HADS 2.1.0e Quick Reference Guide

HACC Funded Service Providers HADS 2.1.0e Quick Reference Guide HACC and Disability Services System (HADS) MDS Data Collection and Reporting Version 3.0 Ageing, Disability and Home Care, Family & Community Services April 2012 http://www.adhc.nsw.gov.au

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Document version control Document name: HADS 2.1.0e Quick Reference Guide for HACC MDS data collection and reporting Version: Version 3.0 Document status: File name: Authoring unit: finial HADS QRG HACC MDS Performance Data and Monitoring Unit, Operational Performance Directorate Date: April 2012-3 -

Table of contents 1 Glossary of key terms...6 2 Overview...8 2.1 The purpose and use of MDS data...8 2.2 HACC and Disability Services Minimum Data Sets...8 2.3 Organisation of this manual...9 2.3.1 Document conventions...9 2.3.1.1 Helpful Hints...9 2.3.1.2 Caution boxes...9 2.3.1.3 Menus and sub-menus...9 2.3.1.4 Screens and buttons...9 2.4 MDS Helpdesk...10 2.5 Other support materials and information...10 2.5.1 Window Vista and Windows 7 users...10 2.6 Sending MDS Reports...10 3 Getting started...11 3.1 Installing HADS...11 3.2 My Service Details...11 3.3 Services and Outlets and your DofS...11 3.4 Services for MDS purposes...11 3.5 Setting up a Service...11 3.5.1 Service Provider Details screen...12 3.5.2 Create a HACC Service...13 4 Who is a HACC client for MDS purposes?...15 4.1 Clients and carers...15 5 Managing client records...16 5.1 Intake stage...17 5.2 Pending stage...17 5.2.1 Privacy and Confidentiality...19 5.3 Active stage - Setting up service Episodes...19 5.4 Inactive stage exiting a service and closing an Episode...22 6 Delivering service - Generating an Event...23 6.1 Generating an event by individual client...23 6.1.1 Additional information required...25 6.1.2 Transport...26 6.1.3 Respite...26 6.2 Generating an Event by service type...27 7 Making life easier...28 7.1 Creating groups...28 7.1.1 Recording service for a group...28 7.1.2 Taking someone out of a group on a particular day...29 7.1.3 Modifying individual hours within a group service event...30 7.1.4 Adding a new client to an existing group...30 7.1.5 Removing a group member permanently from a group...31-4 -

7.1.6 Remove an entire Group...32 7.2 Duplicating Events...32 7.3 Archiving...34 7.4 Restoring archived records...36 8 Making changes...37 8.1 Edit MDS IDs...37 9 Reports...39 9.1 Generating your HACC MDS report...39 9.1.1 Export File Portion numbers...42 9.2 Sending your report...43 9.2.1 Re-submitting MDS reports...43 9.2.2 Deleting an MDS Report...43 9.3 Reports in HADS...44 9.3.1 Using Report Writer...44 9.3.2 Using Report Writer to verify MDS data...45 9.3.3 Using Report Writer to review data by Service Type...45 10 Trouble shooting...47 10.1 Errors and Warnings...47 10.2 Error message missing line in HADS...48 10.3 Error message missing or blank fields...48 10.4 Report will not send...48 NOTES...49-5 -

1 Glossary of key terms Term ADHC Administering Department Client CIARR CSTDA Definition Ageing, Disability and Home Care, Department of Family and Community Services. The government agency responsible for the administration of the programs under which service providers are funded. This is usually ADHC. The client is generally the person who is the beneficiary of a service funded from HACC funding. Client Information and Referral Record. Commonwealth, State & Territory Disability Agreement. Replaced by the National Disability Agreement (NDA) January 2009. Description of Service (DofS) Episode Event Funding Agreement HACC HADS MDS MDS code MDS ID - HACC MSO NGO The Description of Service (DofS) forms part of the funding agreement, or contract, between ADHC and the Service Provider. It identifies the services to be provided, the outputs expected, and any other reporting or related legislative obligations. Defined as the date of which service delivery begins. In HADS an episode is created against each client for each service type. The start date will match the beginning of the MDS reporting period. It continues for the period the client continues to receive this service. Defined as an instance or occasion of HACC funded assistance received by a client from an agency. That is, the specific occasions of service for clients. A deed of agreement used by ADHC when funding the delivery of services to clients by identified agencies. Home and Community Care. HACC And Disability Services System (HADS); a software package provided free of charge by ADHC to enable Minimum Data Set (MDS) reporting. The MDS (Minimum Data Set) is the data set that Service Providers are required to provide on a quarterly basis to ADHC in relation to their funded services. The content of the MDS is defined by the funding source and is as agreed between the Australian and State and Territory Governments. The MDS code is the numeric number of a service type. For example, 10.02 is the MDS code for Social Support and 10.12 is the MDS code for Meals. A five-digit numeric identifier that starts with 1 to be used in the collection and reporting of HACC services MDS quarterly returns. A unique MDS identifier is allocated to each Service which may apply to more than one address and, in the case of a Multi Service Outlet (MSO), to more than one service type. Multi Service Outlet. Applies to HACC services only. Non-Government Organisation. - 6 -

