5. Data Entry

You will only be able to see the Data Entry tab if you have been assigned the ‘Data Entry’ Users Roles, when logged into the PMHC MDS on https://pmhc-mds.net.

If you don’t have access to the Data Entry tab and you believe you should, please contact someone in your provider organisation or provider organisation’s PHN who has the ‘User Management’ role. If you are unsure who has the ‘User Management’ role please email the PMHC Helpdesk at support@pmhc-mds.com.

After navigating to the Data Entry tab, you will be presented a table of clients.

5.1. Client Data

5.1.1. Clients

A display of the client data will be listed within the table.

You can scroll through the results by using the page arrows to view the data.

5.1.2. Finding a Client

You can choose any of the filters to search for a client, depending on the client information that is available.

To filter the listed clients:

1. Click the grey Filters button. This will open a field in which to enter text

   

2. Type an appropriate filter into any of the fields

3. Click the blue Apply button (or click the Cancel button if you decide not to filter the client data)

You can view the applied filters at the top of the filtered client data table.

To remove the filter, click the grey cross (X) listed before the filter name or click the blue Clear all button.

You can sort the listed client search results by simply clicking the column header. Alternately you can click the arrow beside a column header for more sort options, as follows:

• Sort Ascending
• Sort Descending
• Remove Sort
• Hide Column

5.1.3. Viewing a Client’s details

You can view a client’s details through the Clients available on the Data Entry tab, by following these steps:

1. Find the client
2. Click the Client Key in blue displayed within the table
3. This is the Client’s Summary view, with summary details along with a snapshot of the five most recent episodes

4. Click the Details tab for more information about the client

A page will display the client’s details as recorded via the Client Data Elements.

5.1.4. Editing a Client

You can edit a client’s details through the Clients available on the Data Entry tab, by following these steps:

1. Find the client

2. From the Client Search Table, click the Client Key

3. Click the Details tab, to view client’s details

4. Click the Edit Details tab

5. Update the client’s details. Mandatory fields are marked with an * (Specification Client Data Elements)

6. Please note: You can edit the Client Key from this screen. See Editing a Client Key

   

7. Please note: If you edit the Date of Birth or Gender you will be required to update the Statistical Linkage Key field. You can choose to Enter or Generate a client’s SLK. The SLK is generated on your device, the names used are not stored or transmitted over the network.

   

8. Click the blue Save button. (If you decide not to save changes, you can navigate away from this screen)

You will receive confirmation that the client’s details have been saved, and it will now be display the updated details in the Clients View Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Client.

5.1.4.1. Editing a Client Key

You can edit a client’s identification key through Editing a Client available on the Data Entry tab, by following these steps:

1. Return to step five when Editing a Client

2. From the Client Edit Details tab, click the Edit Key button

   

3. Type in the new client key and click Next

4. Double check the new key is correct and click Save. (If it is incorrect, click back to re-enter the key or click the ‘cross’ in the top right to cancel this key change request)

You will receive confirmation that the client’s key has been saved, and the screen will now be displaying the updated client key details in the Clients View Details tab.

5.1.5. Adding a New Client

You can add a client through the Clients available on the Data Entry tab, by following these steps:

1. Find the client

2. Firstly double check the client is not already added

3. Click the blue Add New Client button

4. Choose the Provider Organisation from the drop down list

5. Enter the client’s details. Mandatory fields are marked with an * (Specification Client Data Elements)

6. Please note: With the Statistical Linkage Key field you can choose to Enter or Generate a client’s SLK. The SLK is generated on your device, the names used are not stored or transmitted over the network.

   

7. Click the blue Save button. (If you decide not to add this client, you can simply navigate away from this screen)

You will receive confirmation that the Client has been saved, and it will now be displaying the client’s saved information in the Clients View Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Client.

5.1.6. Deleting a Client

You can delete a client through Viewing a Client’s details available on the Data Entry tab, by following these steps:

1. Find the client
2. From the Clients table, click the Client Key
3. Click the Details tab, to view Client’s details
4. Click the red Delete button
5. You will either be displayed a Confirm Delete screen or a Cannot Delete screen

5.1.6.1. Confirm Delete

Please note: Once the client is deleted, you will not be able to recover this client data.

1. Click the blue Confirm button to delete this client. (or click the orange Cancel button if you decide not to delete this client data)

After you click Confirm, you will receive confirmation that the client has been deleted, and you will be redirected to the Clients, which will no longer display the deleted client.

5.1.6.2. Cannot Delete

If the client you are trying to delete has any dependant records, you will not be able to proceed with deleting this client until all the related records have been deleted.

