17 .Materials Management

17

17.1 Chapter 17 Contents

17.2 Purpose

This Materials Management chapter defines abstract messages for the purpose of communicating various events related to the transactions derived from supply chain management within a healthcare facility. There are two basic types of messages defined in this chapter: inventory item master file updates, and supply item sterilization messages.

The inventory item master file segments published in this chapter are based on master file add and update messages between applications such as materials management, scheduling, and sterilization applications.

The sterilization and decontamination messages published in this chapter are based on a request, response, or unsolicited update. These transactions occur between an instrument-tracking system and a sterilizer or washer.

This chapter describes various roles under which applications might operate. The roles discussed in this chapter illustrate the underlying model used to develop this specification. They do not imply the need for a particular application model or method of implementation.

This chapter defines the transactions at the seventh level, that is, the abstract message. Various schemes are used to generate the actual characters that comprise the messages according to the communication environment. The HL7 Encoding Rules will be used where there is not a complete Presentation Layer. This is described in Chapter 1, "Relationship to Other Protocols." The examples included in this chapter were constructed using the HL7 Encoding Rules.

17.2.1 Inventory Item Master Updates

The goal of the Inventory Item Master Update message specifications is to facilitate the communication of inventory item master catalog and lot information between applications. The main subject of such communication is the supply item. These inventory item master segments are used with trigger event M15  Inventory Item Master File Message , and M16  Inventory Item Master File Message  Enhanced. The message structures of these events are published in Chapter 8 - Master Files.

17.2.1.0 Item Master Catalog

The item master catalog provides a catalog of supplies used for ordering to replenish inventory at supply locations, for general usage in a healthcare facility for scheduled appointments, surgery, and to provide identifiers for instrument-tracking used for the sterilization process. The catalog consists of numerous attributes related to a supply item. Supply items and associated attributes can be specific to a domain such as Inventory, Scheduling, Pharmacy, and Sterilization.

17.2.1.1 Inventory Locations

Inventory locations contain a list of items that are stocked at the location, or that can be ordered from the location (but not stocked on a regular basis). Inventory locations receive updates to the attributes of supply items from the general supply location''s item master catalog. Even though the general supply location''s item master catalog and the other inventory locations item master both share the majority of the supply item attributes, those attributes can have a different value in each location. For example, the status of a supply item (active, inactive, pending inactive), can be inactive in the general supply location item master catalog (meaning it cannot be ordered), but the same item may be pending inactive at another inventory location that still has the supply item in stock, and will issue the supply item until the stock is depleted, but cannot order to replenish the stock at this location.

The following are the primary attributes of a supply item:

17.2.2 Sterilization and Decontamination

Sterilization and decontamination messages in this chapter are exchanged between a sterilizer or washer and an Instrument-tracking System.? The main focus of the sterilization and decontamination process is a load or grouping of supply items. These messages communicate sterilizer configuration, sterilizer lot, and device and cycle data messages related to instances of sterilizing and decontaminating supply items.

Sterilization is a process used to render a product free from viable microorganisms in order to meet infection prevention standards. Sterilizers are defined as apparatus used to sterilize medical devices, equipment and supplies by direct exposure to the sterilizing agent. The typical sterilizing agent for high temperature sterilization is saturated steam under pressure; low temperature sterilizing agents are peracetic acid or ethylene oxide gas.

Decontamination is defined by the Occupational Safety and Health Administration (OSHA) as the use of physical or chemical means to remove, inactivate or destroy blood-borne pathogens on a surface or item to the point where they are no longer capable of transmitting infectious particles and the surface or item is rendered safe for handling, use or disposal. {29 CFR 1910.1030} Washers provide decontamination services in order to render items safe for handling.

Steam sterilizers have defined cycles that achieve sterilization by attaining certain temperatures for specific lengths of time. These cycles are validated using AAMI (Association for Advancement of Medical Instrumentation) standards.

Ethylene Oxide gas and peracetic acid sterilizers have defined cycles that are validated by the manufacturer''s research to achieve sterilization at specific temperatures and exposure times to the sterilant.

Sterilization and decontamination cycles are defined as a sequence of steps or phases that are designed to achieve sterilization or decontamination.

Typical phases for steam sterilization include Condition, Sterilize and Exhaust. Phases for Ethylene Oxide sterilization include Condition, Sterilize, Exhaust and Aerate. Peracetic acid sterilizers also have similar phases.

The following tables contain examples of typical cycles for sterilizers and washers.

Representative Steam Sterilization Cycles

Prevacuum Testing Cycles for Steam Sterilizers

17.2.3 Application roles

In the sterilization and decontamination specification, there are two roles that an application can assume: a filler application role, and a placer application role. These application roles define the interaction that an application will have with other applications in the messaging environment. In many environments, any one application may take on more than one application role.

In this specification, the definition of application roles is not intended to define or limit the functionality of specific products developed by vendors of such applications. Instead, this information is provided to help define the model used to develop this specification, and to provide an unambiguous way for applications to communicate with each other.

17.3 Trigger Events

This chapter defines trigger events used to communicate supply item information between applications.

The inventory item master file notification trigger events are defined in Chapter 8, Master Files. The sterilization and decontamination related trigger events in this chapter are defined in section 17.4, "Inventory Item Master Messages Segments," and 17.5, "Placer Application Requests and Trigger Events."

17.3.1 Statuses

The status of a supply item describes the state of the supply item in the item master catalog and at an inventory location. Typical statuses of a supply item may include the following: Active, Pending Inactive, and Inactive.

The status of a load describes the state of a load during a sterilization cycle. Typical statuses of a load may include the following: Pending, Active, Complete, and Canceled.

17.3.2 Glossary

17.3.2.0 Bowie-Dick Test

A diagnostic test of a dynamic-air-removal steam sterilizer''s ability to remove air from the sterilizer chamber and prevent air reentrainment.

17.3.2.1 Catalog Item

Supply items that are available to be ordered from the item master catalog.

17.3.2.2 Cycle - Sterilization

A define sequence of operational events designed to achieve sterilization which are carried out in a sealed chamber.

17.3.2.3 Cycle - Steam Sterilization, Gravity Displacement Type

Type of sterilization cycle in which incoming steam displaces residual air through a port or drain in or near the bottom of the sterilizing chamber.

17.3.2.4 Cycle Time

The total elapsed time of a sterilization cycle from the time the process is initiated until the cycle is completed. Cycle time may include heat-up time, exposure time, come-down time, cooling and drying time and on appropriate equipment, pre- and post-vacuum time.

17.3.2.5 Decontamination

The use of physical or chemical means to remove, inactivate or destroy blood borne pathogens on a surface or item to the point where they are no longer capable of transmitting infectious particles and the surface or item is rendered safe for handling, use or disposal.

17.3.2.6 Entrainment

Collecting or transporting of solid particles or a second fluid or vapor by the flow of the primary fluid or vapor at high velocity.

17.3.2.7 EO

Ethylene Oxide Gas used as low temperature sterilizing agent.

17.3.2.8 Exposure Time

Period of time during a sterilization process in which items are exposed to the sterilant at the specified sterilization parameters.

17.3.2.9 Lot Control

Numbers, letters or a combination of both by which a particular group of products can be traced to a particular sterilization operation.

17.3.2.10 Nonstocked Items

Supply items that are not routinely ordered and issued at a specific supply location, but are available to be ordered depending on the item status.

17.3.2.11 NonCatalog Item

Supply items that are ordered and issued at a specific supply location, but are not available to be ordered through the item master catalog.

17.3.2.12 Par Level

Par Level refers to an inventory location specific to a particular area of the healthcare facility, such as Surgery.

17.3.2.13 Sterile

State of being free from all living microorganisms.

17.3.2.14 Sterilization

The process used to render a product free from viable microorganisms.

Note: In a sterilization process, the nature of a microbiological death is described by an exponential function. Therefore, the presence of microorganisms on any individual item can be expressed in terms of probability. While this probability can be reduced to a very low number, it can never be reduced to zero.

17.3.2.15 Sterilizer

An apparatus used to sterilize medical devices, equipment and supplies by direct exposure to the sterilizing agent.

17.3.2.16 Stocked Items

Supply items that are routinely ordered and issued at a specific supply location.

17.3.2.17 TDC

Tubes, Drains and Catheters

17.3.2.18 Washer

An apparatus that provides decontamination services in order to render items safe for handling.

17.3.3 Organization of This Chapter: Trigger Events and Message Definitions

This specification contains four functional groupings of trigger events and message definitions. The trigger events within each of the placer, filler, and query functional groupings share the same or similar message definitions.

The first functional grouping of trigger events and message definitions describes the common master file notification messages for use of the record level events for adds, deletes, updates, deactivations, and reactivations. This functional grouping is specific to the item master inventory messages.

The second functional grouping of trigger events and message definitions describes placer request transactions. This grouping defines the trigger events and message definitions for transactions from applications acting in a placer application role, and also defines the related filler application response messages sent back by applications fulfilling the auxiliary role. These messages are described in section 17.5, "Placer Application Requests and Trigger Events."

