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NGO Web Data Entry System Training Manual

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1. 4 3 2 This search screen aka The Start Screen appears after the user has logged on or clicked Search the referral tab that enables the user to initiate a search for a Referral Record Referrals Screen nix la e else Search fek Ww dr Search Referrals ty By v Eb page Gtoosy PR WHDrreqramme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Search Referrals Referral ID Organisation ID G00059 E Team Code NHI Number HCU_ D Referral Stat Date Broreamne 26 10 2008 Search Clear Cancel New Function Get a Referral Record to work with Data Entry Notes Searches are initiated via the Referral ID NHI Number Team Code or Referral Start Date with some fields prompting a dropdown list of options of previously used entries Wild card characters can be used Button Functions Button Function Cancel Clears both the search entries and the search result Clear Clears all the entries for a search New Start a new referral Goes to Section 4 3 4 Search Triggers a search for all referrals meeting the specified criteria Uses wild card with a blank meaning all values Therefore a search with all blanks returns all referrals for an organisation Record Key Click Not Applicable for starting a search Navigated from 1 Section 4 2 1 Log In Screen or 2 Atanytime by
2. Function Shows the errors for a referral and its associated activities Data Entry Notes This screen is not used for data entry Button Functions Edit Referral this returns the user to the Edit Referral Screen as previously detailed in Section 4 3 6 NOTE As the following screens do not display the reported errors users may want to copy the errors before clicking this button Record Key Click None Continued on next page Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 34 of 47 Final doc Solutions Delivery Group Information Directorate PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Referral and Activity Records Continued Navigated from e Submitting a Referral Record or associated Activity Records which have errors see Section 4 3 6 Editing a Referral and Section 4 3 7 Add New Activity and Section 4 3 8 Edit or Delete Activity e Selecting and clicking on a record with an error that is listed in My Error Records Section 4 3 10 Navigates to Edit Referral see above If a user does not want to edit update this Referral Record straight away then they can return to correct it at a later time and they can select the Referrals or My Error Records tab option or Log Off Other Comment 1 The following text appears in the record identifier to s
3. 4 3 3 My Error Records working with error records 4 4 4 Logging Out 4 5 If you are using this section for reference only please note e Record Key Click means select a record in the list e The self explanatory error messages are defined in the File Specification see Associated Documents e The editing specified with the individual fields uses common sense business and data validation rules like bed night activities cannot take place over the phone These business and data validation rules are more fully defined in the PRIMHD File Specification see Associated Documents Logging In To log into the PRIMHD system click in the Username field and type your User ID that will have been supplied to you by the Ministry s Data Management Services DMS National Collections Team and your Password which appears as a series of dots rather than letters Click on Login to enter the system gt Login PRIMHD Microsoft Internet Explorer provided by Ministry of Health lol x Go fe le srx Live Searcl pr og eo zap xl Access Denied E ID p thy page v O Toos y PRY H D Programme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Username Password Login Forgot Password Note 1 If you are logging in following a timeout or having previously logged off the NGO Web Data Entry System you must cl
4. My Error Records Edit Referral Referral ID NGOWEBREF000002660 Organisation ID G00059 E Team Code 7315 NHI Number HCU_ID BxT7035 Date of Birth 25 10 1983 I For example 26 10 2008 Start Date Time 20 01 2008 BI End Date Time IT 8 Referral From NA Needs assessment and co ordination service Referral To IESSE Referral End Code x indicates mandatory fields Save Cancel Submit for Processing When you are ready to submit the edited Referral details click the Submit for Processing button otherwise just click the Save button if you wish to continue adding activities Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 16 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate TRY F HEALTH opromme for the integration of Mental Heak Deng 3 8 Deleting Referral Records After searching click on an individual Referral ID to select the record The View Referral Screen will open To delete a Referral with its associated activities click on the Delete button CC View Referral Microsoft Internet Explorer provided by Ministry of Health fa ol x Go le le S E we di View Referral thy Bly e e 2 Enge y O Took P ay H D Programme for the Integration of Me
5. PRIMHD website see http www moh govt nz moh nsf indexmh primhd ngos key Getting Help Help and system support for the PRIMHD Web Data Entry System only can be obtained from the Ministry of Health Information Directorate s Help Desk For help with adding a new user or team understanding a system error a data problem etc please email primhduserinterface moh govt nz Clicking on the support link at the top of the NGO Data Entry System screen automatically opens an email to this address For help with PRIMHD system technical problems eg system availability or health network connectivity problems please telephone 0800 505 125 and press 4 for PRIMHD enquiries Note The Ministry of Health does not provide support help for the following Local PC or technical problems eg PC start up Printing difficulties Internet service problems local applications software or operating system software problems If you have any local support needs please contact your usual PC support agent Technical programming help desk or Internet service provider for assistance Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 6 of 47 Final doc 2 1 Introduction Chapter 2 of this Training Manual and Referential User Guide provides a System Overview of the NGO Web Data Entry System that explains e the purpose of the NGO Web Data Entry System e the system s availability e the pre requisites for using
6. All work since the last save is lost Save Saves the referral record without submitting it This may result in the display of errors which will need to be corrected Submit for Submits all unsubmitted data Processing Record Key Click Editing of an activity is triggered by clicking the mouse over the activity Navigated from Section 4 3 5 View Referral screen Navigates to The last search results do this by clicking the referral tab By clicking Submit for Processing control switches to Section 4 3 9 Referral Accepted by PRIMHD if no errors e Section 4 3 10 Referral Rejected by PRIMHD Other Comment _ None PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 30 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data D HD Solutions Delivery Group Information Directorate Referral and Activity Records Continued 4 3 7 The following Add New Activity Screen is accessed by scrolling up or down in the Edit Add New Referral Screen and appears below the Edit Referral Screen as describe in Section 4 3 6 Activity previously alo Ge De e tx ol ve di Edit Referral Gl y ges Page e O Toos v Oy Add New Activity Activity ID Start Date Time IT 8 End Date Time Ss Activity Type D Activity Setting Is Health Care Worker CPN indicates mandatory fields S
7. Explorer provided by Ministry of Health SS mmm Ww di View Referral PR M for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records View Referral Referral ID NGOWEBREF000002660 Organisation ID G00059 E Team Code 7315 Deleted Flag NHI Number HCH ID BXT7035 Sex M Male Date of Birth 25 10 1983 Start Date Time 20 01 2008 07 10 End Date Time Referral From NA Needs assessment and co ordination service Referral To Referral End Code Date Record Last Modified 30 07 2009 10 26 San Delete Cancel Activities Activity ID Activity Type Activity Setting Health Care Worker CPN Start Date Time End Date Time To Be Deleted NGOWEBACT000002940 T42 CR 20 12 2008 15 15 21 12 2008 20 21 NGOWEBACT000002942 CR 21 01 2008 10 15 21 01 2008 20 10 NGOWEBACT000002941 T18 CR 20 01 2008 10 10 21 01 2008 21 21 3 records found displaying 3 records from 1 to 3 Page 1 of 1 Click the Edit button to take you to the Edit Referral screen to edit the data gt Edit Referral Microsoft Internet Explorer provided by Ministry of Health Go le Se El Ier we d i Edit Referral Bl y page e Gtoosy is a PMH D Programme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals
8. HPI Organisation ID will be used to define the organisation providing service This is a unique lifetime identifier for an organisation assigned by the HPI system which takes precedence over all other identifiers for organisations providing health care services An organisation is the entity that provides services of interest to or is involved in the business of the health care service provision There may be a hierarchical parent child relationship between organisations Required automatically generated by the system configured for the NGO Example value G01059 E Editing rules not applicable Comments 1 this is set up as the NGO s system is configured by DMS Password Definition user unique and password used for checking authority to access the system Required mandatory Example value Editing rules Comments 1 the full rules re security of use supplied as the user is set up apply 2 the password must be at least 6 characters and is case sensitive Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 41 of 47 Final doc Solutions Delivery Group Information Directorate PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Data Fieldnames Continued Screen Meaning and or Fieldname Guide for Use Referral End Definition the reason
9. Manual and Referential User Guide provides the Training Course Exercises used for teaching a User of the NGO Web Data Entry System how to operate the system correctly and successfully submit their Mental Health and Addictions services information Referral amp activity Records to PRIMHD e Each section within this Chapter contains a different training exercise that needs to be completed prior to using the NGO Web Data Entry System 3 2 Accessing the PRIMHD Web Site To access the PRIMHD website easily it should be listed as a favourite or bookmark which can be accessed from the toolbar To set this up type the URL in the address bar at the top of the browser and press the Enter key on the keyboard This will take you to the PRIMHD site the log in page In some browsers you may be presented with a screen stating there is a problem with the website s security certificate If this happens select continue to this website Internet Explorer users Click on Favourites at the top of the screen and choose Add to Favourites File Edit View MELC Tools Help Add to Favorites e Organize Favorites Address https Links ThinkPad Recommended Sites Login PRIMHD Firefox users Click on Bookmarks at the top of the screen and choose Bookmark This Page Bookmarks Tools Help Bookmark This Page Ctrl D Manage Bookmarks Alternatively or in addition to the above set eM Edt view Favorites Tools H