Outlet Output Program service Service Service Details Service Model Service Outlet Service Provider service type service type code SLK Term used in Disability Services only. A measure of funded assistance received by a client. An ADHC defined combination of one or more service types that meets defined policy objectives and delivers specified outcomes for identified target groups. Sub-program A sub-program is a disaggregation of a program to reflect the intent of an intervention or support that does not readily fit within the program management framework. Where no such disaggregation is required, the program and sub-program are synonymous. NOTE lower case s. It is a national convention within HACC programs to define services by naming them and describing one or more identified support activities delivered to a client for a defined purpose. Note that service (with a lower case s ) and service type have the same meaning and can be used interchangeably. Generally service is used when referring to one specific service type, and service type when referring to multiple service types. Example: I am funded to deliver a HACC Meals service, or I am funded for three HACC service types: Meals, Respite and Transport. NOTE upper case S. The part of the agency established by a HACC funded Service Provider to deliver services. Each Service can report from one or more locations and, if an MSO, for one or more service types. A detailed description of what is expected of the service provider in delivering a program or service type to clients. This description will usually include service objectives, activities, outcomes and measures. A further level of specification of a Service Type. A service model reflects the specific nature of the support being provided and the unique specifications that service providers will be required to deliver to achieve the desired outcomes. The service model reflects the method, or the how, of the government support. Service models are a disaggregation of the service type. The site(s) from or at which services are delivered, directed or coordinated. A corporate or legal entity with which ADHC contracts for the provision of specified services. See service (lower case s ). Numeric identifier allocated to each MDS service type. Also called an MDS code. Statistical Linkage Key (SLK) allows access to a clients service usage details without accessing the client s personal information. It is made up of letters of the first and last name, the DOB, and a 1 or 2, depending on the client s gender. - 7 -

2 Overview HADS is a software program provided free of charge to service providers to enable the efficient reporting of Minimum Data Set (MDS) data. The use of HADS is not mandatory. Service Providers can meet their reporting obligations using any MDS-compliant software. This HADS Quick Reference Guide will assist service providers in gaining a basic understanding of the purpose and use of MDS data, as well as the mechanics and process of MDS reporting. It also provides details of where further assistance on MDS matters can be found. This Guide does not stand alone. The HACC User Guide needs to be consulted for specific MDS related questions. It can be found under the Help tab in HADS. 2.1 The purpose and use of MDS data The MDS captures information relating to your clients - their characteristics, including their age, sex, and indigenous status; their circumstances, such as where they live, or whether they have a carer - and it captures details of the assistance (service delivery) clients have received from your organisation. The MDS does not capture all information on the activities your organisation undertakes in delivering a high quality service. These items include administration, team meetings, networking, training, travel time to and from clients and organisational planning. You will not find in HADS reference to these activities, nor should you record them as part of the outputs you deliver. MDS data is collected for three primary reasons: Firstly, it provides ADHC Program Managers with information that supports policy development, strategic planning and monitoring against agreed outcomes and outputs. Secondly, it can help Service Providers improve efficiency and effectiveness as it provides a way to benchmark service delivery, support planning and make improvements to internal management. Thirdly, it gathers information in a way that can be compared to several other data sets such as those in health, community care and aged care, where your clients may also be accessing services. Unless the data supplied is complete and accurate it cannot fulfill any of these functions. This Guide will help you to complete your MDS reports accurately and completely. 2.2 HACC and Disability Services Minimum Data Sets HADS allows reporting of two MDS data sets; the Disability Services MDS and the HACC MDS. This Guide focuses on using HADS to record and report the MDS for HACC Services. Please refer to the HADS Quick Reference Guide for Disability MDS data if your organisation is also funded to deliver Disability funded Services. - 8 -

2.3 Organisation of this manual HADS is a tool designed to help the wide range of HACC and Disability funded Service Providers complete their quarterly MDS reports. The data captured in HADS also assists Service Providers in decision-making. This Guide is intended for new and existing users. It covers the basics of setting up your HACC Service, client records and service delivery records. It also covers sending an MDS report and some basic administrative functions, such as archiving and using the Report and Report Writer functions. It provides information on processes in HADS to minimise the workload involved in keeping this record, and it explains how to send an MDS report. 2.3.1 Document conventions There are certain standard conventions followed in this document in order to help you locate the appropriate information quickly and easily. 2.3.1.1 Helpful Hints Helpful Hints For an action or process that requires additional information that is important, you will find a Helpful Hints! box like this one. 2.3.1.2 Caution boxes Caution Where an action or process may have undesirable results, you will find a Caution! box like this one. 2.3.1.3 Menus and sub-menus When talking about selecting items from a menu within HADS the denotes a choice derived from another list or menu item. Main menu Sub menu E.g. Menu: File Send To Mail Recipient 2.3.1.4 Screens and buttons Screen names are italicised in the text and button names or text reference are enclosed in quotes or will be denoted by the actual picture. E.g. Service Details screen E.g. Add Service or - 9 -

