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NSW Health Home and Community Care (HACC) Minimum Data Set (MDS) V2 Train the Trainer Workshop John Hallett Demand & Performance Evaluation Branch Stefanie.

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Presentation on theme: "NSW Health Home and Community Care (HACC) Minimum Data Set (MDS) V2 Train the Trainer Workshop John Hallett Demand & Performance Evaluation Branch Stefanie."— Presentation transcript:

1 NSW Health Home and Community Care (HACC) Minimum Data Set (MDS) V2 Train the Trainer Workshop John Hallett Demand & Performance Evaluation Branch Stefanie Williams Primary Health & Community Partnerships Branch

2 Welcome and Introduction

3 9:30am – 10:00amMorning tea 10:00am - 10:30amWelcome, introduction to the NSW Health HACC MDS and Summary of changes 10:30am - 12:00pmHACC Agency, Clients & Inward referrals 12:00pm - 12:30pmLunch 12:30pm - 3:00pmHACC Service Episode, Carer and Service Event 3:00pm - 3:15pmAfternoon tea 3:15pm - 4:00pmHACC Goods and equipment, Functional Assessment and Outward referrals 4:00pmClose HACC MDS v2 – Overview of the day

4 For the Workshop today you have been provided with: Orientation Work Book Workshop CD HACC MDS v2 – Overview of the day

5 Learning Outcomes

6 Learning Outcomes for Trainers On completion of the NSW Health HACC MDS v2 Train the Trainer Workshop participants will: understand the reporting categories and elements of the NSW Health HACC MDS v2; and be able to lead a training workshop for AHS staff on the NSW Health HACC MDS v2.

7 Learning Outcomes On completion of the NSW Health HACC MDS v2 training workshops participants will: understand the reporting categories and elements of the NSW Health HACC MDS v2; and be able to work through examples of typical situations encountered in providing HACC services.

8 HACC Program

9 What is the HACC Program?

10 The HACC Program is a joint Commonwealth/State initiative providing community care services for: frail older people; young people with disability; and their carers. HACC services support clients whose capacity for independent living is at risk or who are at risk of premature or inappropriate admission to long term residential care.

11 What is the HACC Program? State/Territory governments are responsible for the day- to-day administration of the HACC Program. The lead agency within NSW is the Department of Ageing, Disability and Home Care. The NSW Department of Health is a joint administrator responsible for AHS and AHS-brokered (NGO) HACC- funded services.

12 What is the HACC Program? Services provided by HACC include domestic assistance, social support, community nursing, community allied health, personal care, centre-based day care, meals, other food services, respite care, case management, home maintenance and modification, formal linen service, community transport and counselling/support, information and advocacy (for clients and carers). The main HACC services provided by NSW Health are community nursing, community allied health and centre based day care.

13 NSW Health HACC MDS v2 Introduction

14 What is the NSW Health HACC MDS v2?

15 The NSW Health HACC MDS v2: is a standardised and nationally-consistent data collection about the characteristics of and the HACC-funded services provided to HACC-eligible clients and/or their carers; and facilitates consistency and comparability between HACC and other aged, community care and health data collections. What is the NSW Health HACC MDS v2?

16 The NSW Health HACC MDSv2: includes HACC National MDS v2 data elements; includes NSW (DADHC) HACC MDS v2 data elements; and is integrated with other relevant NSW Health data collections. What is the NSW Health HACC MDS v2?

17 Why collect the NSW Health HACC MDS v2?

18 HACC funding is provided for the provision of service outputs by specific service types within specific geographic regions or for specific projects. Collection and reporting of NSW Health HACC MDS v2 is a condition of Commonwealth funding (approximately 60% of all HACC funding). Financial penalties may be imposed for reporting non-compliance and/or for poor data quality. Why collect the NSW Health HACC MDS v2?

19 HACC MDS data is also essential for: DoH, AHS and Service Managers: –strategic planning, allocation of funding and service enhancements –performance monitoring against agreed outputs –facilitation of improvements in HACC-funded service delivery and community health services HACC service providers: –provision of high quality service to their clients –performance monitoring against agreed outputs –providing feedback on HACC regional planning Why collect the NSW Health HACC MDS v2?

20 Summary of Changes - NSW Health HACC MDS v2

21 Please refer to your NSW Health HACC MDS v2 Orientation Workbook - pages 10 to 16 - for more detailed information Summary of Changes – NSW Health HACC MDS v2

22 Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified New data domain Data domain modified Data element deleted Establishment (Agency) data elements Agency codeEstablishment identifier (Agency code)  Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified New data domain Data domain modified Data element deleted Client data elements Client identifier (Client code)  Client name type flag  Family name/surnameClient family name/surname  First given nameClient first given name  Date of birthClient date of birth  Client date of birth status  SexClient sex  Indigenous statusClient Aboriginal and Torres Strait Islander origin  Country of BirthClient country of birth  Client CALD status  Main language spoken at home Client preferred language spoken at home  Client interpreter services required  Summary of Changes – NSW Health HACC MDS v2

23 Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified Data domain modified Data element deleted Service Episode data elements Service Episode identifier (Episode ID)  Date of entry into HACC service episode Date of Commencement of Service Episode  Reason for HACC client status  Letters of Name of Client Statistical Linkage Key Flag  Letters of nameLetters of Name of Client Statistical Linkage Key  DVA card type of Client  DVA file number of Client  Medicare number of Client  Government pension/benefit statusGovernment pension/benefit status of Client  Living arrangementsUsual living arrangements of Client  Accommodation settingUsual accommodation of Client  Building/property name and component name and number of usual Client residence  Floor/level type and number of usual Client residence  Street name, suffix, type and number of usual Client residence  Summary of Changes – NSW Health HACC MDS v2

