TXA - Transcription Document Header Segment

The TXA segment contains information specific to a transcribed document but does not include the text of the document. The message is created as a result of a document status change. This information updates other healthcare systems and allows them to identify reports that are available in the transcription system. By maintaining the TXA message information in these systems, the information is available when constructing queries to the transcription system requesting the full document text.

HL7 Attribute Table - TXA - Transcription Document Header Segment

Seq#	Data Element Name	DataType	Usage	Vocabulary	Cardinality	Item #	Length	C.LEN	Flags
TXA
1	Set ID- TXA	SI	R		[1..1]	00914	[1..4]
2	Document Type	CWE	R	0270 Document Type	[1..1]	00915
3	Document Content Presentation	ID	C	0191(R) Type of Referenced Data(Required)	[0..1]	00916
4	Activity Date/Time	DTM	O		[0..1]	00917
5	Primary Activity Provider Code/Name	XCN	C		[0..*]	00918
6	Origination Date/Time	DTM	O		[0..1]	00919
7	Transcription Date/Time	DTM	C		[0..1]	00920
8	Edit Date/Time	DTM	O		[0..*]	00921
9	Originator Code/Name	XCN	O		[0..*]	00922
10	Assigned Document Authenticator	XCN	O		[0..*]	00923
11	Transcriptionist Code/Name	XCN	C		[0..*]	00924
12	Unique Document Number	EI	R		[1..1]	00925
13	Parent Document Number	EI	C		[0..1]	00926
14	Placer Order Number	EI	O		[0..*]	00216
15	Filler Order Number	EI	O		[0..1]	00217
16	Unique Document File Name	ST	O		[0..1]	00927
17	Document Completion Status	ID	R		[1..1]	00928	[2..2]
18	Document Confidentiality Status	ID	O	0272(R) Document Confidentiality Status(Required)	[0..1]	00929	[1..1]
19	Document Availability Status	ID	O		[0..1]	00930	[2..2]
20	Document Storage Status	ID	O	0275(R) Document Storage Status(Required)	[0..1]	00932	[2..2]
21	Document Change Reason	ST	O		[0..1]	00933
22	Authentication Person, Time Stamp	PPN	C		[0..*]	00934
23	Distributed Copies	XCN	O		[0..*]	00935
24	Folder Assignment	CWE	O	0791	[0..*]	02378
25	Document Title	ST	O		[0..*]	03301
26	Agreed Due Date/Time	DTM	O		[0..1]	03302
27	Creating Facility	HD	O		[0..1]	02413
28	Creating Specialty	CWE	O	0792	[0..1]	02414

TXA-1: Set ID- TXA (SI) 00914

Definition: This field contains a number that uniquely identifies this transaction for the purpose of adding, changing, or deleting the transaction.

TXA-2: Document Type (CWE) 00915

Definition: This field identifies the type of document (as defined in the transcription system). Refer to User-Defined Table 0270 - Document Type for suggested values. The organization is free to add more entries. Receivers are required to inspect the Coding System component of the CWE data type to accurately interpret the meaning of the code. Senders transmitting messages to Receivers on earlier version of the standard may elect to negotiate business rules to ensure that expected data is not lost. HL7 does not assign positional meaning to user-defined codes.

TXA-3: Document Content Presentation (ID) 00916

Definition: This is a conditional field which is required whenever the message contains content as presented in one or more OBX segments. This field identifies the method by which this document was obtained or originated. Refer to HL7 Table 0191 – Type of Referenced Data for valid values.

TXA-4: Activity Date/Time (DTM) 00917

Definition: This field contains the date/time identified in the document as the date a procedure or activity was performed. This date can identify date of surgery, non-invasive procedure, consultation, examination, etc.

TXA-5: Primary Activity Provider Code/Name (XCN) 00918

Definition: This field contains the name of the person identified in the document as being responsible for performing the procedure or activity. This field includes the code and name (if available) of the caregiver. This field is conditional based upon the presence of a value in TXA-4-Activity Date/Time.

TXA-6: Origination Date/Time (DTM) 00919

Definition: This field contains the date and time the document was created (i.e., dictated, recorded, etc.).

TXA-7: Transcription Date/Time (DTM) 00920

Definition: This field contains the date and time the input was actually transcribed. This field is conditional based upon the presence of a value in TXA-17-Document Completion Status of anything except "dictated."

TXA-8: Edit Date/Time (DTM) 00921

Definition: This field contains the date and time the document was edited.

TXA-9: Originator Code/Name (XCN) 00922

Definition: This field identifies the person who originated (i.e., dictated) the document. The document originator may differ from the person responsible for authenticating the document.

TXA-10: Assigned Document Authenticator (XCN) 00923

Definition: This field identifies the person(s) responsible for authenticating the document, who may differ from the originator. Multiple persons may be responsible for authentication, especially in teaching facilities. This field is allowed to repeat an undefined number of times.