10. again passwords are case sensitive If you forget your password please email primhduserinterface moh govt nz Screen freeze Check that your internet connection is still working and if in doubt contact your Internet Service Provider Timed out If the system is not used for fifteen minutes it will time out and any data on screen will not be saved If a user s session is terminated the user will have to restart their browser before attempting to log in to the system again Cannot get to the login page Check that your internet connection is still working and if in doubt contact your Internet Service Provider Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 23 of 47 PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data D HD Solutions Delivery Group Information Directorate Final doc 4 1 4 2 4 2 1 Login Screen PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data D HD Solutions Delivery Group Information Directorate Stk 4 Detailed Screens Introduction The PRIMHD NGO Web Data Entry System is an application in which all the work is done via the system s screens detailed in this chapter There is a sub section for each of the main screens 1 Logging In 4 2 2 Referral and Activity Records
11. at the top of the screen is shaded blue This form will appear ready for you to input new data or search for existing data You can come back to this screen at any time by clicking on the Referrals tab gt Search Referrals Microsoft Internet Explorer provided by Ministry of Health Go o gel x live Search Ue ae Search Referrals Z ebe 2 age e GToosy v PR MHDrroa 0mme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Search Referrals Referral ID Organisation ID G00059 E Team Code NHI Number HCU_ID Referral Stat Date Broreamge 26 10 2008 Search Clear Cancel New H This screen enables you to complete all of the fields for a new referral See pages 13 15 or just a few fields if you wish to search for an existing referral see page16 For the Referral Start Date you can enter the day month and year directly or click on the icon A calendar showing the current month and year will appear August h 2009 v O Note that there are several places on Sun Mon Tue Wed Thu Fri Sat different screens where this calendar can be 1 accessed from the icon 2 3 S 6 7 8 oS 0 V 2 Ww 4 6 16 17 18 19 0 2 2 2a ek gf 26 27 28 29 30 31 You can use the drop down arrows to change the month or year To select a date click on it it will then insert the date into the Referral Start Date field and close the calendar Da
12. clicking the Referrals tab Navigate to Section 4 3 3 Search Referral Results Other Comment _ If the Support link at the top of the screen is selected and eMail to the Ministry s Help Desk will be automatically initiated Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 26 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Progromme or the Integrotan of Mereni Meath Osea Referral and Activity Records Continued 4 3 3 The following Results Screen appears after a Search Referral has been initiated as describe Search in Section 4 3 2 previously Referral Results iol x ve ae Search Referrals 7 e v page e Toos e is P ey H D Programme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Search Referrals Referral ID Organisation ID G00059 E Team Code NHI Number HCU_ D Referral Start Date For example 26 10 2008 Search Clear Cancel New Referral Search Result TEEN H2 2 45 E E Referral ID Team Code NHI Number Referral Start Date Referral End Date REFMOHEW01 1000521 7314 DJL4931 01 07 2008 REFMOHEW01 1000260 7314 BEX5215 01 07 2008 REFMOHEW01 1000267 7314 DCG7273 01 07
13. or use incorrect formatting error messages will show up with a red explanatory note eg gt Add a New Referral Microsoft Internet Explorer provided by Ministry of Health Go fe G eil sl E Sw di Add a New Referral PR M for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Add a New Referral Field Team Code is required Field NHI Number HCU_ID is required sl DI Field Sex is required D For example 26 10 2008 l sl Field Start Date Time is required Field Start Time is required indicates mandatory fields Continued on next page Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 14 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate mime for the retten Mere Meath ces Adding New Referral Records Continued When you have entered your Referral details and you wish to add activities click the Save button The new Activity form will appear below the referral form see Section 3 10 Page 18 for steps on how to complete this form If you only wish to submit the Referral details then click the Submit for Processing button gt
14. the referral ended Code Required conditional must be supplied whenever the Referral To and the Referral End Date are supplied Example value DR Ended Routinely Editing rules must be a list box value Comments Referral End Definition the date and time a referral ends Date Time Required conditional must be supplied whenever the Referral To and the Referral End Code are supplied Example value 25 02 09 08 23 Editing rules Must be a valid date and time combination Comments 1 __if the time is unknown use 23 59 Referral Definition the referral source From Required mandatory Example value GP Editing rules must be a list box value Comments Referral ID Definition the Referral ID is a unique identifier that identifies a consumer s referral record This uniqueness applies to all PRIMHD referrals i e not just those submitted by this web system Required automatically generated by the system as the record is saved This unique identifier is generated by a combination of e the prefix NGOWEBREF which is common for all this system s data entry e aunique number implemented for each new activity entered for this system by any NGO Example value NGOWEBREF0000145 Editing rules not applicable Comments 1 this cannot be modified 2 freeform entry on search screen is allowed 3 it may be helpful for the NGO to store this key
15. the service setting 4 the start and end date and time of the activity Activities set in outpatient clinics or within the community are generally measured in terms of contacts with the consumer For inpatient and residential settings duration is generally measured in bed nights A bed night is a bed occupied at midnight If a bed is held for the recipient but unoccupied it is to be given an activity type of on leave As the user saves a record this system automatically allocates an Activity ID Each activity is associated with its relevant referral by use of the Referral ID Collection A national set of information and data to a specific part of the heath sector These collections are available for reporting management and operational purposes Users include DHBs researchers and Ministry staff Consumer This is the PRIMHD term for the person accessing mental health services DMS Data Management Services the Ministry of Health area charged with the ongoing support and operation of various health systems including PRIMHD HPI The Health Practitioner Index HPI is the central source of core information about all registered practitioners The HPI system helps identify and provide information on practitioners health workers organisations and facilities Ministry Ministry of Health NGO Non governmental organisation These organisations hold contracts with DHB s or the Ministry of Health t
16. their own browser When Users cease to use the system The maintenance of User IDs for the NGO Entry System is done by the Ministry s Data Management Services DMS National Collections Team You must contact the DMS National Collections Team to update User ID Records to revoke a user s authorisation when they leave their organisation or cease data entry work When Teams change The maintenance of the Mental Health amp Addiction Team Records is done by the Ministry s Data Management Services DMS National Collections Team You must contact the DMS National Collections Team to update the Teams Records when there is a change of team duties one team closes and another opens or when contracted services change NGOs with Residential Teams NGO s with residential beds will need to log on each month and submit each referral for processing even if there has been no change i e the client is still using the residential bed This will ensure that we are able to accurately count these residential bed night activity records This will be covered as part of training for the NGOs concerned Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 8 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate 3 Training 3 1 Introduction Chapter 3 of this Training
17. to go to the first page its opposite symbol goes to the last page e a to go 5 pages left e lt to go one page left 2 The blue and white circle on the left shows the activity record has not been submitted or it has errors 3 Also shown is the count of selected records 92 the number of pages 10 and the page being displayed 1 The user can click on a page number to go directly to that page 4 Search results can be sorted by any column by clicking on the desired column heading 5 The referral colour banding is e Dark Blue the last referral looked at e Light Blue the referral result the cursor is positioned on The following Add New Referral Record Screen appears after a Search Referral has been initiated as describe in Section 4 3 2 previously and the User has clicked on the New button gt Add a New Referral Microsoft Internet Explorer provided by Ministry of Health zolz Ge E je DI 8 ail pi we d Add a New Referral Z ss ge e Dags e GToosy y PM HD Programme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Add a New Referral Referral ID Organisation ID G00059 E Team Code NHI Number HCU_ID Sex D Date of Birth BS S For example 28 10 2008 Start Date Time E End Date Time Is Referral From Is a Referral To E Referral End Code z indicat