24 Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified Data domain modified Data element deleted Service Episode data elements (continued) Suburb/town/localitySuburb/town/locality name of usual Client residence  Area of residenceState abbreviation of usual Client residence  PostcodePostcode of usual Client residence  Country of usual Client residence  Carer – existence ofClient – existence of Carer  Date of last assessment  Date of exit from HACC service episodeDate of Cessation of Service Episode  Main reason for cessation of servicesMain reason for Cessation of Service Episode  Accommodation setting after Cessation of services  Summary of Changes – NSW Health HACC MDS v2

25 Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified Data domain modified Data element deleted Carer data elements Carer identifier (Carer code)  Carer family name/surname  Carer first given name  Letters of Name of Carer Statistical Linkage Key Flag  Letters of Name of Carer Statistical Linkage Key  Carer date of birth  Carer date of birth status  Carer sex  Carer Aboriginal and Torres Strait Islander origin  Carer country of birth  Carer CALD status  Carer preferred language spoken at home  Carer interpreter services required  Summary of Changes – NSW Health HACC MDS v2

26 Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified Data domain modified Data element deleted Carer data elements (continued) Carer residency status  Building/property name and component name and number of Usual Carer residence  Floor/level type and number of usual Carer residence  Street name, suffix, type and number of usual Carer residence  Suburb/town/locality name of usual Carer residence  State abbreviation of usual Carer residence  Postcode of usual Carer residence  Country of usual Carer residence  Relationship of carer to care recipient Relationship of Carer to Client  Carer for more than one person  Summary of Changes – NSW Health HACC MDS v2

27 Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified Data domain modified Data element deleted Inward referral data elements Source of referral  Date of referral in  Date referral received  Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified Data domain modified Data element deleted Outward referral data elements Target of referral  Date of referral out  Summary of Changes – NSW Health HACC MDS v2

28 Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified Data domain modified Data element deleted Service Event data elements Service Event identifier (Event ID)  Date of receipt of assistanceDate of Service Event  Funding source categoryHACC Program funding flag  Primary type of assistance received  Family name/surname of attending service provider  First given name of attending service provider  Discipline of attending service provider  Service delivery setting  Suburb/town/locality name of Service Event  State abbreviation of Service Event  Postcode of Service Event  Service Event indicator  Service Event mode  Attendance status  Summary of Changes – NSW Health HACC MDS v2

29 Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified Data domain modified Data element deleted Service Event data elements (continued) Service Event start time  Service Event end time  Amount of assistance received (time)  Total amount of type of assistance received (time)  Amount of assistance received (quantity)  Total amount of type of assistance received (quantity)  Transport mode  Transport purpose  Amount of assistance received (cost)  Total amount of type of assistance received (cost)  Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified Data domain modified Data element deleted Goods and equipment data elements Assistance with goods and equipment received Type of assistance with goods and equipment received  Total assistance with goods and equipment received Amount of assistance with goods and equipment received  Summary of Changes – NSW Health HACC MDS v2

30 Data element (NSW Health HACC MDS v1) Data element (NSW Health HACC MDS v2) New data element DADHC data element Data element modified Data domain modified Data element deleted Functional Assessment data elements Date of Client functional assessment  Client functional status - housework  Client functional status - transport  Client functional status - shopping  Client functional status - medication  Client functional status - money  Client functional status - communication  Client functional status - dressing  Client functional status - eating  Client functional status - toileting  Client functional status - getting out of bed/moving around  Client functional status - walking  Client functional status - bathing/showering  Client functional status - memory problems/confusion  Client functional status - behavioural problems  Client functional status - transport classification  Summary of Changes – NSW Health HACC MDS v2

31 AHS NSW DoH DADHC DoHA Monthly Quarterly Agencies Monthly Reporting frequency Summary of Changes – NSW Health HACC MDS v2

32 Provides increased opportunities for the identification of issues in relation to: –reporting compliance –data completeness –data quality Provides greater opportunities and improved timeliness in the rectification of any issues identified. Is consistent with other NSW Health data collections (eg. DoHRS and CHOCIP). Benefits of monthly reporting Summary of Changes – NSW Health HACC MDS v2

33 Who needs to collect the NSW Health HACC MDS v2?

34 HACC Program funding is provided for service outputs by specific service types within specific geographical regions or by specific projects. Funding is not provided for individual service provider positions.

35 All persons (staff and volunteers) who provide HACC services are required to collect the NSW Health HACC MDS. Who needs to collect the NSW Health HACC MDS v2?

36 NSW Health HACC MDS v2 Concepts and Data Elements

37 HACC MDS reporting categories: Agency Client Carer Service Episode Service Event Goods and equipment Functional assessment Concepts and Data elements

38 HACC Establishment (Agency)

39 A HACC Establishment Identifier (Agency Code) will be issued to each unique team providing one or more HACC-funded service types within the specified geographical regions (or projects).

40 A unique team is a team of one or more persons operating as a single unit. A unique team may be uni-disciplinary or multi- disciplinary. A unique team will generally be based at a single facility (eg. a CHC, MPS or CDC) and provide services within the local region, although some may provide cluster/sector or AHS-wide services. HACC Establishment (Agency)

41 All HACC MDS data will be reported by the Agency against this HACC Agency Code. Examples of a HACC Agency Code: »11G5338 »11L5168 »12B8515 »13B5239 »13D5317 HACC Establishment (Agency)

42 On occasion a HACC-funded agency may contract out or broker the assistance required by their clients to other agencies (HACC or non- HACC funded). The HACC agency paying for the assistance to clients is responsible for that assistance and is required to report NSW Health HACC MDS data for those clients. HACC Establishment (Agency)

43 HACC Client

44 Only those persons aged 65 years of age and over are HACC-eligible. WRONG!

45 HACC Client Any person who: lives in the Australian community; and has difficulty in performing every-day tasks (eg. dressing, preparing meals, house cleaning); and without basic maintenance and support services, would be at risk of premature or inappropriate long term residential care.