1. Click on the link provided to view the Client’s Episodes, or click the orange Dismiss button

See Deleting an Episode.

5.2. Intake

5.2.1. Viewing a Client’s Intakes

You can view a client’s intakes through Viewing a Client’s details available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s details
2. From the client’s tab, you can view all intakes by clicking on the Intakes tab. The heading for this tab displays in brackets the total number of intakes recorded in the PMHC MDS for this client at the Intake Provider Organisations for which you have access.

A table will display all the Client’s Intakes at Provider Organisations for which you have access.

A drop down list is available to view:

• All Intakes
• Currently Open Intakes
• Closed Intakes

4. To view the client’s intake details, click the blue Intake Key

A page will display the client’s intakes details as recorded via the Intake Data Elements.

5.2.2. Editing a Client’s Intakes data

You can edit a client’s intake details through Viewing a Client’s details available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Intakes
2. From the client’s Intakes table, click the Intake Key
3. Click the Edit Details tab
4. Update the client’s Intakes details. Mandatory fields are marked with an * (Specification Intake Data Elements)
5. Please note: You can edit the Intake Key from this screen. See Editing an Intake Key

6. Click the blue Save button. (If you decide not to save changes, you can simply navigate away from this screen)

You will receive confirmation that the client’s intake details have been saved, and it will now be displaying these new details in the intake View Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Intake.

5.2.2.1. Editing an Intake Key

You can edit an episode’s identification key through Viewing a Client’s Intakes available on the Data Entry tab, by following these steps:

1. Return to step five when Editing a Client’s Intakes data

2. From the Episode Edit Details tab, click the Edit Key button

   

3. Type in the new episode key and click Next

4. Double check the new key is correct and click Save. (If it is incorrect, click back to re-enter the key or click the ‘cross’ in the top right to cancel this key change request)

You will receive confirmation that the Intake’s key has been saved, and the screen will now be displaying the updated intake key details in the Intake View Details tab.

5.2.3. Adding a Client’s Intake data

You can add a client’s intake data through Viewing a Client’s details available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Intakes
2. Check to ensure the client does not have any open intakes already showing.
3. Click the Add Intake tab (If a client already has an open intake, the following warning message will be displayed at the top off the Add Intake form)

4. Enter the client’s intake details. Mandatory fields are marked with an * (Specification Intake Data Elements)

For more information on the Intake data section see: Intake Key Concept

5. Click the blue Save button. (If you decide not to add this client’s intake, you can simply navigate away from this screen)

You will receive confirmation that the client’s intake details have been added, and it will now be displaying these new details in the intake View Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Intake.

5.2.4. Closing a Client’s Intake

You can close a client’s intake details through Viewing a Client’s details available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Intakes
2. From the client’s Intake table, click the Intake Key of the open intake
3. Click the Edit Details tab
4. Update the client’s intake details, by entering an Date referred to other service at Intake and Referred to Organisation Path and Organisation type referred to at Intake conclusion (Specification Intake Data Elements)

5. Click the blue Save button. (If you decide not to save changes, you can simply navigate away from this screen)

You will receive confirmation that the client’s intake details have been saved, and it will now be displaying these new details in the intake View Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Intake.

5.2.5. Deleting an Intake

You can delete a client’s intake through Viewing a Client’s Intakes available on the Data Entry tab, by following these steps:

1. Search for the client
2. From the Clients table, click the Client Key
3. Click Intakes tab, to view Client’s Intakes
4. From the View Intakes table, click the Intake Key
5. Click the red Delete button
6. You will either be displayed a Confirm Delete screen or a Cannot Delete screen

5.2.5.1. Confirm Delete

Please note: Once the intake is deleted, you will not be able to recover this intake data.

1. Click the blue Confirm button to delete this intake. (or click the orange Cancel button if you decide not to delete this intake data)

After you click Confirm, you will receive confirmation that the intake has been deleted, and you will be redirected to View Intakes where the intake will no longer be displayed.

5.2.5.2. Cannot Delete

If the intake you are trying to delete has any dependant records, you will not be able to proceed with deleting this intake until all the related records have been deleted.

1. You can click on the link provided to view the client’s intake measure, or click the orange Dismiss button

See Deleting a Measure from a Intake.

5.3. Intake IAR-DST Measure

5.3.1. Viewing a Client’s Measure for an Intake

PMHC MDS requires the use of the IAR-DST at intake.

You can view a Client’s Measure added to an Intake through Viewing a Client’s Intakes available on the Data Entry tab, by following these steps:

1. Once Viewing the Intake.
2. Scroll down to the IAR-DST Measures

A table will display all the Measures linked to this Client’s Intake.

