VA Vital Status Files

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History

The idea of the VA Vital Status files developed from the VA-NDI Data Merge Project. This work was supported by Health Services Research and Development Service funding (SDR 03157) and funding for the VA Information Resource Center (SDR 98004).  This project compared the dates of death (DOD) available in the VA with those obtained from the National Death Index (NDI), which uses data obtained from death certificates and is considered the gold standard for mortality data.  Based on the results of this project, it concluded that it was not cost effective for the VA to obtain death dates from the NDI, since very similar results can be obtained by using sources of death dates currently available in the VA.  Also, the study developed an algorithm to determine the “best” date of death when the sources contain conflicting data.  The project recommended that the VA develop a registry containing death dates from all available sources (BIRLS, PTF, Medicare, and SSA).  Complete results of this project can be found in VIReC’s Technical Report #2.

Overview of Datasets Available

The VA Vital Status files are comprised of two files: the Master and Mini files.  The files contain data for everyone who has received care through the VHA since 1992, has enrolled in the VHA, or has received compensation or pension benefits from the VA.  However, the files for Compensation and Pension Mini only cover FY01-FY06, DSS only covers FY02-FY06, and Enrollment source files only cover FY00-FY06, because that’s as far back as these files exist.

Complete list of source files for the VA Vital Status files

The Master file contains one record for each SSN-date of birth (DOB)-gender combination.  It provides all dates of birth, genders, and dates of death found for each SSN.  It also contains dates of last activity, veteran status flags, flags that indicate whether the SSN was included in the yearly finder file used to request Medicare data, and variables to indicate whether or not the person was enrolled in Medicare.

Master file SAS Proc Contents
Master file Data Dictionary

The Mini file contains one record for each SSN.  An algorithm is used to select the “best” DOB, gender, and DOD for each SSN.  In addition, the Mini file drops all SSNs that have no veteran indicator in the Master file.

Mini file SAS Proc Contents
Mini file Data Dictionary

Both the Master and Mini files contain Scrambled SSNs.  A crosswalk file to real SSNs is available for researchers requiring real SSNs.

VHA PRO Proc Contents

Please note that these files are in their first release.  The files will be updated and improved in future versions based on suggestions we receive from users. The Vital Status Mini and Master files are planned to be three-generation datasets with current version accessible on disk and two older versions accessible on tape.  The current Vital Status Mini and Master files consist of one generation and are accessible on disk.

Access

The VA Vital Status Master and Mini files are available at CFD (formerly: AAC) at the following locations:

A new functional task code is required to access these files.  For information on how to apply for access to files at AAC, see “Requesting Access to VA data”.

In addition, to access the Scrambled SSN to Real SSN crosswalk, potential users must gain approval from the VHA Privacy Office for access to real SSNs.

FAQ

How was the best date of death selected?

If multiple dates of death (DOD) were found for a single SSN, the best date of death was selected using an algorithm based on comparisons made to data from the National Death Index.  Details of how this algorithm was created can be found in VIReC’s Technical Report #2.

A simplified version of this algorithm is to use the death dates found in the following files, in the specified order:

1. VA PTF (Inpatient care); else
2. PTF Fee Basis; else
3. Medicare Vital Status file, where day of death is not equal to 28, 30, or 31; else
4. SSA, where day of death is not equal to 00, 01, or 15; else
5. BIRLS; else
6. CP mini; else
7. Medicare Vital Status (day of death equals 28, 30, or 31); else
8. SSA (day of death equals 00, 01, or 15)

How was the best date of birth and gender selected?

If multiple dates of birth or genders were found for a single SSN, the best date of birth and gender were selected based on a scoring algorithm.  Each SSN-DOB-gender combination was assigned a score based on many factors; a higher score would result if the DOB and gender:

• Matched the demographics found in Medicare, SSA, and/or BIRLS;
• Matches across sources within the VA;
• Was the most recent DOB and gender recorded in the VA; and
• Within the VA, was recorded during an inpatient stay.

The SSN-DOB-gender combination with the highest score was included in the Vital Status Mini file.