46 HACC Client These include: older and frail persons – frail persons aged 65 years and over – frail Aboriginal and Torres Strait Islanders aged 45 years and over persons of any age with moderate, severe or profound disabilities.

47 Please complete Activity 1 in your NSW Health HACC MDS v2 Orientation Workbook - page 25 HACC Client

48 HACC Client Data Elements

49 HACC Client data elements Client data elements only need to be collected ONCE as part of client registration (refer Client Registration Standard PD2007_094 and Client Registration Guidelines GL2007_024). In most cases this information will only need to be checked at initial Client presentation to ensure that the information is current.

50 HACC Client data elements Client privacy and confidentiality issues: It is important that clients (and their carer/s) understand the nature of the data collection and are comfortable with their data being used for statistical analysis. Your Agency is required to provide an information leaflet to clients to inform them about what information is collected, by whom, how it will be used, and their rights in relation to it. This should be provided irrespective of whether the information was collected from a third party or directly from the client. Use this as an opportunity to remind clients how their data is handled to safeguard their privacy as well as ensure that their recorded information is up to date.

51 HACC Client data elements Clients who raise privacy concerns: For those clients who are concerned about their personal data being recorded and/or being reported to DADHC and the Commonwealth, there are three options available to them: 1.The client may choose to provide their personal information to NSW Health only, but not be reported to DADHC or the Commonwealth; 2.The client may choose to be registered using an alias; 3.The client may choose to be registered anonymously.

52 HACC Client data elements For clients who do not consent to potentially identifiable information being reported to DADHC or the Commonwealth: Register the Client and set the Statistical Linkage Key Flag at the Service Episode level (to be covered later).

53 HACC Client data elements Alias Clients In some instances, a client’s identity may require protection or suppression, or they may have a preference to be registered under an alias. If a client chooses to be registered under an alias: –The Surname and First Given Name will be recorded as that provided by the person as their Alias; and –The Name Type Flag will be set to “Alias”.

54 HACC Client data elements Anonymous Clients Clients should be informed of the implications of being registered anonymously (eg, reduced availability of information for continuity of treatment). Where a Client chooses to register anonymously: –The surname will be recorded as “UNKNOWN”; –The first given name will be recorded as “UNKNOWN”; and –The Name Type Flag will be set to “Alias”.

55 HACC Client data elements Sample confidentiality statement: Please note that may release information about HACC clients (without identifying you by full name or address) to DADHC, and to the National Data Repository. This will enable the collection of information about HACC services and their consumers. The information will be kept confidential. We follow strict rules and policies regarding the secure storage of personal information in all formats in order to protect your information from unauthorised access, loss or other misuse. This information is to be used for statistical purposes only and will not be used to affect your entitlements to, or your access to services.

56 HACC Client data elements Confidentiality statement: Consider the consent form your agency currently uses. Does this form adequately address the confidentiality issues we have discussed? If not, what amendments are required? Refer to your NSW Health HACC MDS v2 Orientation Workbook - pages 27 to 32

57 HACC Client data elements Client Name and Identifier data elements Client code Family name/Surname First given name Name type Client Statistical Linkage Key flag

58 HACC Client data elements Client code System-derived in most cases. A unique identifier for the Client (at an Agency or AHS level). Will be the Client MRN or AHS UPI (in most cases).

59 HACC Client data elements Client family name/surname Client first given name The Client’s legal name (where it has been recorded) will be extracted to the NSW Health HACC MDS v2. Record the Client’s name as it would appear on legal or formal documents, such as Aged Pension card, Medicare card or other official documents.

60 HACC Client data elements Client family name/surname Client first given name Be careful with the spelling. Be mindful of the cultural form of the Client’s name. For example, a Client may traditionally place their family name before their given name when writing their full name. The Client may have more than one name (eg, nickname, maiden name, tribal or cultural name). All currently used names (and previous names) should be recorded.

61 HACC Client data elements Client name type A flag is recorded against each Client name to indicate whether the name is a legal name, alias name or preferred name. The Client’s legal name (where it has been recorded) will be extracted to the NSW Health HACC MDS v2. If the Client chooses to be identified by a name other than their legal name, this should be recorded as their preferred name. Only one name can be registered as the Client’s preferred name. Multiple alias names may be recorded for the Client, where they exist.

62 HACC Client data elements Client Statistical Linkage Key flag The object of the Statistical Linkage Key (SLK) is to allow the linkage of different records to the same client for statistical purposes, whilst retaining the client’s anonymity. Although the Client’s name is not reported to DADHC, selected letters of the name (2 nd, 3 rd and 5 th letters of the Family name/Surname and 2 nd and 3 rd letters of the first given name) are reported to DADHC by NSW Health in combination with the Client’s date of birth and sex (if consent is provided by the Client). A flag is recorded (for each Service Episode) to indicate whether the Client has consented to this information being forwarded to DADHC for statistical record linkage at a State and/or National level.