The second functional grouping describes trigger events and message definitions for unsolicited transactions from applications acting in the filler application role. This grouping describes the unsolicited messages originating from an application fulfilling the filler role, and the response messages sent back by applications fulfilling the auxiliary role. These messages are described in section 17.6, "Filler Application Messages and Trigger Events Unsolicited."

The notation used to describe the sequence, optionality, and repetition of segments is described in Chapter 2, "Format for defining abstract messages."

17.3.3.0 Update mode

This chapter uses the "Action code/unique identifier" mode for updating via repeating segments. For more information on updating via repeating segments, please see section 2.15.4, "Modes for updating via repeating segments," in Chapter 2. The definition of the "Action code/unique identifier" update mode can be found in Chapter 2, section 2.15.4.2, "Action code/unique identifier mode update definition."

17.4 Inventory Item Master Messages Segments

This section describes the segments described in the Inventory Item Master File Message (Event M15) and Inventory Item Master File Message - Enhanced (Event M16) master file messages. The description of these events and the messages structures are published in Chapter 8, Master Files. The M15 Inventory Item Master File trigger event and the IIM inventory item master segment is a limited implementation. The M16 Inventory Item Master File - Enhanced trigger event is a comprehensive Materials Management message.

The enhanced inventory item master message communicates additions and updates of supply items and their attributes from a general supply location to additional supply locations within a healthcare facility.

The general supply inventory location sends a transaction to multiple inventory locations with this trigger event, communicating adds and changes to item master catalog and inventory supply items.

The ILT segment formerly published in v2.5 Chapter 8, Master Files, will now be published in this chapter because of its use in the Materials Management domain.

17.4.1 IIM - Inventory Item Master Segment

The Inventory Item Master segment (IIM) contains information about the stock of product that can be used to fulfill an ordered test/service. All of the fields in this segment describe the test/service and other basic attributes pertaining to Service Item defined within an Other Observation/Service Item master file. This segment is related to centrally stocked or supply management concerns.

17.4.1.0 IIM Field Definitions

17.4.1.1 IIM-1 Primary Key Value - IIM (CWE) 01897

Definition: This field contains the code assigned by the institution for the purpose of uniquely identifying an inventoried item. It is the identifying key value, and must match MFE-4 Primary Key Value - MFE.

17.4.1.2 IIM-2 Service Item Code (CWE) 01799

Definition: This field contains the identifier of the service item. It relates the inventory item of this message to an entry in an Other Observation/Service Item master file.

17.4.1.3 IIM-3 Inventory Lot Number (ST) 01800

Definition: This field contains the lot number of the service item in inventory.

Note: The lot number is the number printed on the label attached to the item or container holding the substance. If the substance is a vaccine, for example, and a diluent is required, a lot number may appear on the vial containing the diluent; however, any such identifier associated with a diluent is not the identifier of interest. The substance lot number should be reported, not that of the diluent.

17.4.1.4 IIM-4 Inventory Expiration Date (DTM) 01801

Definition: This field contains the expiration date of the service item in inventory.

Note: Expiration date does not always have a "day" component; therefore, such a date may be transmitted as YYYYMM.

17.4.1.5 IIM-5 Inventory Manufacturer Name (CWE) 01802

Definition: This field contains the manufacturer of the service item in inventory.

17.4.1.6 IIM-6 Inventory Location (CWE) 01803

Definition: This field contains the location of the inventory. As an implementation consideration, this location can have a range of specificity. The location can be very general, e.g., a facility where the inventory is warehoused, or very specific, e.g., a shelf location.

17.4.1.7 IIM-7 Inventory Received Date (DTM) 01804

Definition: This field contains the most recent date that the product in question was received into inventory.

17.4.1.8 IIM-8 Inventory Received Quantity (NM) 01805

Definition: This field contains the quantity of this inventory item that was received on the date specific in IIM-7 Inventory Received Date.

17.4.1.9 IIM-9 Inventory Received Quantity Unit (CWE) 01806

Definition: This field specifies the unit for IIM-8 Inventory Received Quantity and IIM-10 Inventory Received Item Cost.

17.4.1.10 IIM-10 Inventory Received Item Cost (MO) 01807

Definition: This field contains the per-unit cost of the inventory item at the time of receipt. IIM-9 Inventory Received Quantity Unit specifies the per-unit basis of this field.

17.4.1.11 IIM-11 Inventory on Hand Date (DTM) 01808

Definition: This field specifies the most recent date that an inventory count for the inventory item was performed.

17.4.1.12 IIM-12 Inventory on Hand Quantity (NM) 01809

Definition: This field contains the quantity of this inventory item that was available for issue/use as of the date specified in IIM-11 Inventory on Hand Date. No adjustment has been made for subsequent use.

17.4.1.13 IIM-13 Inventory on Hand Quantity Unit (CWE) 01810

Definition: This field specifies the unit for IIM-12 Inventory on Hand Quantity.

17.4.1.14 IIM-14 Procedure Code (CNE) 00393

Definition: This field contains a unique identifier assigned to the service item, if any, associated with the charge. In the United States this is often the HCPCS code. Refer to Externally Defined Table 0088 - Procedure Code in Chapter 2C, Code Tables, for suggested values. This field is a CNE data type for compatibility with clinical and ancillary systems.

As of v2.6, the known applicable external coding systems include those in the table below. If the code set you are using is in this table, then you must use that designation.

Procedure Code Coding Systems

17.4.1.15 IIM-15 Procedure Code Modifier (CNE) 01316

Definition: This field contains the procedure code modifier to the procedure code reported in IIM-14 Procedure Code, when applicable. Procedure code modifiers are defined by USA regulatory agencies such as CMS and the AMA. Multiple modifiers may be reported. Refer to Externally defined Table 0340 - Procedure Code Modifier in Chapter 2C, Code Tables, for suggested values.

As of v2.6, the known applicable external coding systems include those in the table below. If the code set you are using is in this table, then you must use that designation.

17.4.2 ITM - Material Item Segment

The Material Item segment (ITM) contains information about inventory supply items (stocked or non-stocked).

17.4.2.0 ITM Field Definitions

17.4.2.1 ITM-1 Item Identifier (EI) 02186

Definition: The Item Identifier is a unique code assigned to the material item by the Item Inventory Master catalog software application to identify the item.

17.4.2.2 ITM-2 Item Description (ST) 02274

Definition: The Item Description is a description of the material item identified in ITM-1.

17.4.2.3 ITM-3 Item Status (CWE) 02187

Definition: The status (useful for reporting and item usage purposes) that applies to an item. Refer to User-defined Table 0776  Item Status in Chapter 2C, Code Tables, for suggested values.

17.4.2.4 ITM-4 Item Type (CWE) 02188

Definition: The Item Type is a classification of material items into like groups as defined and utilized within an Operating Room setting for charting procedures. An Item Type is a higher level of classification than an Item Category as described in ITM-4. Refer to User-defined Table 0778  Item Type in Chapter 2C, Code Tables, for suggested values.

17.4.2.5 ITM-5 Item Category (CWE) 02189

Definition: The Item Category is a classification of material items into like groups for the purpose of categorizing purchases and reporting within a materials management setting. The Item Category classification is a lower level grouping of material items than what is described in ITM-3 as Item Type. UNSPSC is the recommended coding system.

17.4.2.6 ITM-6 Subject To Expiration Indicator (CNE) 02190

Definition: This field contains an indicator used as a reference to specify whether the item is subject to containing an expiration date. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.4.2.7 ITM-7 Manufacturer Identifier (EI) 02191

Definition: This field identifies the identifying code of the manufacturer of the item.

17.4.2.8 ITM-8 Manufacturer Name (ST) 02275

Definition: This field identifies the name of the manufacturer of the manufacturer identified in ITM-7.

17.4.2.9 ITM-9 Manufacturer Catalog Number (ST) 02192

Definition: This field contains the catalog assigned to the item by the manufacturer.

17.4.2.10 ITM-10 Manufacturer Labeler Identification Code (CWE) 02193

Definition: This field contains the Labeler Identification Code (LIC) number assigned to the manufacturer that represents the manufacturer of the item.

17.4.2.11 ITM-11 Patient Chargeable Indicator (CNE) 02070

Definition: This field indicates whether the item is patient chargeable. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.4.2.12 ITM-12 Transaction Code (CWE) 00361

Definition: This field contains the code assigned by the institution for the purpose of uniquely identifying a patient billing code specific for a supply item. In the context of this message, this is a code that is a cross-reference to the Item Code/Id. This field would be used to uniquely identify a procedure, supply item, or test for charges; or to identify the payment medium for payments. It can reference, for example, a CBC (a lab charge), or an Elastic Bandage 3'''' (supply charge), or Chest 1 View (radiology charge). For instance the code would be 300-0001, with a description of CBC.

Refer to User-defined Table 0132 - Transaction Code in Chapter 2C, Code Tables, for suggested values. See Chapter 7 for a discussion of the universal service ID for charges.