18. with their records Referral Start Definition the date and time the referral started Date Time Required mandatory Example value 25 02 09 11 01 Editing rules must be a valid date and time Comments 1 recorded as date and time 2 when used as a search parameter time is not entered 3 if the time is unknown record 00 00 Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 42 of 47 Final doc Solutions Delivery Group Information Directorate PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Data Fieldnames Continued Screen Meaning and or Fieldname Guide for Use Referral To Definition records where the consumer is referred to Required conditional must be supplied whenever the Referral End Code and the Referral End Date are supplied Example value NR No further referral Editing rules must be a list box value Comments Sex Definition the consumer s sex Required mandatory Example value F Female Editing rules 1 must be a value in the drop down list 2 must match the NHI value Comments 1 if the NHI entry is wrong then this must be corrected Start Date See Referral Start Date Time or Activity Start Da
19. 2007 10 07 2008 REFMOHEW01 1000167 7314 DEA2871 20 02 2008 REFMOHEW01 1000269 7314 EUW4757 08 03 2004 REFMOHEW011000525 7314 SFQ1261 01 07 2008 REFMOHEW011000125 7314 AME4958 01 07 2008 REFMOHEW01 1000524 7314 BHV4645 01 07 2008 REFMOHEW01 1000124 7314 DNT9409 14 04 2008 REFMOHEW01 1000523 7314 BHM1561 01 07 2008 92 records found displaying 10 records from 1 to 10 Page 1 of 10 Function From the list of referrals which match the search criteria select a referral to examine or work with Data Entry Notes Not applicable for results but the search functionality in Section 4 3 2 can start another search Button Functions Not applicable for results but the search functionality in Section 4 3 2 can start another search Record Key Click After a search returns values click the desired referral in the result screen Navigate from Section 4 3 2 Search Referral Navigate to Section 4 3 5 View Referral Continued on next page Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 27 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate E EE Referral and Activity Records Continued 4 3 4 Add New Referral Other Comments The page number selection facilities to view the search results are Kai ss AAN The paired arrow functions are e l4
20. 800 505 125 For all other enquiries please contact Support Username Password Login Forgot Password The first time the system is accessed a screen will appear prompting you to change your password gt PKMS Administration Expired Password Microsoft Internet Explorer provided by Ministry of Health i we d r PKMS Administration Expired Password v By e page O Toos is User Xxxxx s password has expired Change password for Xxxxx e Input old password e Input new password e Confirm new password Change Password Enter your old password and your new password and then reconfirm your new password The new password needs to be at least 6 characters long and is case sensitive Click the Change Password button You will then be taken to the Search Referral screen NOTE The Forgot Password feature is not currently accessible in this product release See section 1 6 for details of who to contact if you need help with your password Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 10 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate E EE 3 4 Referral Records Once in the system your starting point will be the Referrals section notice the tab
21. ENT QVervieW sssini dAES intnsnndinecuabnensnadcencenuadnuniinadanddane aa aa ENEE EA Seen ENEE SSC AE 5 UST lr tee ed 5 1 2 Purpose and Content Gummam ee teee eter eeneeeeeseeeeeeseneaeeeseneaeeeseeeeeeseeeaeeeseeeaeeeeeenaees 5 1 3 Who Uses this Document and When 5 1 4 ASSUMPTIONS for USC 2 ceck cess sncdcetsacedsad cca TEEN saduast a cdecba nuaaatabngs dacaadeduans qeacesssandonanaeeadeassens 6 1 5 Updates and Supporting Documentation ccccceceeeeeceenne cece eeeeeeeaeeeeeeeeeeececeaeceeeesesenneeeeeeeeeteees 6 tO Getting Help E 6 2 System e UE 7 2 1 Introducton EA 7 22 BUER Eder EEEE EEA EEN EA E AO usta che SES 7 E WIEN 7 2 4 Pre Requisites for System USC 0 0 eeeee teeter erent ee erent ee eee ee ee AAAA eet aeeeeeseeeeesaeeeeetneeeeeeneeeeee 7 2 5 User Responsibilities cccccccceceeececeeceeeeeeeeeceaeaeeeeeeeceaeaeceeeeeeeseaacaeeeeeeseccaaeeeeeeeeesecsecieeeeeeeeneee 8 3 TANNING a A A a suplebbnandusacebevsactonstehantenaeacdins 9 3 1 ite Le ET 9 3 2 Accessing the PRIMHD Web Gite 9 3 3 Log lnlnstructons eee etree tr ene ee ree ened eres ete ee ee KENAAN AKAAERE CRAE EENAA 10 3 4 Referral RECOMS ii icsiccccdasedeceaesndasals uadanasvaiadeuns ned saga verasetedaad coat aai aaa A sand sedasaaaa daar i A Aah 11 3 5 Search Existing Referral RecordS ee eene ee ee tneee ee eeeeetieeeeetneeeetiieeeeetieeeertneeeee 12 3 6 Adding New Referral Records 13 3 7 Editing Existing Referral RECOrdS 00 eccecee
22. Edit Referral Microsoft Internet Explorer provided by Ministry of Health e x ve dir Edit Referral fh Bl y a e page v GToosy y Add New Activity Activity iD Start Date Time C B End Date Time De Activity Type E Activity Setting Health Care Worker CPN indicates mandatory fields i ze Reset See Activities Select one for editing Activity ID Activity Type Activity Setting Ze Care Worker Start Date Time End Date Time To Be Deleted NGOWEBACT000002940 T42 CR 20 12 2008 15 15 21 12 2008 20 21 NGOWEBACT000002942 T06 CR 21 01 2008 10 15 21 01 2008 20 10 NGOWEBACT000002941 T18 CR 20 01 2008 10 10 21 01 2008 21 21 3 records found displaying 3 records from 1 to 3 Page 1 of 1 The Reset button enables you to clear all the data that you have just entered in the form The Cancel button takes you back to the previous screen Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 15 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate STF HEAL comme for the Integration of Mental ap Dora 3 7 Editing Existing Referral Records After searching click on an individual Referral ID to select the record The View Referral Screen will open gt View Referral Microsoft Internet
23. MINISTRY OF HEALTH MANATU HAUORA PR MHD Programme for the Integration of Mental Health Data PMO0228 NGO WEB DATA ENTRY SYSTEM TRAINING MANUAL AND USER GUIDE Prepared By Solutions Delivery Group Information Directorate Date 25 August 2009 Version 1 0 Final Solutions Delivery Group Information Directorate 7 PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Document Control Document Information Document History Associated Documents Document Contributors Project PM0O0228 Programme for the Integration of Mental Health Data PRIMHD National Rollout Team Document Type Training Manual and Referential User Guide F PRIMHD NGO Web Data Entry System Training Manual amp User Title Guide PM0O0228 Programme for Integration of Mental Health Data PRIMHD Project Stage 7 0 Project in Progress amp Project Reporting PRIMHD Technical Documents Author s Tony Griffiths status ea Bate Version Description genge Note The history of this document includes the development history of the PRIMHD Training Manual for NGOs Using the Web Data Entry System and the NGO Web Data Entry User Manual and acknowledges below the authors and contributors of all the documents Document Name Web Location PRIMHD File Specification v2 0 http www moh govt nz moh nsf indexmh primhd ngos key HISO 10023 1 Integrated
24. Mental Health http www moh govt nz moh nsf indexmh primhd ngos key Data Process Standard Ge 10023 2 PRIMHD Data Get v2 0 http www moh govt nz moh nsf indexmh primhd ngos key HISO 10023 3 PRIMHD Code Set v2 0_ http Avww moh govt nz moh nsf indexmh primhd ngos key PRIMHD NGO Web Data Entry http Awww moh govt nz moh nsf indexmh primhd ngos key Training Manual Name Ministry Tite Drog Relationship Management Group Michelle Golding Applications Trainer Co Author Jenny Hurunui Angus Data Quality Auditor Analyst Sector Services Group Monica Martin Data Quality Auditor Analyst Sector Services Group Kurt Gibson Data Quality Sector Services Group UAT Reviewer Hilary Sharp Data Quality Sector Services Group Peer Reviewer Paromita Sen Systems Analyst Solutions Delivery Group Robin Luo Java Developer Systems Development Terry Ashcroft Senior Business Analyst Solutions Delivery Group Co Author Tim Mepham Business Analyst Solutions Delivery Group Tony Griffiths Team Leader PRIMHD NRT Project Management Office Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 2 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data D HD Solutions Delivery Group Information Directorate Document Sign off Tony Griffiths Angela Pidd Team Leader PRIMHD National Rollout Team Dat
25. P MHD Referral and Activity Records Continued 4 3 6 Editing a Referral Date Last Saved 27 Aug 2009 The following Edit Referral Screen appears after the user selects the Edit button from the previous View Referral Screen as describe in Section 4 3 5 previously gt Edit Referral Microsoft Internet Explorer provided by Ministry of Health Go le Se ve di ert Referral l El x h d Ras pr r Aly v Eege G Tos gt PR MHD eresramme for the Integration of Mental Health Data g For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Edit Referral Referral ID NGOWEBREF000002660 Organisation ID G00059 E Team Code 7315 NHI Number HCU_ID BXT7035 Sex Male sel Date of Birth 25 10 1983 For example 26 10 2008 Start Date Time 20 01 2008 Sum End Date Time Referral From NA Needs assessment and co ordination service z s Referral To z Referral End Code z indicates mandatory fields Save Cancel Submit for Processing Function Edit a referral This includes deleting the referral The lower half of this screen is also used for editing activities see Section 4 3 5 Data Entry Notes Mandatory fields are shown with an Referral Button Function Button Functions cancel The Referral Cancel transfers the user back to the section 4 3 5 View Referral screen
26. Programme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records My Error Records Last Modified Referral ID NHI Number HCU_ID 03 08 2009 09 35 NGOWEBREF000002662 DKG1927 03 08 2009 14 18 REFMOHEW01 1000113 DKE1373 3 records found displaying 3 records from 1 to 3 Page 1 of 1 E Function This tab displays all the NGO Referral Records that have been rejected by the PRIMHD database due to data errors The error may be in the Referral Record or an associated Activity Record Data Entry Notes None Button Functions None Record Key Click Brings up the referral for viewing Navigated from Clicking My Error Records tab Navigates to See Record Key Click Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 36 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate ogremrime for the Integration of Mental Heakh Deng 4 5 Logging Out 4 5 1 The Log Out icon is situated in the top right corner of each screen The icon is a red Introduction circular button with a white universal OFF symbol as shown in the following screen sl la de Bo e ve de Search Referrals v v page v Gtoosy Es P ROMH Drrosromme for the Integration of M