63 HACC Client data elements Client Statistical Linkage Key flag Consent need not be provided in writing. Consent may be: – implied by the Client; – expressly provided by either the Client or their Carer; or – refused. Where consent is not provided, the following default values are populated: Letters of Name SLK:22222 Date of birth01/01/1800 Sex:9 (Not stated)

64 HACC Client data elements Client characteristics data elements Date of birth Date of birth status Sex Aboriginal and Torres Strait Islander origin Country of birth Preferred language spoken at home Interpreter services required

65 HACC Client data elements Date of birth Record in the format DDMMYYYY – eg, 5 th January 1912 is recorded as Where the exact date of birth is not known, record as much of the date of birth as possible. Record 01 for each instance where the day or month is not known. Where no part of the date of birth is known, and the year of birth cannot be derived from the Client’s age, record the date of birth as

66 HACC Client data elements Date of birth status A flag to indicate whether the Client’s date of birth is known (Not estimated) or has been estimated in whole or in part. CodeDescription 1Estimated 2Not estimated

67 HACC Client data elements Sex The biological sex of the Client. CodeDescription 1Male 2Female 9Not stated/unknown

68 HACC Client data elements Aboriginal and Torres Strait Islander origin The Client’s self-assessment of Australian Aboriginal and/or Torres Strait Islander origin or descent. Aboriginal and/or Torres Strait Islander origin should not be assumed, either by appearance or name. Whilst sensitivities exist with the asking of this question, the question is asked because it is known that people of Aboriginal and/or Torres Strait Islander origin have in general, poorer health and greater health service needs, and the need to rectify the situation is urgent.

69 HACC Client data elements Country of birth The country in which the Client was born. Preferred language spoken at home The language (including sign language) most preferred by the Client for communication in his/her home with other residents and regular visitors. This may be a language other than English, even where the person can speak fluent English. Interpreter services required An indicator of whether an approved interpreter service is required by or for the Client.

70 Please complete Activity 2 in your NSW Health HACC MDS v2 Orientation Workbook - page 43 HACC Client data elements

71 HACC Inward referral

72 Any inward referral is defined as any referral for HACC services received by your Agency on behalf of a Client and/or their Carer. A Client/Carer may have multiple inward referrals – each inward referral should be registered.

73 HACC Inward referral data elements Source of referral Date of referral in Date referral received

74 Source of referral The individual or organisation that referred (in) the Client and/or their Carer to the Agency. The referral may be formal, that is a written or telephone referral from an individual service provider or organisation, or The referral may be informal, that is not a written or phone referral from an individual service provider or organisation but either a self referral or a referral from a family member/friend/significant other. For clarification, ask the Client and/or Carer: ‘Where, or from whom, did you hear about this service?’ HACC Inward referral data elements

75 Date of referral in Date referral received HACC Inward referral data elements Referral typeDate of referral inDate referral received Written (from individual service provider or organisation) Date on referral letter Date referral letter received Phone (from individual service provider or organisation) Date of phone call 00 Self referral OR 99 Referral by Family member/ friend/significant other Date of first presentation for service

76 HACC Inward referral In your small group, discuss your Agency’s most common sources of referral. Refer to your NSW Health HACC MDS v2 Orientation Workbook - pages 46 to 48.

77 Please complete Activity 3 in your NSW Health HACC MDS v2 Orientation Workbook - page 50 HACC Inward referral

78 HACC Service Episode

79 A period of time: with a defined commencement date; with a defined cessation date; during which a Client and/or their Carer receives assistance (as per list of primary assistance types – to be covered later) from a HACC Agency; and where there has been no unplanned interval of no contact greater than 6 weeks.

80 HACC Service Episode within CHIME

81 HACC Service Episode within CHIME

82 HACC Service Episode data elements

83 HACC Service Episode data elements only need to be collected ONCE at commencement or cessation of the Service Episode. In most cases, this information will only need to be checked at regular intervals (eg. 6 weekly) to ensure that the information is current.

84 HACC Service Episode - Client identification/benefit data elements Service Episode identifier Date of Commencement of Service Episode DVA card type of Client DVA file number of Client Medicare number of Client Government pension/benefit status of Client Date of Cessation of Service Episode Main reason for Cessation of Service Episode HACC Service Episode data elements

85 Service Episode identifier A unique identifier for the Service Episode (at an Agency or AHS level). System-derived. HACC Service Episode data elements

86 Date of Commencement of Service Episode System-derived in most cases. A Client and/or Carer is identified as commencing a Service Episode if one or more of the following conditions apply: – The Client/Carer is new to the HACC Agency; or – The Client/Carer is re-commencing assistance after having had no contact with the service provider for 6 weeks or more. The date of the first Service Event when the Client is identified as HACC-eligible, assessment (including intake) occurs and/or assistance is provided. HACC Service Episode data elements

87 DVA card type of Client Whether or not the Client is in receipt of a Department of Veterans’ Affairs entitlement, and the level of entitlement held by the Client defined by the colour of the DVA card. DVA card holders are usually eligible for HACC-like services funded by DVA. DVA card holders however are also eligible for HACC-funded services and may elect to be provided with a HACC-funded service, rather than a DVA service. DVA file number of Client The DVA file number of the Client, as an eligible veteran, veteran’s spouse or dependent child. HACC Service Episode data elements

88 Medicare number of Client The Client’s Medicare number as noted on their Medicare card. Collection of the Medicare number is required under the Client Registration Standard and therefore has been included in the NSW Health MDS v2 for consistency. Clients not in possession of a Medicare card may still be eligible for HACC services and importantly the rules relating to Client contribution still apply. HACC Service Episode data elements

89 Government pension/benefit status of Client Whether or not the Client is in receipt of an income support payment from the Commonwealth government in the form of a government pension or benefit. Where the Client receives a government pension or benefit as a supplement to other income (eg. wages, superannuation, etc), they should still be regarded as receiving a pension/benefit. Where the Client receives no government pension or benefit, record their primary source of income. HACC Service Episode data elements

90 Government pension/benefit status of Client CodeDescription 01Aged Pension 02Veterans’ Affairs Pension 03Disability Support Pension 04Carer Payment (Pension) 05Unemployment-related benefit 06Student allowance 07Other government pension or benefit 08Full-time employment 09Part-time employment 10Retirement fund 11Dependent on others 12No income 98Other 99Not stated/not known/inadequately described HACC Service Episode data elements

