3. Reporting arrangements
3.1. Reporting data
PHNs and their service providers are able to either export data from their client systems and upload to the PMHC MDS or enter data manually via the data entry interface.
The system is able to accept data for any period in which the provider organisation is active, either in its entirety or partially. Please note the section below regarding timeliness.
Accepting data for any period allows organisations to upload corrections when erroneous data has been identified. Allowing partial uploads allows for submission of data by separate providers without the need for the PHN to aggregate all data prior to upload.
Where associated unique keys match (e.g. Patient Key or Episode Key) these records will be replaced, if the key is new, a new record will be created.
Data may be uploaded in either Excel or CSV format.
3.2. Reporting timeliness
Records must be reported to the MDS within 31 days of the activity which generated them. For example if a client was added to the system on the 12th of November 2016 their client record must be added to the MDS on or before the 13th of December 2016. Similarly, if a service contact occurred on that date, the data associated with that contact must be submitted to the MDS by 13th of December 2016 also.
The Department accesses information within the MDS for internal planning and governance purposes therefore data in the MDS needs to be current to ensure the accuracy of the data produced for the Department.
3.3. Inputs to help replicate system generated reports
Organisations frequently replicate the system reports at a local level for their own auditing purposes.
Some reports, such as the Out series reports, use extra inputs that cannot be generated locally.
These inputs are being supplied here to assist organisations who wish to replicate the system reports.
3.3.1. Outcome Measure Standard Deviations
Outcome Measure Standard Deviations will be updated in the second half of August each year.
3.4. Support arrangements
Support is available to PHNs and their third party developers to assist with implementing upload facilities in existing client management systems. For those PHNs who do not upload via a client management system, documentation and support is available to manually enter data via a web data entry interface.