27. TIMCOULa2eihccdecevvasacbeuvadecucvvddewevvadactevabececvntuveyvabadbevundecedvaadacteyanheneyyndeceevaadacievvataceavaeeceniven 46 7 PADD CINK TE 47 7 1 Appendix A Change Update Heoisier tt tttrtttnrrnnsntntttnn nannt trnn nnmnnn eenen 47 Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 4 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate ST 1 Document Overview 1 1 Introduction This document has been developed by combining the Training Manual for NGOs Using the Web Data Entry System and the NGO Web Data Entry User Manual to provide a single source document to train and support the PRIMHD NGO Web Data Entry System This introduction covers e The purpose of this training manual and referential user guide including a content summary H Who uses the document and when e Assumptions for use e Updates and supporting material e Getting help 1 2 Purpose and Content Summary The purpose of this document is to provide a structured Training Manual and Referential User Guide for the use of the PRIMHD NGO Data Entry System It trains a user how to operate the PRIMHD NGO Data Entry System and submit their Mental Health and Addiction Service data to Ministry of Health s National Collection PRIMHD Additionally it provides referential informatio
28. Time is before 1 July 2008 Referral Submission Data Referral ID REFMOHEW01 1000113 Team Code 7314 Deleted Flag NHI Number HCU_ID DKE1373 F Female 29 08 1963 Referral From UN Unknown Referral To Referral End Code Start Date Time 03 10 2006 00 00 End Date Time Date Record Last Modified 03 08 2009 14 18 Edit Referral Cancel Activity ID Activity Type Activity Setting Health Care Worker CPN Start Date Time End Date Time Deletion ACTMOHEW 01 1013469 T43 CM 01 09 2008 10 00 01 09 2008 11 00 NGOWEBACT000002948 T02 CR 01 01 2008 15 15 02 01 2008 15 15 2 records found displaying 2 records from 1 to 2 Page 1 of 1 D Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 22 of 47 Final doc 3 13 To Log Out of the System When you are ready to log out of the system click the Logoff button in the top right hand corner of the screen gt User Log Out Microsoft Internet Explorer provided by Ministry of Health J malz EJ fe ME DE Pj ve d User Log Out A A d s Page e Q Tos Bis P ey HD Programme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support You Have Been Logged Out You have been successfully logged out of the system 3 14 Trouble Shooting Problem Suggested resolution Incorrect password entered Ensure the CAPSLOCK key is not switched on and try to enter your password
29. UW4757 08 03 2004 REFMOHEW011000525 7314 SFQ1261 01 07 2008 REFMOHEW011000125 7314 AME4958 01 07 2008 REFMOHEW01 1000524 7314 BHV4645 01 07 2008 REFMOHEW01 1000124 7314 DNT9409 14 04 2008 REFMOHEW01 1000523 7314 BHM1561 01 07 2008 92 records found displaying 10 records from 1 to 10 Page 1 of 10 H Note The blue white round icon on the left of the Referral ID means that this particular Referral has not yet been submitted for processing or has errors that need to be corrected You can click on the column headings to display the activity records in different order The small arrow next to referral ID in the screenshot above indicates the records are ordered by referral ID From this screen you can modify the existing Referrals by following the instructions in Section 3 6 on page 13 or Adding an activity by following the instructions in Section 3 10 on page18 The Clear button will clear any data that you have entered in any field on this form The Cancelj button will remove your search results display Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 12 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data PI HD Solutions Delivery Group Information Directorate opromme or the ntegratan of Mereni Meath D 3 6 Adding New Referral Records To add a new Referral click on the New button and complete the requi
30. a Entry Training Manual and User Guide v1 0 Page 7 of 47 PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate ST 2 System Overview Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate T C 2 5 User Responsibilities PRIMHD requires all government funded organizations to meet their reporting responsibilities The NGO user responsibilities for data entry are to 1 Load data by 20 of the following month All data should be provided by the 20th day of the following month for example January 2008 data would be required by 20 February 2008 Providers may submit data more frequently as appropriate Accurately enter data While the system may detect errors and place them in My Error Records for the user to correct the user is still required to check the accuracy of their data For example A User could select Code A for Data field 1 and Code T for Data field 2 Both Codes are valid but together in the same Activity Record they are not a valid combination User s need to be mindful of this level of data accuracy requirement in PRIMHD Complete the training exercises in this document to the use of this system Be able to use their web browser The user must be competent with
31. a Management Services National Collections PRIMHD Project Information Directorate Sector Services Information Directorate TET EE E E E EET This signature indicates that the Team Leader is This signature indicates that the Team Leader is satisfied with the quality of this document in terms satisfied with the quality of this document in of terms of e Completeness e Completeness e Testability e Testability Confidentiality The information contained in this document is proprietary to the Ministry of Health This document must not be used reproduced or disclosed to others except employees of the recipient of this document who have the need to know for the purposes of this assignment Prior to such disclosure the recipient of this document must obtain the agreement of such employees or other parties to receive and use such information as proprietary and confidential and subject to non disclosure on the same conditions as set out above The recipient by retaining and using this document agrees to the above restrictions and shall protect the document and information contained in it from loss theft and misuse Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 3 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Table of Contents 1 DOCUM
32. ave Reset Cancel Activities Select one for editing Activity ID Activity Type Activity Setting fen Care Worker Start Date Time End Date Time To Be Deleted NGOWEBACT000002940 T42 CR 20 12 2008 15 15 21 12 2008 20 21 NGOWEBACT000002942 T06 CR 21 01 2008 10 15 21 01 2008 20 10 NGOWEBACT000002941 T18 CR 20 01 2008 10 10 21 01 2008 21 21 3 records found displaying 3 records from 1 to 3 Page 1 of 1 Function Adding a new Activity Record is possible when editing a Referral Record and no other Activity Record s have been selected for editing Data Entry Notes Mandatory fields are shown with an Adding an Button Function Activity s Cancel When adding a record the Cancel clears out the new Button Functions activity record Reset This is the same as Cancel Save Saves the activity record without submitting it This may result in the display of errors which will need to be corrected by editing next page Record Key Click Editing of an activity is triggered by clicking the mouse over the activity see the previous page If this is triggered while an add activity is in progress all details of the unsaved add will be lost Navigated from Working on 4 3 6 Editing a Referral Navigates to By clicking Submit for Processing control switches to e Section 4 3 9 Referral Accepted by PRIMHD if no errors e Section 4 3 10 Referral Rejected by PRIMHD if an er
33. b Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate ogromne for the Integration of Mental Heak Deng Adding New Activity Records Continued gt Edit Referral Microsoft Internet Explorer provided by Ministry of Health Z lolx G le Ho CC RR CI we dir Edit Referral gt By ey Dages O Toss y Add New Activity Activity D l B Field Start Date Time is required Field Start Time is required End Date Time C js Activity Type ER Activity Setting Health Care Worker CDN indicates mandatory fields Save Reset _Cancel Activities Select one for editing Start Date Time S Activity Activity Health Care 2 3 To Be Activity ID Type Setting worker CPN Start Date Time End Date Time Deleted ACTPOPSIX100000104 T01 CM 25 12 2008 00 00 25 12 2008 00 00 1 records found displaying 1 records from 1 to 1 Page 1 of 1 w D If there are any errors within your data error messages will show up with a red explanatory note See section 3 12 page 22 on how to correct your errors Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 20 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate rogremime for the Int
34. ber implemented for each new activity entered for this system by any NGO Example value NGOWEBACT0000482 Editing rules Not applicable Comments 1 As it is system generated it cannot be modified 2 NGO s may wish to add this ID to their own records 3 Freeform entry on search screen is allowed Activity Definition classification of the location where the activity took place Setting Required mandatory Example value DM home Editing rules must be a list box value Comments Activity Start Definition the date and time the activity started Date Time Required mandatory Example value 25 02 09 11 03 00 Editing rules must be a valid date and time Comments 1 If the time is unknown enter 00 00 Activity Type Definition the type of MH amp A service activity provided Required mandatory Example value T42 face to face consultation Editing rules must be a list box value Comments Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 39 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Data Fieldnames Continued Screen Meaning and or Fieldname Guide for Use Date of Birth Definition the consumer s date of
35. birth Required mandatory Example value 27 12 1946 Editing rules must be a valid date and time combination Comments 1 This date value must match the date of birth value in the NHI If they are different then this may require a correction to the NHI record Date Record Definition The date and time this referral record was first added or last Last Modified altered Required automatically generated Example value 25 02 09 08 04 Editing rules not applicable Comments 1 if the record has not been updated then this data is the date and time when the record was first created End Date See Referral End Date Time or Activity End Date Time as appropriate Time Healthcare Definition the HPI identifier of the responsible Healthcare worker Worker CPN associated with the service activity The healthcare worker Common Person Number CPN is a unique lifetime identifier for all New Zealand which takes precedence over all other identifiers for workers providing health care services A healthcare worker will be identified with the use of a HPI Common Person Number HPI CPN Refer HISO HPI Data Set 10005 and HISO HPI Code Set 10006 Required an optional entry which should be used if the correct value is known Some NGOs may elect to make it compulsory for their organisation s use Example value 94TYGR Editing rules the number must be in the format NNAAAA 2 digits f