2.4 MDS Helpdesk The ADHC MDS Helpdesk can provide support and advice on all MDS and HADS matters. To ensure a faster response when contacting the MDS Helpdesk, please ensure that you have the following details at hand: MDS ID Service Provider ID Contact information Time of your availability It is preferable that you contact the Helpdesk via email in the first instance. HACC MDS Email: mdssupport@facs.nsw.gov.au HACC MDS Helpdesk answering machine: 1800 804 135 2.5 Other support materials and information ADHC MDS website: http://www.adhc.nsw.gov.au/ For service providers Minimum Data Set NSW HACC User Guide Critical Dates HADS Installation Guide MDS training DVD Request form Online MDS training (streaming video) HACC Annual Report Sample Data Cube Summary 2.5.1 Window Vista and Windows 7 users Please email the Helpdesk for further installation instructions and refer to 10.5.1 in this Guide. 2.6 Sending MDS Reports MDS Reports should be sent to the State Repository at: mds@facs.nsw.gov.au There is a separate email address for test reports: MDS Test Reports should be sent to: hacc.mdstest@facs.nsw.gov.au The MDS Report test email address allows Service Providers to test or validate their data before sending it to the State Repository. - 10 -

3 Getting started 3.1 Installing HADS To install HADS please refer to the two fact sheets, which can be found on the ADHC website: HADS 2.1.0e Transition information (PDF) HADS 2.1.0e Installation and migration (PDF) When installing HADS please ensure that the Service Provider name you enter is identical to that found on your Description of Service (DofS). 3.2 My Service Details The Description of Service (DofS) forms part of the funding agreement between ADHC and a Service Provider. It identifies the services to be provided, the outputs expected, and any other reporting or related legislative obligations. 3.3 Services and Outlets and your DofS The DofS provides details of: The Service Provider (the organisation), The service or services the organisation is funded to provide, and The location from which the services are delivered or administered. Caution It is important to ensure that the information provided in HADS matches the information in your DofS. Always check your DofS to confirm your MDS ID. Do not confuse this with any other ID, such as the Service ID. 3.4 Services for MDS purposes Before setting up your client details in HADS, you must first set up your Service Provider and service details. 3.5 Setting up a Service Before installing HADS refer to your DofS to confirm your Service Provider name. Use this name when installing HADS. Whenever HADS is opened, the default screen is the Client Search screen. This emphasises that clients are the focus of MDS data collection. However, before you can record any service to clients, you must set up your Services. From the Client Search screen click on the Maintenance menu My Service (Outlet) Details. - 11 -

3.5.1 Service Provider Details screen On the My Service Details screen you will see the Service Provider name you entered when you installed HADS. Select HACC as the funding source. This will activate the option Add Service. If both funding sources are selected, the Add Outlet and Add Service fields will be activated. Click the button to save any information entered. For Disability Services refer to the HADS Quick Reference Guide for Disability MDS data collection and reporting in HADS version 2.0.0c. Service Provider Name Source of funding Only active when CSTDA is ticked Only active when HACC is ticked - 12 -

3.5.2 Create a HACC Service To create a HACC Service, click the button from the My Service Details screen. This will take you to a small screen labeled Add Service. HACC providers can be funded to deliver one service type or several service types. Where several service types report using one MSD ID, the location from which the service or services are delivered or administered is known as a Multi-Service Outlet or MSO. Complete the screen using your DofS and the NSW HACC User Guide. Helpful Hint A HACC MDS ID is always a 5-digit numeric, starting with 1. Please ensure that your MDS ID and service type match your DofS. To add one service type, insert the MDS ID and select the service type for this service and click Add. - 13 -

Added service types will be displayed here Clicking on the Service Details screen. button saves the details and you will be returned to the My Clicking on the button discards the details without saving them. If you are an MSO Service, add each of the service types you are funded to deliver. When you have added all service types, press OK and you will be returned to the My Service Details screen. To add a new service type to an existing MSO, select the MSO service and add the new service type to the existing list. This will appear separately in your service list but has the same MDS ID as the other service types for this MSO. Always check information for consistency with your DofS. Caution Using the wrong MDS ID is the main reason for an MDS report rejection. When you have finished entering all of the service details, click on the OK button to be taken back to the My Service Details screen. To exit this screen click the red x and you will be returned to the Client Search screen ready to input your clients. - 14 -

