2. Changes and Upgrading from Version 2

Version 4.0 introduces the recording of intake related activity (including activity for the Head to Health and AMHC programmes) in the PMHC MDS as part of the core specification.

There are three contexts where data can be submitted using the version 4 specification:

  • Intake teams
  • Treatment organisations
  • Combined Intake/Treatment organisations

Please refer to Contexts for further information about these contexts.

2.1. Data Specification Changes

A summary of the changes between the PMHC MDS Version 2.0 and PMHC MDS Version 4.0 data specifications are as follows:

  • Version 4.0 introduces the concept of an Intake

  • In order to support the Intake concept three records have been added:

    • For the Intake context - Intake, IAR-DST
    • For the Treatment context - Intake Episode
    • All three records are required in the combined Intake/Treatment context
  • The data model has been upgraded to allow multiple practitioners to be associated with a Service Contact. To support this an extra record, Service Contact Practitioner has been introduced.

  • The following new fields will be added to the Episode record:

  • The following field has been retired from the Episode record:

    • Continuity of Service
  • The 8: Psychosocial Support response has been removed from the Principal Focus of Treatment Plan. Psychosocial intakes and episodes should now be reported using the Psychosocial response on Program Type on the Intake and Episode.

  • The following new fields will be added to the Service Contact record:

  • Version 4 uses the same collection occasion and measures model as the Version 3 HeadtoHelp and Wayback extensions.

    Collection occasion and measures data has been separated into separate collection occasion and measures records and upload files/worksheets so that multiple measures can be collected at a single collection occasion. The Collection Occasion record retains the Episode Key, Date and Reason for Collection. Separate records exist for the K10+, K5 and SDQ measures. Each of these measures records contain the Collection Occasion Key, a Measure Key, and item/subscale/total scores for the particular measure.

    In order to support both Version 2 and Version 3 data specifications, the PMHC MDS has been converting data uploaded using the Version 2 upload format to be stored in the Version 3 format. In order to do this, the PMHC MDS has been creating Measure Keys for any Version 2 supplied data. These look like random uuid strings and can be viewed through the Data Entry interface or by downloading the data in a non Version 2 format.

    As the PMHC MDS has been auto creating Measure Keys, in order to upgrade from Version 2 uploads to Version 4 uploads some work will be involved to ensure that, for existing data, the Measure Keys supplied in the Version 4 upload, matches the Measure Keys already stored in the PMHC MDS. Please refer to Steps required to upgrade to Version 4 uploads below for an explanation of the different options available.

2.2. Upload Specification Changes

The Version 2.0 specification allowed the following worksheets and columns:

PMHC MDS Version 2.0.0 upload columns

Fig. 2.1 PMHC MDS Version 2.0.0 upload columns

The Version 4 specification allows for different files/worksheets to be uploaded depending on whether the organisation is an Intake team, Treatment Service Provider or a combined Intake/Treatment Service Provider. Please refer to Contexts for further information about these contexts.

The following table shows the Version 4.0 combined Intake/Treatment Service Provider specification and notes the differences between the Version 2 specification:

PMHC MDS Version 4.0.0 combined context upload columns

Fig. 2.2 PMHC MDS Version 4.0.0 combined context upload columns

2.3. Mapping HeadtoHelp Episode - Referral Out Organisation Type to Organisation Type Referred to at Intake Conclusion

During the migration to Version 4 and when HeadtoHelp specifcation files are uploaded during the period when both HeadtoHelp and Version 4 specification files are accepted by the PMHC MDS, the HeadtoHelp Episode - Referral Out Organisation Type will be mapped to Organisation type referred to at Intake conclusion as follows:

  HeadtoHelp Episode - Referral Out Organisation Type   Organisation Type Referred to at Intake Conclusion
0 None/Not applicable 97 No Referral
1 General Practice 1 GP/Medical Practitioner
2 Medical Specialist Consulting Rooms 41 Medical specialist
3 Private practice 3 Psychiatric/mental health service or facility
4 Public mental health service
5 Public Hospital 2 Hospital
6 Private Hospital
7 Emergency Department
8 Community Health Centre 5 Other community/health care service
9 Drug and Alcohol Service 4 Alcohol and other drug treatment service
10 Community Support Organisation NFP 11 Community support groups/agencies
11 Indigenous Health Organisation 21 Indigenous service (non-AOD)
12 Child and Maternal Health 29 Maternal and Child Health Service
13 Nursing Service 30 Community nursing service
14 Telephone helpline 14 Telephone & online services/referral agency e.g. direct line
15 Digital health service
16 Family Support Service 32 Family support service (excl family violence)
17 School 18 School/other education or training institution
18 Tertiary Education institution
19 Housing service 13 Housing and homelessness service
20 Centrelink 12 Centrelink or employment service
21 Other 98 Other
22 HeadtoHelp Hub 44 HeadtoHelp / HeadtoHealth
23 Non HeadtoHelp Hub PHN funded service 43 Other PHN funded service
99 Not stated 99 Not stated/Inadequately described

2.4. Steps required to upgrade to Version 4 uploads

  1. Upgrade your Client Management System to export files in the new Version 4 format

  2. As explained above, in order to support both Version 2 and Version 3 uploads the PMHC MDS has been auto creating measure keys where data is supplied in the Version 2 format. Also, during the migration to Version 4, Service Contact Practitioner Keys will be auto generated.

    In order to update existing measure data and Service Contact Practitioner data, when uploading in Version 4, the existing measure key or service contact practitioner key will need to be supplied, otherwise a separate measure or service contact practitioner record will be created.

    Where data has been uploaded using a previous specification organisations will need to do one of the following:

  • Download their data from the PMHC MDS and sync their local measure/service contact practitioner keys with the keys that were auto created by the PMHC MDS
  • Download their data from the PMHC MDS, delete the existing measures/service contact practitioner records, re-upload with new keys
  • Download their data from the PMHC MDS, create a mapping document containing the measure/service contact practitioner key as stored in the PMHC MDS and the local key. Email support@pmhc-mds.com and request that the keys are updated according to the mapping.