36. date and time the record was modified WARNING When you delete a Referral record it cannot be restored Deletion is final Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 17 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate ogromne for the Integration of Mental Meatth Deng 3 9 Activity Records To search for existing activities from the Referrals screen see Section 3 6 page 15 Click on the appropriate Referral and if there are Activities they will be listed as shown below gt View Referral Microsoft Internet Explorer provided by Ministry of Health E Dlsl d S ck zl x Lol ve dr View Referral Ieper h page v G Toos y is P RB MHD rreqramme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records View Referral Referral ID NGOWEBREF000002660 Organisation ID G00059 E Team Code 7315 Deleted Flag NHI Number HCU_ID BXT7035 M Male 25 10 1983 20 01 2008 07 10 Referral From NA Needs assessment and co ordination service Referral To Referral End Code Date Record Last Modified 30 07 2009 10 26 Edit Delete Cancel Activities Activity ID Activity Type Activity Setting Health Care Worke
37. ded by Ministry of Health z E ZJE x Go le sl x JE we d Referral Rejected by PRIMHD Bly v L page v GToosy v PMH Drrosranme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Referral Rejected by PRIMHD Referral NGOWEBREF000002660 has been submitted and rejected by the PRIMHD system with the following errors Edit Referral Referral Record Errors Record ID Error Reference Error Title Error Message NGOWEBACT000002942 RM P52 20 Invalid Data The Activity Start Date Time is before 1 July 2008 NGOWEBACT000002941 RM P52 20 Invalid Data The Activity Start Date Time is before 1 July 2008 Referral Details Referral ID NGOWEBREF000002660 Organisation ID G00059 E Team Code 7315 Deleted Flag NHI Number HCU_ID BXT7035 Sex M Male Date of Birth 25 10 1983 Referral From NA Needs assessment and co ordination service Referral To Referral End Code Start Date Time 20 01 2008 07 10 End Date Time Date Record Last Modified 07 08 2009 10 54 Activities Activity ID Activity Type Activity Setting Health Care Worker CPN Start Date Time End Date Time Deletion NGOWEBACT000002940 20 12 2008 15 15 21 12 2008 20 21 NGOWEBACT000002942 21 01 2008 10 15 21 01 2008 20 10 NGOWEBACT000002941 20 01 2008 10 10 21 01 2008 21 21 3 records found displaying 3 records from 1 to 3 Page 1 of 1
38. e for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Edit Referral Referral ID NGOWEBREF000002660 Organisation ID G00059 E Team Code 7315 NHI Number HCU_ID 8XT7035 Sex Male sl Date of Birth 25 10 1983 For example 26 10 2008 Start Date Time 20 01 2008 e 07 10 End Date Time Ir as Referral From NA Needs assessment and co ordination service SZ Referral To E Referral End Code indicates mandatory fields Add New Activity Activity ID Start Date Time B End Date Time Activity Type lActivity Setting EE Health Care Worker CPN indicates mandatory fields Activities Select one for editing Activity ID Activity Type Activity Setting Zeil E Start Date Time End Date Time To Be Deleted NGOWEBACT000002940 T42 CR 20 12 2008 15 15 21 12 2008 20 21 NGOWEBACT000002942 T06 CR 21 01 2008 10 15 21 01 2008 20 10 NGOWEBACT000002941 T18 CR 20 01 2008 10 10 21 01 2008 21 21 3 records found displaying 3 records from 1 to 3 Page 1 of 1 If there are no errors in your data the activity just created will be added to the list at the bottom of the screen NOTE Some validation happens after the Gave button has been clicked and further validation happens when the Submit for Processing button is clicked Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 19 of 47 Final doc PRIMHD NGO We
39. ected the information will appear on the My Error Records page To correct any errors click on the My Error Records tab at the top of the screen My Error Records Microsoft Internet Explorer provided by Ministry of Health Go le la Ip pf w d My Error Records a g v S v Page v Toos v v PMH Drrosromme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records My Error Records Last Modified Referral ID NHI Number HCU_ID 03 08 2009 09 35 NGOWEBREF 000002662 DKG1927 03 08 2009 14 18 REFMOHEW011000113 DKE1373 3 records found displaying 3 records from 1 to 3 Page 1 of 1 4 wl Click on any of the Referral IDs in the list to take you to a screen showing the errors for that Referral Then click on the Edit Referral button to correct or update erroneous data gt Referral Submission Errors PRIMHD Microsoft Internet Explorer provided by Ministry of Health we fe Referral Submission Errors PRIMHD th Bl y e Dag Toss r PMH Drrosranme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Referral Submission Errors PRIMHD Record ID Error Reference Error Title Error Message NGOWEBACT000002948 RM P52 20 Invalid Data The Activity Start Date
40. ed out If a user is automatically logged out they will be prompted to log in again when they return to using the system If a user is automatically logged out they will have to restart or reload their browser before attempting to reconnect or log in again It is important and necessary that passwords must not be shared and kept confidential at all times Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 25 of 47 Final doc 4 3 4 3 1 Introduction PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Referral and Activity Records The following sub sections have the screens to create update or delete Referral and Activity records data in the NGO Web Data Entry System 1 Search Referrals Screen 4 3 2 and Search Referrals Results Screen 4 3 3 2 Add Referral Records 4 3 4 3 View Referral Records and Activity Records 4 3 5 4 Edit Referral 4 3 6 Add New Activity 4 3 7 and Edit Update Delete Activity 4 3 8 5 Referral Accepted or Referral Rejected by PRIMHD 4 3 9 and 4 3 10 In each of the sub sections listed above are the following details of each Screen e Screenshot diagram of screen used and its primary function e The operational buttons and their function e Navigated from and Navigate to with Other Comments
41. eeee etter ee tene reer ene ee ee eeee erties ee tieee erties eesiieeeeetieeeeee 16 3 8 Deleting Referral RecordS 0 0 2 ccciceeeteeere ee ette etre ieee tnnt t nunn EANA ee eeee ee teeeesieeeeetieeeeeniieeeestiieeeeee 17 3 9 Activity Records 18 3 10Adding New Activity Records A 19 3 11Editing and Deleting Activity RecordS cece ee enteee ee tiie ee ee tte eee teeeeetiieeeeteeeertiieeeeetneeeeee 21 3 12My Error Records eiieeii ee eerie eee nania ENAA ee eee ee eee ee erties KEEA AEE AA EA EANAN aaa 22 Kaka Kee Keiler 23 3 14 Trouble SMOOUMG E 23 4 Detailed ET 24 A1 le tee le de 24 A2 Logging M a ee cee 24 4 3 Referral and Activity Records AA 26 AA My Error Records 00 ecceecececeeeeeeeeeeeeeeeeeeeeeeaeeeseeeaeeeeeeeaeeeceaaeeeeeeaaeeeeeeaaeeeeeaeeeseenaeeeseeaeeeseenieeeeseaes 36 4 5 LOGGING TT 37 5 En Oe e VE 38 Did INMOMUCUON escini eniai TEE bea E E iad a ai 38 5 2 Data Na Ee E TTT 38 Did GIOSSANY EE 44 6 System and Technical Information ccccesceeeeeceeeeeeeeeeeeeeeeeeeeeeeeeaneeeeeeeeeeasneneeseeeeesseaneeseseeeeeeseeanes 46 6 1 Lire lte Le EE 46 6 2 Changing Personal User and Organisation Details 0 eccceeeeeeeeeeeeeeneeeeeeeeeeeseeeaeeseeateeseeaeees 46 6 3 Getting Repor ceense lange bavi tee evsaet devsidage needles cevaaeeteeilaecevtiiedenviladierviainervianerind 46 6 4 PC and Browser Setup SUPPOM Steet cccevdeuctennnddcadvvanccenedancceevaadsacundahcessdaaddanedda codeeaaaadiars 46 6 5 SYSLSM
42. egration of Mentai Meath Deng 3 11 Editing and Deleting Activity Records To edit an Activity Record first search and find the existing Referral click the Ed button and scroll down to the list of activity records below Click on the appropriate Activity ID and the edit form will open gt Edit Referral Microsoft Internet Explorer provided by Ministry of Health SS Oo x Go le SE EIS SL ve d Edit Referral Gly v page e Toos y Edit Activity Activity ID NGOWEBACT000002940 Start Date Time f2012 2008 Bisi 21 12 2008 SSO 20 21 cr Community Residential zl Health Care Worker CPN indicates mandatory fields Save Delete Cancel Activities Select one for editing Activity ID Activity Type Activity Setting See Care Worker Start Date Time End Date Time To Be Deleted Ki NGOWEBACT000002940 T42 CR 20 12 2008 15 15 21 12 2008 20 21 O NGOWEBACT000002942 T06 CR 21 01 2008 10 15 21 01 2008 20 10 ei NGOWEBACT000002941 T18 CH 20 01 2008 10 10 21 01 2008 21 21 3 records found displaying 3 records from 1 to 3 Page 1 of 1 Make any appropriate changes and then click the Save button This will put the form into a temporary holding database until you are ready to submit When you are ready click the Submit for Processing button higher up in the referral section The Cancel button will clear this form of any data you have just en
43. elp up a shortcut icon on your desktop To do gt this access the URL website as described Cl above Click on File from the menu bar at the top and then select Send Shortcut to Save As Desktop Page Setup Print Ctrl P Print Preview Page by mal Import and Export Link by E mail z Shortcut to Desktop Properties Work Offline Close The shortcut icon will then appear on your desktop looking like this Login PRIMHD You can then use this shortcut to easily access the site in the future Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 9 of 47 Final doc 3 3 PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Tx Log In Instructions To log in to the PRIMHD system click in the Username field and type your User ID that will have been supplied to you by the Ministry s Data Management Services DMS National Collections Team and your Password which appears as a series of dots rather than letters Click on Login to enter the system Login PRIMHD Microsoft Internet Explorer provided by Ministry of Health E m x ok Se alx ply we p togin pRIMHD xl Access Denied Shy Bl mh v LY page v Gtoosy y PMH Drrosromme for the Integration of Mental Health Data For technical support please call 0
44. ental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records 4 5 2 To finish or log out from the NGO Web Data Entry System select and click on the Log Logging Out Out icon situated in the top right corner of the screen The system will perform the log out procedure and display the following confirmation screen upon successful log out gt User Log Out Microsoft Internet Explorer provided by Ministry of Health SEI x Gv se ster gt we ge user Log Out Gh Bl y mes 2 page v GQ Toos e Or P ROMH Drrosromme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support You Have Been Logged Out You have been successfully logged out of the system 1 Once you have logged out of the NGO Web Data Entry System you must close and reopen your browser before attempting to log in again 2 A user will be automatically logged out of the NGO Web Data Entry System after fifteen minutes of inactivity Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 37 of 47 Final doc 5 1 5 2 5 2 1 Introduction PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate E EE 5 Terminolo
