot be earlier than START_REN.

Leave blank if renovation is ongoing as of the end of the reporting year.



Table: 3

Record Type: Lab Results

FILEID: LAB

Position

Field Name

Valid Values - Description

1-3

FILEID

LAB – Lab Results. REQUIRED

File identifier for record type.

4

ACTION

Database action code. REQUIRED

A - Add record

C - Change/replace

D - Delete

5

QTR

Reporting quarter. All annual submissions should be “4" for fourth quarter. REQUIRED

1 - First quarter (1/01/yy - 3/31/yy)

2 - Second quarter (4/01/yy - 6/30/yy)

3 - Third quarter (7/01/yy - 9/30/yy)

4 - Fourth quarter (10/01/yy - 12/31/yy)

6-7

RPT_YR

Reporting year. REQUIRED

Last two digits of the reporting year.

Must be numeric.

8-12

PGMID

Program identifier. REQUIRED

A unique identifier for the Awardee submitting the data, or for each lead reporting database within the Awardee jurisdiction.

13-20

CHILD_ID

Child identifier. REQUIRED

21-28

SAMP_DATE

Date sample was drawn. (CCYYMMDD) REQUIRED.

May not be prior to child DOB.

29-36

ADDR_ID

Address identifier. (Unique identifier of child's primary address on the date sample was drawn)

Zero-fill if unknown.

37

PREGNANT

Pregnant at time of blood lead test.

1 – Yes

2 – No

3 – N/A

9 – Unknown

38-39

--

BLANK

40

LAB_FUND

Source of funding for the laboratory test. REQUIRED

1 – Public, includes Medicaid

2 – Private insurance

3 – Parent self-pay

8 – Other

9 – Unknown

41

SAMP_TYPE

Sample type. REQUIRED

1 – Venous, blood lead

2 – Capillary, blood lead

9 – Unknown

42

TEST_RSN

Test reason. REQUIRED

1 – Screening (asymptomatic child without previous elevated level)

2 – Clinical suspicion of lead poisoning (child symptomatic)

3 – Confirmatory test following elevated value by fingerstick

4 – Follow-up, child with confirmed elevated level

5 – EP, not for lead-screening

9 – Unknown/other


Table: 3 (continued)

Record Type: Lab Results

FILEID: LAB

Position

Field Name

Valid Values - Description

43

LAB_TYPE

Type of laboratory processing sample. REQUIRED

1 – Public health laboratory

2 – Commercial laboratory

3 – Clinical setting (i.e., lead screening)

9 – Unknown

44

SCRN_SITE

Type of provider ordering test, or screening site. REQUIRED


1 – CLPPP fixed-site specific to lead

2 – Door to door program

3 – Other fixed-site screening program, e.g. WIC

4 – Private health care provider

5 – Referred for confirmation, no screening information

9 – Unknown/other

45

METH_ANAZ

Laboratory method used to analyze sample. REQUIRED

1 – Inductively coupled plasma mass spectrometry (ICP-MS)

2 – Graphite furnace atomic absorption spectroscopy (GFAAS) (also known as Electrothermal Atomic Absorption Spectroscopy (ETAAS))

3 – Anodic Stripping Voltammetry (ASV) (e.g., LeadCare®)

9 – Unknown

46-51

METH_LOD

Limit of detection of METH_ANAZ. (000.00)

See Note below.

52-59

SAMP_ANAZ_DT

Date sample analyzed by lab. (CCYYMMDD)

May not be prior to SAMP_DATE.

60-67

RSLT_RPT_DT

Date results reported to/received by health department. (CCYYMMDD)

May not be prior to SAMP_DATE.

68-73

RESULT

Sample result measured in µg/dL. (000.00) REQUIRED

See Note below.

74

RST_INTPCODE


Numeric result comparator (result interpretation code). REQUIRED

1 – Equal

2 – Less Than

3 – Greater Than

75-80

LAB_LOD

Limit of detection of the lab that performed the results. (000.00)

Only need for “No Result” test.

See Note below.

