Consolidation file

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Date range: January 1, 1986 onwards

Data sources:

  • BC Ministry of Health Services
  • BC Ministry of Health Services Registration & Premium Billing (R&PB) files
  • BC's health services utilization files -- Medical Services Plan (MSP) Payment Information, Discharge Abstract Database (Hospital Separations)
  • BC Stats Translation Master File (TMF)
  • Statistics Canada Postal Code Conversion File (PCCF)

This checklist is historical and provided only for reference. Please refer to https://my.popdata.bc.ca/dar/ for the current application and checklists.


Description

The Consolidation File is Population Data BC's central demographics file for research requests. Requests for access to demographic information should, in most cases, refer to this file rather than to individual content data files.

The Consolidation File contains basic demographics such as age and sex, geo-codes indicating location of residence, and registration data. The primary base of information are the MSP Registration and Premium Billing (R&PB) files, but other data sources are also used to augment this base, e.g. to identify individuals who appear not to be registered but still receive health care services.

Inclusions

  • All individuals who are registered as being eligible to receive services in BC, and/or who actually do receive services are represented in the Consolidation File.

Data Changes Over Time

  • Ongoing updates to the data based on new census information
  • Changes to the geographic fields available
  • Changes in how the Socioeconomic (SES) quintiles/deciles are calculated (see additional details below).

Quality / Accuracy of Information/Field Coding Source

  • Programmers at Population Data BC check for consistency in demographic information over time. Where there are inconsistencies in birth date or sex, for example, care is taken to identify the most likely or best available information and to use that consistently for that individual across years. For example, an individual may be coded with "sex unknown" in one year, but on inspection be found to be coded consistently as "female" in other years. In this case, the "unknown" is modified to "female" in the Consolidation File.
  • Unlike the source MSP R&PB files, which may contain multiple records per person per year, the Consolidation File contains a single record per person within either a calendar year or a fiscal year.
  • The Consolidation File contains two summary registration fields developed by Population Data BC, which should be easier for researchers to use in their analysis: ‘Registration Start Day' (point in the year that their registration started) and ‘Total Days Registered During the Year'. These fields were developed by Population Data BC based on the sometimes multiple and overlapping enrollment and cancellation dates which appear in the MSP R&PB files.
  • We use the PCCF+ software packages developed by Russell Wilkins of Statistics Canada to automatically assign a full range of Census geographic areas (e.g. Census Division, Census Subdivision, Census Metropolitan Area, Census Tract, Dissemination Area, etc.) as well as neighbourhood income quintiles/deciles to BC patients based on postal code of patient residence. The software assigns postal codes probabilistically based on population weights for rural postal codes and some urban postal codes. Each version of the PCCF+ software is designed for use with data from a particular Census (completed once every 5 years). At this time we do not have the applicable PCCF+ software versions to use on data prior to 1994, thus we are unable to assign Census geographic identifiers and neighbourhood income quintiles/deciles to data prior to 1994.>

Important Additional Information

  • There are several special populations that one must be aware of when conducting research using administrative data:
    • First Nations
    • Federal employees (e.g. RCMP or Armed Forces)
  • The way coverage for these groups is managed creates some peculiarities for data in the source MSP R&PB files and thus in the Consolidation Files. In these cases, federal coverage of health care services is limited to the individual or employee, i.e. does not extend to any of their dependents. In cases where the RCMP or Armed Forces personnel have dependents, the federal employee is issued coverage, and they are assigned a PHN, but that number is not communicated to the federal employee. Their coverage is both issued and cancelled on the same day to facilitate the creation of a dependent number for the ‘economic family.'

References

  • BC Stats. Translation Master File (TMF) [computer file]. Victoria: BC Stats, BC Ministry of Finance and Corporate Relations; 2008.
  • Mechada K, Puderer H. How postal codes map to geographic areas. Geography Working Paper Series, no. 1. Catalogue no. 92F0138MIE2007001. Ottawa: Statistics Canada; 2007.
  • Division of Vital Statistics, BC Ministry of Health. Client Registry: Division of Vital Statistics' Feature Report. Victoria: BC Ministry of Health and Ministry Responsible for Seniors; 1994.
  • Statistics Canada. 2006 Census Dictionary. Ottawa: Statistics Canada; 2007. Catalogue No. 92-566-XWE. Available at: http://www12.statcan.gc.ca/english/census06/reference/dictionary/index.cfm
  • Statistics Canada. Postal Code Conversion File (PCCF), Reference Guide. March 2009 postal codes. Catalogue No. 92-153-GWE. Ottawa: Geography Division, Statistics Canada; July 2009.
  • Wilkins R. Use of postal codes and addresses in the analysis of health data. Health Reports 1993;5(2):157-177.
  • Wilkins R. PCCF+ Version 5E User's Guide. Automated Geographic Coding Based on the Statistics Canada Postal Code Conversion Files, Including Postal Codes through March 2009. Catalogue 82F0086-XDB. Ottawa: Health Analysis Division, Statistics Canada; July 2009.

Fields Available

Current DAR/RA
Geo-code options
(Page A-1 of Schedule A)
Field Name

Field Name in Consolidation File

Description/Notes

Local health area**

Local health area**

Research rationale describing why this field is required must be supplied before it will be considered for release

Health service delivery area

Health service delivery area

 

Health authority

Health authority

 

Health region

 

 No longer available

Census division /
Census subdivision**

Census division

Available from 1994 onward. If requesting Census subdivision, a research rationale describing why this field is required must be supplied before it will be considered for release

Census metropolitan area (CMA) / Census agglomeration (CA)

Statistical area classification (SAC); Statistical area classification type

Available from 1994 onward. CMA and CA are two types of SAC.

Census tract**

Census tract**

Available from 1994 onward. Research rationale describing why this field is required must be supplied before it will be considered for release

Federal electoral district / Enumeration area (EA)**

Federal electoral district / Dissemination area (DA)**

EA is no longer available, replaced by DA (available from 1994 onward).

If requesting DA, a research rationale describing why this field is required must be supplied before it will be considered for release

Socioeconomic (EA) decile/quintile

Socioeconomic (SES) quintile;
Socioeconomic (SES) decile

Also known as neighbourhood income decile/quintile. Available from 1994 onward.

First three characters of postal code

First three characters of postal code

Also known as Forward Sortation Area in Census data

Full six-character postal code**

Full six-character postal code**

Research rationale describing why this field is required must be supplied before it will be considered for release

 

DAR/RA MSP R&PB checklist
Field Name

 

Field Name in Consolidation File

Description/Notes

Sex

Sex

 

Birth Date**

Birth Date**

Usually released as year and month only.
[If full birth date is requested, a research rationale describing why this field is required must be supplied before it will be considered for release]

Postal code**

Postal code**

Aggregated to geographical level selected on page 1 of Schedule A (see above).

Enrolment Date

Start day registered in year

Consolidation File description: point in the year registration started.

Cancellation Date

Total days registered in year

 

MSP contract number

MSP contract number

Replaced by project-specific identification number.

 

Dependant Number

Contract holder flag

Replaced by project-specific identification number.

** Data field which could potentially identify an individual, and which therefore is only released only to researchers having a clear need for the data in order to accomplish their research project.


Page last revised: November 1, 2017