Appendix B

TEDS Data Elements

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TEDS Minimum Data Set

TEDS Supplemental Data Set

TEDS Discharge Data Set

 

TEDS Minimum Data Set

Missing values are coded as:

Unknown—The State collects this data item, but the record does not reflect an acceptable value.
Not collected
—The State does not collect this data item for submission to TEDS.
Invalid
—The value submitted for this data item was an invalid entry.

Client or codependent/collateral
A "client" is a person who meets all of the following criteria:

  1. Has an alcohol or drug related problem
     
  2. Has completed the screening and intake process
     
  3. Has been formally admitted for treatment or recovery service in an alcohol or drug treatment unit
     
  4. Has his or her own client record

    A person is not a client if he or she has completed only a screening or intake process or has been placed on a waiting list.

A "codependent/collateral" is a person who has no alcohol or drug abuse problem, but satisfies all of the following conditions:

  1. Is seeking services because of problems arising from his or her relationship with an alcohol or drug user
     
  2. Has been formally admitted for service to a treatment unit
     
  3. Has his or her own client record or has a record within a primary client record

GUIDELINES: Reporting of codependent/collateral data in TEDS is optional. If a substance abuse client with an existing record in TEDS becomes a codependent, a new client record should be submitted indicating that the client is an "admission" as a codependent. The reverse is also true for a person who is a codependent first and then becomes a substance abuse client.

Transaction type
Identifies whether a record is for an admission or a transfer/change in service.

A— Admission

T—
Transfer/change in service

GUIDELINES: For purposes of reporting to TEDS, a treatment episode is defined as that period of service between the beginning of treatment for a drug or alcohol problem and the termination of services for the prescribed treatment plan. The episode includes one admission (when services begin), and one discharge (when services end). Within a treatment episode, a client may transfer to a different service, facility, program, or location. In some data systems, such transfers may generate "admissions" records. When it is feasible for the State to identify transfers. They not be reported as admissions, but as transfers. When admissions and transfers cannot be distinguished in a State data system, such changes in service should be reported to TEDS as admissions.

Date of admission
The day when the client receives his or her first direct treatment or recovery service.

Type of service at admission
Describes the type of service the client receives.

Detoxification—24-hour service, hospital inpatient—24-hour per day medical acute care services in hospital setting for detoxification for persons with severe medical complications associated with withdrawal

Detoxification—24-hour service,
free-standing residential—24-hour per day services in non-hospital setting providing for safe withdrawal and transition to ongoing treatment

Rehabilitation/residential—Hospital (other than detoxification)
—24-hour per day medical care in a hospital facility in conjunction with treatment services for alcohol and other drug abuse and dependency

Rehabilitation/residential—Short-term (30 days or fewer)
—Typically, 30 days or less of non-acute care in a setting with treatment services for alcohol and other drug abuse and dependency

Rehabilitation/residential—Long-term (more than 30 days)
—Typically, more than 30 days of non-acute care in a setting with treatment services for alcohol and other drug abuse and dependency; this may include transitional living arrangements such as halfway houses

Ambulatory—Intensive outpatient
—As a minimum, the client must receive treatment lasting two or more hours per day for three or more days per week

Ambulatory—Non-intensive outpatient
—Ambulatory treatment services including individual, family, and/or group services; these may include pharmacological therapies

Ambulatory—Detoxification—Outpatient treatment services providing for safe withdrawal in an ambulatory setting (pharmacological or non-pharmacological)

Age
Identifies client's age at admission. Derived from client's date of birth and date of admission.

0—Indicates a newborn with a substance dependency problem

1-96
—Indicates the age at admission

Sex
Identifies client's sex.

Male

Female

Race
Specifies the client's race.

Alaska Native (Aleut, Eskimo, Indian)—Origins in any of the original people of Alaska

American Indian (other than Alaska Native)—Origins in any of the original people of North America and South America (including Central America) and who maintain cultural identification through tribal affiliation or community attachment

Asian or Pacific Islander—Origins in any of the original people of the Far East, the Indian subcontinent, Southeast Asia, or the Pacific Islands

Black or African American—Origins in any of the black racial groups of Africa

White—Origins in any of the original people of Europe, North Africa, or the Middle East

Other—A default category for use in instances in which the client is not classified above or whose origin group, because of area custom, is regarded as a racial class distinct from the above categories.