3. To view the Measure details, click the Blue Measure Key.

A page will display the Measure details as recorded via the Measures at Intake.

• See IAR-DST Measure data specifications

5.3.2. Adding an Client’s Measures for a Intake

PMHC MDS requires the use of the IAR-DST at intake.

Single or multiple measures can be added to an Intake.

You can add a Client’s Measure for a Intake through Viewing a Client’s Intakes available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Intakes.
2. Firstly double check the measure is not already showing.
3. Click the Add New IAR-DST** tab.

4. Enter the Client’s Measure details for the Intake. Mandatory fields are marked with an * .

• See IAR-DST Measure data specifications

5. Click the blue Save button. (If you decide not to add this client’s measure, you can simply navigate away from this screen)

You will receive confirmation that the Client’s Measure details have been added, and it will now be displaying these new details in the View Measure tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules for: IAR-DST.

5.3.3. Editing a Client’s Measures for a Intake

You can edit a Client’s Measure for a Intake through Viewing a Client’s Outcome Collection Occasions for an Episode available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Outcome Collection Occasions for an Episode.
2. Scroll down to the IAR-DST measures.
3. Click the Blue Measure Key.
4. Click Edit IAR-DST.
5. Update the Client’s Measure details. Mandatory fields are marked with an * .

Please note: You can edit the Measure Key from this screen. See Editing a Measure Key.

6. Click the blue Save button. (If you decide not to save changes, you can simply navigate away from this screen)

You will receive confirmation that the Client’s Intakes details have been saved, and it will now be displaying these new details in the View Intake Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules for: IAR-DST.

5.3.3.1. Editing a Measure Key

You can edit an measure’s identification key through Viewing a Client’s Outcome Collection Occasions for an Episode available on the Data Entry tab, by following these steps:

1. In step four when Editing a Client’s Measures for a Collection Occasion.

2. From the Edit IAR-DST measure details tab, click the Edit Key button.

   

3. Type in the new measure key and click ‘Next’.

4. Double check the new key is correct and click save. (If it is incorrect, click back to re-enter the key or click the ‘cross’ in the top right to cancel this key change request)

You will receive confirmation that the Measure’s key has been saved, and the screen will now be displaying the updated measure key details in the View Measure details tab.

5.3.4. Deleting a Measure from a Intake

You can delete a Client’s Measure from a Intake through ‘Viewing a Client’s Measures for a Collection Occasion’ available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Outcome Collection Occasions for an Episode.
2. Scroll down to the IAR-DST Measures
3. Click the Blue Measure Key.
4. Click Edit IAR-DST.
5. Click the red Delete button.
6. You will be displayed a ‘Confirm Deletion’ screen.

Please note: Once the measure is deleted, you will not be able to recover this measure data.

7. Click the blue Confirm button to delete this measure. (or click the orange Cancel button if you decide not to delete this measure data)

After you click ‘Confirm’, you will receive confirmation that the measure has been deleted, and you will be redirected to the View Measures where the measure will no longer be displayed.

5.4. Episodes

5.4.1. Viewing a Client’s Episodes

You can view a client’s episodes through Viewing a Client’s details available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s details
2. From the client’s Summary tab, you can shortcut straight to an episode by clicking the blue Episode Key displayed in the snapshot of the five most recent episodes

3. Alternately, if you would like to view all episodes you can click on the Episode tab. The heading for this tab displays in brackets the total number of episodes recorded in the PMHC MDS for this client at Provider Organisations for which you have access.

A table will display all the Client’s Episodes at Provider Organisations for which you have access.

A drop down list is available to view:

• All Episodes
• Currently Open Episodes
• Closed Episodes

4. To view the client’s episode details, click the blue Episode Key

A page will display the client’s episode details as recorded via the Episode Data Elements.

5.4.2. Editing a Client’s Episode data

You can edit a client’s episode details through Viewing a Client’s details available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Episodes
2. From the client’s Episode table, click the Episode Key
3. Click the Edit Details tab
4. Update the client’s Episode details. Mandatory fields are marked with an * (Specification Episode Data Elements)
5. Please note: You can edit the Episode Key from this screen. See Editing an Episode Key

Note

The Department has recently announced the “Australian Government Mental Health Response to Bushfire Trauma”. From January 2020, there is now a reserved Episode Tag !br20 that can be easily selected or added to an Episode record if a new or existing client receives any services that meet the reporting requirements. While services funded under the response must report in-scope activity using this tag, all PHNs may use this tag. For more information please see Reserved Tags - !br20.

6. Click the blue Save button. (If you decide not to save changes, you can simply navigate away from this screen)

You will receive confirmation that the client’s episode details have been saved, and it will now be displaying these new details in the episode View Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Episode.