4 Who is a HACC client for MDS purposes? 4.1 Clients and carers The HACC MDS records information about those people who receive HACC-funded assistance from your Service. Most people receiving HACC assistance will be frail older people or younger people with a disability. Some of these clients will have people who look after them. If the care provided is unpaid, regular and sustained, these people are called carers. Some carers may receive HACC assistance to support them in their caring role; other carers may not. HACC MDS information about the client and their carer (if they have one) is recorded on the same client record. When reporting MDS, the client and their carer are considered a single client receiving services. Thus, an MDS record will consist of information on one of the following: A client only (person has no carer); or A client and their carer where one or both are receiving HACC-funded services. Caution If an organisation provides services to a carer, details of the services provided to the carer should be recorded on the record of the client (the person who is disabled or aged). - 15 -

5 Managing client records After setting up your Service details and adding your funded HACC services, you are now ready to begin entering client information. The status field of a person in your client records will indicate one of four stages. Each requires a decision which will trigger certain steps. These steps are described below. Intake The record of a person who has applied for service, but whose eligibility has not been established. Helpful Hint Please note that a person at this stage is not considered a client. Only record the minimum information required for contact purposes or to make a decision on eligibility. Pending The record of a person who has been accepted as eligible and is now a client, but for whom no service has been scheduled. Active The record of a person who has been accepted as a client and for whom a date has been set for commencement of service. Active clients may not yet have received a service. To make a client Active, an Episode must be created. To record service delivery, Events must be generated. This will be discussed in section 6. Inactive The record of a client who is no longer receiving support. To exit a client the relevant Episode should show an end date and a reason for the exit. When all Episodes for the client have been finalised, the client will show as Inactive. Caution Clients who are no longer receiving service can remain in your client record as Inactive or can be archived (see section 7.3). NEVER delete a client record. - 16 -

5.1 Intake stage Enter a new client by clicking on File menu New Intake or by clicking on the white symbol: The following screen will be display. (Names, DOB, sex, client type are the only fields that are mandatory at intake stage) Client Type Enter the minimum amount of information needed prior to making a decision on whether to accept the client. Note, however, if this person is accepted as a client these details will form part of their record, so be particularly careful that the information you do enter is accurate. In particular, the correct spelling of names is critical and the given name in this record must be the person s full formal first name; which may not be the name by which they are normally known. A Medicare card is a good source of this name and of correct spelling. Finally, the Date of Birth (DOB) must also be entered accurately. If the client is unable or unwilling to provide his or her DOB you should estimate it. If you estimate the DOB, you must tick the DOB Estimate box. After entering all required client information click on to save the record. Caution! Entering the date of birth in the wrong format will create an error in your report. Use only the format: DD/MM/YYYY 5.2 Pending stage A person cannot be accepted as a HACC client until the Screening Tool (Tab 4) has been used and the necessary information provided, and the Client Type is ticked. - 17 -

TAB 4 Once done, and if this person is to be accepted, click the Accept Client Intake button. The status of this person will now show as Pending. You will now see that several more tabs have opened up in this record. Now you must go through each Tab, completing all required information. The purple bar indicates mandatory information. The required Tabs are Demographics, Address, Benefits/Income, Communication, Consent, and the Function Tab. The Disability Tab is for Disability funded Services. Click when all information is complete. Additional tabs show once you have accepted the person as a client. Purple fields are mandatory. Client Type Don t forget to enter the carer s details if there s a carer. - 18 -

At this point you should carefully and fully complete this record. Once entered to exit the screen select and then click on the red x to return to the main screen. Caution Blank MDS data fields or incorrect entries will generate either an error or a warning when you send your report. 5.2.1 Privacy and Confidentiality All MDS data are covered by New South Wales or Commonwealth Government privacy legislation. Please see ADHC s website for the MDS statement on privacy, or visit www.privacy.gov.au. Clients must be informed of what data is reported to ADHC, who it is shared with and how it is used. They have a right to refuse their consent, and their access to service will not be affected by this decision. Helpful Hint Please note that HADS has a default to Yes in the Consent tab for data transmission. If a client does not consent, please make the necessary change. Always advise your clients about MDS Data collection and obtain their consent. Please refer to the MDS Privacy Statements for further information. 5.3 Active stage - Setting up service Episodes To make a client active, a date must be set for service to commence. The way to record this is to complete an Episode. From the Client Search screen you can view all of your current clients by pressing the Show All button. You can sort by any of the column headings by clicking on the heading of the relevant column. - 19 -

Highlight the name of the client for whom this record is to be created and select Client Edit MDS Episodes. The following screen Search MDS Service Episodes will be displayed. - 20 -