Ethnicity
Identifies client's specific Hispanic origin

Puerto Rican—Of Puerto Rican origin, regardless of race

Mexican—Of Mexican origin, regardless of race

Cuban—Of Cuban origin, regardless of race

Other Specific Hispanic—Of known Central or South American or any other Spanish cultural origin (including Spain), regardless of race, other than Puerto Rican, Mexican, or Cuban, regardless of race

Hispanic—specific origin not specified—Of Hispanic origin, but specific origin not known or not specified

Not of Hispanic origin

GUIDELINES: If a State does not collect specific Hispanic detail, code Ethnicity for Hispanics as Hispanic—specific origin not specified.

Number of prior treatment episodes
Indicates the number of previous treatmet episodes the client has received in any drug or alcohol program. Changes in service for the same episode (transfers) should not be counted as separate prior episodes.

0 previous episodes

1 previous episode

2 previous episodes

3 previous episodes

4 previous episodes

5 or more previous episodes

GUIDELINES: It is preferred that the number of prior treatments be a self-reporting field collected at the time of client intake. However, this data item may be derived from the State data system, if the system has that capability, and episodes can be counted for at least several years.

Principal source of referral
Describes the person or agency referring the client to the alcohol or drug abuse treatment program.

Individual (includes self-referral)—Includes the client, a family member, friend, or any other individual who would not be included in any of the following categories; includes self-referral due to pending DWI/DUI

Alcohol/drug abuse care provider—Any program, clinic, or other health care provider whose principal objective is treating clients with substance abuse problems, or a program whose activities are related to alcohol or other drug abuse prevention, education, or treatment

Other health care provider—A physician, psychiatrist, or other licensed health care professional; or general hospital, psychiatric hospital, mental health program, or nursing home

School (educational)—A school principal, counselor, or teacher; or a student assistance program (SAP), the school system, or an educational agency

Employer/EAP—A supervisor or an employee counselor

Other community referral—Community or religious organization or any Federal, State, or local agency that provides aid in the areas of poverty relief, unemployment, shelter, or social welfare. Self-help groups such as Alcoholics Anonymous (AA), Al-Anon, and Narcotics Anonymous (NA) are also included in this category. Defense attorneys are included in this category.

Court/criminal justice referral/DUI/DWI—Any police official, judge, prosecutor, probation officer, or other person affiliated with a Federal, State, or county judicial system. Includes referral by a court for DWI/DUI, clients referred in lieu of or for deferred prosecution, or during pretrial release, or before or after official adjudication. Includes clients on pre-parole, pre-release, work or home furlough, or TASC. Client need not be officially designated as "on parole." Includes clients referred through civil commitment. Client referrals in this category are further defined in the Supplemental Data Set item Detailed criminal justice referral.

Education
Specifies the highest school grade the client has completed.

0—Less than one grade completed

1-25—Years of school (highest grade) completed

GUIDELINES: States that use specific categories for some code numbers should map their codes to a logical "number of years of school completed." For General Equivalency Degree, use 12. For Bachelor's Degree, use 16.

Employment status
Identifies the client's employment status at the time of admission or transfer.

Full time—Working 35 hours or more each week; includes members of the uniformed services

Part time—Working fewer than 35 hours each week

Unemployed—Looking for work during the past 30 days, or on layoff from a job

Not in labor force—Not looking for work during the past 30 days or a student, homemaker, disabled, retired, or an inmate of an institution. Clients in this category are further defined in the Supplemental Data Set item Detailed Not in Labor Force.

GUIDELINES: Seasonal workers are coded in this category based on their employment status at time of admission.

Substance problem (primary, secondary, and tertiary)
These fields identify the client's primary, secondary, and tertiary substance problems.

None

Alcohol

Cocaine/crack

Marijuana/hashish—This includes THC and other cannabis sativa preparations

Heroin

Nonprescription methadone

Other opiates and synthetics—Includes codeine, Dilaudid, morphine, Demerol, opium, oxycodone, and any other drug with morphine-like effects

PCP—Phencyclidine

Other hallucinogens—Includes hallucinogens, LSD, DMT, STP, mescaline, psilocybin, peyote, etc.