TXA-11: Transcriptionist Code/Name (XCN) 00924

Definition: This field identifies the person transcribing the document. This is a conditional value; it is required on all transcribed documents.

TXA-11 - Condition: If TXA-11 is valued and the corresponding OBR segment is present in the message OBR-35 must be blank. If OBR-35 is valued while TXA-11 is valued, OBR-35 shall be ignored. See message definitions including TXA for further guidanceon which ORC/OBR pairs to consider.

TXA-12: Unique Document Number (EI) 00925

Definition: This field contains a unique document identification number assigned by the sending system. This document number is used to assist the receiving system in matching future updates to the document, as well as to identify the document in a query. When the vendor does not provide a unique document ID number, some type of document identifier should be entered here, or the Unique Document File name should be utilized. See Chapter 2A, section 2.A.89, "XTN - extended telecommunication number." Where the system does not customarily have a document filler number, this number could serve as that value, as well.

TXA-13: Parent Document Number (EI) 00926

Definition: This field contains a document number that identifies the parent document to which this document belongs. The parent document number can be used to assist the receiving system in matching future updates to this document. This is a conditional field that is always required on T05 (document addendum notification), T06 (document addendum notification and content), T09 (document replacement notification), and T10 (document replacement notification and content) events.

TXA-14: Placer Order Number (EI) 00216

Definition: This field is the placer application's order number.

This is a composite field. The first component is a string of characters that identifies an individual order (i.e., OBR). It is assigned by the placer (ordering application). It identifies an order uniquely among all orders from a particular ordering application. The second through fourth components contain the (filler) assigning authority of the placing application. The (filler) assigning authority is a string of characters that will be uniquely associated with an application. A given institution or group of intercommunicating institutions should establish a unique list of applications that may be potential placers and fillers and assign unique entity identifiers. The components are separated by component delimiters.

TXA-14 - Condition: If corresponding ORC and/or OBR segments are present in the message and ORC-2 or OBR-2 is valued, this field must be blank. If TXA-14 is valued while ORC-2 or OBR-2 is valued it shall be ignored. See message definitions including TXA for further guidance on which ORC/OBR pairs to consider.

TXA-15: Filler Order Number (EI) 00217

Definition: This field is the order number associated with the filling application. Where a transcription service or similar organization creates the document and uses an internally unique identifier, that number should be inserted in this field. Its first component is a string of characters that identifies an order detail segment (i.e., OBR). This string must uniquely identify the order (as specified in the order detail segment) from other orders in a particular filling application (i.e., transcription service). This uniqueness must persist over time. Where a number is reused over time, a date can be affixed to the non-unique number to make it unique.

The second through fourth components contains the (filler) assigning authority. The (filler) assigning authority is a string of characters that uniquely defines the application from other applications on the network. The second through fourth components of the filler order number always identify the actual filler of an order.

TXA-15 - Condition: If corresponding ORC and/or OBR segments are present in the message and ORC-3 or OBR-3 is valued, this field must be blank. If TXA-14 is valued while ORC-3 or OBR-3 is valued it shall be ignored. See message definitions including TXA for further guidanceon which ORC/OBR pairs to consider.

For further details, please see the definitions provided in Chapter 4, "Orders".

TXA-16: Unique Document File Name (ST) 00927

Definition: This field contains a unique name assigned to a document by the sending system. The file name is used to assist the receiving system in matching future updates to the document.

TXA-17: Document Completion Status (ID) 00928

Definition: This field identifies the current completion state of the document. This is a required, table-driven field. Refer to HL7 Table 0271 - Document Completion Status for valid values.

Figure 9-1. Document completion status state transition table

Transition (Action)	Old State	New State
T01 Original Notification T02 Original Notification and Content	NA	Dictated In Progress Incomplete Pre-authenticated Authenticated Legally authenticated
T03 Status Change Notification T04 Status Change Notification and Content	Dictated	In Progress Incomplete Pre-authenticated Authenticated Legally authenticated
	In Progress	Incomplete Pre-authenticated Authenticated Legally authenticated
	Incomplete	Pre-authenticated Authenticated Legally authenticated
	Pre-authenticated	Authenticated Legally authenticated
	Authenticated	Legally authenticated
	Legally authenticated	NA
	Documented	Pre-authenticated Authenticated Legally authenticated
T05 Addendum Notification T06 Addendum Notification and Content	NA	Dictated In Progress Incomplete Pre-authenticated Authenticated Legally authenticated
T07 Edit Notification T08 Edit Notification and Content	Dictated	In Progress Incomplete Pre-authenticated Authenticated Legally authenticated
	In Progress	Incomplete Pre-authenticated Authenticated Legally authenticated
	Incomplete	Pre-authenticated Authenticated Legally authenticated
	Pre-authenticated	Authenticated Legally authenticated
	Authenticated	Legally authenticated
	Legally authenticated	NA
	Documented	Pre-authenticated Authenticated Legally authenticated
T09 Replacement Notification T10 Replacement Notification and Content	NA	Dictated In Progress Incomplete Pre-authenticated Authenticated Legally authenticated
T11 Cancel Notification	Dictated In Progress Incomplete Pre-authenticated and Availability status of "Unavailable"	Canceled