17.4.2.13 ITM-13 Transaction Amount Unit (CP) 00366

Definition: Unit price of transaction. Price of a single item. This field contains the dollar amount charged to patients for this item.

17.4.2.14 ITM-14 Stocked Item Indicator (CNE) 02197

Definition: This field contains an indicator signifying whether the item is stocked in any inventory location in the healthcare organization. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.4.2.15 ITM-15 Supply Risk Codes (CWE) 02266

Definition: This field contains a code that identifies any known or suspected hazard associated with this material item. Refer to User-defined Table 0871  Supply Risk Codes in Chapter 2C, Code Tables, for suggested values.

17.4.2.16 ITM-16 Approving Regulatory Agency (XON) 02199

Definition: This field contains a code indicating the regulatory agency the item has been approved by, such as the FDA or AMA.

Refer to User-defined Table 0790  Approving Regulatory Agency in Chapter 2C, Code Tables, for suggested values.

17.4.2.17 ITM-17 Latex Indicator (CNE) 02200

Definition: This field contains an indicator signifying whether the item is made of or contains latex. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.4.2.18 ITM-18 Ruling Act (CWE) 02201

Definition: This field contains a code indicating an act containing a rule that the item is legally required to be included in notification reporting. This code is often used for reporting or tracking. Refer to User-defined Table 0793  Ruling Act in Chapter 2C, Code Tables, for suggested values.

17.4.2.19 ITM-19 Item Natural Account Code (CWE) 00282

Definition: This field contains the expense/natural account number from the general ledger chart of accounts associated with the item. Refer to HL7 Table 0320  Item Natural Account Code in Chapter 4, Orders, for valid values.

17.4.2.20 ITM-20 Approved to Buy Quantity (NM) 02203

Definition: This field contains the quantity of this item that can be purchased within a user-defined time frame (e.g., one year) at the order unit of measure.

17.4.2.21 ITM-21 Approved to Buy Price (MO) 02204

Definition: This field contains the dollar limit of this item that you can purchase within a user-defined time frame (e.g., one year).

17.4.2.22 ITM-22 Taxable Item Indicator (CNE) 02205

Definition: This field contains an indicator signifying whether the item is taxable when purchasing the item or issuing the item to patients. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.4.2.23 ITM-23 Freight Charge Indicator (CNE) 02206

Definition: This field contains an indicator signifying whether freight is an allowable charge to be allocated to the line of an invoice containing the item. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.4.2.24 ITM-24 Item Set Indicator (CNE) 02207

Definition: This field contains an indicator signifying whether the item is an ''item set'' rather than an individual item. An item set is a set of surgical supplies. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.4.2.25 ITM25 Item Set Identifier (EI) 02208

Definition: The Item Set Identifier is a unique code assigned to the material item by the Item Inventory Master catalog software application to identify the item set.

17.4.2.26 ITM26 Track Department Usage Indicator (CNE) 02209

Definition: This field contains an indicator signifying whether the usage figures are tracked for this item by department. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.4.2.27 ITM-27 Procedure Code (CNE) 00393

Definition: This field contains a unique identifier assigned to the service item, if any, associated with the charge. In the United States this is often the HCPCS code. Refer to Externally defined Table 0088 - Procedure code for suggested values. This field is a CNE data type for compatibility with clinical and ancillary systems. Refer to HL7 Table 0088  Procedure Coding Systems in Chapter 2C, Code Tables, for valid values.

As of v2.6, the known applicable external coding systems include those in the table below. If the code set you are using is in this table, then you must use that designation.

17.4.2.28 ITM-28 Procedure Code Modifier (CNE) 01316

Definition: This field contains the procedure code modifier to the procedure code reported in ITM-27, Procedure Code, when applicable. Procedure code modifiers are defined by USA regulatory agencies such as CMS and the AMA. Multiple modifiers may be reported. Refer to Externally-defined Table 0340 - Procedure Code Modifier in Chapter 2C, Code Tables, for suggested values.

17.4.2.29 ITM-29 Special Handling Code (CWE) 01370

Definition: This field contains a special handling code to describe special handling considerations for this item. Refer to User-defined Table 0376  Special Handling Code in Chapter 2C, Code Tables, for suggested values. The value set can be extended with user specific values.

17.4.2.30 ITM-30 Hazardous Indicator (CNE) 03388

Definition: This field contains an indicator signifying whether the item contains hazardous material or not. Refer to HL7 Table 0532 - Expanded yes/no indicator table in Chapter 2, Code Tables, for valid values.

17.4.2.31 ITM-31 Sterile Indicator (CNE) 03304

Definition: This field contains an indicator signifying whether the item is sterile or not. Refer to HL7 Table 0532 - Expanded yes/no indicator table in Chapter 2, Code Tables, for valid values.

17.4.2.32 ITM-32 Material Safety Data Sheet Number (EI) 03305

Definition: The Material Safety Data Sheet Number is the manufacturer''s identification number for the Material Saftey Data Sheet (if one exists for the item). A Material Safety Data Sheet contains the characteristics, protected measures, and regulations to follow when handling the item. It is relevant for dangerous substances. Field3 3 and 4 of the EI data type may be blank for communicating MSDS number; Manufacturer is already identified in this message via ITM-7, Manufacturer Identifier, and ITM-8, Manufacturer Name.

17.4.2.33 ITM-33 United Nations Standard Products and Services Code (CWE) 03306

Definition: The United Nations Standard Products and Services Code is the category code assigned by the UNSPSC organization to the item. Please refer to the code "UNSPSC" as indicated for the United Nations Standards Products and Services Code as referenced in HL7 Table 0396 - Coding System in Chapter 2C, Code Tables.

17.4.2.34 ITM-34 Contract Date (DR) 02415

Definition: The date that the contract becomes effective (Range Start Date/Time) and when it expires (Range End Date/Time) for the item specified in ITM-1. The effective date is the date that the contract becomes available to purchase this item. The expiration date is the date that the contract becomes unavailable to purchase this item.

17.4.2.35 ITM-35 Manufacturer Contact Name (XPN) 02416

Definition: This field contains the name of the contact person associated to the manufacturer of this item.

17.4.2.36 ITM-36 Manufacturer Contact Information (XTN) 02417

Definition: This field contains the contact information of the contact person associated to the manufacturer of this item.

17.4.2.37 ITM-37 Class of Trade (ST) 02418

Definition: This field contains the class of trade if identified at the item level.

17.4.2.38 ITM-38 Field Level Event Code (ID) 02419

Definition: The event code related to the item in ITM.1. Refer to HL7 Table 0180  Master File Action Code table in Chapter 2, Code Tables, for valid values.

17.4.3 STZ - Sterilization Parameter Segment

The STZ segment contains sterilization-specific attributes of a supply item.

17.4.3.0 STZ Field Definitions

17.4.3.1 STZ-1 Sterilization Type (CWE) 02213

Definition: This field contains the type of sterilization used for sterilizing the inventory supply item in the ITM segment. Refer to User-defined Table 0806  Sterilization Type in Chapter 2C, Code Tables, for suggested values.

17.4.3.2 STZ-2 Sterilization Cycle (CWE) 02214

Definition: This field contains the sterilization cycle used for sterilization of the inventory supply item. The AAMI Standard defines steam sterilization cycles  cycle names: pressure, temperature, dry time. Refer to SCD-28 Cycle Type (CWE) 02131 which references User-defined Table 0702  Cycle Type in Chapter 2C, Code Tables, providing suggested values.

17.4.3.3 STZ-3 Maintenance Cycle (CWE) 02215

Definition: This field contains the maintenance cycle used for the inventory supply item, such as the number of times to sharpen after five uses. Refer to User-defined Table 0809  Maintenance Cycle in Chapter 2C, Code Tables, for suggested values.

17.4.3.4 STZ-4 Maintenance Type (CWE) 02216

Definition: This field contains the type of maintenance performed on the inventory supply item. This is different than the maintenance cycle in the sense that it can describe the number of maintenance cycles that can be performed before disposing of the inventory supply item. Refer to User-defined Table 0811  Maintenance Type in Chapter 2C, Code Tables, for suggested values.

17.4.4 VND  Purchasing Vendor Segment

This segment contains purchasing vendors that supply the inventory supply item specified in the ITM segment.

17.4.4.0 VND Field Definitions

17.4.4.1 VND-1 Set ID - VND (SI) 02217

Definition: This field contains a sequential number that identifies this segment within a given PURCHASING_VENDOR segment group. For the first occurrence of the segment in a given group, the sequence number shall be one; for the second occurrence, the sequence number shall be two; etc.

17.4.4.2 VND-2 Vendor Identifier (EI) 02218

Definition: This field contains the identifier of the vendor in the system.

17.4.4.3 VND-3 Vendor Name (ST) 02276

Definition: This field contains the name of the vendor identified in VND-2.

17.4.4.4 VND-4 Vendor Catalog Number (EI) 02219

Definition: This field contains the catalog number assigned to the item by a purchasing vendor.