74-123

LAB_NAME

Name of Laboratory that reported result

124-134

LAB_ID

Clinical Laboratory Improvement Amendment (CLIA) Number of laboratory

135-144

NPI

National Provider Identifier or NPI is a unique 10-digit identification number issued to health care providers in the United States by the Centers for Medicare and Medicaid Services (CMS).

Note: Laboratory sample results and limits of detection (LODs) should all be shown right-justified, zero-filled on the left, and formatted with two decimal positions. If no decimal value, format with decimal and zero (000.00).





Table: 4

Record Type: Investigation

FILEID: INV

Position

Field Name

Valid Values - Description

1-3

FILEID

INV – Investigation. REQUIRED

File identifier for record type.

4

ACTION

Database action code. REQUIRED

A - Add record

C - Change/replace

D - Delete

5

QTR

Reporting quarter. All annual submissions should be “4" for fourth quarter. REQUIRED

1 - First quarter (1/01/yy - 3/31/yy)

2 - Second quarter (4/01/yy - 6/30/yy)

3 - Third quarter (7/01/yy - 9/30/yy)

4 - Fourth quarter (10/01/yy - 12/31/yy)

6-7

RPT_YR

Reporting year. REQUIRED

Last two digits of the reporting year.

Must be numeric.

8-12

PGMID

Program identifier. REQUIRED

A unique identifier for the Awardee submitting the data, or for each lead reporting database within the Awardee jurisdiction.

13-20

ADDR_ID

Address identifier. REQUIRED

21-28

DATE_REF

Date address referred for investigation. (CCYYMMDD) REQUIRED

29-36

INSP_COMP

Date address investigation inspection completed. (CCYYMMDD)

May not be prior to DATE_REF.

37-44

ABAT_COMP

Date address hazard remediation or abatement completed. (CCYYMMDD)

May not be prior to INSP_COMP.

45-48

YEAR

Year the dwelling was constructed. (YYYY)

Blank if unknown.

May not be after reporting year.

49

OWNERSHIP

Residential ownership status. REQUIRED

1 – Private, owner-occupied

2 – Rental, privately owned

3 – Rental, publicly owned

4 – Rental, Section 8

9 – Unknown

50

DWELL_TYPE

Type of dwelling. REQUIRED

1 – Attached, single family

2 – Day care center

3 – Detached, single family

4 – Multi-unit

5 – School

8 – Other

9 – Unknown

51

PAINT_HAZ

Dwelling with peeling, chipping, or flaking paint. REQUIRED

1 – Yes, interior

2 – Yes, exterior

3 – Yes, both

4 – No

9 – Not inspected

Must be 9 if INSP_COMP is blank.


Table: 4 (continued)

Record Type: Investigation

FILEID: INV

Position

Field Name

Valid Values - Description

52-56

XRF

Highest XRF reading in mg/cm2. (000.0)

See Note below.

57-64

DUST_FLOOR

Highest floor dust sample reading. (000000.0)

See Note below.

65

FLOOR_MSR

Unit of measure.

U – g/ft2

P – ppm

Cannot be blank if DUST_FLOOR > 0.

66-73

DUST_SILL

Highest window sill dust sample reading. (000000.0)

See Note below.

74

SILL_MSR

Unit of measure.

U – g/ft2

P – ppm

Cannot be blank if DUST_SILL > 0.

75-82

DUST_WELL

Highest window well dust sample reading. (000000.0)

See Note below.

83

WELL_MSR

Unit of measure.

U – g/ft2

P – ppm

Cannot be blank if DUST_WELL > 0.

84-91

PAINT

Highest paint chip sample reading. (000000.0)

See Note below.

92

PAINT_MSR

Unit of measure.

U – g/ft2

P – ppm

M – mg/cm2

Cannot be blank if PAINT > 0.

93-100

SOIL

Highest soil sample reading in ppm. (000000.0)

See Note below.

101-108

WATER

Highest water sample reading in ppb. (000000.0)

See Note below.

109

INDHAZ

Industrial hazard near dwelling.

1 – Yes

2 – No

9 – Unknown

110-117

DATE_DUE

Date remediation due. (CCYYMMDD)



Table: 4 (continued)

Record Type: Investigation

FILEID: INV

Position

Field Name

Valid Values - Description

118

INV_CLOS_RES

Investigation closure reason.

