8. Tools

The following tools are available in the PMHC MDS.

8.1. SLK

We have provided a stand-alone generator that can be used without logging into the PMHC MDS on https://pmhc-mds.net. This allows users to generate a client’s Statistical Linkage Key (SLK) to enter into upload files.

8.1.1. Generate a Client’s SLK

1. Navigate to the Tools tab and select SLK. This will open up the SLK generator
2. Enter the following client details: Given Name, Family Name, Date of Birth and Gender
3. Click on the blue Generate Key button

4. The client’s SLK Key and Generated Hash key will now be displayed
5. Click Copy to clipboard next to either of these items
6. Paste this information into your data file

Please note: you can only copy one SLK at a time to the clipboard.

8.1.2. Video training module - Statistical Linkage Key (SLK)

This tutorial will cover a basic introduction to the Statistical Linkage Key (SLK). It will enable viewers to understand where you can find relevant SLK information, step-by-step instructions on using the manual SLK generator provided on the PMHC MDS and discusses the technical materials for implementing an SLK generator into an internal client information management system.

8.2. YES-PHN

The Tools: YES-PHN tab allows invitations to be sent to clients to complete a Your Experience of Service Primary Health Network (YES-PHN) Survey. The YES-PHN survey is designed to gather information from mental health consumers about their experiences of care.

After navigating to the Tools: YES-PHN tab, you will see a tab to request a report of clients who have completed episodes in a specified period and a tab to re-upload the report to generate invitations for the specified clients to complete a Your Experience of Service Primary Health Network (YES PHN) Survey.

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

If you don’t have access to the Tools: YES-PHN 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

8.2.1. Download Completed Episodes

You can request a report of clients who have completed episodes in a specified period by completing the Download fields in the Tools: YES-PHN tab, by following these steps:

1. Navigate to the Tools tab and select YES-PHN

2. Click the first calendar icon to select the start date and then the second calendar icon to select the end date. See Dates explained for Completed Episodes Download

3. If you are allowed to download data from more than one organisation you will be asked to select an organisation name

4. Select the appropriate file type to be downloaded

   

5. Click the blue Request button

6. A dialogue box will be displayed, showing that the file is being requested from the server

   

7. When the file is ready, a ‘File ready for download’ message will be displayed

   

8. Click the blue Download button

9. The data extract will be downloaded to your computer

Note

Excel automatically removes leading zeros, and converts large numbers to scientific notation, like 1.23E+15, in order to allow formulas and math operations to work on them. See Excel file issues

An example download file is available in the YES-PHN specification documentation at YES-PHN Download Completed Episodes

8.2.1.1. Dates explained for Completed Episodes Download

The Download Completed Episodes dates are based on the Client’s Episode End Date for the PMHC MDS. The file will include all Episodes that have an end date within the date range of the request.

8.2.2. Uploading an invitations file

The YES-PHN survey is designed to gather information from mental health consumers about their experiences of care. See What is the YES-PHN survey?.

After navigating to the Tools: YES-PHN tab, you will be able to upload client details for the organisations for which you have the ‘Service Feedback’ role and ‘Upload’ role. The upload process will send YES-PHN invitations to these clients via email or SMS.

The YES-PHN invitations file can either be auto generated through an internal system, or a Download Completed Episodes can be manually completed by adding one of the the client’s details, either the mobile_number, or email, and reminders fields as documented in the YES_PHN specifications. (Please note: manual changes to columns A-E should not occur. See Incorrect data)

You can upload YES-PHN invitations files through the upload tab, by following these steps:

1. Navigate to the Tools: YES-PHN tab

2. Click the Upload Invitations tab

3. Click the Upload a file tab

4. The PHN will be pre-filled in the Organisation field, unless you are allowed to upload to more than one PHN. (If blank - See Can’t see the organisation)

   

5. Click the blue Select File button

6. Navigate to where the upload file is saved on your system. Select the file and click the grey Open button

   

7. Check to ensure you have selected the correct file by reviewing the file name now displayed below the Select File button

8. Click the green Upload button

You will receive confirmation that your file has been accepted. The file will now be validated and you will receive a confirmation notification and an email. You can click on the link confirmation notification or open the email to view the upload status, informing you that your file was successfully uploaded to the PMHC MDS, or informing you of any errors that occurred. See Viewing Previous Uploads.

