PMHC-MDS Data Specification

Version 4.0.5

Warning

As of 1 November 2024, the PMHC MDS will accept uploads in both the newer (version 4.1) format and this version 4.0 format. (read more…) This version 4.0 format has been marked for end-of-life on 1 May 2025. After this date uploads will no longer be accepted in the version 4.0 format.

Getting Help

A dedicated Help Desk is available to support Primary Health Networks and Provider Organisations implementing PMHC in relation to the minimum dataset system. All enquiries should be directed to: support@pmhc-mds.com.

Table of contents

• 1. Introduction
  • 1.1. Contexts
    • 1.1.1. Intake Context
    • 1.1.2. Treatment Service Provider Context
    • 1.1.3. Combined Intake/Treatment Context
  • 1.2. New Records and Fields in Version 4
    • 1.2.1. Intake
    • 1.2.2. IAR-DST Measure
    • 1.2.3. Episode and Intake Episode
    • 1.2.4. Entering/Uploading Intake and Episode data
    • 1.2.5. Service Contact
    • 1.2.6. Service Contact Practitioner
  • 1.3. Data release and confidentiality
• 2. Changes and Upgrading from Version 2
  • 2.1. Data Specification Changes
  • 2.2. Upload Specification Changes
  • 2.3. Mapping HeadtoHelp Episode - Referral Out Organisation Type to Organisation Type Referred to at Intake Conclusion
  • 2.4. Steps required to upgrade to Version 4 uploads
• 3. Reporting arrangements
  • 3.1. Reporting data
  • 3.2. Reporting timeliness
  • 3.3. Inputs to help replicate system generated reports
    • 3.3.1. Outcome Measure Standard Deviations
  • 3.4. Support arrangements
• 4. Identifier management
  • 4.1. Managing Provider Organisation Keys
  • 4.2. Managing Client Keys
  • 4.3. Managing all other entity keys
• 5. Data model and specifications
  • 5.1. Data model
  • 5.2. Key concepts
    • 5.2.1. Primary Health Network
    • 5.2.2. Provider Organisation
    • 5.2.3. Practitioner
    • 5.2.4. Client
    • 5.2.5. Intake
    • 5.2.6. Intake Episode
    • 5.2.7. Episode
    • 5.2.8. Service Contact
    • 5.2.9. Service Contact Practitioner
    • 5.2.10. Collection Occasion
  • 5.3. Record formats
    • 5.3.1. Metadata
    • 5.3.2. Provider Organisation
    • 5.3.3. Practitioner
    • 5.3.4. Client
    • 5.3.5. Intake
    • 5.3.6. Intake Episode
    • 5.3.7. Episode
    • 5.3.8. Service Contact
    • 5.3.9. Service Contact Practitioner
    • 5.3.10. Collection Occasion
    • 5.3.11. Measures
  • 5.4. Definitions
    • 5.4.1. ABN
    • 5.4.2. Aboriginal and Torres Strait Islander Status
    • 5.4.3. Active
    • 5.4.4. Additional Diagnosis
    • 5.4.5. Area of usual residence, postcode
    • 5.4.6. ATSI Cultural Training
    • 5.4.7. Client Consent to Anonymised Data
    • 5.4.8. Client Gender
    • 5.4.9. Client Key
    • 5.4.10. Client Participation Indicator
    • 5.4.11. Client Tags
    • 5.4.12. Collection Occasion Date
    • 5.4.13. Collection Occasion Key
    • 5.4.14. Collection Occasion Reason
    • 5.4.15. Collection Occasion Tags
    • 5.4.16. Copayment
    • 5.4.17. Country of Birth
    • 5.4.18. Date client contacted Intake
    • 5.4.19. Date of Birth
    • 5.4.20. Date referred to other service at Intake conclusion
    • 5.4.21. Duration
    • 5.4.22. Employment Participation
    • 5.4.23. Episode Completion Status
    • 5.4.24. Episode End Date
    • 5.4.25. Episode Key
    • 5.4.26. Episode Organisation Path
    • 5.4.27. Episode Tags
    • 5.4.28. Estimated Date of Birth Flag
    • 5.4.29. Final Service Contact
    • 5.4.30. Funding Source
    • 5.4.31. GP Mental Health Treatment Plan Flag
    • 5.4.32. Health Care Card
    • 5.4.33. Homelessness Flag
    • 5.4.34. IAR-DST - Domain 1
    • 5.4.35. IAR-DST - Domain 2
    • 5.4.36. IAR-DST - Domain 3
    • 5.4.37. IAR-DST - Domain 4
    • 5.4.38. IAR-DST - Domain 5
    • 5.4.39. IAR-DST - Domain 6
    • 5.4.40. IAR-DST - Domain 7
    • 5.4.41. IAR-DST - Domain 8