17.4.4.5 VND-5 Primary Vendor Indicator (CNE) 02220

Definition: This field contains an indicator to communicate whether this purchasing vendor is the primary vendor used to place orders for inventory supply item. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.4.4.6 VND-6 Corporation (EI) 02420

Definition: This field contains a corporation indentifier (code and name) of the entity allowed to purchase from this contract for this vendor.

17.4.4.7 VND-7 Primary Contact (XCN) 02421

Definition: This field contains the primary contact person of this vendor item.

17.4.4.8 VND-8 Contract Adjustment (MOP) 02422

Definition: This field contains the markup amount for this contract item and vendor combination.

17.4.4.9 VND-9 Associated Contract ID (EI) 02423

Definition: This field contains a contract that is linked to the contract sent in the CTR segment (described in Chapter 8). For example, the contract in CTR maybe of supplier type M (manufacturer); a contract sent in VND may be a linked distributor contract for a supplier authoized so distribute this item.

17.4.4.10 VND-10 Class of Trade (ST) 02424

Definition: This field contains the class of trade if identified at the vendor item level.

17.4.4.11 VND-11 Pricing Tier Level (CWE) 02425

Definition: This field contains the tier level at which this contract is priced for the vendor sent in this segment. Pricing Tier level determines the price of the item on the contract. Tier Level can be assigned to an IDN or at a corporation level and is typically based on volume purchased (determined by $ or a %). The larger the volume purchased, the lower priced tier level is assigned to the contract. This value can change over the life of the contract if purchasing volume changes after initial contract signing.Example 01^Tier One, 02^Tier 2, etc No HL7 table is defined here, because it needs to be defined by trading partner agreement, including the identification of code system to use.

17.4.5 PKG - Packaging Segment

This segment contains the type of packaging available for the inventory supply item to be ordered and/or issued to a department or other supply location for a specified Purchasing Vendor. It would be recommended to send this segment in descending unit of measure order corresponding with the ascending Set ID.

17.4.5.0 PKG Field Definitions

17.4.5.1 PKG-1 Set ID - PKG (SI) 02221

Definition: This field contains a sequential number that identifies this segment within a given Purchasing Vendor segment group. For the first occurrence of the segment, the sequence number shall be one; for the second occurrence, the sequence number shall be two; etc.

17.4.5.2 PKG-2 Packaging Units (CWE) 02222

Definition: This field contains the packaging unit that this inventory supply item can be ordered or issued in when purchased from the vendor in the related vendor segment. Refer to User-defined Table 0818  Package in Chapter 2C, Code Tables, for suggested values.

17.4.5.3 PKG-3 Default Order Unit of Measure Indicator (CNE) 02223

Definition: This field contains an indicator that determines whether or not the unit of measure present in the PKG-2 is considered the default Order unit of measure. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.4.5.4 PKG-4 Package Quantity (NM) 02224

Definition: This field contains the number of units present within a unit of measure.

17.4.5.5 PKG-5 Price (CP) 02225

Definition: This field contains the price of the item when purchased from the vendor in the associated VND segment, for the unit of measure present in this PKG segment.

17.4.5.6 PKG-6 Future Item Price (CP) 02226

Definition: This field contains a future price for the item based on the packaging unit in PKG-2.

17.4.5.7 PKG-7 Future Item Price Effective Date (DTM) 02227

Definition: This field contains the date and time that a price change for the item becomes effective.

17.4.5.8 PKG-8 Global Trade Item Number (CWE) 03307

Definition: This field contains the GTIN assigned to an item by the item manufacturer used for unique supply item identification by unit of measure within the GS1 standard.

17.4.5.9 PKG-9 Contract Price (MO) 02426

Definition: This field contains the contract price of this item UOM for the vendor sent in VND.

17.4.5.10 PKG-10 Quantity of Each (NM) 02427

Definition: This field contains the Quantity of the lowest UOM in the UOM sent in sequence 3 (Default Order Unit of Measure).

17.4.5.11 PKG-11 Vendor Catalog Number (EI) 02428

Definition: This field contains the vendor catalog number of the item UM sent in sequence 3 (Default Order Unit of Measure).

17.4.6 PCE  Patient Charge Cost Center Exception

The Patient Charge Cost Center Exception segment identifies the Patient Price associated with Cost Center and Patient Charge Identifier combinations that should be used in an instance that the item is billed to a patient. The grouping of Cost Center accounts, Patient Charge Identifier, and Patient Price is unique.

17.4.6.0 PCE Field Definitions

17.4.6.1 PCE-1 Set ID  PCE (SI) 02228

Definition: This field contains a sequential number that identifies this segment within a given material item segment group. For the first occurrence of the segment in a given group, the sequence number shall be one; for the second occurrence, the sequence number shall be two; etc.

17.4.6.2 PCE-2 Cost Center Account Number (CX) 00281

Definition: This field would contain the specific general ledger cost center account number associated with a department that may issue or charge for this item. Refer to HL7 Table 0319  Department Cost Center in Chapter 2C, Code Tables, for valid values.

17.4.6.3 PCE-3 Transaction Code (CWE) 00361

Definition: This field contains a code that is used by a billing system to charge for the inventory supply item, the descriptive name of the patient charge for that system (as it may appear on a patient''s bill or charge labels) and the name of the coding system that assigned the charge code. Refer to User-defined Table 0132  Transaction Codes in Chapter 6, Financial Management, for suggested values.

17.4.6.4 PCE-4 Transaction Amount - Unit (CP) 00366

Definition: The price that a department charges to a patient for this inventory supply item when using the Patient Charge Billing code present in this segment.

17.4.7 IVT  Material Location Segment

The Material Location segment (IVT) contains information specific to an inventory location for the inventory supply item in the Material Item (ITM) segment.

17.4.7.0 IVT Field Definitions

17.4.7.1 IVT-1 Set ID - IVT (SI) 02062

Definition: This field contains a sequential number that identifies this segment within a given Material Location segment group. For the first occurrence of the segment, the sequence number shall be one; for the second occurrence, the sequence number shall be two; etc.

17.4.7.2 IVT-2 Inventory Location Identifier (EI) 02063

Definition: This field contains the code identifying an inventory supply location that stocks or purchases this item.

17.4.7.3 IVT-3 Inventory Location Name (ST) 02277

Definition: This field contains the name of the inventory supply location identified in IVT-2, Inventory Location Identifier.

17.4.7.4 IVT-4 Source Location Identifier (EI) 02064

Definition: This field contains the code identifying the source location that purchases and stocks items in addition to filling supply requests for the location specified in IVT-2, Inventory Location Identifier. For example, IVT-2 may be considered Central Supply, an inventory location that issues to departments. IVT-3, Inventory Location Name, may be considered General Stores, a supply location that most items are received into when delivered to the healthcare facility. General Stores would then replenish the Central Supply inventory. Central Supply would then issue supplies to departments based on requests for supplies.

17.4.7.5 IVT-5 Source Location Name (ST) 02278

Definition: This field contains the name of the source supply location identified in IVT-4, Source Location Identifier.

17.4.7.6 IVT-6 Item Status (CWE) 02065

Definition: This field contains the status that applies to the inventory supply item for the inventory location specified in IVT-2. Refer to User-defined Table 0625  Item Status Codes in Chapter 2C, Code Tables, for suggested values.

17.4.7.7 IVT-7 Bin Location Identifier (EI) 02066

Definition: A unique code assigned to a bin location located within the inventory location in IVT-2, where the inventory supply item may be stored.

17.4.7.8 IVT-8 Order Packaging (CWE) 02067

Definition: This field contains the primary packaging unit by which the item can be requisitioned or ordered to replenish the inventory supply item for the corresponding inventory location specified in IVT-2, Inventory Location Identifier. See User-defined Table 0818  Package as described in PKG-2 Packaging Units, and presented in Chapter 2C, Code Tables, for suggested values.

17.4.7.9 IVT-9 Issue Packaging (CWE) 02068

Definition: This field contains the primary issue packaging unit by which the inventory supply item can be issued to departments or other locations by the corresponding inventory location specified in IVT-2. See User-defined Table 0818  Package as described in PKG-2 Packaging Units, and presented in Chapter 2C, Code Tables, for suggested values.

17.4.7.10 IVT-10 Default Inventory Asset Account (EI) 02069

Definition: This field contains the general ledger number for the default inventory asset account used in journal transactions associated with items stored in this inventory location. The account includes all elements of a general ledger account (a fully qualified general ledger account number). All elements may include a corporation, department/cost center account, and expense account.

17.4.7.11 IVT-11 Patient Chargeable Indicator (CNE) 02070

Definition: This field indicates whether the item is patient chargeable at this inventory location. Refer to HL7 Table 0532 - Expanded Yes/no Indicator Table in Chapter 2C, Code Tables, for valid values.

17.4.7.12 IVT-12 Transaction Code (CWE) 00361

Definition: This field contains a code that is used by a billing system to charge for the inventory supply item, the descriptive name of the patient charge for that system (as it may appear on a patient''s bill or charge labels) and the name of the coding system that assigned the charge code. Refer to User-defined Table 0132  Transaction Codes in Chapter 2C, Code Tables, for suggested values.

