6. 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 with three search boxes, which will allow you to easily find and view the client data for the organisations you have permission to access.

Data Entry tab View

6.1. Client Data

6.1.1. Finding a Client

There are three Search Fields options available.

6.1.1.1. Search Fields

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

Client Data Search Fields

After entering information into one of these Search Fields, simply click the blue Search button to see Client Search Results

Use the grey Clear Search button to removed any previously entered text.

6.1.2. Client Search Results

A display of the details used within the Search Fields used in Finding a Client will be visible above the search results table, when results are available.

You can sort the listed client search results through either of the above three search features for Search Fields.

Sort the listed clients 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
Client Data Search Results

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 the field that opened
  3. To remove the filter, click the grey cross within the edit box beside any entered text or click the grey Filters button
Client Data Search Results Filtered

You can clear the search results and start a new search by clicking on the blue Edit Search button.

6.1.3. Viewing a Client’s details

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

  1. Create Client Search Results
  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
Client Data Summary View
  1. 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.

Client Data Details View

6.1.4. Editing a Client

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

  1. Create Client Search Results

  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

    Client Data Edit Details
  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.

    Client Data Generated Client SLK Edit
  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.

Client Data Saved Successfully

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.

6.1.4.1. 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

    Client Data Edit Client Key
  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.

Client Key Saved Successfully

6.1.5. Adding a New Client

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

  1. Create Client Search Results

  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.

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

Client Data Add Client

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.

Client Data Saved Successfully

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.

6.1.6. 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. Search for the client
  2. From the Client Search Results 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

6.1.6.1. 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)
Client Data Confirm Delete

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

Client Data Delete Successful

6.1.6.2. 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
Client Data Cannot Delete

See Deleting an Episode.

6.2. Episodes

6.2.1. 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
Client Data Summary View
  1. 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.

Client Data Summary View

A drop down list is available to view:

  • All Episodes
  • Currently Open Episodes
  • Closed Episodes
Client Episodes Sort View
  1. To view the client’s episode details, click the blue Episode Key
Client Episodes Details View

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

6.2.2. 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
Client Episodes Edit Details
  1. 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.

Client Episode Data Saved Successfully

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.

6.2.2.1. 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

    Episode Data Edit Episode Key
  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.

Episode Key Saved Successfully

6.2.3. 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. Episode)
  3. Click the Add Episode tab
  4. Enter the client’s episode details. Mandatory fields are marked with an * (Specification Episode Data Elements)
Client Data Add Episode
  1. 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.

Client Episode Data Saved Successfully

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.

6.2.4. 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 (Specification Episode Data Elements)
Client Episodes Edit Details
  1. 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.

Client Episode Data Saved Successfully

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.

6.2.5. 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 Client Search Results 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

6.2.5.1. 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)
Client Episode Data Confirm Delete

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.

Client Episode Data Delete Successful

6.2.5.2. 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
Client Episode Data Cannot Delete

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

6.3. Service Contacts

6.3.1. 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

    Client Episode Service Contacts Table View
  4. To view the Service Contact’s details, click the blue Service Contact Key

    Client Episode Service Contacts Details View

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

6.3.2. 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
Client Service Contact Edit Details
  1. 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.

Client Data Saved Successfully

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.

6.3.2.1. 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

    Client Data Edit Service Contact Key
  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.

Service Contact Key Saved Successfully

6.3.3. 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)
Client Data Add Service Contact
  1. 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.

Client Data Saved Successfully

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.

6.3.4. 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)

    Client Data Add Service Contact
  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.

Client Data Saved Successfully

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.

6.3.5. 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 Client Search Results 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.
  1. 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)
Client Service Contact Data Confirm Delete

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.

Client Service Contact Data Delete Successful

6.4. Outcome Collection Occasions

6.4.1. 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.

Client Episode Collection Occasions Table View
  1. To view the collection occasion’s details, click the blue Collection Occasion Key
Client Episode Collection Occasions Details View

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

6.4.2. 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
Client Collection Occasions Edit Details
  1. 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.

Client Data Saved Successfully

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:

6.4.2.1. 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

    Client Data Edit Collection Occasion Key
  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.

Collection Occasion Key Saved Successfully

6.4.3. 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. Select the collection occasion measure, either K10+, K5 or SDQ
Client Data Add Collection Occasions
  1. Select to enter the item scores or the total score. (Individual item scores will eventually be required and should be entered when available)
Client Data Add Collection Occasions
  1. Enter the client’s collection occasion details for that episode. Mandatory fields are marked with an * (Specification Outcome Collection Occasion Data Elements)
Client Data Add Collection Occasions
  1. 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.

Client Data Saved Successfully

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:

6.4.4. 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 Client Search Results 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)
Client Collection Occasion Data Confirm Delete

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.

Client Collection Occasion Data Delete Successful

6.5. Practitioners

6.5.1. 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
PMHC MDS Practitioners Table View

6.5.2. 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
PMHC MDS Practitioner Details View

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

6.5.3. 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
Practitioner Key on Outcome Collection Occasions Details

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

Practitioner Details View

6.5.4. 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
PMHC MDS Practitioner Details View
  1. 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.

Client Data Saved Successfully

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.

6.5.4.1. 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

    Practitioner Data Edit Practitioner Key
  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.

Practitioner Key Saved Successfully

6.5.5. 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 *
PMHC MDS Practitioner Details View
  1. 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.

Client Data Saved Successfully

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.

6.5.6. 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

6.5.6.1. 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)
Practitioner Data Confirm Delete

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.

Practitioner Data Delete Successful

6.5.6.2. 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
Client Episode Data Cannot Delete

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

6.5.7. 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.