    • 5.4.42. IAR-DST - Practitioner Level of Care
    • 5.4.43. IAR-DST - Recommended Level of Care
    • 5.4.44. IAR-DST - Tags
    • 5.4.45. IAR-DST - Version
    • 5.4.46. Intake Key
    • 5.4.47. Intake Organisation Path
    • 5.4.48. Intake Tags
    • 5.4.49. Interpreter Used
    • 5.4.50. Key
    • 5.4.51. K5 - Question 1
    • 5.4.52. K5 - Question 2
    • 5.4.53. K5 - Question 3
    • 5.4.54. K5 - Question 4
    • 5.4.55. K5 - Question 5
    • 5.4.56. K5 - Score
    • 5.4.57. K5 - Tags
    • 5.4.58. K10+ - Question 1
    • 5.4.59. K10+ - Question 2
    • 5.4.60. K10+ - Question 3
    • 5.4.61. K10+ - Question 4
    • 5.4.62. K10+ - Question 5
    • 5.4.63. K10+ - Question 6
    • 5.4.64. K10+ - Question 7
    • 5.4.65. K10+ - Question 8
    • 5.4.66. K10+ - Question 9
    • 5.4.67. K10+ - Question 10
    • 5.4.68. K10+ - Question 11
    • 5.4.69. K10+ - Question 12
    • 5.4.70. K10+ - Question 13
    • 5.4.71. K10+ - Question 14
    • 5.4.72. K10+ - Score
    • 5.4.73. K10+ - Tags
    • 5.4.74. Labour Force Status
    • 5.4.75. Legal Name
    • 5.4.76. Main Language Spoken at Home
    • 5.4.77. Marital Status
    • 5.4.78. Measure Key
    • 5.4.79. Medication - Antidepressants (N06A)
    • 5.4.80. Medication - Antipsychotics (N05A)
    • 5.4.81. Medication - Anxiolytics (N05B)
    • 5.4.82. Medication - Hypnotics and sedatives (N05C)
    • 5.4.83. Medication - Psychostimulants and nootropics (N06B)
    • 5.4.84. Modality
    • 5.4.85. Name
    • 5.4.86. NDIS Participant
    • 5.4.87. No Show
    • 5.4.88. Organisation End Date
    • 5.4.89. Organisation Key
    • 5.4.90. Organisation Path
    • 5.4.91. Organisation Start Date
    • 5.4.92. Organisation Tags
    • 5.4.93. Organisation Type
    • 5.4.94. Organisation type referred to at Episode conclusion
    • 5.4.95. Organisation type referred to at Intake conclusion
    • 5.4.96. Participants
    • 5.4.97. Postcode
    • 5.4.98. Practitioner Aboriginal and Torres Strait Islander Status
    • 5.4.99. Practitioner Category
    • 5.4.100. Practitioner Gender
    • 5.4.101. Practitioner Key
    • 5.4.102. Practitioner Tags
    • 5.4.103. Primary Practitioner Indicator
    • 5.4.104. Principal Diagnosis
    • 5.4.105. Principal Focus of Treatment Plan
    • 5.4.106. Proficiency in Spoken English
    • 5.4.107. Program Type
    • 5.4.108. Referral Date
    • 5.4.109. Referred to Organisation Path
    • 5.4.110. Referrer Organisation Type
    • 5.4.111. Referrer Profession
    • 5.4.112. SDQ Collection Occasion - Version
    • 5.4.113. SDQ - Conduct Problem Scale
    • 5.4.114. SDQ - Emotional Symptoms Scale
    • 5.4.115. SDQ - Hyperactivity Scale
    • 5.4.116. SDQ - Impact Score
    • 5.4.117. SDQ - Peer Problem Scale
    • 5.4.118. SDQ - Prosocial Scale
    • 5.4.119. SDQ - Question 1
    • 5.4.120. SDQ - Question 2
    • 5.4.121. SDQ - Question 3
    • 5.4.122. SDQ - Question 4
    • 5.4.123. SDQ - Question 5
    • 5.4.124. SDQ - Question 6
    • 5.4.125. SDQ - Question 7
    • 5.4.126. SDQ - Question 8
    • 5.4.127. SDQ - Question 9
    • 5.4.128. SDQ - Question 10
    • 5.4.129. SDQ - Question 11
    • 5.4.130. SDQ - Question 12
    • 5.4.131. SDQ - Question 13
    • 5.4.132. SDQ - Question 14
    • 5.4.133. SDQ - Question 15
    • 5.4.134. SDQ - Question 16
    • 5.4.135. SDQ - Question 17
    • 5.4.136. SDQ - Question 18
    • 5.4.137. SDQ - Question 19
    • 5.4.138. SDQ - Question 20
    • 5.4.139. SDQ - Question 21
    • 5.4.140. SDQ - Question 22
    • 5.4.141. SDQ - Question 23
    • 5.4.142. SDQ - Question 24
    • 5.4.143. SDQ - Question 25
    • 5.4.144. SDQ - Question 26
    • 5.4.145. SDQ - Question 27
    • 5.4.146. SDQ - Question 28
    • 5.4.147. SDQ - Question 29
    • 5.4.148. SDQ - Question 30
    • 5.4.149. SDQ - Question 31
    • 5.4.150. SDQ - Question 32
    • 5.4.151. SDQ - Question 33
