Data

Researchers undertaking economic analysis have a variety of datasets to choose from. This document describes databases located at the VA Austin Automation Center. These include the VA General Ledger (FMS), utilization files, fee basis files, and data from the VA fixed asset package, the Decision Support System (DSS), and the HERC average cost datasets.

Economic researchers should also be aware that there are additional data sources not on the Austin system, including data in the VA computerized medical records system, VISTA, the national Pharmacy Benefits Management system, and other data sources.

Datasets at the VA Austin Automation Center
Average Cost Data

For many years VA did not assign a cost to each health care encounter. HERC therefore began calculating cost estimates through an average cost method. The estimates, known collectively as the HERC Average Cost Data, are designed to merge easily with inpatient (PTF) and outpatient (OPC) utilization files. The data are stored in SAS file format at the VA Austin Automation Center. The files span FY1998 - FY2004 and are updated each year.
[Learn more about registering to use HERC Average Cost data]
[Learn more about the HERC Average Cost Method]

Decision Support System (DSS)

The Decision Support System includes economic and clinical data on all VA facilities. Although detailed production data reside at Austin, access to these data requires permission from each individual facility. A national extract has been created with encounter level summary cost data from all VA facilities.  There also two department-level  files: the Account Level  Budget Cost Center data set, and the Monthly Program Cost Report.
[Learn more about the Decision Support System (DSS)]

Financial Management System (FMS)

This is the summary of the VA general ledger. FMS is a source of VA nationwide data that can be used for cost analysis. For example, the analyst can find the national average annual cost of different types of staff, or the average cost of staff at a particular local VA medical center.
[Learn more about the Financial Management System (FMS)]

PAID

The PAID system features detailed information about individual employees. The data fall in several categories: salary and benefits; education, training, and professional licensure; and job and funding classifications (job function code, fund control point, subaccount, and others). The data are highly confidential. Individual researchers must request an extract in writing and provide proof of IRB approval.

Cost Distribution Report (CDR)

The Cost Distribution Report (CDR) allocates cost reported in the general ledger (FMS) to estimate the cost of VA departments, including patient care departments and other units. These allocations are based on service chief estimates of staff activities. While there is concern about the accuracy of CDR cost estimates, they are the only historical and comprehensive information on relating VA expenditures to types of patient care. CDR was discontinued in 2004.
[Learn more about the Cost Distribution Report (CDR)]

Fee Basis Files

The fee basis files report the cost of care provided under contract to VA. There are separate files for inpatient stays, inpatient ancillary services, outpatient care, pharmacy, and travel. While there is some information characterizing hospital stays (in the Non-VA PTF file) little information is available on other types of healthcare reported in these files. Care provided in state veterans' homes and under VA sharing agreements are not reported in these data.
[Learn more about the Fee Basis Files]

Fixed Asset Package

The Fixed Asset Package tells the acquisition cost, useful life, depreciation, and undepreciated balance of all VA capital assets.

VA Utilization Files

Economics researchers need utilization data to estimate healthcare costs. VA researchers may access data on inpatient stays, outpatient visits, and dispensed prescriptions.
[Learn more about the VA Utilization files]

Datasets not at the VA Austin Automation Center
Database of VA Facilities

The Veteran Administration Site Tracking system (VAST) provides the location and characteristics of VA facilities and contract providers. This file was created by VA Planning Systems Support Group (PSSG) in Gainesville, FL.

Pharmacy Benefits Management Database

The Pharmacy Benefits Management database contains information on each outpatient prescription filled by VA. These data can be accessed by contacting Pharmacy Benefits Management Group in Hines, IL at (708) 202-2079 ext. 2-1213. Information about the file may also be found at the VIREC website.

Datasets not at the VA

VA researchers often have studies that depend on non-VA utilization and cost.
[ Learn more about Non-VA Costs ]

Tabulations

HERC has tabulated the total number of inpatient stays and outpatient visits provided by the VA health care system, as well as the total costs of VA departments.
[ Learn more about tabulations ]