45. es Activity ID Activity Type Activity Setting Health Care Worker CPN Start Date Time End Date Time To Be Deleted NGOWEBACT000002940 NGOWEBACT000002942 NGOWEBACT000002941 20 12 2008 15 15 21 01 2008 10 15 20 01 2008 10 10 21 12 2008 20 21 21 01 2008 20 10 21 01 2008 21 21 T06 T18 3 records found displaying 3 records from 1 to 3 Page 1 of 1 Function Display the referral and its activities Also leads to editing or deletion of the referral and its activities Data Entry Notes Not Applicable Button Functions Button Function Cancel Transfers the user back to the search screen Delete After confirmation the referral and all its associated activity records are deleted Edit Transfers to editing of a referral Section 4 3 6 Record Key Click Not Applicable Navigated from Section 4 3 3 Search Screen Results Navigate to either e Section 4 3 6 Editing a Referral using Edit or e another referral by clicking the referral tab This displays the last search results Other Comment A blue and white circle on the left shows the activity record has not been submitted or it has errors PRIMHD Web Data Entry Training Manual and User Guide v1 0 Final doc Page 29 of 47 PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data Solutions Delivery Group Information Directorate
46. es mandatory fields Save Reset Cancel Submit for Processing Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 28 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data Solutions Delivery Group Information Directorate MH Programme for the integration of Mental ole Deng Referral and Activity Records Continued 4 3 5 View Referral Date Last Saved 27 Aug 2009 The following View Referral Screen appears after the user selects a Referral Record to view from the Search Referral Results list as describe in Section 4 3 3 previously S View Referral Microsoft Internet Explorer provided by Ministry of Health Go k Ue di View Referral 7 Piz amp E Eege v Gtoosy y PR MHD erearamme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records View Referral Referral ID Organisation ID Team Code Deleted Flag NHI Number HCU_ID Sex Date of Birth Start Date Time End Date Time Referral From Referral To Referral End Code Date Record Last Modified 30 07 2009 10 26 Eat Delete Cancel NGOWEBREF000002660 G00059 E 7315 BXT7035 M Male 25 10 1983 20 01 2008 07 10 NA Needs assessment and co ordination service Activiti
47. gy Introduction This chapter is intended as a guide for the use of the data and other associated terms in the PRIMHD NGO Web Data Entry System It is expected that readers will use this chapter for general reference purposes when they have a query about data the fieldnames or other terminology used on the record screens Where a term is referred to in another definition then the term appears in e bold and italics if a screen field e bold and non italics if a glossary term Data Fieldnames The terminology for the data fieldnames of this section of the User Guide lists each fieldname in alphabetical order and provides supporting information of the interpretation or meaning of the data fieldname its guide for use and the section reference of the records screen that it is used for in the PRIMHD NGO Web Data Entry System Guideline notes for use of this section are e Names in brackets after the actual fieldname describe the implied association e Unless specifically stated data values can be modified at later dates but the validation rules would still be applied e Required options are gt Mandatory Must be completed or filled with data gt Optional Does not have to be completed or filled with data gt Conditional Must be completed or filled with data when other data or validation rules are applied or initiatiated gt Automatically Generated Sourced and completed or filled with the co
48. ignify what record type requires attention e Referral Record IDs have REF in the middle of the identifier e Activity Record IDs have ACT in the middle of the identifier 2 A blue and white circle in the left most column signifies the record data is either unsubmitted or it contains errors Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 35 of 47 Final doc 4 4 4 4 1 Introduction PMO0228 Program for the Integration of Mental Health Data PRIMHD NGO Web Data Entry System Training Manual and User Guide PR MHD Solutions Delivery Group Information Directorate My Error Records To view and correct Referral and Activity records data that is incorrect in the NGO Web Data Entry System the user first needs to select and click on the My Error Records tab In this section are the following details of each Screen e Screenshot diagram of screen used and its primary function e The operational buttons and their function e Navigated from and Navigate to with Other Comments 4 4 2 The following list of Referral Records appears in the My Error Records Screen after the user My Error has selected and clicked on the My Error Records tab to view and correct Referral and Records Activity records data that is incorrect in the NGO Web Data Entry System al Go SS mer SET ve di My Error Records AA gt ah ch page e Toos y y PR WH D
49. in whole request to a mental health and addiction service team The request can be made by 1 the consumer or their family whanau or other significant person or 2 from one team to another In this case the requesting team may or may not transfer responsibility 3 via another agency All these requests shall be recorded as a new referral To ensure information on un met demand is not lost declined requests must also be recorded Within a referral a particular team will be allocated responsibility for the consumer This team will be responsible for ensuring that a comprehensive assessment has been completed or assessment information is received and that all activities associated with the team s referral are recorded Where two or more teams have a joint treatment with a consumer then each team would have their own referral to record separate activities A referral must be closed when the team is no longer providing services to the consumer The PRIMHD Referral Discharge ID Referral ID is a unique identifier that identifies a Referral Discharge episode for a consumer and is the primary key that links the relevant activities As the user saves a record this system automatically allocates a Referral ID Each activity is associated with the one referral by use of the Referral ID It may be useful for the NGOs to add these IDs to their own records Team An NGO group that conducts a treatment programme for a c
50. l and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate 5 3 Glossary Glossary The following table lists all the Glossary Terms and Meanings as used and understood for Terminology use in the PRIMHD NGO Web Data Entry System Term Meaning Activity PRIMHD describes all Mental Health amp Addiction services provided to a consumer as an Activity Activities include services delivered to a consumer once an interaction happens between the consumer and the service provider A service may take a variety of forms such as but not limited to treatment and or support provided by a mental health and addiction inpatient facility or by a specialised mental health outpatient clinic either on healthcare sites or within the community or by a residential facility For example the service may be provided on a one to one basis as part of a group session via telephone or via audio visual links An activity may also include support services such as assistance with housing or employment Activities can be provided by a variety of different teams including teams that would normally operate in the community or outpatient setting providing services to consumers within an inpatient or residential setting Activity information collected relates to 1 the type of service provided 2 the mental health and addiction team and healthcare worker that provided the service 3
51. l doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Progromme tor the ntegrotan of Mereni Meath Ose Referral and Activity Records Continued 4 3 9 Referral The following Referral Accepted by PRIMHD Screen appears after the user has selected Accepted by and clicked on the Submit for Processing button and the Referral Record including all PRIMHD the attached Activity Records has been successfully submitted and loaded into the PRIMHD database Referral Accepted by PRIMHD Microsoft Internet Explorer provided by Ministry of Health R e x go fa x2 Als JE ve di Referral Accepted by PRIMHD Zei xm e Page e Tos v sx P AMH DProgramme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Referral Accepted by PRIMHD Referral NGOWEBREF000002660 has been successfully submitted and accepted by the PRIMHD system Referral Details Referral ID NGOWEBREF000002660 Organisation ID G00059 E Team Code 7315 Deleted Flag NHI Number HCU_ID BXT7035 Sex M Male Date of Birth 25 10 1983 Referral From NA Needs assessment and co ordination service Referral To Referral End Code Start Date Time 20 01 2008 07 10 End Date Time Date Record Last Modified 07 08 2009 11 23 Activi
52. n for ongoing support of the Record Types and Data Elements and an understanding of their guide for use in the PRIMHD NGO Data Entry System The Training Manual Course sections describe how to e Get started and Logging On to PRIMHD s NGO Data Entry System e Search and select PRIMHD Referral and Activity Records e Create New Read Update and or Delete PRIMHD Referral and Activity Records e Save and Submit Referral and Activity Records H Manage Correct and Re Submit Error Records e Finish your session Timeouts and Logging Off from PRIMHD s NGO Data Entry System The Referential User Guide sections provide the following supporting and referential information about the PRIMHD NGO Data Entry System e Detailed Screens e Terminology H Miscellaneous System and Technical Information 1 3 Who Uses this Document and When This Training Manual and Referential User Guide is to be used by NGOs who are using the PRIMHD Web Data Entry System to report their Mental Health and Addiction services to the Ministry Health s national system PRIMHD This document is to be used as part of a training programme for NGO users who are using the PRIMHD Web Data Entry System and for future reference during the ongoing use of the system Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 5 of 47 Final doc 1 4 1 5 1 6 PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integrati