91 Date of Cessation of Service Episode System-derived in most cases. A Client and/or Carer is identified as ceasing a Service Episode if one or more of the following conditions apply: – The treatment plan/HACC service provision is completed; – The need for HACC assistance has ended; – There has been no contact with the service provider for 6 weeks or more, and there is no plan for further contact; or – HACC assistance has ceased for other reasons (eg. left against advice, transferred to another service provider, imprisoned, died). The date of the last Service Event between the service provider and the Client and/or Carer, whichever is the latter. HACC Service Episode data elements

92 Main reason for Cessation of Service Episode The main reason that the Service Episode ceased. HACC Service Episode data elements CodeDescription 01Service completed – improved Client status 02Transferred/referred to another service – improved Client status 03Agency cannot or will no longer provide assistance – Client needs unchanged 04Client terminated service by mutual agreement – Client needs unchanged 05Transferred/referred to residential aged care – Client needs changed 06Transferred/referred to other institutional setting – Client needs changed 07Transferred/referred to other community-based service – Client needs changed 08Client moved out of area 09Client left without notice 10Client left against advice 11Client deceased 98Other 99Not stated/inadequately described

93 Please complete Activity 4 in your NSW Health HACC MDS v2 Orientation Workbook - pages 62 to 63 HACC Service Episode data elements

94 HACC Service Episode - Client usual living arrangements data elements Usual living arrangements of Client Usual accommodation of Client Address of usual Client residence Client – existence of Carer HACC Service Episode data elements

95 Usual living arrangements of Client Whether the Client usually resides alone or with other related or unrelated persons. Where the Client lives in a retirement village/aged care facility, record ‘Other’ unless the Client is sharing their own private space/room with a significant other (eg. spouse/partner). Where the Client lives only with two or more children – at least one of which is dependent and at least one of which is non-dependent, record ‘With child(ren) (dependent)’. Usual accommodation of Client The setting in which the Client usually resides. HACC Service Episode data elements

96 Address of usual Client residence The address of the residence in which the Client usually resides. Retrieved from the AHS/Agency PAS in the majority of cases. Do not record post office box addresses. RMB addresses may be recorded. Where the address is unknown and no further information is available, record the values for ‘Unknown/NFIA’, as appropriate. Where the Client has no fixed address or is homeless, record the values for ‘No fixed address/NFA’, as appropriate. HACC Service Episode data elements

97 Please complete Activity 5 in your NSW Health HACC MDS v2 Orientation Workbook - page 68 HACC Service Episode data elements

98 Client – existence of Carer Identifies whether the Client receives regular and sustained informal assistance from another person (eg. family, friends, neighbour). Derived through the existence of Carer information recorded, or used as a flag to record Carer information (depending on your information system). A Client may have multiple informal carers – this data element does not record the number, only whether a Carer exists. HACC Service Episode data elements

99 HACC Carer

100 Any person providing care to a person, including paid carers. WRONG!

101 HACC Carer A Carer is defined as any person who: provides regular and sustained care and assistance to a HACC-eligible person; and receives no payment for the provision of care, other than a pension or benefit. A Client may have multiple informal carers – each person should be registered.

102 Carers are a national priority Carers are a NSW Health priority: –NSW Carers Action Plan –Carers - a vital source of support for those they care for –Carers are also vital partners in care for AHSs –Carer data is useful for AHS service planning and provision of support to clients and their carers. –Collecting carer information provides an opportunity to assess carer needs and make appropriate referrals. HACC Carer

103 Please complete Activity 6 in your NSW Health HACC MDS v2 Orientation Workbook - page 73 HACC Carer

104 HACC Carer data elements

105 Carer registration within CHIME

106 HACC Carer data elements Carer privacy and confidentiality issues: It is important that clients (and their carer/s) understand the nature of the data collection and are comfortable with their data being used for statistical analysis. Clients can provide information about their Carer to the Agency as long as the Client has no reason to expect that their Carer would object to this. If you are aware that a Client’s Carer would object to their information being provided by the Client to Agency, you should collect this information directly from the Carer.

107 HACC Carer data elements Carer privacy and confidentiality issues: Is advisable that a Carer Privacy Leaflet, similar to the Patient Privacy Leaflet, be provided to carers. NSW Health is currently developing a proforma leaflet for AHSs to use in developing their own Carer Privacy Leaflet. Where some or all elements of Carer information are not available for any reason, the value for ‘Not stated/not known/inadequately described’ should be selected for the respective data elements. The ‘Client – existence of Carer’ data element should not be set to ‘2’ – ‘Has no Carer’.

108 HACC Carer data elements Carer Name and Identifier data elements –Carer code –Family name/surname –First given name –Letters of Name Carer Statistical Linkage Key flag The rules for collection of these data elements are the same as for the Client.

109 HACC Carer data elements Carer characteristics data elements –Date of birth –Date of birth status –Sex –Aboriginal and Torres Strait Islander origin –Country of birth –Preferred language spoken at home –Interpreter services required The rules for collection of these data elements are the same as for the Client.

110 Carer usual living arrangements, residency, relationship and assistance data elements –Carer residency status –Address of usual Carer residence –Relationship of Carer to Client –Carer for more than one person HACC Carer data elements

111 Carer residency status Whether or not the Carer lives with the Client. HACC Carer data elements CodeDescription 1Co-resident Carer 2Non-resident Carer 9Not stated/not known/inadequately described

112 Address of usual Carer residence The address of the residence in which the Carer usually resides. Derived where the Carer is a co-resident of the Client. Do not record post office box addresses. RMB addresses may be recorded. Where the address is unknown and no further information is available, record the values for ‘Unknown/NFIA’, as appropriate. Where the Carer has no fixed address or is homeless, record the values for ‘No fixed address/NFA’, as appropriate. HACC Carer data elements

113 Relationship of Carer to Client The relationship of the Carer to the Client. HACC Carer data elements CodeDescription 1Spouse/partner 2Parent 3Son or daughter 4Son-in-law or daughter-in-law 5Other relative 6Friend/neighbour 9Not stated/not known/inadequately described

114 Carer for more than one person Whether or not the Carer is providing assistance on a regular and sustained basis to one or more persons in addition to the Client. CodeDescription 1Yes, one other person 2Yes, two other persons 3Yes, three or more other persons 4No 9Not stated/not known/inadequately described HACC Carer data elements

115 Please complete Activity 7 in your NSW Health HACC MDS v2 Orientation Workbook - page 80 HACC Carer data elements

116 In your small group, discuss your business processes for identifying the existence of a Carer and in obtaining and recording Carer information. What opportunities does this provide in developing/enhancing referral processes to support carers?

