Introduction | Principles | Data Entry | Coding Reference | Quality Reviews

Data Elements

All NCIS data elements will be subject to regular scrutiny to ensure that where the data item is based upon an external source (National Health Data Dictionary or International Classification of External Causes of injury) that the most current version of this source data is being used.

Regular reviews of the data domains in use will also ensure that the data being produced is robust, reliable and comparable to similar national and international statistical collections.

Coding Schemes

The use of a national and international compatible coding scheme allows for the data held within the NCIS to be compared with death incident data held in countries throughout the world.

The majority of data items are based on the definitions outlined in the National Health Data Dictionary (NHDD). This ensures that fields such as Date of Birth, Sex, Indigenous Origin and Marital Status are consistent with other Australian data collections.

A classification based on the International Classification of External Causes of Injury (ICECI) is used for the coding of:

• Activity;
• Context;
• Counterpart;
• Intent;
• Location;
• Mechanism of Injury;
• Mode of Transport;
• Objects or Substances Producing Injury
• Sports and Recreation; and
• User

In certain instances it was necessary to modify the ICECI to ensure that some of the codes including information specific to Australia and coronial cases.

The NCIS classification was updated to ICECI Version 1.2 in November 2007, (LCMS updated in August 2007). Mapping will be utilised to ensure that all data held within the NCIS is compliant with the coding system in use.

Coding Guidelines

There are three main documents available; each provides information on either the core NCIS data fields or an explanation of the coding principals.

The most recent version of the NCIS Data Dictionary is Version 2 (July 2007). The Data Dictionary provides a comprehensive listing of all the NCIS data fields and includes a:

• uniform definition and explanation of each data field;
• statement of the type of information required; and
• full description of the classification (codeset) to be used for applicable data fields, including user guidelines.

Download the NCIS Data Dictionary (1.9mb)

Download the NCIS Occupation Codeset (33kb) or the NCIS Industry Codeset (43kb)

Download the Codeset Upgrade Concordance Document (5.16kb)

NCIS Coding Manual

The Coding Manual provides a step-by-step explanation for the coding and completion of a selection of data fields. The manual provides practical instructions, examples of specific scenarios and guidelines for the entry of more complex and difficult core data items.

Although designed as a guide only, the manual is intended to be used as a daily reference tool by those responsible for the entry and coding of coronial cases in the NCIS.

It should be noted that due to the case variations of coronial cases, the manual cannot provide instruction on how to code each individual coronial case but does offer examples and suggestions on how a particular or similar scenario would be coded.

Download the NCIS Coding Manual (Version 3, 5.63mb)

A more technical manual which provides step-by-step information on areas relevant to LCMS use, areas discussed include:

• logging in and using passwords;
• adding a case to the system;
• signing off a case;
• finding and editing a cases; and
• administration features.

Advice, Updates and Training

The NCIS Quality team utilises a variety of techniques for the communication of advice and updates to coders and users of the NCIS data.

A NCIS Coding Newsletter is produced:

• quarterly;
• when important information needs to be disseminated; OR
• at times of catastrophic events resulting in multiple coronial cases (such as Tsunami).

The Newsletter is distributed via email and in a hardcopy format to NCIS coders.

Download the NCIS Coding Newsletters:

NCIS Coding Tips 9 - August 2007 (264kb)

NCIS Coding Tips 8 - March 2007 (89.7kb)

NCIS Coding Tips 7 - February 2007 (338kb)

NCIS Coding Tips 6 - August 2006 (923kb)

NCIS Coding Tips 6 - August 2006 - Appendix (NSW version) (725kb)

NCIS Coding Tips 6 - August 2006 - Appendix (VIC version) (781kb)

NCIS Coding Tips 5 - February 2006 (234kb)

NCIS Coding Tips 4 - January 2006 (291kb)

NCIS Coding Tips 3 - May 2005 (102kb)

NCIS Coding Tips 2 - January 2005 (135kb)

NCIS Coding Tips 1 - October 2004 (147kb)

Immediate communication by the NCIS team to any or all NCIS coders is assisted by the email and telephone lists maintained by the team. Any change in contact details should be communicated to the NCIS team as quickly as possible.

NCIS Coder Training has been conducted in all jurisdictions. During training relevant and available staff attend a two day session that provided trainees with detailed information and explanation relating to many of the NCIS data fields as well as allowing time for assisted data entry of real coronial cases.

Additional training sessions will be conducted as required. Any jurisdiction wanting training should contact the NCIS Quality Team.

Specific training on the NCIS codeset upgrade was held for coders from all jurisdictions in July 2007. This ensured that all coders received the same information at the same time and allowed for the formation of networks to offer coder support and advice.

Advice or information can be sought from the NCIS team at any time via the NCIS helpdesk or direct communication with the relevant NCIS team member.

Introduction | Principles | Data Entry | Coding Reference | Quality Reviews