17.4.7.13 IVT-13 Transaction Amount  Unit (CP) 00366

Definition: This field contains the dollar amount charged to patients for this single inventory supply item.

17.4.7.14 IVT-14 Item Importance Code (CWE) 02073

Definition: This field contains an indicator of the level of importance of an item considered for this inventory location, such as an indicator signifying whether the item is considered critical for this inventory location. Refer to User-defined Table 0634  Item Importance Codes in Chapter 2C, Code Tables, for suggested values.

17.4.7.15 IVT-15 Stocked Item Indicator (CNE) 02074

Definition: This field contains an indicator that identifies whether the item is regularly stocked in this inventory location. Stock items are ordered regularly as part of the healthcare organization''s inventory replenishment cycle. If the item is not regularly stocked in this inventory location (non-stock item), the item is available to be ordered from this inventory location if requested by a department. Refer to HL7 Table 0532 - Expanded Yes/no Indicator Table in Chapter 2C, Code Tables, for valid values.

17.4.7.16 IVT-16 Consignment Item Indicator (CNE) 02075

Definition: This field contains an indicator signifying whether the inventory supply item is purchased on consignment. If the item is purchased on consignment, the healthcare organization does not pay for the inventory supply item until it is used. Refer to HL7 Table 0532 - Expanded Yes/no Indicator Table in Chapter 2C, Code Tables, for valid values.

17.4.7.17 IVT-17 Reusable Item Indicator (CNE) 02076

Definition: This field contains an indicator signifying that the inventory supply item is reusable, for example, after sterilization. Refer to HL7 Table 0532 - Expanded Yes/no Indicator Table in Chapter 2C, Code Tables, for valid values.

17.4.7.18 IVT-18 Reusable Cost (CP) 02077

Definition: This field contains the issue cost charged to a department or patient for a reusable item. This cost is calculated based on the cost of reprocessing the item. Examples of reusable items are linens, restraints, and procedure packs (custom for specific procedures).

17.4.7.19 IVT-19 Substitute Item Identifier (EI) 02078

Definition: The substitute item is an item that is recommended as a substitute for the corresponding item in ITM-1.

17.4.7.20 IVT-20 Latex-Free Substitute Item Identifier (EI) 02079

Definition: The latex-free substitute item is an item that is latex-free, recommended as a substitute for the corresponding item in the ITM-1 segment when a latex-free item is needed.

17.4.7.21 IVT-21 Recommended Reorder Theory (CWE) 02080

Definition: This field contains the method used to calculate a recommendation for when and how much of an inventory supply item to reorder. Refer to User-defined Table 0642  Reorder Theory Codes in Chapter 2C, Code Tables, for suggested values.

17.4.7.22 IVT-22 Recommended Safety Stock Days (NM) 02081

Definition: This field contains the number of days for stock to be kept on-hand to cushion against a stock-out for this item.

17.4.7.23 IVT-23 Recommended Maximum Days Inventory (NM) 02082

Definition: This field contains the maximum number of days of inventory to have on-hand at any one point in time. This value is used in calculations of recommended order quantities

17.4.7.24 IVT-24 Recommended Order Point (NM) 02083

Definition: This field contains the on-hand quantity referencing the recommended level of inventory at which the item should be re-ordered.

17.4.7.25 IVT-25 Recommended Order Amount (NM) 02084

Definition: This field contains the quantity that the system should recommend to order when the on-hand quantity is equal to or less than the reorder point. The quantity should be set at the Order Unit of Measure.

17.4.7.26 IVT-26 Operating Room Par Level Indicator (CNE) 02085

Definition: This field contains an indicator that determines whether on-hands inventory will be decremented when performing Preference List Issues. Refer to HL7 Table 0532 - Expanded Yes/no Indicator Table in Chapter 2C, Code Tables, for valid values.

If valued with a ''Y'', this indicates to the system that the item to be issued is contained in an OR Par Level area (in an actual Operating Room) and not an Operating Room inventory area; therefore, on-hands of the Operation Room inventory area will not be decremented. If valued with a ''N'', the item is contained in an Operating Room inventory location and on-hands will be decremented when performing Preference List Issues.

17.4.8 ILT  Material Lot Segment

The Material Lot segment (ILT) contains material information specific to a lot within an inventory location associated with the item in the IVT segment. This segment is similar to the IIM segment used with the limited inventory item master message.

Note: Note that on-hand quantities do NOT refer to a continuously updated quantity. The expectation is for periodic physical inventory.

17.4.8.0 ILT Field Definitions

17.4.8.1 ILT-1 Set ID  ILT (SI) 02086

Definition: This field contains the number that identifies this transaction. For the first occurrence of the segment, the sequence number shall be one; for the second occurrence, the sequence number shall be two; etc.

17.4.8.2 ILT-2 Inventory Lot Number (ST) 01800

Definition: This field contains the lot number of the service item in inventory.

Note: The lot number is the number printed on the label attached to the item or container holding the substance. If the substance is a vaccine, for example, and a diluent is required, a lot number may appear on the vial containing the diluent; however, any such identifier associated with a diluent is not the identifier of interest. The substance lot number should be reported, not that of the diluent.

Note:

17.4.8.3 ILT-3 Inventory Expiration Date (DTM) 01801

Definition: This field contains the expiration date of the service item in inventory.

Note: Expiration date does not always have a "day" component; therefore, such a date may be transmitted as YYYYMM.

17.4.8.4 ILT-4 Inventory Received Date (DTM) 01804

Definition: This field contains the most recent date that the product in question was received into inventory.

17.4.8.5 ILT-5 Inventory Received Quantity (NM) 01805

Definition: This field contains the quantity of this inventory item that was received on the date specific in ILT-4 Inventory Received Date field.

17.4.8.6 ILT-6 Inventory Received Quantity Unit (CWE) 01806

Definition: This field specifies the unit for the Inventory Received Quantity. See User-defined Table 0818  Package as described in PKG-2 Packaging Units and as presented in Chapter 2C, Code Tables, for suggested values.

17.4.8.7 ILT-7 Inventory Received Item Cost (MO) 01807

Definition: This field contains the per-unit cost of the inventory item at the time of receipt. ILT-6 Inventory Received Quantity Unit field specifies the per-unit basis of this field.

17.4.8.8 ILT-8 Inventory on Hand Date (DTM) 01808

Definition: This field specifies the most recent date that an inventory count was performed for the inventory item.

17.4.8.9 ILT-9 Inventory on Hand Quantity (NM) 01809

Definition: This field contains the quantity of this inventory item that was available for issue/use as of the date specified in ILT-8 Inventory on Hand Date field. No adjustment has been made for subsequent use.

17.4.8.10 ILT-10 Inventory on Hand Quantity Unit (CWE) 01810

Definition: This field contains the quantity of this inventory item that was available for issue/use as of the date specified in ILT-8 Inventory on Hand Date field. No adjustment has been made for subsequent use. See User-defined Table 0818  Package as described in PKG-2 Packaging Units and as presented in Chapter 2C, Code Tables, for suggested values.

17.5 Placer Application Requests and Trigger Events

Placer request and filler response transactions are the messages and trigger events used between placer applications and filler applications. The placer application initiates transactions using the SLR, STI, SDR, or SMD message types, requesting information with the given trigger event message detail. The filler application responds to these requests, using the SLS, STS, SDS, or SMS message types, to either grant or deny the requests from the placer application.

When initiating a request, the placer application will generate and send a message type containing all of the information necessary to communicate the desired action to the filler application. All required segments and fields (both explicitly required and conditionally required) should be provided to the filler application, as defined in this chapter. When the filler application receives the transaction, it acknowledges it with the appropriate accept acknowledgment using an ACK message (assuming that the enhanced acknowledgment mode is in use).

After processing the request at the application level, the filler acknowledges the transaction with the appropriate application acknowledgment in a response message type (again assuming that an application acknowledgment was requested under the enhanced acknowledgment mode or that the original acknowledgment mode is in use). Applying the explanations of the various application acknowledgment codes in the context of this chapter, an application accept from the filler means that the request was processed and accepted by the filler.

An application error from the filler means that the request was processed and denied. An application reject from the filler means that the request was not, and could not be, processed due to one or more reasons unrelated to its content (for example, it fails the basic application protocol validation, the filler system is down, or there was an internal error).

There are no unsolicited messages initiated from a filler application defined in this set of trigger events. Those messages and trigger events are defined below, in section 17.6, "Filler Application Messages and Trigger Events Unsolicited."

All of the trigger events associated with placer request and filler response transactions use the message definitions that follow:

17.5.1 SLR/ACK/SLS - Request New Sterilization Lot (Event S28)

A placer application (Sterilizer) sends a transaction with this trigger event to a filler application (Instrument-tracking system) to request that a new sterilization lot be added. If it is successful, the filler application returns an application acknowledgment (if requested under the enhanced acknowledgment mode, or if the original acknowledgment mode is in use).