5.4.2.1. Editing an Episode Key

You can edit an episode’s identification key through Viewing a Client’s Episodes available on the Data Entry tab, by following these steps:

1. Return to step five when Editing a Client’s Episode data

2. From the Episode Edit Details tab, click the Edit Key button

   

3. Type in the new episode key and click Next

4. Double check the new key is correct and click Save. (If it is incorrect, click back to re-enter the key or click the ‘cross’ in the top right to cancel this key change request)

You will receive confirmation that the Episode’s key has been saved, and the screen will now be displaying the updated episode key details in the Episode View Details tab.

5.4.3. Adding a Client’s Episode data

You can add a client’s episode data through Viewing a Client’s details available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Episodes
2. Check to ensure the client does not have any open episodes already showing. (A client can only have one open episode at a provider organisation)
3. Click the Add Episode tab (If a client already has an open episode, the following warning message will be displayed at the top off the Add Episode form)

4. Enter the client’s episode details. Mandatory fields are marked with an * (Specification Episode Data Elements)

Note

The Department has recently announced the “Australian Government Mental Health Response to Bushfire Trauma”. From January 2020, there is now a reserved Episode Tag !br20 that can be easily selected or added to an Episode record if a new or existing client receives any services that meet the reporting requirements. While services funded under the response must report in-scope activity using this tag, all PHNs may use this tag. For more information please see Reserved Tags - !br20.

Fig. 5.1 For more information on the Intake Episode data section see: Adding a Client’s Intake Episode data

5. Click the blue Save button. (If you decide not to add this client’s episode, you can simply navigate away from this screen)

You will receive confirmation that the client’s episode details have been added, and it will now be displaying these new details in the episode View Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Episode.

5.4.4. Closing a Client’s Episode

You can close a client’s episode details through Viewing a Client’s details available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Episodes
2. From the client’s Episode table, click the Episode Key of the open episode
3. Click the Edit Details tab
4. Update the client’s episode details, by entering an End Date and Completion Status and Organisation type referred to at Episode Conclusion (Specification Episode Data Elements)

5. Click the blue Save button. (If you decide not to save changes, you can simply navigate away from this screen)

You will receive confirmation that the client’s episode details have been saved, and it will now be displaying these new details in the episode View Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Episode.

5.4.5. Deleting an Episode

You can delete a client’s episode through Viewing a Client’s Episodes available on the Data Entry tab, by following these steps:

1. Search for the client
2. From the Clients table, click the Client Key
3. Click Episodes tab, to view Client’s Episodes
4. From the View Episodes table, click the Episode Key
5. Click the red Delete button
6. You will either be displayed a Confirm Delete screen or a Cannot Delete screen

5.4.5.1. Confirm Delete

Please note: Once the episode is deleted, you will not be able to recover this episode data.

1. Click the blue Confirm button to delete this episode. (or click the orange Cancel button if you decide not to delete this episode data)

After you click Confirm, you will receive confirmation that the episode has been deleted, and you will be redirected to View Episodes where the episode will no longer be displayed.

5.4.5.2. Cannot Delete

If the episode you are trying to delete has any dependant records, you will not be able to proceed with deleting this episode until all the related records have been deleted.

1. You can click on the link provided to view the client’s service contacts and collection occasions, or click the orange Dismiss button

See Deleting a Service Contact and Deleting an Outcome Collection Occasion.

5.5. Intake Episodes

5.5.1. Viewing a Client’s Intake Episode

Where the client has been referred via an intake process, an additional Intake Episode record is available on the Episode record.

You can view a client’s intake episode data by follow the steps at Viewing a Client’s Episodes and scroll to the bottom of the episode form.

5.5.2. Editing a Client’s Intake Episode data

Where the client has been referred via an intake process, an additional Intake Episode record is available on the Episode record.

You can edit a client’s intake episode data by follow the steps at Editing a Client’s Episode data and scroll to the bottom of the episode form.

5.5.3. Adding a Client’s Intake Episode data

Where the client has been referred via an intake process, an additional Intake Episode record is available on the Episode record.

The Intake Episode record links an Intake record and an Episode record. The intake episode data must be entered by the organisation that delivers the treatment to the client. (Specification Intake Episode Data Elements)

You can add a client’s intake episode when you add the episode data. Follow the steps at Adding a Client’s Episode data and complete the additional Intake Episode section at the bottom of the form before clicking save.

If you didn’t have the intake data available when the episode data was entered, follow the steps at Editing a Client’s Episode data and complete the additional Intake Episode section at the bottom of the form before clicking save.

5.5.4. Deleting an Intake Episode

You can delete a client’s intake episode data without deleting the entire episode record.