117 HACC Service Event

118 An occasion of assistance by a HACC Agency that: results in a dated entry being made in the clinical record; and was received by a Client and/or their Carer; or was booked for a Client and/or their Carer, but did not occur due to prior cancellation or by the Client and/or Carer failing to attend.

119 HACC Service Event A Service Event is recorded against each person associated with the occasion of assistance – the Client and/or Carer and each service provider. A single Service Event cannot be longer than 24 hours, but may span midnight. When the assistance is funded and reported against a MDS specific to another Health Program (eg. ACAP), then it should not also be reported against the NSW Health HACC MDS.

120 HACC Service Event within CHIME HACC Service Event

121 HACC Service Event data elements

122 Service Event identifier Date of Service Event HACC Program funding flag Primary type of assistance received Family name/surname of attending service provider First given name of attending service provider Discipline of attending service provider Service delivery setting Location of Service Event Service Event indicator Service Event mode Attendance status

123 HACC Service Event data elements Service Event start time Service Event end time Amount of assistance received (time) Amount of assistance received (quantity) Transport mode Transport purpose Amount of assistance received (cost)

124 Service Event identifier System-derived. A unique identifier for the Service Event (at an Agency or AHS level). HACC Service Event data elements

125 Date of Service Event The date of an occasion of assistance by a service provider of a HACC Agency that: –results in a dated entry being made in the clinical record, and –was received by a Client and/or their Carer, or –was booked for a Client and/or their Carer, but did not occur due to prior cancellation or by the Client and/or Carer failing to attend. HACC Service Event data elements

126 HACC Program funding flag An indication of whether HACC Program funds or other funds were used for the delivery of assistance. Derived in some instances (depending on your information system). HACC Service Event data elements CodeDescription 1HACC funds 4Transport for Health funds 5Ministry of Transport Community Transport Program funds 6Ministry of Transport Area Assistance Program funds 8Other funds only

127 Primary type of assistance received The primary type of assistance that the Client/Carer received. There may be many activities and types of assistance provided during a Service Event, however only the primary purpose or focus of the Service Event is recorded. To some extent, the type of Agency, and/or the specified purposes for which an Agency is funded, will determine the primary type of assistance received by a person attending that Agency – eg. in taking a client to a medical appointment, both transport and social support may be provided: –for a Community Transport service, this would appropriately be recorded as ‘95’ – ‘Transport-Client’; –for a Neighbour Aid service, this may be more appropriately recorded as part of ‘42’ – ‘Social support/dementia monitoring’. HACC Service Event data elements

128 Primary type of assistance received HACC Service Event data elements CodeDescriptionComments 01 Assessment (including screening)-Client >=30 minutes in duration for a single Service Event (else record the appropriate assistance type applicable to the main focus of the service provided) 10Case management Only to be recorded by Community Options services (else record ’21’ – ‘Client care co-ordination-Client’ or ’31’ – ‘Counselling/support, information, referral and advocacy-Client’ or ’42’ – ‘Social support/dementia monitoring’) 42 Social support/ dementia monitoring < 30 minutes in duration for a single Service Event (else record ’21’ – ‘Client care co-ordination-Client’ or ’31’ – ‘Counselling/support, information, referral and advocacy-Client’ or other appropriate assistance type applicable to the main focus of the service provided) 45Centre-based day care Group activities provided in a centre-based setting (the Client is the care recipient) (includes group excursions/activities conducted by centre staff, but held away from the centre) 46Respite care Respite care provided (one-on-one) in the Client’s/Carer’s home (the Carer of the Client is the care recipient) Notes Activities provided by a diversional therapist within a centre day care are recorded as ’68’ – ‘Diversional therapy’ (not ’45’ – ‘Centre-based day care’), even if the diversional therapist is a staff member of the centre day care When an occupational therapist undertakes a home modification assessment, this is recorded as ’01’ – ‘Assessment (including screening)-Client’ (not ’89’ – ‘Home modification’) When an occupational therapist co-ordinates home modification work to be carried out, liaises with tradespersons, etc, this is recorded as ’21’ – ‘Client care co-ordination-Client’ (not ’89’ – ‘Home modification’)

129 Primary type of assistance received In your small group, discuss your Agency’s most common primary assistance types. Are there any problems that you may encounter in attempting to establish the primary assistance type? Refer to your NSW Health HACC MDS v2 Orientation Workbook - pages 87 to 106. HACC Service Event data elements

130 Primary type of assistance received In your small group, discuss the similarities and differences of the definitions between each primary assistance type. Refer to your NSW Health HACC MDS v2 Orientation Workbook - pages 87 to 106. HACC Service Event data elements