Segments

MSH

[{ SFT }]

[UAC]

{SLT}

Segments

MSH

[{ SFT }]

[UAC]

MSA

[{ ERR }]

Segments

MSH

[{ SFT }]

[UAC]

{SLT}

17.5.2 SLR/ACK/SLS - Request Sterilization Lot Deletion (Event S29)

A request sterilization lot deletion is sent by the placer application to the filler application to request that a lot that had been created in error be removed from the system. A delete trigger event differs from a cancel trigger event in that a delete acts to remove an error, whereas a cancel acts to prevent a valid request from occurring. If it is successful, an application acknowledgment is returned.

The delete trigger event should be implemented with careful forethought, as it typically has different effects and repercussions in various applications. In some applications, a delete event cannot be undone. This means that if a delete transaction was sent erroneously, recovery will be difficult or impossible. In other applications, a delete transaction will not result in the physical deletion of the record(s), but will set a status or a flag. In these cases, the filler and/or placer appointment identifiers (the numbers or codes that uniquely identify the sterilization lot or request to the placer and filler applications) probably cannot be reused. Since an application may maintain a record of deleted sterilization lots, the reuse of an identifier may cause a conflict in the applications'' processing of transactions.

Segments

MSH

[{ SFT }]

[UAC]

{SLT}

Segments

MSH

[{ SFT }]

[UAC]

MSA

[{ ERR }]

Segments

MSH

[{ SFT }]

[UAC]

{SLT}

17.5.3 STI/ACK/STS - Request Item (Event S30)

A request item is sent by the placer application to the filler application to request the ID and description of an item to be sterilized or decontaminated. If it is successful, the filler application returns an application acknowledgment (if requested under the enhanced acknowledgment mode, or if the original acknowledgment mode is in use).

Segments

MSH

[{ SFT }]

[UAC]

{SLT}

Segments

MSH

[{ SFT }]

[UAC]

MSA

[{ ERR }]

Segments

MSH

[{ SFT }]

[UAC]

{SLT}

17.5.4 SDR/ACK/SDS - Request Anti-Microbial Device Data (Event S31)

This trigger event is sent by the placer application to the filler application to request anti-microbial device data created during the decontamination/sterilization of medical supplies. In the context of this message segment, the term ''device'' refers to a sterilizer or a washer. Sterilizers perform a sterilization process and washers perform a decontamination process.

Segments

MSH

[{ SFT }]

[UAC]

<

SDD

[{SCD}]

>

Segments

MSH

[{ SFT }]

[UAC]

MSA

[{ ERR }]

Segments

MSH

[{ SFT }]

[UAC]

<

SDD

[{SCD}]

>

17.5.5 SMD/ACK/SMS - Request Anti-Microbial Device Cycle Data (Event S32)

This trigger event is sent by the placer application to the filler application to request anti-microbial device cycle data created during the decontamination/sterilization of medical supplies. In the context of this message segment, the term ''device'' refers to a sterilizer or a washer. Sterilizers perform a sterilization process and washers perform a decontamination process.

Segments

MSH

[{ SFT }]

[UAC]

<

SDD

[{SCD}]

>

Segments

MSH

[{ SFT }]

[UAC]

MSA

[{ ERR }]

Segments

MSH

[{ SFT }]

[UAC]

<

SDD

[{SCD}]

>

17.6 Filler Application Messages and Trigger Events Unsolicited

Unsolicited transactions from filler applications are the messages and trigger events used between filler applications and auxiliary applications. Transactions are initiated by the filler application, using the STC message to notify auxiliary applications of a sterilization configuration set. The auxiliary application responds to these notifications, using the ACK message, either to acknowledge receipt of the transaction, or to signal that an interfacing error of some kind has occurred.

As the discussion of application roles has indicated above, any one application can have more than one application role. If it is important that the application acting in the placer application role in your messaging environment be notified of unsolicited sterilization configurations, then it must also support the role of an auxiliary application.

When initiating a notification transaction, the filler application will generate and send an STC, SLN, SDN, or SCN message containing all of the information necessary to communicate the desired information to the auxiliary application. All required segments and fields (both explicitly required and conditionally required) should be provided by the filler application, as defined in this chapter. When the auxiliary application receives the transaction, it acknowledges with the appropriate accept acknowledgment using an ACK message (assuming that the enhanced acknowledgment mode is in use). After processing the notification at the application level, the auxiliary application acknowledges the transaction with the appropriate application acknowledgment in an ACK message (assuming that an application acknowledgment was requested under the enhanced acknowledgment mode or that the original acknowledgment mode is in use). Applying the explanations of the various application acknowledgment codes (detailed in Chapter 2) in the context of this chapter, an application accept from the auxiliary application means that the notification was processed and accepted. An application error from the auxiliary application means that the auxiliary application was unable to process the notification at the application level. An application reject from the auxiliary application means that the request was not, and could not be, processed due to one or more reasons unrelated to its content (for example, it fails the basic application protocol validation, the system is down, or there was an internal error).

17.6.1 STC/ACK - Notification of Sterilization Configuration (Event S33)

This message is sent from a filler application to notify other applications of a new sterilization configuration. The information in the STC segment describes the detail of the new sterilization configuration.

Segments

MSH

[{ SFT }]

[UAC]

{SCP}

Segments

MSH

[{ SFT }]

[UAC]

MSA

[{ ERR }]

17.6.2 SLN/ACK - Notification of New Sterilization Lot (Event S34)

This message is sent from a filler application to notify other applications that a new sterilization lot has been created. The information provided in the SLT segment describes the new sterilization lot that has been created by the filler application.

Segments

MSH

[{ SFT }]

[UAC]

{SLT}

Segments

MSH

[{ SFT }]

[UAC]

MSA

[{ ERR }]

17.6.3 SLN/ACK - Notification of Sterilization Lot Deletion (Event S35)

This message is sent from a filler application to notify other applications that a sterilization lot has been deleted. The information provided in the SLT segment describes the sterilization lot that has been deleted by the filler application.

Segments

MSH

[{ SFT }]

[UAC]

{SLT}

Segments

MSH

[{ SFT }]

[UAC]

MSA

[{ ERR }]

17.6.4 SDN/ACK - Notification of Anti-Microbial Device Data (Event S36)

This message is sent from a filler application to notify other applications that anti-microbial device data has been generated. The information in the SDN segment and the other detail segments as appropriate describe the detail of a device during a sterilization or decontamination cycle.

Segments

MSH

[{ SFT }]

[UAC]

<

SDD

[{SCD}]

>

Segments

MSH

[{ SFT }]

[UAC]

MSA

[{ ERR }]

17.6.5 SCN/ACK - Notification of Anti-Microbial Device Cycle Data (Event S37)

This message is sent from a filler application to notify other applications that anti-microbial device cycle data has been generated. The information in the SCN segment and the other detail segments as appropriate describe details of a sterilization or decontamination cycle.

Segments

MSH

[{ SFT }]

[UAC]

<

SDD

[{SCD}]

>

Segments

MSH

[{ SFT }]

[UAC]

MSA

[{ ERR }]

17.7 Sterilization and Decontamination Message segments

17.7.1 SCP  Sterilizer Configuration Segment

The sterilization configuration segment contains information specific to configuration of a sterilizer or washer for processing sterilization or decontamination loads.

17.7.1.0 SCP Field Definitions

17.7.1.1 SCP-1 Number of Decontamination/Sterilization Devices (NM) 02087

Definition: The number of decontamination/sterilization devices recognized by the instrument-tracking system. The decontamination/sterilization device(s) would configure itself based on the data in this message.

17.7.1.2 SCP-2 Labor Calculation Type (CWE) 02088

Definition: The method at which labor is calculated for use in tracking employee productivity. Refer to User-defined Table 0651 Labor Calculation Type in Chapter 2C, Code Tables, for suggested values.

17.7.1.3 SCP-3 Date Format (CWE) 02089

Definition: The format of the date that is used to record date parameters of a decontamination/sterilization instance. Refer to User-defined Table 0653  Date Format in Chapter 2C, Code Tables, for suggested values.

17.7.1.4 SCP-4 Device Number (EI) 02090

Definition: The number of the device (e.g., 01).

17.7.1.5 SCP-5 Device Name (ST) 02279

Definition: The name of the device associated with the device number in SCP-4 (e.g., VAC)

17.7.1.6 SCP-6 Device Model Name (ST) 02091

Definition: The manufacturer''s designated model name.

17.7.1.7 SCP-7 Device Type (CWE) 02092

Definition: The type of device, such as a steam sterilizer or gas sterilizer. Refer to User-defined Table 0657  Device Type in Chapter 2C, Code Tables, for suggested values.

17.7.1.8 SCP-8 Lot Control (CWE) 02093

Definition: A code assigned to a device to indicate if the sterilization load is built in the sub-sterile area adjacent to an Operating Room or the Central Processing Department (Central Supply). Refer to User-defined Table 0659  Lot Control in Chapter 2C, Code Tables, for suggested values.

17.7.2 SLT  Sterilization Lot Segment

The SLT segment defines requests, responses, and notifications of sterilization lots and supply item descriptions. This message may be used for CPD (Central Supply) and OR (Sub-sterile area outside of an Operating Room) mode.