53. ntal Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records View Referral Referral ID NGOWEBREF000002660 Organisation ID G00059 E Team Code 7315 Deleted Flag NHI Number HCU_ID BXT7035 Sex M Male Date of Birth 25 10 1983 Start Date Time 20 01 2008 07 10 End Date Time Referral From NA Needs assessment and co ordination service Referral To Referral End Code Date Record Last Modified 30 07 2009 10 26 Edit Delete Cancel A warning message will appear asking for Microsoft Internet Explorer confi rmation J Are you sure you wish to delete this Referral record Referral Accepted by PRIMHD Microsoft Internet Explorer provided by Ministry of Health d E of x fja z Im x ol ve di Referral Accepted by PRIMHD P ey H D Programme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support hy By g e Page e Gtoosy y Referrals My Error Records Referral Accepted by PRIMHD Referral NGOWEBREF000002660 has been successfully submitted and accepted by the PRIMHD system Referral Details NGOWEBREF000002660 G00059 E 7315 DELETED BXT7035 M Male 25 10 1983 NA Needs assessment and co ordination service 20 01 2008 07 10 Date Record Last Modified 07 08 2009 11 23 The word DELETED appears as well as
54. o provide mental health services Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 44 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data D HD Solutions Delivery Group Information Directorate Glossary Continued Term Meaning NHI The National Health Index assigns unique identifiers to all health consumers Other more common references to the consumer or patient are Healthcare User or Client Each Client in PRIMHD has a unique coded identifier called the NHI Number The NHI Number is used so that clinical information can be shared between Health Providers and Clinicians who are caring for the same client by protecting their privacy without using the Client s name and other personal details PRIMHD Programme for the Integration of Mental Health Data PRIMHD is pronounced as primed Referral The Referral also known as the Referral Discharge can be a 1 request for management of a problem or provision of a service e g a request for an investigation intervention or treatment 2 notification of a problem with the hope expectation or imposition of its management e g an exit summary in a setting which imposes care support responsibility on the consumer The common factor in all referrals is a communication whose intent is the transfer of care support in part or
55. ollowed by 4 alphabetic characters It must also have a matching HPI entry Comments 1 Currently HPI CPNs are only being allocated to Clinical Healthcare Workers as more Health Care workers have their CPN allocated more activities will have this value recorded Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 40 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Data Fieldnames Continued Screen Meaning and or Fieldname Guide for Use NHI Number Definition the National Health identity NHI number is used to identify the recipient of the referral and its activities PRIMHD uses the term consumer for recipient Required mandatory Example value DFG4086 Editing rules 1 must be 3 characters followed by four digits 2 when submitted to PRIMHD e the NHI number must be registered in the NHI system e the sex and date of birth entered for this consumer must match the NHI record Comments 1 the user must enter the correct value 2 these NHI Numbers can be obtained from 0800 855 151 3 users should check and if necessary correct the NHI held sex and date of birth values Organisation Definition the Organisation identifier from the Health Practitioner Index ID the
56. on of Mental Health Data P HD Solutions Delivery Group Information Directorate ST Assumptions for Use When using this Training Manual and Referential User Guide it assumes the user e Understands that the PRIMHD NGO Data Entry System only provides data elements and codes for the NGO Referral and Activity Service Record requirements according to the HISO PRIMHD data set and code set standards that must be used in this system Note The PRIMHD NGO Data Entry System can not be used to map to alternate code sets and systems that maybe in use by the NGO provider e Has their own relevant browser training and supporting reference material documentation e Has complied with all the Prerequisites for System Use as specified in Section 2 e Has a copy of the PRIMHD File Specification for reference to the self explanatory error messages that are not repeated in this document Please refer to the PRIMHD File Specification see Document Crontrol Associated Documents e Understands this Training Manual and Referential User Guide will be distributed with other HISO supplementary documentation eg PRIMHD 10023 2 Data Set and 10023 3 Code Set e Has received their User ID and Password for use of the PRIMHD NGO Data Entry System Updates and Supporting Documentation Future updates to this Training Manual and User Guide will be detailed in an Appendix Supporting documentation and any updates are available from the Ministry Health s
57. onsumer User Within this manual the user is the person responsible for entering the NGO s data Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 45 of 47 Final doc 6 1 6 2 6 3 6 4 6 5 PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate 6 System and Technical Information Introduction Prerequisites for this document are for the reader to H have their user log on details set up and e completed training Changing Personal User and Organisation Details It is necessary to complete a Health Secure Change of Details Form if any personal or organisation details change from those supplied on the original application forms Changes to details fall into the following two categories e Personnel changes e g change of name e Organisation changes e g change of address or change of authorised signatories See section 1 6 Getting Help for contact details for this process Getting Reports Although this system is for data entry you can get one off and or regular reports on your data that is held in PRIMHD Please email data enquiries moh govt nz to initiate a request PC and Browser Setup Support The Ministry of Health does not provide support for any local PC browser or other local technical problems eg PC start up Printing difficulties Internet
58. ose and reopen your browser first before re attempting to login 2 The Forget Password functionality is still to be introduced Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 24 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Set hc Logging In Continued 4 2 2 The first time the system is accessed a screen will appear prompting you to change your Change password Password Screen gt PKMS Administration Expired Password Microsoft Internet Explorer provided by Ministry of Health ll sl Ge e GIE ol ve dr PKMS Administration Expired Password MA h eh Page e GToosy Bis User Xxxxx s password has expired Change password for Xxxxx e Input old password e Input new password e Confirm new password Change Password Enter your old password and your new password and then reconfirm your new password The new password needs to be at least 6 characters long and is case sensitive Click the Change Password button and your password will be updated There is no confirmation screen when changing your password If successful you will then be transferred to the Search Referral screen to resume normal operation of the system If a user does not use the system for more than fifteen minutes they will be automatically logg
59. r CPN Start Date Time NGOWEBACT000002940 NGOWEBACT000002942 NGOWEBACT000002941 End Date Time To Be Deleted 20 12 2008 15 15 21 12 2008 20 21 21 01 2008 10 15 21 01 2008 20 10 20 01 2008 10 10 21 01 2008 21 21 3 records found displaying 3 records from 1 to 3 Page 1 of 1 You can click on the column headings to display the activity records in different order Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 18 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Programme for the Integrotion of Mental Meath Deng 3 10 Adding New Activity Records To add a new Activity after you have entered and saved the new Referral details or searched and found an existing Referral click the Edit button and scroll down to the Add a New Activity form below Enter all the details in this form and then click the Save button Repeat this if there are more activity records to be entered If multiple activities are added these will be held in a temporary database until you are ready to submit When you are ready to submit the data click on the Submit for Processing button higher up in the referral section ae we d Edit Referral Ieper 2 Eage y GTook PR MHD rro9 0mm
60. red data fields Any field that has is mandatory Some fields have drop down lists for you to make your selection from You must enter a start time in the 24 hour clock format including minutes Add a New Referral Microsoft Internet Explorer provided by Ministry of Health ve o x Ixl S E o Co Cc w d Add a New Referral a s EI S v i Page y O Toos z y PR MHD eroaramme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Add a New Referral Referral ID Organisation ID Team Code NHI Number HCU_ID Sex COC He Date of Birth C Bero example 28 10 2008 Start Date Time EH r End Date Time D Referral From Referral To Referral End Code indicates mandatory fields Save Reset Cancel Submit for Processing Enter all appropriate details and click the Gave button Continued on next page Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 13 of 47 Final doc AR PRIMHD NGO Web Data Entry System Training Manual and User Guide HEALTH PMO0228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Programme for the integration of Mental eah Dona Adding New Referral Records Continued If you miss out any mandatory fields those marked with red stars
61. ror is detected Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 31 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data D HD Solutions Delivery Group Information Directorate Referral and Activity Records Continued 4 3 8 Editor The following Edit Activity Screen appears after the user has selected an Activity record to Delete edit update or delete from the View Activities List as shown below and in Section 4 3 6 Activity previously Edit Referral Microsoft Internet Explorer provided by ministry en EE iol x go l e o 4t X P we de Edit Referral Bl my 2 Page G Toos Or Edit Activity Activity ID NGOWEBACT000002940 Start Date Time 20 12 2008 6 15 15 End Date Time 21 12 2008 EB 20 21 Activity Type T42 Mental health individual treatment attendances Family not present vj Activity Setting CR Community Residential x ra Health Care Worker CPN indicates mandatory fields Save Delete Cancel Activities Select one for editing Activity ID Activity Type Activity Setting ee Care Worker Start Date Time End Date Time To Be Deleted ER NGOWEBACT000002940 l T42 20 12 2008 15 15 21 12 2008 20 21 NGOWEBACT000002942 T06 CR 21 01 2008 10 15 21 01 2008 20 10 NGOWEBACT000002941 T18 CR 20 01 2008 10 10 21 01 2008 21 21 3 records found di