TXA-18: Document Confidentiality Status (ID) 00929

Definition: This is an optional field which identifies the degree to which special confidentiality protection should be applied to this information. The assignment of data elements to these categories is left to the discretion of the healthcare organization. Refer to HL7 Table 0272 - Document Confidentiality Status for valid values.

TXA-19: Document Availability Status (ID) 00930

Definition: This is an optional field which identifies a document's availability for use in patient care. If an organization's business rules allow a document to be used for patient care before it is authenticated, the value of this field should be set to "AV." If a document has been made available for patient care, it cannot be changed or deleted. If an erroneous document has been made available at any point in time and a replacement is not appropriate, then it may be marked as "Canceled" and removed, as in the case of a document being assigned to the wrong patient. Additional information must be provided via an addendum, which is separately authenticated and date/time stamped. If the content of a document whose status is "Available" must be revised, this is done by issuing a replacement, which is separately authenticated and date/time stamped. Refer to HL7 Table 0273 - Document Availability Status for valid values.

Figure 9-2. Document availability status state transition table

Transition (Action)	Old State	New State	Notes
T01 Original Notification T02 Original Notification and Content	NA	Unavailable Available
T03 Status Change Notification T04 Status Change Notification and Content	Unavailable	Unavailable Available Obsolete
	Available	Available Obsolete
	Obsolete	NA
T05 Addendum Notification T06 Addendum Notification and Content	NA	Unavailable Available
T07 Edit Notification T08 Edit Notification and Content	Unavailable	Unavailable Available
T09 Replacement Notification T10 Replacement Notification and Content	NA	Unavailable Available	Set parent document to "obsolete"
T11 Cancel	Unavailable	Delete

TXA-20: Document Storage Status (ID) 00932

Definition: This optional field identifies the storage status of the document. Refer to HL7 Table 0275 - Document Storage Status for valid values.

TXA-21: Document Change Reason (ST) 00933

Definition: This free text field (limited to 30 characters) contains the reason for document status change.

TXA-22: Authentication Person, Time Stamp (PPN) 00934

Definition: This field contains a set of components describing by whom and when authentication was performed (either manually or electronically). The Date/Time Action Performed component describes the date/time of the authentication (Authentication Time Stamp). The remaining components identify the person performing the authentication (Authentication Person). If either of the Authenticating Person or the Authentication Time Stamp is valued as non-null, then both must be valued as non-null.

TXA-22 - Condition: If TXA-22 is valued and the corresponding OBR segment is present in the message OBR-32 must be blank. If OBR-32 is valued while TXA-22 is valued, OBR-32 shall be ignored. See message definitions including TXA for further guidanceon which ORC/OBR pairs to consider.

TXA-23: Distributed Copies (XCN) 00935

Definition: This field identifies the persons who received a copy of this document.

TXA-24: Folder Assignment (CWE) 02378

Definition: This field is used to assign documents to folders. These folders are not nested; a document may either be part of none or several folders. In practice this can be used to separate the documents into domain specific types (e.g., cardiology reports, radiology reports), organizational types (e.g., administrational document, billing document), body region types (e.g., chest CT, leg CT), or something else. Furthermore, this information can be combined. This usually depends on the system involved and therefore it must be up to the user to define it. The systems can use the information to define workflows or manage access to the document. Receivers are required to inspect the Coding System component of the CWE data type to accurately interpret the meaning of the code. Senders transmitting messages to Receivers on earlier version of the standard may elect to negotiate business rules to ensure that expected data is not lost. HL7 does not assign positional meaning to user-defined codes. Refer to Table 0791 - Folder Assignment in Chapter 2C for valid values.

TXA-25: Document Title (ST) 03301

Definition: This field supports the identification of the document title. When communicating the meta information without the document contents you may submit the document title as well.

TXA-26: Agreed Due Date/Time (DTM) 03302

Definition: This field contains the date and time the document is or will be due back to the original author or dictator from the transcriptionist.

TXA-27: Creating Facility (HD) 02413

Definition: This field identifies the facility in which this document has been created.

TXA-28: Creating Specialty (CWE) 02414

Definition: This field identifies the specialty of the provider which created this document. Refer to Table 0792 - Creating Specialty in Chapter 2C for valid values.