Simply remove the data in the client’s intake episode fields on the episode record, follow the steps at Editing a Client’s Episode data and scroll to the bottom of the episode form.

5.6. Service Contacts

5.6.1. Viewing a Client’s Service Contacts for an Episode

You can view a client’s service contacts through Viewing a Client’s Episodes available on the Data Entry tab, by following these steps:

1. Navigate to Viewing a Client’s Episodes

2. From the client’s Episode Details tab, click the Service Contacts tab. The heading for this tab displays in brackets the total number of service contacts recorded in the PMHC MDS for this episode

3. A table will display all the Service Contacts linked to this client’s Episode

   

4. To view the Service Contact’s details, click the blue Service Contact Key

   

A page will display the Service Contacts details as recorded via the Service Contact Data Elements.

5.6.2. Editing a Client’s Service Contacts for an Episode

You can edit a client’s service contacts through Viewing a Client’s Episodes available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Service Contacts for an Episode
2. From the Service Contacts table, click the Service Contact Key
3. Click the Edit Service Contact tab
4. Update the client’s service contact details for that service contact. Mandatory fields are marked with an * (Specification Service Contact Data Elements)
5. Please note: You can edit the Service Contact Key from this screen. See Editing a Service Contact Key

6. Click the blue Save button. (If you decide not to save changes, you can simply navigate away from this screen)

You will receive confirmation that the client’s service contact details have been saved, and it will now be displaying these new details in the View Service Contact Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Service Contact.

5.6.2.1. Editing a Service Contact Key

You can edit a service contact’s identification key through Viewing a Client’s Episodes available on the Data Entry tab, by following these steps:

1. In step five when Editing a Client’s Service Contacts for an Episode

2. From the Service Contact Edit Details tab, click the Edit Key button

   

3. Type in the new service contact key and click Next

4. Ensure the new key is correct and click save. (If it is incorrect, click back to re-enter the key or click the ‘cross’ in the top right to cancel this key change request)

You will receive confirmation that the Service Contact’s key has been saved, and the screen will now be displaying the updated service contact key details in the service contact’s View Details tab.

5.6.3. Adding a Client’s Service Contact data

You can add a client’s service contacts through the Viewing a Client’s Episodes available on the Data Entry tab, by following these steps:

1. Navigate to Viewing a Client’s Service Contacts for an Episode
2. Ensure the service contact is not already showing
3. Click the Add Service Contact tab
4. Enter the client’s service contact details for that episode. Mandatory fields are marked with an * (Specification Service Contact Data Elements)

5. Click the blue Save button. (If you decide not to add this client’s episode, you can simply navigate away from this screen)

You will receive confirmation that the client’s service contact details have been added, and it will now be displaying these new details in the View Service Contact Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Service Contact.

5.6.4. Duplicating a Client’s existing Service Contact data

To improve the speed of data entry, users can can now duplicate a previously recorded service contact. This process creates a new record with a copy of the fields recorded in the existing service contact record you have duplicated.

You can duplicate a client’s service contacts through Viewing a Client’s Service Contacts for an Episode available on the Data Entry tab, by following these steps:

1. Navigate to Viewing a Client’s Service Contacts for an Episode

2. Click the Duplicate this Service Contact icon next to a record, or open the service contact record and click the Duplicate button

3. Complete the mandatory fields marked with an * and review the pre-filled values (Specification Service Contact Data Elements)

   

4. Click the blue Save button. (If you decide not to duplicate this client’s service contact, you can simply navigate away from this screen)

You will receive confirmation that the client’s service contact details have been added, and it will now be displaying these new details in the View Service Contact Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Service Contact.

5.6.5. Deleting a Service Contact

You can delete a client’s service contacts through ‘Viewing a Client’s Service Contacts for an Episode’ available on the Data Entry tab, by following these steps:

1. Search for the client
2. From the Clients table, click the Client Key
3. Click the Episodes tab, to view Client’s Episodes
4. From the View Episodes table, click the Episode Key
5. Click the Service Contacts tab, to View Client’s Service Contacts
6. From the View service contact table, click the Service Contact Key
7. Click the red Delete button
8. You will be prompted to confirm the deletion

Please note: You are not able to recover the data for a deleted service contact.

9. Click the blue Confirm button to delete this service contact. (or click the orange Cancel button if you decide not to delete this service contact data)

After you click Confirm, you will receive confirmation that the service contact has been deleted, and you will be redirected to the View Service Contacts where the service contact will no longer be displayed.

