Appendix B

TEDS Data Elements

TEDS Minimum Data Set

TEDS Supplemental Data Set

CLIENT OR CODEPENDENT/COLLATERAL

Specifies whether the admission record is for a substance abuse treatment client, or a person being treated for his/her codependency or collateral relationship with a substance abuser.

GUIDELINES: Reporting of data for Codependent/collaterals is optional. If the State opts to report co-dependent/collateral clients, the mandatory fields are State code, Provider identifier, Client identifier, Client transaction type, Co-dependent/collateral, and Date of admission. Reporting of the remaining fields in the TEDS Minimum and Supplemental Data Sets is optional. For all items not reported, the data field should be coded with the appropriate “Not collected” or “Not applicable” code.

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 has been admitted as a codependent, and vice versa.

If a record does not include a value for this field, it is assumed to be a substance abuse client record.

TRANSACTION TYPE

Identifies whether a record is for an initial admission or a transfer/change in service. Note: Some States may use other terminology such as “initial admission” and “transfer admission” in place of “admission” and “transfer.”

GUIDELINES: For 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 at least one discharge (when services end). Within a treatment episode, a client may transfer to a different service, facility, provider, program, or location. Each admission and transfer record should have an associated discharge record.

When it is feasible for the State to identify transfers, they should be reported as transfers in admissions data submissions. When admissions and transfers cannot be differentiated in a State data system, such changes in service or facility should be reported to TEDS as admissions.

Data set considerations for transfers:

DATE OF ADMISSION

The day when the client receives his or her first direct treatment or recovery service. For transfers, this is the date when client receives his or her first direct treatment after the transfer has occurred.

TYPE OF SERVICES

Describes the type of service and treatment setting in which the client is placed at the time of admission or transfer.

AGE

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

SEX

Identifies client’s gender.

RACE

Specifies the client’s race.

GUIDELINES: If a State does not distinguish between American Indian and Alaska Native, both should be coded as American Indian. If a State does not distinguish between Asian and Native Hawaiian or other Pacific Islander, both should be coded as Asian or Pacific Islander. For States that collect multiple races:
a) when a single race is designated, the specific race code should be used;
b) if the State collects a primary or preferred race along with additional races, the code for the primary/preferred race should be used;
c) if the State uses a system such as an algorithm to select a single race when multiple races have been designated, the same system may be used to determine the race code for TEDS. When two or more races have been designated and neither (b) nor (c) above apply, the TEDS code for Two or more races should be used.

MEDICATION-ASSISTED OPIOID THERAPY

Identifies whether the use of methadone or buprenorphine is part of the client’s treatment plan.

ETHNICITY

Identifies client’s specific 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 treatment 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.

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.

EDUCATION

Specifies the highest school grade (number of school years) completed by the client.

GUIDELINES: States that use specific categories for designating education level should map their codes to a logical number of years of school completed. For Associate’s Degree, use 14. For Bachelor’s Degree, use 16.

EMPLOYMENT STATUS

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

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

PRINCIPAL SOURCE OF REFERRAL

Describes the person or agency referring the client to the alcohol or drug abuse treatment program.

SUBSTANCE PROBLEM (PRIMARY, SECONDARY, OR TERTIARY)

These fields identify the client’s primary, secondary, and tertiary substance problems. Each Substance problem (primary, secondary, and tertiary) has associated fields for Route of administration, Frequency of use, Age at first use, and the TEDS Supplemental Data Set item Detailed drug code.

GUIDELINES: Substance problems are further defined in the TEDS Supplemental Data Set item Detailed drug code. For guidance on which specific substances to include in the substance categories, please refer to the detailed drug categories listed for Detailed drug code.

USUAL ROUTE OF ADMINISTRATION (OF PRIMARY, SECONDARY, AND TERTIARY SUBSTANCES)

These fields identify the usual route of administration of the respective Substance problems.

FREQUENCY OF USE (OF PRIMARY, SECONDARY, AND TERTIARY SUBSTANCES)

These fields identify the frequency of use of the respective Substance problems.

AGE OF FIRST USE (OF PRIMARY, SECONDARY, AND TERTIARY SUBSTANCE)

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.


TEDS Supplemental Data Set

PREGNANT AT TIME OF ADMISSION

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

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.).

GUIDELINES: A Veteran is a person 16 years or over who has served (even for a short time), but is not now serving, on active duty in the US Army, Navy, Air Force, Marine Corps, Coast Guard, or Commissioned Corps of the US Public Health Service or National Oceanic and Atmospheric Administration, or who served as a Merchant Marine seaman during World War II. Persons who served in the National Guard or Military Reserves are classified as veterans only if they were ever called or ordered to active duty, not counting the 4-6 months for initial training or yearly summer camps.

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.

DSM 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.

LIVING ARRANGEMENTS

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

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.

GUIDELINES: States are encouraged to collect and report data for all valid categories, although 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”.

HEALTH INSURANCE

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

GUIDELINES: States are encouraged to collect and report data for all valid categories, although 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”.

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.

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.

EXPECTED/ACTUAL PRIMARY SOURCE OF PAYMENT

Identifies the primary source of payment for this treatment episode.

GUIDELINES: States are encouraged to collect and report data for all valid categories, although 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”. 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 field gives more detailed information about those clients who are coded as “Not in labor force” in the TEDS Minimum Data Set item Employment status.

GUIDELINES: This field is to be used only when Employment status is coded “Not in labor force”. For any other employment status code, this field should be coded “Not applicable”. States are encouraged to collect and report data for valid categories, although collecting and reporting a subset of the categories is also acceptable. If the State collects only a subset of the categories, not-in-labor-force clients not fitting the collected subset must be coded as “Unknown”.

NUMBER OF ARRESTS

The number of arrests in the 30 days preceding the date of admission to treatment services.

GUIDELINES: This item is intended to capture the number of times the client was arrested for any cause during the 30 days preceding the date of admission to treatment. Any formal arrest is to be counted regardless of whether incarceration or conviction resulted and regardless of the status of the arrest proceedings at the time of admission.

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.

GUIDELINES: The Detailed drug codes are a means for States to report more detailed drug information than is possible in the TEDS Minimum Data Set Substance problem 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.

The Substance problem and the Detailed drug codes have been subdivided into “single” and “multiple” drugs. Drugs are considered “single” if they cannot be further subdivided and are considered “multiple” if more than one drug can be placed within this category. Detailed drug codes “LSD” and “Marijuana/hashish” are examples of single drugs. “Aerosols” and “Other benzodiazepines” are examples of multiple drugs.

The distinction between single and multiple drug categories is considered when two or more of a client’s Substance problem codes are the same and their corresponding Routes of administration are also the same. The following standards apply to the submission of the Substance problem, Route of administration, and Detailed drug code fields:

DETAILED CRIMINAL JUSTICE REFERRAL

This field 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.

GUIDELINES: This field is to be used only when Principal source of referral is coded “Court/criminal justice referral/DUI/DWI”. For all other Principal source of referral codes, this field should be coded “Not applicable.” States are encouraged to collect and report data for all valid categories, although 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 “Unknown.”


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