Use this document for information and instruction on how to apply corrections to the postal code, city and county fields as they relate to the time a client was admitted to the agency. There is also a quick video demo below.

Correcting information in Catalyst

Postal code and address information provides critical information and is used regularly by DATIS to respond to data requests from LHINs, Ministry, researchers and stakeholders. Data quality ratings for agencies are adversely affected if unknown is consistently used as an option.

The address information as found on the Admission Information screen is not automatically changed when the address is edited on the Client Information screen or when it is edited using the Address Effective Date hyperlink, the address must be linked to the Admission when changes are made in order for the Admission Information screen to be updated.

Each time an address is changed and saved on the Client Information screen, a new address is created in the database. This address is added to the client address history which can be viewed by clicking on the Address Effective Date hyperlink. The Client Information screen will always display the "last" address added regardless of the address effective date.

Example 1: If a Catalyst user was not able to collect a client's full address information at the time of admission to the agency, the option of unknown may have been selected for the postal code and a complete address may not have been entered for the client. Once this information was collected the Catalyst user would go back and update the Client Information screen. However, the address linked to the admission would remain as that of the address that was originally input to the Client Information screen at the time of the admission. This could adversely affect an agency's data quality rating if "Unknown" is used regularly.

Example 2: Agency Staff ran the DC 09 No. of Unknown Values for Required Fields on the Client and Admission Info Screens and found that the option of "Unknown" was used incorrectly as an option for the postal code field. The information would be corrected on the Client Information Screen; however, the update would not be reflected on the Admission Information screen, possibly adversely affecting the agency's data quality review.

The business rules and necessary steps that must be used to correct address information follows:

  1. Access the Client Information screen of the client whose address requires an edit.
  2. If there is no "Open" or "Pending" admission for the client, correct the Address information, update the Address Effective Date and Save.
  3. If there is an "Open" or "Pending" Admission for the client, click on the hyperlink "Address Effective Date".


  4. When the Client Address History appears on screen, click on the number that is associated to the correct address for that client at the time of his/her admission.


  5. When the screen appears select the Admission for which the updated address is to be linked.

    * For Agency Users (users with privilege = agency user), this selection list will contain the client's open/pending admission only.
    * For Agency Administrators, this selection list will contain ALL the client's admissions, regardless of admission status.

  6. SAVE. Once the admission is selected and the Save button is clicked the postal code, city and county of the address will be copied to the corresponding fields of the selected admission.

  7. When the pop up window appears, click OK.


  8. Click on the "Close" button. The screen will refresh and you will be returned to the Client Information screen; the Admission selected to apply the address edit will be displayed with the updated information.

    The Postal Code, City and County fields as they appear on the Admission Information screen are "Read Only" and can NOT be edited from this screen.
  9. The Address Effective Date CANNOT be after the Date of the Admission; it must be on or before the admission date.
  10. If the Address Effective Date is after the date of the admission, you will receive the following message and the Admission Information screen will not be updated.

Correcting information through the DATIS Interface

A change to the DATIS Interface with regards to the Admission Record Update, allows you to update (or correct) the County, City, and Postal Code as a point in time record - when the admission was made.
Prior to this, once you sent an erroneous postal code for the Admission you could not correct it, now you can.  From your software perspective, we are not asking this info to be re-entered every time, on your end, it came come from the client record.  We also inherit this information from the client but only when the Admission is created, not when it's updated.

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