5.7. Outcome Collection Occasions

5.7.1. Viewing a Client’s Outcome Collection Occasions for an Episode

You can view a client’s outcome collection occasions through Viewing a Client’s Episodes available on the Data Entry tab, by following these steps:

1. When Viewing the Client’s Episode
2. Click the Episode Collection Occasions tab This tab displays in brackets the total number of collection occasions recorded in the PMHC MDS for this episode.

A table will display all the collection occasions linked to this client’s episode.

3. To view the collection occasion’s details, click the blue Collection Occasion Key

A page will display the collection occasion’s details as recorded via the Outcome Collection Occasion Data Elements.

5.7.2. Editing a Client’s Outcome Collection Occasions for an Episode

You can edit a client’s outcome collection occasions through Viewing a Client’s Outcome Collection Occasions for an Episode available on the Data Entry tab, by following these steps:

1. Navigate to Viewing a Client’s Outcome Collection Occasions for an Episode
2. Click the Collection Occasion Key
3. Click Edit Details tab
4. Update the client’s collection occasion’s details. Mandatory fields are marked with an * (Specification Outcome Collection Occasion Data Elements)
5. Please note: You can edit the Collection Occasion Key from this screen. See Editing a Collection Occasion Key

6. Click the blue Save button. (If you decide not to save changes, you can navigate away from this screen)

You will receive confirmation that the client’s collection occasion’s details have been saved, and it will now be displaying these new details in the View Collection Occasion Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules for: Outcome Collection Occasion Validations

5.7.2.1. Editing a Collection Occasion Key

You can edit a collection occasion’s identification key through Viewing a Client’s Episodes available on the Data Entry tab, by following these steps:

1. In step five when Editing a Client’s Outcome Collection Occasions for an Episode

2. From the Collection Occasion Edit Details tab, click the Edit Key button

   

3. Type in the new collection occasion key and click Next

4. Ensure the new key is correct and click Save. (If it is incorrect, click back to re-enter the key or click the ‘cross’ in the top right to cancel this key change request)

You will receive confirmation that the collection occasion’s key has been saved, and the screen will now be displaying the updated collection occasion key details in the Collection Occasion View Details tab.

5.7.3. Adding a Client’s Outcome Collection Occasion data

You can add a client’s outcome collection occasions through Viewing a Client’s Outcome Collection Occasions for an Episode available on the Data Entry tab, by following these steps:

1. Navigate to Viewing a Client’s Outcome Collection Occasions for an Episode
2. Check that the collection occasion is not already showing
3. Click the Add New Collection Occasion tab
4. Enter the client’s collection occasion details for that episode. Mandatory fields are marked with an * (Specification Outcome Collection Occasion Data Elements)

5. Click the blue Save button. (If you decide not to add this collection occasion, you can navigate away from this screen)

You will receive confirmation that the client’s collection occasion’s details have been added, and it will now be displaying these new details in the View Collection Occasion Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules for: Outcome Collection Occasion Validations

5.7.4. Generate a Client’s Outcome Collection Occasion Self Service Link through the Online Measures Self Service System (OMSSS)

The Online Measures Self Service System (OMSSS) is a service funded by the Australian Government Department of Health as part of the Primary Mental Health Care Minimum Data Set (PMHC MDS). It allows clients of mental health services commissioned by Primary Health Networks (PHNs) to complete the standardised outcome measures mandated in the PMHC MDS and have the results reported back to their service providers. See more at http://docs.omsss.online/.

You can now generate a self service link on the PMHC MDS for a Outcome Collection Occasion through Viewing a Client’s Outcome Collection Occasions for an Episode available on the Data Entry tab, by following these steps:

1. Navigate to Viewing a Client’s Outcome Collection Occasions for an Episode
2. Check that the collection occasion is not already showing
3. Click the Generate Self Service Link tab
4. Complete Screen One; about the collection occasion measure and click the blue Next button

5. Complete Screen Two; review the measure details just entered and complete the ‘Invitation’ and ‘Results’ fields, and click the blue Next button

   The client will be sent an SMS and/or email if you entered their details in the invitation section.

   The Practitioner and/or Organisation will receive the results of the completed measure if you have entered their details and selected these options

6. Final screen three; will display the QR code and the unique OMSSS collection code for your records.

7. Click the blue Back to start button.

Questionnaires are valid for 7 days. The following reminder emails will be sent:

• 2 days after the invitation - Reminding the client to fill in the questionnaire. Also reminding them of the date on which it will expire.
• 6 days after the invitation - Reminding the client to fill in the questionnaire. Reminding them that it will expire tomorrow.

