TEDS Minimum Data Set
TEDS Supplemental Data Set

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.

• 0—Indicates a newborn with a substance dependency problem
• 1-96—Indicates the age at first use

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.

Client—Must meet all of the following criteria:

• Has an alcohol or drug related problem
• Has completed the screening and intake process
• Has been formally admitted for treatment or recovery service in an alcohol or drug treatment unit
• 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.

Codependent/collateral—Must meet all of the following criteria:

• Has no alcohol or drug related problem
• Is seeking services because of problems arising from his or her relationship with an alcohol or drug user
• Has been formally admitted for service to a treatment unit
• Has his or her own client record or has a record within a primary client record

GUIDELINES: Reporting of data for Codependent/collaterals is optional. If the state opts to report codependent/collateral clients, the mandatory fields are State code, Provider identifier, Client identifier, Client transaction type, Codependent/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.

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.

DEMOGRAPHICS

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

EDUCATION

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

• 0—Less than one grade completed
• 1-25—Years of school (highest grade) completed. For General Equivalency Degree, use 12.

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.

• Full time—Working 35 hours or more each week, including active duty 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 TEDS Supplemental Data Set item Detailed not in labor force.

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

ETHNICITY

Identifies client’s specific Hispanic origin.

• Cuban—Of Cuban origin, regardless of race
• Hispanic (specific origin not specified)—Of Hispanic origin, but specific origin not known or not specified
• Mexican—Of Mexican origin, regardless of race
• Not of Hispanic origin
• Other specific Hispanic—Of known Central or South American or any other Spanish cultural origin (including Spain), other than Puerto Rican, Mexican, or Cuban, regardless of race
• Puerto Rican—Of Puerto Rican origin, regardless of race

GUIDELINES: If a state does not collect specific Hispanic detail, code Ethnicity for Hispanics as Hispanic (specific origin not specified).

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
  • Asian—Origins in any of the original people of the Far East, the Indian subcontinent, or Southeast Asia, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Philippine Islands, Thailand, and Vietnam
  • Native Hawaiian or other Pacific Islander—Origins in any of the original people of Hawaii, Guam, Samoa, or other 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 single race—Client is not classified in any category above or whose origin group, because of area custom, is regarded as a racial class distinct from the above categories
• Two or more races—For use when the state data system allows multiple race selection and more than one race is indicated

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.

SEX

Identifies client’s gender.

• Male
• Female

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

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

• 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

MEDICATION-ASSISTED OPIOID THERAPY

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

• Yes
• No

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.

• 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.

• 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
  
• 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 on this category are further defined in the TEDS Supplemental Data Set item Detailed criminal justice referral.
• Employer/EAP—A supervisor or an employee counselor
• 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
• 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.
• Other health care provider—A physician, psychiatrist, or other licensed health care professional; or a 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

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.

• Alcohol
• Amphetamines
• Barbiturates—Amobarbital, pentobarbital, phenobarbital, secobarbital, etc.
• Benzodiazepines—Includes alprazolam, chlordiazepoxide, clonazepam, clorazepate, diazepam, flunitrazepam, flurazepam, halazepam, lorazepam, oxazepam, prazepam, temazepam, triazolam, and other unspecified benzodiazepines
• Cocaine/crack
• Heroin
• Inhalants—Includes chloroform, ether, gasoline, glue, nitrous oxide, paint thinner, etc.
• Marijuana/hashish—Includes THC and any other cannabis sativa preparations
• Methamphetamine
• Non-prescription methadone
• Other amphetamines—Includes amphetamines, MDMA, phenmetrazine, and other unspecified amines and related drugs
• Other hallucinogens—Includes LSD, DMT, STP, hallucinogens, mescaline, peyote, psilocybin, etc.
• Other non-barbiturate sedatives or hypnotics—Includes chloral hydrate, ethchlorvynol, glutethimide, methaqualone, and other non-barbiturate sedatives or hypnotics
• Other non-benzodiazepine tranquilizers—Includes meprobamate and other non-benzodiazepine tranquilizers
• Other opiates and synthetics—Includes buprenorphine, codeine, hydrocodone, hydromorphone, meperidine, morphine, opium, oxycodone, pentazocine, propoxyphene, tramadol, and any other drug with morphine-like effects
• Other stimulants—Includes methylphenidate and any other stimulants
• Over-the-counter medications—Includes aspirin, cough syrup, diphenhydramine and other antihistamines, sleep aids, and any other legally obtained nonprescription medication
• PCP—Phencyclidine
• Other—Includes diphenylhydantoin/phenytoin, GHB/GBL, ketamine, etc.
• None

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.