Methamphetamine

Other amphetamines—Includes amphetamines, Benzedrine, Dexedrine, Preludin, Ritalin, and any other amines and related drugs

Other stimulants—Includes all other stimulants

Benzodiazepine—Includes diazepam, flurazepam, chlordiazepoxide, clorazepate, lorazepam, alprazolam, oxazepam, temazepam, prazepam, triazolam, clonazepam, halazepam, and other unspecified benzodiazepines

Other tranquilizers—Includes tranquilizers

Barbiturates—Includes phenobarbital, Seconal, Nembutal, etc.

Other sedatives or hypnotics—Includes sedatives/hypnotics, chloral hydrate, Placidyl, Doriden, etc.

Inhalants—Includes ether, glue, chloroform, nitrous oxide, gasoline, paint thinner, etc.

Over-the-counter medications—Includes aspirin, cough syrup, Sominex, and any other legally obtained nonprescription medication

Other

Usual route of administration (of primary, secondary, and tertiary substances)
These fields identify the usual route of administration of the respective substances.

Oral

Smoking

Inhalation

Injection (IV or intramuscular)

Other

Frequency of use (of primary, secondary, and tertiary substances)
These fields identify the frequency of use of the respective substances.

No use in the past month

1-3 times in the past month

1-2 times in the past week

3-6 times in the past week

Daily

Age of first use (of primary, secondary, and tertiary substances)
For drugs other than alcohol, these fields identify the age at which the client first used the respective substance. For alcohol, these fields record the age of first intoxication.

0—Indicates a newborn with a substance dependency problem

1-96—Indicates the age at first use

Planned use of methadone
Identifies whether the use of methadone is planned as part of the treatment.

Yes

No

 

TEDS Supplemental Data Set

States are encouraged to collect and report data for all categories in the list of valid entries shown. Collecting and reporting a subset of the categories is also acceptable. If the State collects only a subset of the categories, clients not fitting the collected subset must be coded as Not collected.

Pregnant at time of admission
Specifies whether the client was pregnant at the time of admission.

Yes

No

Veteran status
Identifies whether the client has served in the uniformed services (Army, Navy, Air Force, Marines, Coast Guard, Public Health Service Commissioned Corps, Coast and Geodetic Survey, etc.).

Yes

No

Psychiatric problem in addition to alcohol or drug problem
Identifies whether the client has a psychiatric problem in addition to his or her alcohol or drug use problem.

Yes

No

DSM criteria diagnosis
The diagnosis of the substance abuse problem from the American Psychiatric Association's Diagnostic and Statistical Manual of Mental Disorders. DSM IV is preferred, but use of the Third Edition or ICD codes is permissible.

Marital status
Describes the client's marital status. The following categories are compatible with the U.S. Census.

Never married—Includes clients whose only marriage was annulled

Now married—Includes those living together as married

Separated—Includes those separated legally or otherwise absent from spouse because of marital discord

Divorced

Widowed

Living arrangement
Specifies whether the client is homeless, living with parents, in a supervised setting, or living on his or her own.

Homeless—Clients with no fixed address; includes shelters

Dependent living—Clients living in a supervised setting such as a residential institution, halfway house, or group home, and children (under age 18) living with parents, relatives, or guardians, or in foster care

Independent living—Clients living alone or with others without supervision

Source of income/support
Identifies the client's principal source of financial support. For children under 18, this field indicates the parents' primary source of income/support.

Wages/salary

Public assistance

Retirement/pension

Disability

Other

None

Health insurance
Specifies the client's health insurance (if any). The insurance may or may not cover alcohol or drug treatment.

Private insurance (other than Blue Cross/Blue Shield or an HMO)

Blue Cross/Blue Shield

Medicare

Medicaid

Health maintenance organization (HMO)

Other (e.g., TRICARE, CHAMPUS)

None

GUIDELINES: If a State collects Medicare and Medicaid as one category, clients with that health insurance should be coded Unknown.

Expected/actual primary source of payment
Identifies the primary source of payment for this treatment episode.

Self-pay

Blue Cross/Blue Shield

Medicare

Medicaid

Other government payments

Worker's Compensation

Other health insurance companies

No charge (free, charity, special research, or teaching)

Other

GUIDELINES: If a State collects Medicare and Medicaid as one category, clients with that expected primary source of payment should be coded Unknown. States operating under a split payment fee
arrangement between multiple payment sources are to default to the payment source with the largest percentage. When the payment percentages are equal, the State can select either source.