    • 5.4.152. SDQ - Question 34
    • 5.4.153. SDQ - Question 35
    • 5.4.154. SDQ - Question 36
    • 5.4.155. SDQ - Question 37
    • 5.4.156. SDQ - Question 38
    • 5.4.157. SDQ - Question 39
    • 5.4.158. SDQ - Question 40
    • 5.4.159. SDQ - Question 41
    • 5.4.160. SDQ - Question 42
    • 5.4.161. SDQ - Tags
    • 5.4.162. SDQ - Total Difficulties Score
    • 5.4.163. Service Contact Date
    • 5.4.164. Service Contact Key
    • 5.4.165. Service Contact Practitioner Key
    • 5.4.166. Service Contact Tags
    • 5.4.167. Service Contact Type
    • 5.4.168. Source of Cash Income
    • 5.4.169. Start Time
    • 5.4.170. State
    • 5.4.171. Statistical Linkage Key
    • 5.4.172. Suicide Referral Flag
    • 5.4.173. Value
    • 5.4.174. Venue
    • 5.4.175. Year of Birth
  • 5.5. Download Specification Files
• 6. Upload specification
  • 6.1. File requirements
    • 6.1.1. Excel Workbook (XLSX)
    • 6.1.2. Zip file containing Comma Separated Values (CSV)
    • 6.1.3. File size
  • 6.2. Files or worksheets to upload
    • 6.2.1. Files/worksheets for the Intake context
    • 6.2.2. Files/worksheets for the Treatment Service Provider context
    • 6.2.3. Files/worksheets for the Combined Intake/Treatment Service Provider context
  • 6.3. File format
    • 6.3.1. Metadata file
    • 6.3.2. Organisation file format
    • 6.3.3. Client format
    • 6.3.4. Intake format
    • 6.3.5. IAR-DST format
    • 6.3.6. Intake Episode format
    • 6.3.7. Episode file format
    • 6.3.8. Service Contact file format
    • 6.3.9. Service Contact Practitioner file format
    • 6.3.10. Collection Occasion file format
    • 6.3.11. K10+ file format
    • 6.3.12. K5 file format
    • 6.3.13. SDQ file format
    • 6.3.14. Practitioner file format
  • 6.4. Example Upload files
  • 6.5. Deleting records
  • 6.6. Frequently Asked Questions
• 7. Data item summary
• 8. Using the data specification to create client forms
  • 8.1. Not stated/missing codes
  • 8.2. Country of Birth
    • 8.2.1. Detailed question module
    • 8.2.2. Short question module
  • 8.3. Main Language Spoken at Home
    • 8.3.1. Detailed question module
    • 8.3.2. Short question module
• 9. Validation Rules
  • 9.1. Current Validations
    • 9.1.1. Keys
    • 9.1.2. Practitioner
    • 9.1.3. Client
    • 9.1.4. Intake
    • 9.1.5. IAR-DST
    • 9.1.6. Intake - Episode
    • 9.1.7. Episode
    • 9.1.8. Service Contact
    • 9.1.9. Service Contact Practitioner
    • 9.1.10. Collection Occasion
    • 9.1.11. K10+
    • 9.1.12. K5
    • 9.1.13. SDQ
    • 9.1.14. Organisation
• 10. Test Data Sets
  • 10.1. SLK Test Data Set
    • 10.1.1. SLK Generation Test Data
    • 10.1.2. SLK Validation Test Data
• 11. Reserved Tags
  • 11.1. Reserved tags currently in use
    • 11.1.1. !br20 - Australian Government Mental Health Response to Bushfire
    • 11.1.2. !covid19 - Episode occurred as result of COVID-19 pandemic
  • 11.2. Reserved tags no longer in use
    • 11.2.1. !covid19 - Australian Government HeadtoHelp hubs
    • 11.2.2. !amhc - Australian Government Mental Health Centres
  • 11.3. Considerations for applying reserved tags in data uploads
• 12. Data Specification Change log
  • 12.1. 17/10/2024 - 4.0.5
  • 12.2. 22/8/2024
  • 12.3. 8/8/2024 - 4.0.4
  • 12.4. 14/6/2024 - 4.0.3
  • 12.5. 22/04/2024 - 4.0.2
  • 12.6. 2/10/2023
  • 12.7. 26/9/2023
  • 12.8. 3/5/2023
  • 12.9. 22/12/2022
  • 12.10. 24/10/2022
  • 12.11. 18/10/2022
  • 12.12. 27/9/2022
  • 12.13. 7/9/2022
  • 12.14. 5/9/2022
  • 12.15. 26/8/2022
  • 12.16. 12/8/2022 - 4.0.1
  • 12.17. 8/8/2022
  • 12.18. 5/8/2022
  • 12.19. 29/7/2022 - 4.0.0
  • 12.20. 19/7/2022
  • 12.21. 18/7/2022 - 4.0.0-draft.3
  • 12.22. 12/7/2022 - 4.0.0-draft.2
  • 12.23. 1/12/2021 - 4.0.0-draft.1
  • 12.24. 30/11/2021
  • 12.25. 25/11/2021 - Draft Version 4.0

Download this specification as a PDF.