Click Show ALL If you select show all, no records for the pending client. A pending client is, by definition, a person who has no current Service Episodes. Caution Only create one Episode per service type. Select or from the File Menu New Episode and the screen Add HACC Service Episode will be displayed. If you have set up your Services properly, clicking on the arrow beside the Service Name box will bring down a list of all the Services for which your organisation is funded. Select the appropriate Service Name, enter the Episode Start Date and the Funding Source. Do not enter an End Date at this time. Click OK and the following note will appear: - 21 -

A client who is Active can receive service. The recording of this service is called an Event. An MDS report requires a record of at least one Event for all active clients in the quarter. How to create an Event is covered in Section 6. Helpful Hint An Episode is an ongoing indication that a client is eligible to receive this service type. It will remain open until such time as the client no longer needs this support. It is recommended that you commence an episode from the first day of the reporting period for which the client first occurrence of service. i.e. 1 st January, 1 st April, 1 st July or 1 st October. 5.4 Inactive stage exiting a service and closing an Episode When a client no longer requires support, you should close the relevant Episode. A client may have more than one Episode but only if receiving services from more than one service type. When an Episode for a certain service has been closed, no more Events for that service can be created. When all Episodes for a client have been closed, this client will have the status Inactive. On the Client Search screen select an individual client record and go to Client Edit MDS Episode. Click show all to display all Episodes. Then double click on the blue section as shown below. To end the clients episode double click on blue section to go to next This will bring the Edit HACC Service Episode screen with all the information of the original Episode. The only information you need to enter is the Episode End Date and Reason for Exit and click OK. - 22 -

Enter exit date and reason. You will now see that the status of this client has changed from Active to Inactive. 6 Delivering service - Generating an Event The record of service delivery is called an Event. Events can be created by: 1. individual client, or 2. service type. 6.1 Generating an event by individual client From the Client Search screen highlight the name of the client for whom you are generating an Event and select: Client Generate MDS Event for selected client. - 23 -

This will bring up the following screen. HADS automatically opens and highlights the second row. However, you need to enter data on the first row beside the Asterisk ( * ) otherwise an error will occur in First row While the full list of HACC service types will display, select only the service type you are funded to deliver. Use the keyboard to type the first letter of your service type and use the Tab key on your key board to tab across and enter the data. Tab until the first line is left blank and the information is showing on the second line. HACC services may record Assessment (which includes re-assessment) and Client Care Coordination in addition to their funded service type. Select service type and then enter outputs by hours, units, goods or cost, depending on the service type you are funded to provide. - 24 -

Hint: Use the key board and type the first letter of the service type to find your service type quickly. Then use the TAB key to enter the data in the correct field. Enter outputs depending on your service type. Caution Missing data of the required output measurement for your service type, such as number of hours, or not completing the service type field, will generate an error when you send your report. 6.1.1 Additional information required Some services (for example, Respite and Transport services) require the entry of additional information. Click in Other field to bring up the additional information screen Click here for transport and respite service types. - 25 -

6.1.2 Transport Transport services will also need to complete the transport type and purpose. 6.1.3 Respite Respite clients information includes the start date and time and end date and time. When all information is complete, click OK Next Finish To check your data, it is recommended that you run the Report Writer function MDS Event. Refer to section 9.3.2. Reports in HADS. - 26 -

6.2 Generating an Event by service type Generating Events by service type is a useful way of creating Events for multiple clients simultaneously. It can be used where a number of clients receive the same service on the same date for the same duration. It can be used for Transport services for clients receiving group transport, for Meals or Linen services, and for Centre Based Day Care services. From the Client Search screen select Client Menu Generate MDS Events for a service type. The following screen Generate MDS Event By Service Type will be displayed. Type the first letter of the Service Type to find the Service Type which you are funded to provide. Locate this on your DofS. Select the service date and service type and enter the event and hours. Click Show All. This will bring up all clients eligible to receive this service. Highlight clients individually and use the single arrow to transfer the client across from the left hand column to the right hand column individually. Use the double arrow to transfer all clients across. - 27 -

For a single occasion of service, click Next Finish to create the event. 7 Making life easier 7.1 Creating groups If you wish to create a more permanent record to report Events by service type, you may select a number of clients and save them in a named group. The process is the same as creating Events by service type, but in this case you will save the group that you create. To do this, go to: Client Generate MDS events for a service type and follow the steps as in section 6.2, and select the specific clients for whom you wish to create a record. It may be all or only some of the clients shown. You can use the arrows to move clients into the Selected Client box. You can create a group for any clients who receive the same service type. For example groups could be used for the following service types; Centre Based Day Care service, Meals service and Group Transport. Use groups to reflect the way in which you organise your service delivery. If different clients attend on different days of the week, create groups by the day of the week. If individual workers support specific groups, create a group by the name of the worker. If you cluster clients by level of support needed, create a group for each support level. Once you have identified the clients for this group, select the button and the application will open a screen for you to name this group. 7.1.1 Recording service for a group From the Client Search screen, go to Generate MDS Event by Service type. To record service for a group, select the service date and service type and enter the hours. Follow - 28 -