A – Administratively closed

B – Batch closed

C – Remediation complete

D – Unit demolished

F – Insufficient funds

I – Permanent injunction

M – Family moved

N - No hazard found

R – Inspection refused

U – No longer rental unit

119-126

CLEAR_DATE

Date clearance testing completed. (CCYYMMDD)

127

CLEAR_RSLT

Clearance Testing Results

1 – Passed

2 – Failed

9 – Unknown

Note: Environmental sample results should all be shown right-justified, zero-filled on the left, and formatted with one decimal position. If no decimal value, format with decimal and zero (000000.0).




Table: 5

Record Type: Child-to-address link (Optional)

FILEID: LNK

Position

Field Name

Valid Values - Description

1-3

FILEID

LNK – Child-to-Address Link. REQUIRED

File identifier for record type.

4

ACTION

Database action code. REQUIRED

A - Add record

C - Change/replace

D - Delete

5

QTR

Reporting quarter. All annual submissions should be “4" for fourth quarter. REQUIRED

1 - First quarter (1/01/yy - 3/31/yy)

2 - Second quarter (4/01/yy - 6/30/yy)

3 - Third quarter (7/01/yy - 9/30/yy)

4 - Fourth quarter (10/01/yy - 12/31/yy)

6-7

RPT_YR

Reporting year. REQUIRED

Last two digits of the reporting year.

Must be numeric.

8-12

PGMID

Program identifier. REQUIRED

A unique identifier for the Awardee submitting the data, or for each lead reporting database within the Awardee jurisdiction.

13-20

CHILD_ID

Child identifier. REQUIRED

21-28

ADDR_ID

Address identifier. REQUIRED

29

TYPE_ADDR

Type of Address. REQUIRED

1 – Primary address

2 – Relocation address

3 – Alternative

4 – Supplemental

9 – Unknown

30-37

FIRST_OCC

Date the child first occupied or began spending time at address. (CCYYMMDD) REQUIRED

May not be after the end of the reporting period.

38-45

LAST_OCC

Date the child moved from or ceased spending time at address. (CCYYMMDD)

May not be prior to FIRST_OCC.

NOTE: There should be only one "open" link record per child (LAST_OCC is blank) where address type code is 1 or 2.

A relocation address is considered a primary address to which a child has been permanently moved to remove them from a hazardous environment.

APPENDIX. Childhood Blood Lead Surveillance (CBLS) Submission Format


1. General Requirements

Data must be in ASCII fixed field length (non-delimited), variable record length. The first three positions of each record will contain a file identifier (FILEID) which governs the record format and length.


2. Formatting and Coding

Each record submitted will be validated for correct formatting and coding. Action codes (Position 4 in each record) will be used to determine the record processing when loading to the master database.


3. CHI Processing

An ACTION code of “C” (change) will

  • Replace an existing record on the CDC database if the unique identifiers match unless it is a CHI record with a changed DOB (date of birth).

  • Add “C” transactions to the database when there is no match.


If a CHI (child) change transaction is received, and the DOB is changed, the existing CHI record, the related LNK, and related LAB records will be deleted. The new transactions for this child will then be added. This is effectively the same as submitting a CHI “delete” transaction and CHI (and any related LAB and LNK) “add” transactions.


This means if you submit a CHI change transaction with a changed date of birth, you must include all the related information/tests for the child. LAB records already in our database will be removed because we cannot determine if they are valid for the “new” child.


4. DUPLICATE KEY Processing

Records with ACTION code “A” will

  • Be added to the database if there is no match.

  • If there IS a match (DUPLICATE KEY=match on unique identifiers, see item 5 below), and


The record type is …

The transaction is …

LAB, INV, or LNK

is rejected.

CHI and the DOB is different

and all related LAB and LNK transactions in the submitted file are rejected.

ADD and both CITY and ZIP are different

and all related LAB, LNK and INV transactions in the submitted file are rejected.


For CHI and ADD transactions where those data fields (DOB or both city and zip

code) are not changed, the transactions will update the master files and related

transactions will be processed.


