Please see the attached document to work through the most common current CIHI data rejections with accompanying solutions/procedures to fix.
| Rule Number | Rule | Instructions |
| A0002 | Dates must be valid (e.g. 20110000 and 20110931 are both invalid dates) and submitted in the format YYYYMMDD |
The signature for this assessment ( section R) is in an incorrect format. In order to resolve this, make sure the assessment has been marked as rejected then unsign and re-sign the assessment. You can then re-submit this assessment |
| A001 | Alphanumeric elements can only contain the following set of characters; A-Z, a-z, 0-9. |
The Program name that has been assigned to this resident must be renamed to only include letters or numbers. |
| A0021 | Submitted data must match one of the valid codes/values | The reason for the assessment (AA8) is an incorrect one. This will need to be fixed by one of our developers. Please contact our Support Team to do so. |
| A0032 | Submitted Records must satisfy the mandatory requirement for each data element to always have data. |
The Admission/Re-Entry date field is blank. We will fix this issue on a site by site basis. Please contact our Support Team to do so. |
| C1053 |
If the health card number is issued by Ontario (AA5b=ON) the (1st digit number cannot be 0; 10 digit number cannot be 9999999999; 10 digit number must be validated using the MOD 10 algorithm) |
The health card number needs to be ten digits long (eg. 1234567890) or be ten digits long with a two digit version code (optional) which is comprimised of letters (eg. 123456790AB) |
| C1275 | Resident from the same facility (AA6) with the same health record number (A6a) already exists in the CIHI system with a different health card number (AA5a). Please check all personal identifiers. Health care number of 0 or 1 is excluded from this comparison |
The health card number for this resident must be changed to correspond to the following format 1234567890AB (ten numbers and two letters) -or- 1234567890 (ten numbers). |
| C1276 | A contact information record for this facility (AA6) for this fiscal year (Z4) must exist before resident records can be submitted. |
You will need to submit your CI (Contact Informaiton) record before submitting the current quarter's data. Once the CI Record has been accepted by CIHI you may resubmit your data. |
| C1293 | Admission Re-Entry date (AB1), unique registration identifier (AA1) and health record number (A6a) must match an existing resident's admission/Re-Entry in the CIHI system. |
CIHI does not have the most recent Re-Entry/Admission assessment in their database. You will need to verify that all previous Admission / Re-Entries have been submitted and Accepted by CIHI before this record will be accepted. You can do this by creating a VAR (Verification Audit Report) on the CIHI site to verify if CIHI has the previous admission / Re-Entry in their database. Also make sure the dates are the same as what is in the software. |
| C1305, C1308, C1311 and C1317 |
Other disease diagnosis code (I3a) must match a valid ICD 10 code. The decimal is implied and not submitted. |
The ICD10 code is an out of date code and must be changed for a more up to date code. Please consult CIHI for the appropriate code. |
| C1330 | Discharge date (R4) must be on or after the assessment reference date (A3) for associated full and quarterly assessment records AND before the admission/ Re-Entry date (AB1) for any later admission/reentry records that already exist in the CIHI system. |
This discharge record must come after any quarterly or full assessments and must also come before any ReEntry/Admission assessments (Besides the Reentry/Admission this assessment corresponds to) that have been previously accepted by CIHI. Create a VAR and verify if any of these two conditions are true. If they are, contact CIHI to resolve this issue. |
| C1333 | A "new' resident record must have a combination of facility identifier (AA6), record type (Y2) and unique record ID (Y1) that does not already exist in the CIHI system. |
This record has been previously submitted and accepted by CIHI. If this was done in error,ignore this rejection. If you were attempting to submit a correction record be sure to unsign the record while in submitted state in Version 3. If you are using version 4 mark it as accepted in the submission history and then unsign the record. Resubmit the record to CIHI. |
| C1334 | A "correction" resident record must have a combination of facility identifier (AA6), record type(Y2) and unique record ID (Y1) that already exists in the CIHI system. |
This assessment has been accidentally changed into a correction record before being accepted as a 'new' record. The record must be changed back to 'new' before it can be accepted by CIHI. Please contact our Support Team to do so |
| C1338 | A residents previous admission/re-entry must have an associated discharge record (DC) before a new admission/re-entry (AD) record can be submitted. |
A previous discharge has not been accepted by CIHI. A discharge assessment must always be submitted and accepted before a new Admission/Re-Entry can be accepted. Please make sure the discharge has been accepted before trying to resubmit this Admission/ReEntry again. |
| C1339 | If the resident was discharged and then returns to the facility an admission record (AA7 = 1) is expected if it has been more than 14 days from the previous admission and there is no assessment with the same URI in the system OR it has been more than 92 days from the last assessment that exists in the CIHI system. |
This can be one of two things: 1. While the resident was discharged from the facility they missed an assessment and a re-entry was done instead of an admission. 2. A previous assessment has been rejected and needs to be accepted before this assessment will be. |
| C1345 | Element effective date (Z12) must be after the admission/re-entry date(AB1) |
This rejection is for an update record and is stating that the ARD for the update record must be after the ARD for the admission that it is updating. Simply change the ARD for the update record to after the admission date. |
| C1375 | Resident from the same facility shares the health record number (A6a) submitted with another resident in the facility. Please check all personal identifiers. Contact ccrs@cihi.ca if the same health record number has been assigned to more than one resident in your vendor software. |
There may be a Health Record number(Chart number in Mede-care) that is assigned to more than one resident within your facility. Contact CIHI for further instruction in order to resolve this issue. |
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