the steps as you did in Section 6.2, and then select the group you want from the drop down list at Client Group on this screen. Select Search. Do NOT select Show All as this will bring up all clients for the service type chosen. Select drop down arrow to recall a saved group and click search. This will bring the full list of members of this group into the left hand box under Search Results. Caution When you recall a Group, the search results will list all episodes for all clients associated to the group. Take care to select the correct episode from the list to match the service type selected for the event thus preventing errors when submitting your MDS report. Clicking the double arrows between the boxes will move everyone on this list from the left hand box into the right hand box. If all members of the group were present on that day, Click Next Finish to record the service. 7.1.2 Taking someone out of a group on a particular day Not all members of a group may be present on all occasions. You may remove a client from a group by selecting the name of that client and clicking the left-pointing single arrow. This will only remove this client on this occasion. The next time you call up this group, all members will be shown. - 29 -

Call group up by clicking search and selecting client group from the drop down arrow; do not use show all as this will recall everyone that is eligible. Use arrow to remove client who were not present. Click Next Finish to record the service. Check that the information entered is accurate missing fields can cause problems when you send your report later. 7.1.3 Modifying individual hours within a group service event You can also modify the individual hours of a client within the group. One client may only have been present for part of the day and it is possible to edit the individual hours of clients at the following screen. Select the hours of the relevant client and edit. These will be the hours recorded when you click Finish. It will not affect the hours of the other clients. N.B. For Respite this is changed under the Other option click on the icon to open the respite start date / time and the end date / time 7.1.4 Adding a new client to an existing group From the Client Search screen select a client record and double click to bring up the client s record on the Edit Client screen, as displayed on the following page. A list of available groups can be found on a drop down list on the left hand side of the screen. Select the group to which you want to add the new client and then click. Click on to save and close by clicking on the red x. - 30 -

Scroll bar to be used to see Client Service Groups. Drop down list for Service groups. To add or remove 7.1.5 Removing a group member permanently from a group To remove a client permanently from a group, select the client at the Client Search screen. Double clicking on the blue highlighted client record will bring up the Edit Client screen. Scroll down to the bottom and select the group, then click Remove client from Group, and then save. Remove client from group - 31 -

Helpful Hint When you close an episode for a client who belongs to a group, they will automatically be removed from that group. If the episode is re-activated then the client will be reassigned to that group. 7.1.6 Remove an entire Group If a group is no longer required then you can choose to remove the entire group. Please note, this will only remove the clients from the group, not remove the clients from the database. To remove an entire group select the group from the drop down list and click Delete Group. Delete Client Service Group prompt will appear and ask you to confirm which group you will be deleting and how many clients are attached to that group. Please see screenshot on next page. 7.2 Duplicating Events Creating groups is one way of making MDS reporting easier, however, it is not as useful for clients who receive more individualised support. For example, you might provide a fortnightly lawn mowing service or weekly one-on-one social support to a single client. In this case, you can make your MDS reporting easier by duplicating these Events for this client. - 32 -

Client Edit MDS Events for selected client. The following screen is displayed. The screen automatically defaults to the current week. To locate a previous Event for this client, select an earlier Service Start Date than the default dates and press the Show button. Any date after this client s Episode Start Date will be suitable. In the example below, you can see four instances of service that are specific to the client selected. The letters D, W, F and M signify that you can create a repeat event on a daily, weekly, fortnightly and monthly basis. - 33 -

Ensure that the cursor is positioned on the correct line. In this example we have chosen to repeat this event every month. So when we press M, the system displays the following screen. Check that you do have the right event and click Yes. You will now see that this event has been added for the month after the first occurrence. The day of the month and the hours of the previous record will be duplicated. However, if the number of hours is not the same as the previous month, you can edit the record before finalising. 7.3 Archiving You may find that, with time, your database contains many clients who are inactive or not receiving services. These clients may be archived. Caution Deleting clients is not an option. Clients who have not received service from you for some time may be archived and later restored if they need to be. To archive go to Administration Archive Records - 34 -

You can view clients who have not received service for some time. The period can be six months, one year or two or more years. Select the period and click Show. You can select all clients on this list or only some clients. Use the drop down arrow to choose the period. It is recommended that you archive regularly. Keep a list of the clients in each file in case you need to restore an archived client at a later date. To create a new archive file click the New File button. Name your file in a way that will help you to identify it later. Naming by the date you archive is a good method. Alternatively, if you have a previous archive file that you can use, select it from the drop down menu. - 35 -