17.7.2.0 SLT Field Definitions

17.7.2.1 SLT-1 Device Number (EI) 02094

Definition: The unique identifier of the device (assigned by user, not assigned by the software application; e.g.: 01).

17.7.2.2 SLT-2 Device Name (ST) 02280

Definition: The name of the device associated with the device number in SLT-1 (e.g., VAC).

17.7.2.3 SLT-3 Lot Number (EI) 02095

Definition: A unique number associated with an instance of a sterilization/decontamination cycle assigned by the instrument-tracking system.

17.7.2.4 SLT-4 Item Identifier (EI) 02096

Definition: The Item Identifier is a unique code assigned to the material item by the Instrument-tracking software application to identify the item being sterilized or decontaminated.

17.7.2.5 SLT-5 Bar Code (ST) 02097

Definition: The special identification code, printed as a set of vertical bars of differing widths, used on instruments to identify them and provide for rapid, error-free input by a barcode scanning device. The coding can include numbers, letters or a combination of both.

17.7.3 SDD - Sterilization Device Data Segment

The SDD segment contains the attributes of an instance of a cycle that provides sterilization or decontamination of medical supplies.

17.7.3.0 SDD Field Definitions

17.7.3.1 SDD-1 Lot Number (EI) 02098

Definition: A unique number associated with an instance of a sterilization/decontamination cycle assigned by the instrument-tracking system.

17.7.3.2 SDD-2 Device Number (EI) 02099

Definition: The number of the device (e.g., 01 VAC).

17.7.3.3 SDD-3 Device Name (ST) 02281

Definition: The name of the device associated with the device number in SDD-2 (e.g., 01 VAC).

17.7.3.4 SDD-4 Device Data State (CWE) 02100

Definition: The state of data being sent, i.e., historic data of the cycle or a real-time snapshot of the current value of the cycle data. During a sterilization process, data is consistently being output to record the value of the data at each point in time within the instance of a cycle. For example, the temperature is recorded at every point in time during the cycle. Refer to User-defined Table 0667  Device Data State in Chapter 2C, Code Tables, for suggested values.

17.7.3.5 SDD-5 Load Status (CWE) 02101

Definition: The status of the load. Refer to User-defined Table 0669  Load Status in Chapter 2C, Code Tables, for suggested values.

17.7.3.6 SDD-6 Control Code (NM) 02102

Definition: A code to command the device to send cycle data from the previous load to the instrument-tracking system.

17.7.3.7 SDD-7 Operator Name (ST) 02103

Definition: The person who started the device load for the decontamination/sterilization process.

17.7.4 SCD  Anti-Microbial Cycle Data Segment

The SCD segment contains cycle data representing an instance of a sterilization or decontamination.

17.7.4.0 SCD Field Definitions

17.7.4.1 SCD-1 Cycle Start Time (TM) 02104

Definition: The time that the load cycle begins.

17.7.4.2 SCD-2 Cycle Count (NM) 02105

Definition: The number of cycles that have been completed.

17.7.4.3 SCD-3 Temp Max (CQ) 02106

Definition: The maximum temperature achieved during a specific cycle.

17.7.4.4 SCD-4 Temp Min (CQ) 02107

Definition: The minimum temperature achieved during a specific cycle.

17.7.4.5 SCD-5 Load Number (NM) 02108

Definition: A number assigned to the load by the anti-microbial device. This number is incremented by the machine per cycle during the day and reset at midnight.

17.7.4.6 SCD-6 Condition Time (CQ) 02109

Definition: The actual amount of cycle time spent in the conditioning phase. For example, in a pre-vac sterilizer the condition phase is achieved by pulsing the machine six times to create a vacuum.

17.7.4.7 SCD-7 Sterilize Time (CQ) 02110

Definition: The actual amount of cycle time spent sterilizing supplies.

17.7.4.8 SCD-8 Exhaust Time (CQ) 02111

Definition: The actual amount of cycle time spent draining pressure from the sterilizer chamber.

17.7.4.9 SCD-9 Total Cycle Time (CQ) 02112

Definition: The sum of time spent in all phases of a cycle.

17.7.4.10 SCD-10 Device Status (CWE) 02113

Definition: The status of a device. Refer to User-defined Table 0682  Device Status in Chapter 2C, Code Tables, for suggested values.

17.7.4.11 SCD-11 Cycle Start Date/Time (DTM) 02114

Definition: The date and time that the cycle started.

17.7.4.12 SCD-12 Dry Time (CQ) 02115

Definition: The amount of cycle time spent drying the load.

17.7.4.13 SCD-13 Leak Rate (CQ) 02116

Definition: The amount of pressure that the chamber can hold expressed as barometric pressure.

17.7.4.14 SCD-14 Control Temperature (CQ) 02117

Definition: Amount of overdrive above the sterilize temperature.

17.7.4.15 SCD-15 Sterilizer Temperature (CQ) 02118

Definition: The current temperature in the anti-microbial device.

17.7.4.16 SCD-16 Cycle Complete Time (TM) 02119

Definition: The time of day that the cycle completed.

17.7.4.17 SCD-17 Under Temperature (CQ) 02120

Definition: The temperature reached during a cycle, which fell below the required temperature range.

17.7.4.18 SCD-18 Over Temperature (CQ) 02121

Definition: The temperature reached during a cycle, which exceeded the required temperature.

17.7.4.19 SCD-19 Abort Cycle (CNE) 02122

Definition: A notification that the cycle was aborted. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.7.4.20 SCD-20 Alarm (CNE) 02123

Definition: A notification that the time, temperature, or pressure reached is invalid for a specific phase of a cycle. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.7.4.21 SCD-21 Long in Charge Phase (CNE) 02124

Definition: A notification that the charge phase in the cycle has exceeded the maximum time allowed. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.7.4.22 SCD-22 Long in Exhaust Phase (CNE) 02125

Definition: A notification that the exhaust phase in the cycle has exceeded the maximum time allowed. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.7.4.23 SCD-23 Long in Fast Exhaust Phase (CNE) 02126

Definition: A notification that the fast exhaust phase in the cycle has exceeded the maximum time allowed. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.7.4.24 SCD-24 Reset (CNE) 02127

Definition: An indicator that specific anti-microbial device parameters have been set to system defaults. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.7.4.25 SCD-25 Operator  Unload (XCN) 02128

Definition: The name of the operator that unloaded the anti-microbial device.

17.7.4.26 SCD-26 Door Open (CNE) 02129

Definition: An indicator that the door is open. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.7.4.27 SCD-27 Reading Failure (CNE) 02130

Definition: A notification that an error was encountered while reading the cycle data for a specific cycle. Refer to HL7 Table 0532 - Expanded Yes/no Indicator in Chapter 2C, Code Tables, for valid values.

17.7.4.28 SCD-28 Cycle Type (CWE) 02131

Definition: The type of cycle that is being executed. A cycle type is a specific sterilization method used for a specific type of supply item. Refer to User-defined Table 0702  Cycle Type in Chapter 2C, Code Tables, for suggested values.

17.7.4.29 SCD-29 Thermal Rinse Time (CQ) 02132

Definition: The amount of time spent in the thermal rinse phase of a decontamination cycle.

17.7.4.30 SCD-30 Wash Time (CQ) 02133

Definition: The amount of time spent in the wash phase of a decontamination cycle.

17.7.4.31 SCD-31 Injection Rate (CQ) 02134

Definition: The injection rate of a wash or dry agent.

17.7.4.32 SCD-32 Procedure Code (CNE) 00393

Definition: The unique identifier indicating the type of procedure performed on the patient with the supplies being sterilized.

Refer to HL7 Table 0088  Procedure Code in Chapter 2C, Code Tables, for suggested values.

As of v2.6, the known applicable external coding systems include those in the referenced table. If the code set you are using is in this table, then you must use that designation.

17.7.4.33 SCD33 Patient Identifier List (CX) 00106

Definition: The unique identifier associating the patient with the supplies being sterilized.

17.7.4.34 SCD34 Attending Doctor (XCN) 01137

Definition: The unique identifier associating the physician with the supplies being sterilized, used for the procedure and patient identified in this message. Refer to User-defined Table 0010 - Physician ID in Chapter 2C, Code Tables, for suggested values.

17.7.4.35 SCD35 Dilution Factor (SN) 01356

Definition: The dilution ratio of peracetic acid to water.

17.7.4.36 SCD36 Fill Time (CQ) 02139

Definition: The amount of time spent in filling the sterilizer chamber with dilutant.

17.7.4.37 SCD37 Inlet Temperature (CQ) 02140

Definition: The temperature of the dilutant upon entering the sterilizer chamber.

17.8 Material Management Segments

17.8.1 DEV  Device Segment

The Device segment identifies an instance or a type of a manufactured item that is used in the provision of healthcare without being substantially changed through that activity. The device may be a medical or non-medical device. Medical devices include durable (reusable) medical equipment, implantable devices, as well as disposable equipment used for diagnostic, treatment, and research for healthcare and public health. Non-medical devices may include items such as a machine, cellphone, computer, application, etc.