Example Self Service Link Screens

Example Measure Screens

Example confirmation email for complete measure

Example complete measure ‘CL0001-E01-CO03’ in the PMHC MDS

5.7.5. Deleting an Outcome Collection Occasion

You can delete a client’s outcome collection occasion through Viewing a Client’s Outcome Collection Occasions for an Episode available on the Data Entry tab, by following these steps:

1. Search for the client
2. From the Clients table, click the Client Key
3. Click the Episodes tab, to view Client’s Episodes
4. From the View Episodes table, click the Episode Key
5. Click the Collection Occasions tab, to View Collection Occasions
6. From the View Collection Occasions table, click the Collection Occasion Key
7. Click the red Delete button
8. You will be prompted to confirm the deletion
9. Please note: Data can not be recovered for deleted collection occasions
10. Click the blue Confirm button to delete this collection occasion. (or click the orange Cancel button if you decide not to delete this collection occasion data)

After you click Confirm, you will receive confirmation that the collection occasion has been deleted, and you will be redirected to the View Collection Occasions where the collection occasion will no longer be displayed.

5.8. Collection Occasion Measures

5.8.1. Viewing a Client’s Measures for a Collection Occasion

You can view a Client’s Measures added to a Collection Occasion through Viewing a Client’s Outcome Collection Occasions for an Episode available on the Data Entry tab, by following these steps:

1. Once Viewing the Collection Occasion.
2. Scroll down to the Measures

A table will display all the Measures linked to this Client’s Episode Collection Occasion.

3. To view the Measure details, click the Blue Measure Key.

A page will display the Measure details as recorded via the Outcome Collection Occasion Data Elements.

• See K10+ Measure data specifications.
• See K5 Measure data specifications.
• See SDQ Measure data specifications.

5.8.2. Adding an Client’s Measures for a Collection Occasion

Single or multiple measures can be added to a collection occasion. You can add a Client’s Measure for a Collection Occasion. Multiple through Viewing a Client’s Outcome Collection Occasions for an Episode available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Outcome Collection Occasions for an Episode.
2. Firstly double check the measure is not already showing.
3. Click the Add New Measure tab.

4. Select the Collection Occasion Measure type.

5. Choose the Score Type, if it isn’t already pre-filled.
6. Click the blue Next button.
7. Enter the Client’s Measure details for the Collection Occasion. Mandatory fields are marked with an * .

• See K10+ Measure data specifications.
• See K5 Measure data specifications.
• See SDQ Measure data specifications.

6. Click the blue Save button. (If you decide not to add this client’s measure, you can simply navigate away from this screen)

You will receive confirmation that the Client’s Measure details have been added, and it will now be displaying these new details in the View Measure tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules for: K10+ K5 SDQ.

5.8.3. Editing a Client’s Measures for a Collection Occasion

You can edit a Client’s Measure for a Collection Occasion through Viewing a Client’s Outcome Collection Occasions for an Episode available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Outcome Collection Occasions for an Episode.
2. Scroll down to the Measures
3. Click the Blue Measure Key.
4. Click Edit Measure
5. Update the Client’s Measure details. Mandatory fields are marked with an * .

Please note: You can edit the Measure Key from this screen. See Editing a Measure Key.

6. Click the blue Save button. (If you decide not to save changes, you can simply navigate away from this screen)

You will receive confirmation that the Client’s Collection Occasions details have been saved, and it will now be displaying these new details in the View Collection Occasion Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules for: K10+ K5 SDQ.

5.8.3.1. Editing a Measure Key

You can edit an measure’s identification key through Viewing a Client’s Outcome Collection Occasions for an Episode available on the Data Entry tab, by following these steps:

1. In step four when Editing a Client’s Measures for a Collection Occasion.

2. From the Edit Measure details tab, click the Edit Key button.

   

3. Type in the new measure key and click ‘Next’.

4. Double check the new key is correct and click save. (If it is incorrect, click back to re-enter the key or click the ‘cross’ in the top right to cancel this key change request)

You will receive confirmation that the Measure’s key has been saved, and the screen will now be displaying the updated measure key details in the View Measure details tab.

5.8.4. Deleting a Measure from a Collection Occasion

You can delete a Client’s Measure from a Collection Occasion through ‘Viewing a Client’s Measures for a Collection Occasion’ available on the Data Entry tab, by following these steps:

1. Once Viewing a Client’s Outcome Collection Occasions for an Episode.
2. Scroll down to the Measures
3. Click the Blue Measure Key.
4. Click Edit Measure
5. Click the red Delete button.
6. You will be displayed a ‘Confirm Deletion’ screen.

Please note: Once the measure is deleted, you will not be able to recover this measure data.

7. Click the blue Confirm button to delete this measure. (or click the orange Cancel button if you decide not to delete this measure data)

After you click ‘Confirm’, you will receive confirmation that the measure has been deleted, and you will be redirected to the View Measures where the measure will no longer be displayed.