Click Save and the HADS software will create the archived file. 7.4 Restoring archived records If you wish to restore that file select: Administration menu Restore Archived Records. Select the name of the file that you wish to restore and press Finish. At the Client Search screen you will note that the clients have been restored but the new record has a different client ID from the original one. The client status will be as it was before they were archived. - 36 -

8 Making changes 8.1 Edit MDS IDs You may need to edit your MDS IDs if your MDS ID is changed on your DofS. On the Maintenance menu My Service (Outlet) Details. The following screen will be displayed. Edit MDS ID by clicking on edit service. Select Edit Service. From here you will be able to edit the HACC MDS ID directly. This will change current reports generated and change all records that belong to this HACC MDS ID automatically. - 37 -

Caution Be careful when editing your MDS IDs. Make sure they match with your DofS. Edit ID here Please note that this process applies to HACC Services only. If you have Disability Services, refer to the HADS Quick Reference Guide Disability Funded Service Provider. - 38 -

9 Reports 9.1 Generating your HACC MDS report From the Client Search screen select Administration MDS Reports Helpful Hint You cannot generate two MDS report for the same period concurrently. You must delete any previous report for the same period before generating a new MDS report on the View MDS Report Screen. Use the icon or select File New MDS Report. The system will then display the Generate MDS Report screen as shown below. Then select report type HACC and use the drop down arrow to select the appropriate quarter. Clicking the Show Excluded Clients button will display all clients who have not consented to their information being included in the HACC MDS report. Ensure all clients who have not consented appear on this list. If anyone is missing, return to their file and check the do not consent box before going any further. When you are ready to proceed, click Next. - 39 -

Select the MDS ID and service name from the drop down list and type the year and appropriate quarter in the Data Collection Identifier field. Change file portion here. File portion as explained on the following page. The quarters are numbered from the first quarter of the calendar year, not the financial year, so Quarter 1 is the January to March quarter. The year is the year to which the MDS report relates. Once this is complete click on the Next button. This will take you to the screen on the following page. Caution Do not click Save Report at this stage as it will save as in progress. In this case you will need to delete it and create a new report. The Transmission Version defaults to 2. See section 9.1.1 for how to use portion numbers. - 40 -

The above screen displays the period, the total number of consenting clients and the total number of events within the quarter. Press Finish and the system will display the Event Listing screen. Event Listing report screen If you have Errors or Warnings please see Section 10 -- Trouble Shooting. Errors must be corrected before proceeding or your report will be rejected as invalid. While Warnings will not invalidate your report, it is recommended that items with warnings are also corrected. If there are no errors or warnings click close and then finish. You will be asked - 41 -

Click Yes OK and the following screen will be displayed. Click show to view report Please disregard the output figures. Currently this does not reflect the actual outputs. 9.1.1 Export File Portion numbers HACC services, depending on service structure, can report different types of services provided from different locations using the same MDS ID by submitting in file portions. While reporting in portions may be beneficial, incorrectly using export file portions, could result in lost or superseded data. When assigning an export file portion number, the Service Provider coordinator should allocate an Export File Portion number to each site and that number should remain consistent once it is established. Each site may then submit an MDS report using both the duplicated MDS ID and the unique export file portion number. Errors occur when data is submitted or re-submitted without allocating the unique export file portion number. In this case your organisation s previous MDS data is essentially overwritten by the new report submitted on the same export file portion number, resulting in a loss of the previously reported data. If you are using the HADS software, the export file portion number defaults to 1. It requires the number to be manually entered before sending your report each quarter, or if you need to resubmit for the same quarter. If a HACC service provider identifies an error in an MDS report, they may submit a later report and it will supersede all previous ones. A later MDS report in any quarter, using the same MDS ID, will automatically replace the previous report for that quarter. A common mistake Some service providers believe that if they are funded to deliver more than one service type (MSOs) they should use a portion number for each different service type to ensure that these details and their output totals are separated. However, this is not necessary. Export File Portion numbers are required only where service providers are using the HADS database at more than one site. Where information on more than one service type is gathered at one site, HADS will automatically keep separate the records and their outputs for the different service types. - 42 -

Helpful Hint Export file portions are not used to separate service types. 9.2 Sending your report In order to send your MDS report click button. Your IT may set up the direct email function in HADS. If this has not been done, HADS will automatically give you the option to save the report in the location you nominate. You can first send your report as an attachment to an email to the test site to check that it is correct. Send to hacc.mdstest@facs.nsw.gov.au Once it is correct send to: mds@facs.nsw.gov.au. Caution Do not attach your report to the address of the reminder emails your service received, or to the MDS support mailbox. Your report will not be processed if it is sent to either of these addresses. 9.2.1 Re-submitting MDS reports In submitting MDS reports, service providers may find that they have made a mistake or omitted some element that should have been included in the report. To deal with this, any number of MDS reports may be resubmitted in each quarter. Each subsequent MDS report, using the same MDS ID, will supersede all previous reports for that MDS ID. To generate a new report, delete the previous report and then generate a new report, following all previous steps. 9.2.2 Deleting an MDS Report At the Client Search menu Administration MDS reports, this will display the following screen. Report type Select the report type (HACC), then set the Start Date to capture all possible reports, and click Show. This will bring up all MDS reports stored in HADS for the period you have entered. Delete all by selecting Edit Delete. - 43 -

