10.2.1. Accessing the PMHC Minimum Data Set

10.2.1.1. What internet browser should I use?

You can access the PMHC MDS using any up-to-date evergreen browser, like the following:

  • Chrome (version 78+)
  • Microsoft Edge (version 78+)
  • Firefox (version 68+)
  • Safari (version 13+)

Please note: Internet Explorer is no longer supported.

10.2.1.2. How do I get started using the MDS?

Each individual staff member should be set up with their own unique login access. It is inadvisable to set up and use generic login accounts within the PMHC MDS, and usernames / passwords should not be shared with other individuals. This ensures that when a staff member leaves, their access can be easily disabled without affecting other users or data security. A user’s account should not be passed from one staff member to the next.

Refer to How do I obtain access to the PMHC MDS? for information on getting an account on the MDS.

The PMHC website is available at https://pmhc-mds.com/. Here you will find documentation on using the MDS.

The MDS is accessed on the web at the following address: https://pmhc-mds.net/

10.2.1.3. How do I obtain access to the PMHC MDS?

Access to the PMHC MDS is based on roles. Each role allows a user to perform specific tasks, and a user can be assigned multiple roles. Each role is granted for a user against an organisation. An organisation can either be a Primary Health Network (PHN) or a Provider Organisation. If a user is granted a role for a PHN they will also have this role for any Provider Organisations of that PHN. A user can be invited to have a role at more than one organisations.

See Users Roles for a summary of each of the roles that currently exist within the PMHC MDS.

User accounts can be created by a user at your PHN or provider organisation who has the User Management role. If unsure who this is, please contact support@pmhc-mds.com to find out who has this access.

Alternatively, if you cannot contact any users who have the User Management role access can be gained by producing a letter of authority.

10.2.1.4. What is required for the Letter of Authority?

A letter of authority is a written request made on your Primary Health Network or Provider Organisation’s letterhead which must be signed by an authority at the Primary Health Network or Provider Organisation who holds a position that is higher than the person for whom the account is being created (i.e., the person’s manager or the CEO).

This letter must contain the following details (for the person for whom the MDS access is being requested/changed):

  1. Name
  2. Email address
  3. Contact telephone number
  4. Mobile phone number
  5. The exact Primary Health Network or Provider Organisation’s name in the MDS you are seeking to access
  6. For new profiles, the roles required for the user. (See Users Roles for a summary of each of the roles that currently exist within the PMHC MDS.)
  7. For existing profile updates, list the item being changed (email or mobile), what is was and what it should be changed to

This letter must be scanned and then emailed to support@pmhc-mds.com.

Refer to When is a Letter of Authority required?

10.2.1.5. When is a Letter of Authority required?

The protocol for the PMHC MDS Helpdesk to set up a new account or change an existing account requires a formal letter of authority.

When there are no existing users with the ‘User Management’ role at a PHN, the protocol for setting up a new account to access this role, or granting this role to an existing user, requires a written letter of authority by that PHN. Refer to How do I obtain access to the PMHC MDS?.

This protocol will also apply when a user is requesting an update to their profile details when they are unable to log in. The Updating your details process via the MDS login screen is the preferred method for a user to update their own details.

The same protocol applies if a new MDS user requires MDS access using a past users MDS access or email address. However, in this case it is advised that the new MDS user has a new username and password issued to protect the privacy and security of the organisation’s data. Refer to How do I get started using the MDS?.

10.2.1.6. What can a user see in the MDS?

What you see after you login will depend upon the roles to which you have been assigned.

Refer to Users Roles for more information.

10.2.1.7. I do not have a work mobile. What do I do?

A user can use their personal mobile. Users’ mobile phone numbers are not listed or viewable by other users within the PMHC MDS.

The mobile is only used by the PMHC MDS profile management system to deliver the verification code via SMS. This is used to activate their profile, reset their password or if a password is forgotten or expires.

Refer to How can I recover my password or username?

10.2.1.10. Can I add an existing user to another PHN or Provider Organisation?

Yes, a user can have roles at more than one organisation.

By ensuring you enter the same email and mobile number when completing the invitation steps in Adding an existing user, the system will automatically pick up if a user already exists in the PMHC MDS and will grant them access to the additional organisation.

10.2.1.12. What should I do if a user didn’t receive the email invitation?

First confirm that you have the users correct email address. See Viewing a user’s invitation details.

  • If the email is incorrect, you will be able to Delete an invitation and then send a new invitation.
  • If the email is correct, ask the user to double check their junk mail folder and search for an email sent from noreply@logicly.com.au.

You can Reissue an invitation. When you reissue an invitation, both the email and SMS are sent again to the invitee.

If the email still doesn’t arrive, please contact the Helpdesk on support@pmhc-mds.com

10.2.1.13. What should I do if a user didn’t receive the invitation SMS token?

Firstly confirm that you have their correct mobile phone number. See Viewing a user’s invitation details.

  • If the mobile is incorrect, you will be able to Delete an invitation and then send a new invitation.
  • If the mobile is correct, ask the user to power off their mobile and turn it back on again as this does often help when an SMS hasn’t arrived.

You can Reissue an invitation. When you reissue an invitation, both the email and SMS are sent again to the invitee.

If the SMS still doesn’t arrive, please contact the Helpdesk on support@pmhc-mds.com

10.2.1.14. What should I do if a user deleted the email invitation or the SMS token?

You can reissue an invitation which will send the invitee with a copy of their invitation email and SMS.

See Reissue an invitation.

10.2.1.15. Can GPs or Mental Health Providers (MHPs) access the MDS to upload data themselves?

Yes, GPs and MHPs can access the MDS to upload their data directly into the system. However, it is not possible to limit their data access to the select data fields that they would normally manage. For example, MHPs would normally only need to enter or edit their own client information and the episodes and service contacts associated with these clients.

However, it is not possible to restrict their access only to their own clients’ data. They will be able to modify data for clients across their entire provider organisation. Therefore, MHPs who access the MDS could potentially change data for a client that is not their own.

Refer to Users Roles.

10.2.1.16. I’m a third-party software developer developing software to assist with uploading data to the MDS. Can I have an account to test my data uploads?

Yes, we can supply you with an account that has access to a test Primary Health Network. Please refer to information about our Developers environment.

10.2.1.19. How can I update my user details?

If your email address or mobile number has changed, it is important that you update your account. See Updating your details.

10.2.1.20. How can I recover my password or username?

The system offers an automated password/username recovery feature. The system will email the registered email address on your account and send an SMS to the registered mobile phone on your account.

See Forgotten or Expired Password for instructions on resetting your password.

It is important to keep your email address and mobile phone number current so that you can make use of this facility. If you can no longer access the PMHC MDS please email the PMHC MDS helpdesk at support@pmhc-mds.com to update your email address/mobile phone.

Please note, when contacting the PMHC helpdesk you will be asked to arrange for a letter of authority stating the change(s) required. Refer to What is required for the Letter of Authority?