131 Family name/surname of attending service provider First given name of attending service provider Derived from the User Login ID of the attending service provider (depending on your information system). Not required where the primary type of assistance has been recorded as one of the following: '81' - 'Meals‘'85' - 'Formal linen service' '88' - 'Home maintenance''89' - 'Home modifications' '90' - 'Provision of goods and equipment' '95' - 'Transport-Client' and where Transport Mode has not been recorded as '11' - 'Ambulance-owned by Agency/service provider', '21' - 'Bus-owned by Agency/service provider', '31 - 'Car-owned by Agency/service provider', '32' - 'Car-owned by the Client/Carer' or ‘51’ - ‘Aircraft-owned by Agency/service provider' '96' - 'Transport-Carer' and where Transport Mode has not been recorded as '11' - 'Ambulance-owned by Agency/service provider', '21' - 'Bus-owned by Agency/service provider', '31' - 'Car-owned by Agency/service provider', '32' - 'Car-owned by the Client/Carer' or ‘51’ - ‘Aircraft-owned by Agency/service provider' HACC Service Event data elements

132 Discipline of attending service provider Derived from the User Login ID of the attending service provider (depending on your information system). The discipline of attending service provider should be recorded as that within the job description of the position, irrespective of what specific qualifications the person in the position has – eg. a nurse who is providing a counselling service would be recorded as ‘counsellor’ not ‘nurse’. Trainee staff working under the supervision of a qualified practitioner are to be coded to the discipline of the individual service provider supervising them. Where a volunteer has provided the primary type of assistance, record that most applicable to the discipline of a paid employee providing the same primary type of assistance. HACC Service Event data elements

133 Service delivery setting The setting in which the service provider performed the primary type of assistance that the Client/Carer received. Where the primary type of assistance was ‘95’ – ‘Transport-Client’ or ’96’ – ‘Transport-Carer’, the setting of the point of origin is to be recorded. Where the primary type of assistance was provided by telephone or Telehealth (including Telemedicine and video-conferencing), the setting most applicable to the physical location of the Client/Carer should be recorded. HACC Service Event data elements

134 Service delivery setting In your small group, discuss the settings in which your Agency most commonly provides assistance. Refer to your NSW Health HACC MDS v2 Orientation Workbook - pages 109 to 111. HACC Service Event data elements

135 Location of Service Event The location (Suburb, State, Postcode) at which the service provider performed the primary type of assistance that the Client/Carer received. Derived in some instances (depending on your information system). Where the primary type of assistance was ‘95’ – ‘Transport-Client’ or ’96’ – ‘Transport-Carer’, the location of the destination is to be recorded. Where the primary type of assistance was provided by telephone or Telehealth (including Telemedicine and video-conferencing), the setting most applicable to the physical location of the Client/Carer should be recorded. HACC Service Event data elements

136 Please complete Activity 8 in your NSW Health HACC MDS v2 Orientation Workbook - pages 113 to 117 HACC Service Event data elements

137 Service Event indicator An indicator of whether the delivery of assistance to the Client and/or Carer was on an individual basis or in conjunction with other persons as part of a group. –‘1’ - Individual (one-to-one) service – to be used where assistance is provided to a Client and/or their Carer by a service provider. –‘2’ - Group service – to be used where assistance is provided to a Client and/or their Carer by a service provider as part of a group with other clients and/or their carers. HACC Service Event data elements

138 Service Event mode The mode of delivery of assistance to the Client and/or Carer. HACC Service Event data elements CodeDescription 1Face-to-face 2Telephone 3Telehealth 8Other

139 Attendance status An indication of whether: –the Client and/or Carer attended; and –the service provider attended; and –the service was provided; OR –the Service Event was cancelled/postponed. HACC Service Event data elements

140 HACC Service Event – Recording primary assistance types within CHIME HACC Service Event data elements

141 Service Event start time Service Event end time Amount of assistance received (time) Recorded for a Service Event where the primary type of assistance requires its collection. Time is recorded in 24-hour time format from 00:00 through to 23:59. Seconds are not included. A single Service Event may not span more than a 24 hour period, but may span midnight. The intended start time and end time are recorded for ‘unplanned’ cancelled/deferred Service Events. ‘00:00’ is recorded for ‘planned’ cancelled/deferred Service Events. HACC Service Event data elements

142 Primary assistance types measured in time Assessment (including screening)-Client or CarerCase management Client care co-ordination-Client or CarerCounselling/support, information, referral and advocacy-Client or Carer Domestic assistanceSocial support/dementia monitoring Personal careCentre-based day care Respite careContinence care Dementia nursingPalliative care generalist nursing Wound managementFoot care PodiatryHearing assessment Occupational therapyPhysiotherapy Diversional therapySpeech pathology Dietetics/nutritionSocial work General and other nursing supportOther support by Allied Health professional Other food servicesHome maintenance HACC Service Event data elements

143 Amount of assistance received (quantity) Recorded for a Service Event where the primary type of assistance requires its collection. Primary assistance types measured in quantity Meals Formal linen service. HACC Service Event data elements

144 Transport mode Recorded for a Service Event where the primary type of assistance has been recorded as ‘95’ – ‘Transport-Client’ or ’96’ – ‘Transport-Carer’. The means of a one-way transport service provided to the Client and/or their Carer. Transport purpose Recorded for a Service Event where the primary type of assistance has been recorded as ‘95’ – ‘Transport-Client’ or ’96’ – ‘Transport-Carer’. The purpose (destination setting) of a one-way transport service provided to the Client and/or their Carer. HACC Service Event data elements

145 HACC Service Event – Recording transport assistance within CHIME HACC Service Event data elements

146 Amount of assistance received (cost) Recorded in whole Australian dollars for a Service Event where the primary type of assistance requires its collection. Primary assistance type measured in cost Home modification. HACC Service Event data elements

147 Please complete Activity 9 in your NSW Health HACC MDS v2 Orientation Workbook - pages 130 to 132 HACC Service Event data elements

148 HACC Goods and equipment

149 Any goods and equipment provided (by purchase or loan) to the Client during a Service Event. A Client may be provided with multiple types of goods and equipment – each type and quantity should be recorded. When the assistance is funded and reported against a MDS specific to another Health Program (eg. PADP), then it need not also be reported against the NSW Health HACC MDS.