Please email support@pmhc-mds.com if you don’t receive an email within one hour.

Further discussion about the error messages can be found at Error messages.

8.2.3. Uploading a file in Test Mode

A file can be uploaded in Test Mode. When uploading in test mode, the file is validated, however the data is not updated in the PMHC MDS database.

After navigating to the Upload tab, you will be able to upload in Test Mode data files to organisations for which you have the ‘Service Feedback’ role.

You can upload data files in Test Mode through the Upload tab, by following these steps:

1. Navigate to the Upload tab

2. If you are allowed to upload to more than one organisation you will be asked to select an organisation name

3. Select the name of the organisation whose data you are uploading from the drop down list

4. Click the blue Select File button

5. Navigate to where the upload file is saved on your system. Select the file and click the grey Open button

6. Check to ensure you have selected the correct file by reviewing the file name now displayed below the Select File button

7. Click the Upload as test data checkbox on the right hand side

   

8. Click the green Upload button

You will receive confirmation that your file has been accepted. The file will now be validated and you will receive an email informing you if your file was valid, or informing you of any errors that occurred.

Even if your file was valid, the data will not be updated in the PMHC MDS database.

8.2.4. Viewing Previous Uploads

The PMHC MDS allows you to review previous uploads.

When an upload has been completed, irregardless of whether it validated successfully or not, the upload will be added to the table.

The Status of Previous Uploads table refreshes once files finish the validation process. Types of status results are:

• accept - the file is currently going through the validation process
• complete - the file has successfully passed the validation process
• error - the file has returned errors through the validation process. Please review the error messages and correct the data to upload again

Further discussion about the error messages can be found at Error messages.

8.2.5. Viewing Upload Details

You can view the results of an upload by following these steps:

1. Navigate to the Upload tab
2. Click the Upload Status tab
3. Locate the date and time of the upload you are interested in
4. Click on the filename of the relevant upload
5. You will be shown the Upload Detail page

8.2.6. Complete uploads

Viewing Upload Details for complete uploads will display data verification information by listing the number of data records present and if those records are added, updated, or deleted, within the MDS records.

8.2.7. Error messages

If the status of your file shows error, you can view the returned errors through Viewing Previous Uploads.

8.2.8. Correcting upload errors

Any upload validation errors will need to be corrected in your internal system and a new upload file created. Or if you manually record data on the upload file, you can edit the data records directly on the file. See - Validation Rules.

The definition of each data item has associated notes that will provide guidance on why an error is returned. By visiting the data specifications documentation and clicking on the Record formats field name this will take you to the field definition which outlines the associated notes.

In the Frequently Asked Questions guide there are questions about some of the common and unusual upload error messages. These answers contain information on what you can do to fix the error. See - YES-PHN FAQs.

If you require assistance in understanding an error message, please email support@pmhc-mds.com.

8.2.9. Example Self Service Link Screens

Example YES-PHN Invitation OMSSS Screens

Example YES-PHN Survey OMSSS Screens

Anonymised PMHC MDS Report ‘B8 - YES PHN Index’

Fig. 8.1 More information available in the online user documentation for B8 - YES PHN Index report.

8.3. User Auditing Tool

The Tools: User Auditing tab allows users with the User Management role to review users who have not recently logged in to the PMHC MDS.

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

If you don’t have access to the Tools: User Auditing 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 Tools: User Auditing tab, you will be presented with a table of users whose access you manage. By default, the table is sorted by the ‘Last Logged In’ column sorted so that users who have not logged in for the longest are displayed at the top.

8.3.1. Auditing Users

User managers should periodically check this table and remove all roles from any user who no longer requires access.

A monthly ‘PMHC-MDS User Audit Reminder Notification’ email will be sent to users with the User Management role to prompt this process:

• PMHC MDS Production users will receive the audit reminder email on the first Monday of each month
• PMHC MDS Developers users will receive the audit reminder email on the fourth Monday of each month

You can scroll through the results by using the page arrows to view the data. See Finding a User

8.3.2. Finding a User

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

To filter the listed users:

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 user data)

You can view the applied filters at the top of the filtered user 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 user 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

8.3.3. Changing a users roles or removing access

Clicking on the user’s name will take you to Editing a user’s roles. From there you can edit there roles, or fully remove their access to the PMHC MDS.

Please note: use the ‘Actions’ feature when removing a user’s roles to remove that user from the User Auditing list.