Records with ACTION code “D” are processed first. When a CHI delete transaction is processed, all related LNK and LAB records are also deleted. When an ADD (address) delete transaction is processed, all related LNK and INV records are also deleted. LAB records containing that address ID are modified to clear the ID to all zeroes.


CHI and ADD record types are processed first. When other record types are loaded, the related CHI and ADD records must exist in the master file or they are rejected.


Within each submission to CDC there should be NO duplicate records. For instance, while there may be any number of lab results for a given child, there must be only one occurrence of the child record. Additionally, there may only be one LAB record per child per sample date. Duplicates are determined by the values in the FILEID field and the unique identifier for each record.


Each record contains a file identifier (FILEID), a program identifier (PGMID), and record-specific information to create a unique record identifier, as follows:


FILEID + PGMID + Record-specific information

CHI + PGMID + CHILD_ID

ADD + PGMID + ADDR_ID

LAB + PGMID + CHILD_ID + SAMP_DATE

INV + PGMID + ADDR_ID + DATE_REF

LNK + PGMID + CHILD_ID + ADDR_ID + FIRST_OCC


Duplicates found within the same file are rejected, since we cannot determine which is the correct transaction.


4 “Duplicate” lab records (more than one test per child on the same day) should be resolved according to these guidelines.

If samples are all venous, take the highest test result.

If samples are mixed capillary and venous, take the (highest) venous.

If the samples are all capillary, take the lowest test result.


5. Record formats are illustrated in the tables and follow a basic record format. The first 12 positions are consistent in every record format. Positions 13-20 contain an 8-digit numeric identifier, either for child or address, depending on the record type. The rest of the layout is dependent upon the record type or FILEID value. Tables 1 through 5 illustrate the format variations for the five specific tables.


The field names used in the tables are CBLS field labels or derivatives. All alpha characters are in upper case. All numeric fields are right justified and zero-filled unless otherwise stated. Alpha-numeric fields are left justified and padded on the right with blanks as needed.


Values are required in all fields in positions 1-20. Fields which have number codes must contain a valid number value. Dates which are not applicable or unknown may be blank unless the table indicates REQUIRED.


6. UNIQUE IDENTIFIERS

Each child and address must have a unique numeric identifier. This identifier will be our only way to identify the record, as we cannot use personal identifiers such as name or street address. These identifiers must remain the same from one submission to the next.


COUNTY

As noted in the following specifications, surveillance data submitted to CDC must use the county FIPS code rather than the county name. We have a file of these codes for all states and will be happy to provide you with a file for your state. HHLPSS software includes the FIPS codes. To obtain a copy of the FIPS file for your state, email or write to this office and indicate whether you want the file in ASCII or dBase format.


PROGRAM ID

The program ID number is a number assigned by CDC to states submitting surveillance data. The number must be present in each record submitted. When used in combination with the child ID number or the address ID number, the program ID number will assure that data submitted to the national system remains unique.


The need for a program ID number results from the use of database systems which generate "unique" identifiers for that database. If a state is using a system which is installed in more than one location, and each location assigns a "unique" identifier to each child and/or each address, there may be a problem with combining data into a single database. Each location may generate identifiers using the same approach, e.g., each location may assign the number "00000001" to the first child in the system.


A different program ID number will be assigned to each location submitting data to the state system (see below for details). When the program ID number is combined with the "unique" identifier assigned by the location, it will create a "true" unique identifier for each record in the state system.


CDC’s HHLPSS Team assigns and maintains the program IDs. Each registered HHLPSS user receives a unique program ID with the HHLPSS software. We assign only one program ID number to each state for databases that are not HHLPSS databases. If your state collects data from several non‑HHLPSS databases and needs additional program ID numbers, please write or email to HHLPSS Support a list of names and locations, and we will assign a program ID number for each location.

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File Typeapplication/msword
File TitleFields CLPPPs must submit to CDC quarterly
AuthorEttinger, Adrienne (CDC/ONDIEH/NCEH)
Last Modified BySYSTEM
File Modified2018-05-14
File Created2018-05-14

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