• Substance problem and Route of administration:
  • For states that do collect Detailed drug code—Records may have duplicate Substance problems and identical Route of administration IF the corresponding Detailed drug codes are different or are ‘‘multiple’’ drug codes
  • For states that do not collect Detailed drug code—A record may not have duplicate Substance problems with identical Routes of administration

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.”

• A—Admission
• T—Transfer/change in service

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:

• All fields from the transfer record should be updated to reflect values at the time of transfer except the following fields, which must have the same values as in the associated (preceding) admission record: Client ID, Codependent/collateral, Date of birth, Sex, Race, and Ethnicity. If a field cannot be updated, it should be transmitted to TEDS with its value from the associated (preceding) admission record.
• Date of admission is defined as the date services begin after the transfer to another service or facility.

TYPE OF SERVICES

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

• Ambulatory, detoxification—Outpatient treatment services providing for safe withdrawal in an ambulatory setting (pharmacological or non-pharmacological)
• 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, and may include pharmacological therapies
• Detoxification, 24-hour service, free-standing residential—24-hour per day services in a non-hospital setting providing for safe withdrawal and transition to ongoing treatment
• Detoxification, 24-hour service, hospital inpatient—24-hour per day medical acute care services in a hospital setting for detoxification of persons with severe medical complications associated with withdrawal
• 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

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

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

• Inhalation
  
• Injection (IV or intramuscular)
  
• Oral
  
• Smoking
  
• Other

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 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.

• Diversionary program (e.g., TASC)
• DUI/DWI
• Other court (not state or federal)
• Other recognized legal entity (e.g., local law enforcement agency, corrections agency, youth services, review board/agency)
• Prison
• Probation/parole
• State/federal court
• Other
• Not applicable

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.

• Aerosols
• Alcohol
• Alprazolam (Xanax)
• Amphetamines
• Anesthetics
• Chlordiazepoxide (Librium)
• Clonazepam (Klonopin, Rivotril)
• Clorazepate (Tranxene)
• Codeine
• Crack

• Diazepam (Valium)
• Diphenhydramine
  
• Diphenylhydantoin/phenytoin (Dilantin)
• Ethchlorvynol (Placidyl)
• Flunitrazepam (Rohypnol)
• Flurazepam (Dalmane)
• GHB/GBL (gamma-hydroxybutyrate, gamma-butyrolactone)
• Glutethimide (Doriden)
• Heroin
  
  
• Hydrocodone (Vicodin)
• Hydromorphone (Dilaudid)
• Ketamine (Special K)
• Lorazepam (Ativan)
• LSD
• Marijuana/hashish
• Meperidine (Demerol)
• Meprobamate (Miltown)
• Methadone (non-prescription)
• Methamphetamine/speed
• Methaqualone
• Methylenedioxymethamphetamine (MDMA, Ecstasy)
• Methylphenidate (Ritalin)
• Nitrites

DETAILED NOT IN LABOR FORCE

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

• Disabled
• Homemaker
• Inmate of institution (prison or institution that keeps a person, otherwise able, from entering the labor force)
• Retired
• Student
• Other
• Not applicable

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.

EXPECTED/ACTUAL PRIMARY SOURCE OF PAYMENT

Identifies the primary source of payment for this treatment episode.

• Blue Cross/Blue Shield
• Medicaid
• Medicare
• Other government payments
• Other health insurance companies
• Self-pay
• Worker’s Compensation
• No charge (free, charity, special research, or teaching)
• Other

FREQUENCY OF ATTENDANCE AT SELF-HELP PROGRAMS

This field records the number of times the client has attended a self-help program in the 30 days preceding the date of admission to treatment services.

• No attendance in the past month
• 1-3 times in the past month
• 4-7 times in the past month
• 8-15 times in the past month
• 16-30 times in the past month
• Some attendance in the past month, but frequency unknown

HEALTH INSURANCE

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

• Blue Cross/Blue Shield
• Health maintenance organization (HMO)
• Medicaid
• Medicare
• Private insurance (other than Blue Cross/Blue Shield or an HMO)
• Other (e.g., TRICARE)
• None

LIVING ARRANGEMENTS

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

• 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
• Homeless. Clients with no fixed address; includes shelters
• Independent living. Clients living alone or with others without supervision

MARITAL STATUS

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

• Divorced
• 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
• Widowed

NUMBER OF ARRESTS IN 30 DAYS PRIOR TO ADMISSION

This field records the number of arrests in the 30 days preceding the date of admission to treatment services.

• 0-96—Number of arrests

PREGNANT AT TIME OF ADMISSION

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

• Yes
• No
• Not applicable. Use this code for male clients

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

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.

• Disability
• Public assistance
• Retirement/pension
• Wages/salary
• Other
• None

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

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