Delete all by selecting Edit Delete. (This will NOT affect your other records) Once the report is deleted you can now generate another MDS report. 9.3 Reports in HADS There are two kinds of reports in HADS. The Administration tab shows two options - Reports or Report Writer. Reports provides a list of reports that can be run within a given date range. These include extensive client information, a copy of a blank Client Information and Referral Record (CIARR) and the Mail Label function. Report Writer' allows you to do further analysis on the reports that are generated. These reports can be used to analyse your service delivery and understand your client profile. This information is useful for preparing reports and identifying errors in your data. 9.3.1 Using Report Writer To activate this function at the Client Search screen go to: Administration Report Writer. The first Box The second Box - 44 -

You can use these reports to identify the demographic profile of your clients, your patterns of service delivery, and the amounts and types of service you have delivered. It is also very useful for verifying the accuracy and completeness of your data throughout the quarter, and especially before submitting your MDS report. 9.3.2 Using Report Writer to verify MDS data The following example explains how to generate a report for client Events to ensure all required data have been completed. Choose the first box option and select MDS Events. Enter the collection period and click next. A preview screen will be displayed. Reset column width Column headings can be dragged to the purple row. Blank fields need to be completed for service type and hours or units Click on to make the data easier to interpret. This will show all records of Events you have in HADS between these dates. If you are funded by both HACC and Disability it will display both lots of clients. You can also print this report. 9.3.3 Using Report Writer to review data by Service Type To do this select the bottom section I want to choose the following report Select Service Outlet Summary, enter the service dates for the quarter, click Next and the following screen will display. - 45 -

Client Type in HADS refers to Clients for HACC funded and Service User for Disability funded. For services that are both HACC and Disability funded you can switch between HACC or Disability by expanding the + sign You can modify to view more clearly by clicking Reset Column Width and maximising the screen. Use the drop down arrows to select a specific service type and client group. Missing data Must be fixed Click Finish when you have adjusted your report to suit your needs. The final report, which you can print, will show blank or missing information and total hours. Check your service records carefully. If there is any missing information this needs to be corrected before sending your report. - 46 -

10 Trouble shooting 10.1 Errors and Warnings After you complete your MDS report, the Event list screen is displayed. A full list of all your Services and clients will display. You need only to note the messages marked either Warning or Error in the column headed Type. This lists those records that require attention. Start for Client 9 1 Warning for Client 9 End for Client 9 Data containing Errors MUST be fixed or the report will be rejected as invalid. Data containing warnings should be fixed; however, a report containing warnings will not be rejected if sent. The report you generate does not form part of your MDS report. It is provided to assist you and should be printed and used to identify and correct any problems before submitting your report. The identification of clients in this list is by the client ID in your records, not their Statistical Linkage Key (SLK). When referring to a client record, refer to the start and end of that record. In the example above, Client 10 has no errors or warning; and states Validating client: 10 Start and Validating Client: 10 - End on consecutive lines. Client 53 has 4 warnings. Once you have printed this list, click close to return to your MDS report. To fix any warnings or errors, select No to adjust the data and Yes to send your report without further action. - 47 -

10.2 Error message missing line in HADS This error occurs when the data for client Events has either been entered inaccurately or entered on the wrong line. Please check your data by running a report as shown in section 9.3 Reports in HADS and refer to Section 6 Generating an Event. This shows how to enter data correctly without missing a line. 10.3 Error message missing or blank fields Errors Errors encountered Potential screen 2147217904 When clicking on Next button Generate MDS Report screen 94 When clicking on Finish button Generate MDS Report 104990275 2147467259 screen Refer to section 9.3 - Reports in HADS to identify missing and blank fields in your data. 10.4 Report will not send If you have had no errors or warnings generated from an MDS report and the Event List screen had 0 warning and 0 errors, but the report still will not send, the following may have occurred. No error code will hang on the screen when you go to send MDS report View MDS Reports screen No error message given Having no errors on the Event List screen does not always mean the record for service and events were fully complete. There may be blank fields that need to be completed. For example, Transport units, hours of service delivery or blank service type fields will create one of the listed errors above. To check your clients events you need to use the Report Writer function. Refer to Section 9.3 - Reports in HADS in this manual to fix. - 48 -

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http://www.adhc.nsw.gov.au - 51 -