62. rrect data by the system e Unless specifically stated for a data element editing rules are applied as the data is saved or submitted Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 38 of 47 Final doc Solutions Delivery Group Information Directorate PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD Data Fieldnames Continued 5 2 2 The following table lists all the Data Fieldnames in the PRIMHD NGO Web Data Entry Data System in strict alphabetical order Fieldnames Terminology Screen Meaning and or Fieldname Guide for Use Activity End Definition the date and time the activity ended Date Time Required conditional required as record is initially saved for all non bed night activities Example value 25 02 09 08 10 Editing rules must be a valid date and time combination Comments 1 Ifthe time is unknown use 23 59 Activity ID Definition the Activity ID is a unique identifier that identifies a single Activity Record for the consumer This uniqueness applies to all PRIMHD activities i e not just those submitted by this web system Required automatically generated by the system as the record is saved This unique identifier is generated by a combination of e the prefix NGOWEBACT which is common for all this System s data entry e a unique num
63. service problems local applications software or operating system software problems If you have any local support needs please contact your usual PC support agent Technical programming help desk or Internet service provider for assistance System Timeout The system has a Timeout function which logs a user out after fifteen minutes without activity Any record currently being edited added will be discarded if it has not been saved or submitted when the Timeout function activates and terminates the user s session If a user s session is terminated the user will have to restart their browser before attempting to log in to the system again Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 46 of 47 Final doc Solutions Delivery Group Information Directorate PRIMHD NGO Web Data Entry System Training Manual and User Guide PMO0228 Program for the Integration of Mental Health Data P HD 7 Appendix 7 1 Appendix A Change Update Register This page and the following table is intentionally blank for future use as a Change Update Register Date Section Change Update Description 00 00 00 0 0 0 XxxxxxxXxXXX Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 47 of 47 Final doc
64. splaying 3 records from 1 to 3 Page 1 of 1 Function Activity Records work can be either e Editing or deleting an Activity Record using the above screen or e Adding a new Activity Record see Section 4 3 7 on previous page An Activity Record is able to be edited by selecting the desired entry in the list Data Entry Notes Mandatory fields are shown with an Editing or Button Function Deleting an Cancel Cancel clears out the new activity record and the screen Activity s Button appears ready to add a new activity Functions Delete After confirmation the record is flagged as to be deleted The record will be deleted when the referral is next submitted Once confirmed this decision cannot be reversed Save Saves the record without submitting it Errors may need to be corrected The edited record is closed and the screen appears ready to add a new activity Record Key Click Editing of an activity is triggered by clicking the mouse on an activity in the list as shown highlighted in dark blue above Navigated from Section 4 3 6 Editing a Referral Navigated to By clicking Submit for Processing control switches to e Section 4 3 9 Referral Accepted by PRIMHD if no errors e Section 4 3 10 Referral Rejected by PRIMHD if an error is detected Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 32 of 47 Fina
65. te Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 11 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Programme for the integration of Mental ole Deng 3 5 Search Existing Referral Records To search for any Referrals within your organisation click on the Search button and this screen will display with all Referrals listed If you want to search by any of the fields on the form in addition to Organisation ID enter the appropriate details before you click Search iol x GO e k zl KEN we dh Search Referrals gt By ge v page Gtoos Bis PR MHD ro 0mme for the Integration of Mental Health Data Gi For technical support please call 0800 505 125 For all other enquiries please contact Support Referrals My Error Records Search Referrals Referral ID Organisation ID G00059 E Team Code NHI Number HCU_ID Referral Start Date For example 26 10 2008 Search Clear Cancel New Referral Search Result Kai 245 ERR Referral ID gt Team Code NHI Number Referral Start Date Referral End Date REFMOHEW011000521 7314 DJL4931 01 07 2008 REFMOHEW011000260 7314 BEX5215 01 07 2008 REFMOHEW011000267 7314 DCG7273 01 07 2007 10 07 2008 REFMOHEW011000167 7314 DEA2871 20 02 2008 REFMOHEW011000269 7314 E
66. te Time as appropriate Time Team Code Definition the code for the NGO s team that the user is entering the referral and activity data Required mandatory Example value 7316 Editing rules the team code must be one of the codes allocated to the organisation Comments 1 team code records are managed by Data Management Services National Collections Team To Be Definition A yes in this field shows this activity will be deleted when Deleted the referral is next submitted Required Set when an activity is being edited and Delete is clicked Example value Yes appears if record is to be deleted Editing rules When the delete key is pressed confirmation that the delete is required is requested Comments 1 A confirmed delete request cannot be reversed 2 A reversal can be achieved by re entering the details User ID Definition user s identification code entered as they logon Required mandatory Example value MALTILDA Editing rules verified with password by system security Comments 1 this user ID must be loaded along with the correct password as the user logs into the system 2 the User ID is supplied by Data Management Services National Collections Team 3 the organisation must also request the removal of the access authority for all users that leave Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 43 of 47 Final doc PRIMHD NGO Web Data Entry System Training Manua
67. tered and take you back to the previous screen You can delete an Activity by clicking on the Delete button on the Edit Activity form The following warning screen will appear Microsoft Internet Explorer jJ Are you sure you wish to delete this Activity record Click on OR and the activity screen will appear with the word Yes in the To Be Deleted column gt Edit Referral Microsoft Internet Explorer provided by Ministry of Health if x ve d i rd Referral Sh gt Bly L page O Toos Oy gz Activities Select one for deleting Activity 1D Activity Type Activity Setting Heath Care Worker Start Date Time End Date Time To Be Deleted NGOWEBACT000002940 c 20 12 2008 15 15 21 12 2008 20 21 NGOWEBACTO00002942 T06 CR 21 01 2008 10 15 21 01 2008 20 10 NGOWEBACT000002941 T18 CR 20 01 2008 10 10 21 01 2008 21 21 3 records found displaying 3 records from 1 to 3 Page 1 of 1 When you are ready click the Submit for Processing button higher up in the referral section Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide v1 0 Page 21 of 47 Final doc 3 12 PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Programme for the integration of Mental Meath Doea My Error Records Where submitted data has been rej
68. the system e the user s responsibilities 2 2 Purpose The purpose of the PRIMHD NGO Web Data Entry System is to enable small NGOs to report their Mental Health and Addiction referral and service activities information to PRIMHD the mental health national collection via a web based solution 2 3 System Availability The targeted system availability is 24 hours per day 7 days a week Support for queries and assistance will be available during normal office hours 2 4 Pre Requisites for System Use In order for an individual to use this system 1 The NGO and all its teams must be registered in PRIMHD This requires the NGO to work with the Ministry s DMS PRIMHD support team to record NGO and team details establish connections to the PRIMHD system etc This process normally takes one month At the end of this process the NGO will be provided with User ID s and passwords for their users to access the system It can be initiated by the NGO seeking assistance see Section 1 6 Getting Help 2 The NGO s site must have PCs that H have a broadband internet connection e are able to connect to the PRIMHD system e run Microsoft s XP SP2 operating system or later e have Internet Explorer Version 7 0 or later browser 3 The User must e belong to an authorised team see point 1 above e have an individual user ID and Password before attempting to Log On e have completed training with designated trainers Date Last Saved 27 Aug 2009 PRIMHD Web Dat
69. ties Activity ID Activity Type Activity Setting Health Care Worker CPN Start Date Time End Date Time Deletion NGOWEBACT000002941 19 07 2008 10 10 19 07 2008 21 21 NGOWEBACT000002942 21 07 2008 10 15 21 07 2008 20 10 NGOWEBACT000002940 20 12 2008 15 15 21 12 2008 20 21 3 records found displaying 3 records from 1 to 3 Page 1 of 1 Function This screen confirms the acceptance of an error free submitted referral Data Entry Notes This screen is not used for data entry Button Functions None Record Key Click None Navigated from By successfully submitting a referral without errors Navigates to The referrals tab or else log off Date Last Saved 27 Aug 2009 PRIMHD Web Data Entry Training Manual and User Guide vi D Page 330f47 Final doc PRIMHD NGO Web Data Entry System Training Manual and User Guide PM00228 Program for the Integration of Mental Health Data P HD Solutions Delivery Group Information Directorate Programme for the integration of Mental Meath Deng Referral and Activity Records Continued 4 3 10 The following Referral Rejected by PRIMHD Screen appears after the user has selected and Referral clicked on the Submit for Processing button and the Referral Record and or any of the Rejected by attached Activity Records has been unsuccessfully submitted and failed to be loaded into PRIMHD the PRIMHD database S Referral Rejected by PRIMHD Microsoft Internet Explorer provi

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