150 HACC Goods and equipment data elements

151 Type of assistance with goods and equipment received Amount of assistance with goods and equipment received

152 Type of assistance with goods and equipment received Recorded for a Service Event where the primary type of assistance has been recorded as ‘90’ – ‘Provision of goods and equipment’. The type of goods and equipment received by the Client during a Service Event. HACC Goods and equipment data elements

153 Amount of assistance with goods and equipment received Recorded for a Service Event where the primary type of assistance has been recorded as ‘90’ – ‘Provision of goods and equipment’. The amount of each type of goods and equipment received by the Client during a Service Event. HACC Goods and equipment data elements

154 Please complete Activity 10 in your NSW Health HACC MDS v2 Orientation Workbook - page 138 HACC Goods and equipment data elements

155 HACC Functional Assessment

156 Records the extent to which the Client: –is able to perform selected activities of daily living; –has memory or behavioural problems; –requires transport assistance. The HACC Functional assessment aims to identify areas in which the Client requires assistance with daily living and quantify their level of need.

157 HACC Functional Assessment Rate what the Client is capable of doing rather than what they do. Rate the person’s functional status with current aids and appliances in place. The Client’s functional status should be rated at the start of a Service Episode (either at intake, as part of or immediately following initial assessment) and re-assessed either when the Client’s circumstances change or when there is an indication that the Client’s need for assistance has changed.

158 HACC Functional Assessment data elements

159 Date of Client functional assessment Client functional status – housework Client functional status – transport Client functional status – shopping Client functional status – medication Client functional status – money Client functional status – communication Client functional status – dressing Client functional status – eating Client functional status – toileting Client functional status – getting out of bed/moving around Client functional status – walking Client functional status – bathing/showering Client functional status – memory problems/confusion Client functional status – behavioural problems Client functional status – transport classification

160 Date of Client functional assessment The date on which the functional assessment/re-assessment was performed. A corresponding Service Event record must exist for the same date as the functional assessment/re-assessment. The primary type of assistance for the Service Event will be recorded as ’01’ – ‘Assessment (including screening)-Client’. A functional assessment/re-assessment of the Client may be performed face-to-face, by telephone or by Telehealth service delivery mode. HACC Functional Assessment data elements

161 Client functional status – housework Client functional status – transport Client functional status – shopping Client functional status – medication Client functional status – money Not relevant for children or adolescents (persons aged <18 years) and should have the response defaulted to ‘0’ – ‘Not collected’. HACC Functional Assessment data elements CodeDescription 0Not collected 1No 2Yes, sometimes 3Yes, always 9Not stated/not known/inadequately described

162 Client functional status – communication Client functional status – dressing Client functional status – eating Client functional status – toileting Client functional status – getting out of bed/moving around Client functional status – walking Client functional status – bathing/showering HACC Functional Assessment data elements CodeDescription 1No 2Yes, sometimes 3Yes, always 9Not stated/not known/inadequately described

163 Client functional status – memory problems/confusion Client functional status – behavioural problems Not to be asked directly of the Client. Ratings should be based on other information, including interview/observation of the Client, clinical notes, referral letter and information from a Carer, friends, relatives and referring services. HACC Functional Assessment data elements CodeDescription 1Yes 2No 9Not stated/not known/inadequately described

164 Client functional status – transport classification The transport assistance requirements of the Client. Not to be asked directly of the Client. Ratings should be based on other information, including interview/observation of the Client, clinical notes, referral letter and information from a Carer, friends, relatives and referring services. HACC Functional Assessment data elements CodeDescription 1Very High level Transport for Health services required 2High level Transport for Health services required 3Medium level Transport for Health services required 4Low level Transport for Health services required 5No Transport for Health services required 9Not stated/not known/inadequately described

165 Please complete Activity 11 in your NSW Health HACC MDS v2 Orientation Workbook - pages 146 to 147 HACC Functional Assessment data elements

166 HACC Outward referral

167 Any outward referral of the Client and/or their Carer from your Agency during or at cessation of the Service Episode. A Client/Carer may have multiple outward referrals – each outward referral should be registered.

168 HACC Outward referral data elements

169 Target of referral Date of referral out

170 Target of referral The individual or organisation to which the Client and/or their Carer was referred (out) by the Agency. The referral may be interpreted informally (ie. not requiring a written or phone referral). If the Client and/or their Carer was not referred (out) by the Agency during or at cessation of the Service Episode, record that there was no referral made – ’99’ – ‘No referral’. HACC Outward referral data elements

171 Date of referral out The date on which the Client and/or their Carer was referred (out) by the Agency. For written referrals, the date on the referral letter should be recorded. For informal and verbal referrals, the date on which information was provided to the Client and/or their Carer about the Agency to which they were referred should be recorded. If the Client and/or their Carer was not referred (out) by the Agency during or at cessation of the Service Episode, the date on which the Client/Carer last presented for service should be recorded. HACC Outward referral data elements

172 HACC Outward referral In your small group, discuss your Agency’s most common targets of referral. What business processes does your Agency have for referrals? Refer to your NSW Health HACC MDS v2 Orientation Workbook - pages 148 to 152.

173 HACC Are there any questions about the NSW Health HACC MDS v2?

174 HACC Conclusion

175 Review of the NSW Health HACC MDSv2 workshop learning outcomes: –How has the workshop enhanced your understanding of the reporting categories and data elements of the NSW Health HACC MDS v2? –How can this knowledge be used to improve the timeliness and accuracy of NSW Health HACC MDS v2 reporting?

176 HACC Useful information

177 NSW Health HACC Data Collection Co-ordinator John Hallett Phone: NSW Health HACC web site Intranet: Internet: HACC Useful information

178 HACC Thank you for your participation


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