5.9. Practitioners

5.9.1. Finding a Practitioner

You can search for practitioners assigned to an organisation through the Data Entry tab, by following these steps:

1. Click the Practitioners tab

5.9.2. Viewing a Practitioner

You can view a practitioner’s details through Finding a Practitioner on the Data Entry tab, by following these steps:

1. Click the Practitioners tab
2. Click the practitioner’s key in blue displayed within the table

Please note: You can also view a practitioner’s details through the Client Data tab. See Viewing a Practitioner Providing Client Services

5.9.3. Editing a Practitioner

You can view a practitioner’s details through Finding a Practitioner on the Data Entry tab, by following these steps:

1. Click the Practitioners tab
2. Click the practitioner’s key in blue displayed within the table
3. From the View Practitioner Details tab, click the Edit Details tab
4. Update the practitioner’s details. Mandatory fields are marked with an *
5. Please note: You can edit the Practitioner Key from this screen. See Editing a Practitioner Key

6. Click the blue Save button. (If you decide not to save changes, you can navigate away from this screen)

You will receive confirmation that the practitioner’s details have been added, and it will now be displaying these new details in the View Practitioner Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Practitioner.

5.9.3.1. Editing a Practitioner Key

You can edit a practitioner’s identification key through Editing a Practitioner available on the Data Entry tab, by following these steps:

1. In step five, when Editing a Practitioner

2. From the Practitioner Edit Details tab, click the Edit Key button

   

3. Type in the new practitioner key and click Next

4. Ensure the new key is correct and click Save. If it is incorrect, click back to re-enter the key or click the ‘cross’ in the top right to cancel this key change request.

You will receive confirmation that the Practitioners Key has been saved, and the screen will now be displaying the updated practitioner key details in the Practitioner View Details tab.

5.9.4. Adding a Practitioner

You can view a practitioner’s details through Finding a Practitioner on the Data Entry tab, by following these steps:

1. Click the Practitioners tab
2. Click the Add New Practitioner tab
3. Enter the practitioner’s details. Mandatory fields are marked with an *

4. Click the blue Save button. (If you decide not to save changes, you can navigate away from this screen)

You will receive confirmation that the practitioner’s details have been added, and it will now display these new details in the View Practitioner Details tab.

If you receive an error message, the data will need to be corrected before the record is saved and added to the PMHC MDS. See Validation Rules - Practitioner.

You can add a practitioners individually through the data entry interface or alternatively, practitioner records can be uploaded in bulk. See Upload.

5.9.5. Deleting a Practitioner

You can delete a practitioner’s details through Editing a Practitioner on the Data Entry tab, by following these steps:

1. Click the Practitioners tab
2. Click the practitioner’s key in blue displayed within the table
3. Click the red Delete button
4. You will either be shown a Confirm Delete screen or a Cannot Delete screen

5.9.5.1. Confirm Delete

Please note: Data from deleted practitioners can not be recovered.

1. Click the blue Confirm button to delete this practitioner. (or click the orange Cancel button to cancel the deletion)

After you click Confirm, you will receive confirmation that the practitioner has been deleted, and you will be redirected to the View Practitioners where the practitioner will no longer be displayed.

5.9.5.2. Cannot Delete

If the practitioner you are trying to delete has any dependant records, you will not be able to proceed with deleting this practitioner until all the related records have been edited or deleted.

1. Click the orange Dismiss button

See Editing a Client’s Service Contacts for an Episode or Deleting a Service Contact.

5.9.6. Inactive Practitioners

Currently a practitioner can not be deleted from the PMHC MDS if they have any dependant records.

You can change the practitioner from ‘active’ to ‘inactive’ by editing their details. By doing this, the inactive practitioner keys will no longer be displayed in the Practitioner Key drop down list displayed on the Service Contact forms.

See Editing a Practitioner.

5.9.7. Viewing a Practitioner’s Clients

You can view a practitioner’s clients through Viewing a Practitioner on the Data Entry tab, by following these steps:

1. Click the Practitioners tab
2. Click the practitioner’s key in blue displayed within the table
3. Navigate to View Clients tab

Click the client’s key to view the client’s details. See Client Data.

5.9.8. Viewing a Practitioner Providing Client Services

You can view a practitioner’s details through Viewing a Client’s Service Contacts for an Episode on the Data Entry tab, by following these steps:

1. Navigate to Viewing a Client’s Service Contacts for an Episode
2. From the View Details tab, click the Practitioner Key

A page will display the practitioner’s details as recorded via the Practitioner Data Elements.