Detailed "Not in labor force"
This item gives more detailed information about those clients who are coded as "Not in the labor force" in the TEDS Minimum Data Set item Employment Status.

Homemaker

Student

Retired

Disabled

Inmate of institution (prison or institution that keeps a person, otherwise able, from entering the labor force)

Other

Not applicable

Detailed criminal justice referral
This item gives more detailed information about those clients who are coded as "Court/criminal justice referral/DUI/DWI" in the TEDS Minimum Data Set item Principal source of referral.

State/Federal court

Other court (not State or Federal)

Probation/parole

Other recognized legal entity (e.g., local law enforcement agency, corrections agency, youth services, review board/agency)

Diversionary program (e.g., TASC)

Prison

DUI/DWI

Other

Not applicable

Days waiting to enter treatment
Indicates the number of days from the first contact or request for service until the client was admitted and the first clinical service was provided.

0-996—Number of days waiting

GUIDELINES: This item is intended to capture the number of days the client must wait to begin treatment because of program capacity, treatment availability, admissions requirements, or other program requirements. It should not include time delays caused by client unavailability or client failure to meet any requirement or obligation.

Detailed drug code (primary, secondary, and tertiary)
These fields identify, in greater detail, the drug problems recorded in the TEDS Minimum Data Set item Substance problem.

Alcohol

Crack

Other cocaine

Marijuana/hashish

Heroin/morphine

Methadone

Codeine

D-propoxyphene (Darvon)

Oxycodone (Percocet, Percodan)

Meperidine (Demerol)

Hydromorphone (Dilaudid)

Pentazocine (Talwin)

Other narcotic analgesics

PCP or PCP combination

LSD

Other hallucinogens

Methamphetamine/speed

Amphetamine

Methylphenidate (Ritalin)

Methylenedioxymethamphetamine (MDMA, Ecstasy)

Other stimulants

Alprazolam (Xanax)

Chlordiazepoxide (Librium)

Clorazepate (Tranxene)

Diazepam (Valium)

Flurazepam (Dalmane)

Lorazepam (Ativan)

Triazolam (Halcion)

Other benzodiazepines

Meprobamate (Miltown)

Other tranquilizers

Phenobarbital

Secobarbital/amobarbital

Secobarbital (Seconal)

Ethchlorvynol (Placidyl)

Glutethimide (Doriden)

Methaqualone

Other non-barbiturate sedatives

Other sedatives

Flunitrazepam (Rohypnol)

GHB/GBL (gamma-hydroxybutyrate, gamma-butyrolactone)

Ketamine (Special K)

Clonazepam (Klonopin, Rivotril)

Aerosols

Nitrites

Solvents

Anesthetics

Other inhalants

Diphenhydramine

Diphenylhydantoin sodium

Other drugs

GUIDELINES: SAMHSA has established the detailed drug codes (primary, secondary, and tertiary) as a means for States to report more detailed information than is possible in the Substance problem code fields. Detailed drug codes also enable distinction between substances in instances where a client uses two (or more) drugs that are assigned the same substance problem code.

 

TEDS Discharge Data Set

Type of service at discharge

See TEDS Minimum Data Set item Type of service at admission for definitions.

Date of last contact
Specifies the month, day, and year when the client was last seen for a treatment. The date may be the same as the date of discharge. In the event of a change of service or provider within a treatment episode, it is the date the client transferred to another service or provider.

Date of discharge
Specifies the month, day, and year when the client was formally discharged from the treatment facility or service. The date may be the same as the date of last contact. In the event of a change of service or provider within a treatment episode, it is the date the service terminated or the date the treatment ended at a particular provider.

Reason for discharge, transfer, or discontinuance of treatment
Indicates the outcome of treatment or the reason for transfer or discontinuance of treatment.

Treatment completed

Left against professional advice (dropped out)

Terminated by facility

Transferred to another substance abuse treatment program or facility—This code is to be used for all clients who have a change of service or provider within an episode of treatment

Incarcerated—This code is to be used for all clients whose course of treatment is terminated because the client has been incarcerated

Death

Other

Unknown