17.8.1.0 DEV Field Definitions

17.8.1.1 DEV-1 Action code (ID) 00816

Definition: This field reveals the intent of the message. Refer to HL7 Table 0287  Problem/goal action code for valid values.

17.8.1.2 DEV-2 Unique Device Identifier (EI) 02457

Definition: This field contains a unique identifier for the Device represented, either an actual device, or type of device.

When this segment is used as an extension of a PRT segment in the message, e.g., additional device information obtained for an implantable device, DEV-2 must be equal to PRT-10 Participation Device. When PRT-22 Participation Device Type is used, DEV-3 must be equal to PRT-22.

Condition: Either DEV-2 Unique Device Identifier or DEV-3 Device Type must be valued, or both are valued.

17.8.1.3 DEV-3 Device Type (CNE) 03483

Definition: This field contains the type of device used in the participation.

See Externally HL7 defined 0961 in Chapter 2C for a list of suggested values. This field can repeat.

When intended to have the additional device information for the device referenced in a PRT segment in the message, DEV-2 must be equal to PRT-10 Device. When PRT-22 Device Type is used, DEV-3 must be equal.

When communicating a UDI Carrier, the UDI may either be uniquely identifying an instance of a device, or a type of device. This can be asserted based on the inclusion or absence of a serial number in the Product Identifier section of the UDI. When the serial number is present, PRT-10 must be used, while if it is absent, PRT-22 must be used.

When communicating a UDI Carrier in this field, the coding system used is limited to FDA (FDAUDI), HIBCC (HIBUDI), ICCBBA (ICCUDI), and GS1 (GS1UDI) coding systems defined in HL7 Table 0396.

Condition: Either DEV-2 Unique Device Identifier or DEV-3 Device Type must be valued, or both are valued.

17.8.1.4 DEV-4 Device Status (CNE) 02501

Definition: The device status indicates the availability of the device, e.g., active, inactive. Refer to Externally HL7 Defined Table 0962 for a list of valid values.

17.8.1.5 DEV-5 Manufacturer/Distributor (XON) 01247

Definition: This field contains the identity of the manufacturer/distributor.

17.8.1.6 DEV-6 Brand Name (ST) 01249

Definition: This field contains the name under which the product is marketed by this manufacturer.

17.8.1.7 DEV-7 Model Identifier (ST) 01252

Definition: This field contains the manufacturer''s model identifier for the product.

17.8.1.8 DEV-8 Catalogue Identifier (ST) 01253

Definition: This field contains the manufacturer''s catalogue identifier for the product.

17.8.1.9 DEV-9 UDI Device Identifier (EI) 03476

Definition: Provides the U.S. FDA UDI device identifier (DI) element. This is not the same as DEV-2, Unique Device Identifier as DEV-2 represents either the full UDI Carrier in the case of an implantable Device,

This is the first component in the UDI and acts as the look up key for the Global Unique Device Identification Database (GUDID), and may be used for retrieving additional attributes.

When exchanging Device Identifiers (DI) the root shall be the OID, or standards appropriate corollary to the OID, assigned to DI and the extension shall be the Human Readable Form of the content. For example, for DIs the root shall be:

GS1 DIs: 2.51.1.1

HIBCC DIs:1.0.15961.10.816

ICCBBA DIs:2.16.840.1.113883.6.18.1.17 for Blood containers and 2.16.840.1.113883.6.18.1.34 otherwise.

Example:|00643169001763^^2.51.1.1^ISO|

17.8.1.10 DEV-10 Device Lot Number (ST) 03479

Definition: Alphanumeric string that identifies the devices production lot number.

Example:|123ABC|

17.8.1.11 DEV-11 Device Serial Number (ST) 03480

Definition: Manufacturers serial number for this device. This field may be the same as DEV-2, Unique Device Identifier when the device does not involve a UDI Carrier for UDI and DEV-2 represents a serial number. The implementation guide would determine whether DEV-11 is then used or not.

17.8.1.12 DEV-12 Device Manufacture Date (DTM) 03477

Definition: Date and time when the device was manufacturered.

Example:|20140401|

17.8.1.13 DEV-13 Device Expiry Date (DTM) 03478

Definition: Date and time when the device is no longer approved for use.

Example:|20160712|

CAUTION: See the related privacy considerations discussion in PRT-10.

Example:|21A11F4855|

17.8.1.14 DEV-14 Safety Characteristics (CWE) 02465

Definition: This field a safety characteristic of a device, e.g., latex safety, MRI safety.

See Externally HL7 defined 0963 in Chapter 2C for a suggested values.

17.8.1.15 DEV-15 Device Donation Identification (EI) 03481

Definition: Identifies a device related to a donation.

When exchanging Donation Identification Numbers (DIN) the root shall be the OID assigned to DIN and the extension shall be the Human Readable Form of the content. For example, for DINs the root shall be:

ICCBBA DINs:2.16.840.1.113883.6.18.2.1

An ICCBBA DIN OID is available for reference where required, but is not required when the specific data element is scoped to ICCBBA DINs.

Example:| RA12345678BA123^^2.16.840.1.113883.6.18.1.34^ISO|

17.8.1.16 DEV-16 Software Version Number (ST) 02502

Definition: The version number of the software that is part of the device.

17.8.1.17 DEV-17 Implantation Status (CNE) 02459

Definition: This field contains the implantation status of the device, e.g., implanted, explanted. Refer to HL7 Table 0795  Implanatation Status in Chapter 2C for valid values.

17.9 Example Transactions

17.9.1 Inventory Item Master Catalog Add - Event M16

An inventory clerk in the General Supply Inventory location has added a new supply item to the item master catalog. A Master File Add message is sent (MAD) to notify selected inventory locations that this supply item has been added to the item master catalog

MSH|^~\&|MATERIALSYS|FACA|INVSYS|CENSUPPLY|200408150900||MFN^M16^MFN_M16|090849SUPITM|P|2.9|||AL|AL|||<cr>

MFI|INV|MATERIALSYS|UPD|200408121100|SU|<cr>

MFE|MAD|F589|200408121100|JMC090387^^JMFcr>

SFT|COMPAPP|9.0.0|MATIERALSYS|4500|200401010700|<cr>

UAC| KERB|MATSYS|AP|Octet-stream|A|Clerk|<cr>

ITM|10001|Formula 8oz|A|SUP|DietaryFormula|Y|ALR|MANUFACTURER|F589|ALR900||Y|300-0001^FormulaAlim_8oz|4.92|Y||FDA|N||100-9088-37887|20|29.75|N|N|N||||REF|<cr>

VND|001|M00933|VENDOR|FV9975|Y|<cr>

VND|002|M00934|VENDOR2|FV9976|N|<cr>

PKG|001|CS|6|Y|5|29.50|30.25|200409030100|<cr>

PKG|002|EA|N|1|4.92|5.04|200409030100|<cr>

PCE|001|9188|300-0002|5.35|<cr>

ITV|001|GS^General Stores|CS^Central Supply|1|GS-031|CS|EA|100-9200-00000|Y|300-0001|4.95||Y|N|N||||M|30|450|100|400|N|<cr>

MSH|^~\&|MATERIALSYS|FACA|INVSYS|CENSUPPLY|200408150900||MFN^M16^MFN_M16|090849SUPITM|P|2.9|||AL|AL|||<cr>

MSA|CA|8000|||||<cr>

17.9.2 Request New Sterilization Lot - Event S28

The sterilizer operator is preparing to run a flash sterilizer load. The sterilizer requests a lot number from the instrument-tracking system to assign to the load.

MSH|^~\&|Sterila|FacilB|Instrutrak|FacilA|200410010800||SLR^S28 SLR_S28|021244STER|P|2.9|||AL|AL||||||<cr>

SFT|Hospital A|9.0|Sterila|10101010|9.0 999|New Load|200402140900|<cr>

UAC|KERB|MATSYS|AP|Octet-stream|A|Clerk|<cr>

SLT|87995|DEVICE NAME|A46|LF4|1435567677<cr>

MSH|^~\&|Sterila|FacilB|Instrutrak|FacilA|200410010800||ACK^S28^ACK|021244STER|P|2.9|||NE|NE||||||<cr>

MSA|CA|021244STER||||<cr>

MSH|^~\&|Instrutrak|FacilB|Sterila|FacilA|2004010010801||SLS^S28 SLR_S28|021244STER|P|2.9|||AL|NE|||||<cr>

SFT|Hospital A|9.0|Sterila|10101010|9.0 999|New Load|200402140900|<cr>

UAC|KERB|MATSYS|AP|Octet-stream|A|Admin|<cr>

SLT|01||||<cr>

MSH|^~\&|Instrutrak|FacilB|Sterila|FacilA|2004010010801||SLS^S28|021244STER|P|2.9|||NE|NE||||||<cr>

MSA|CA|021244STER||||<cr>

17.10 Implementation Considerations

None

17.11 Outstanding Issues

None