TMA Central User Guide
Contents
1. zm ddddadad clients are listed e e ET C C CIL EEG G1 g in this column 4 k Record Count N A ys View Enable Client Count Show Non Hacc Clients Y Filter Serice Filter String The Tabs Valid for MDS Export shows the records that are going to be included in the MDSExport file if you send it without revision NOT Valid for MDSExport displays the records that have been transferred from Trips that are not going to be included in MDSExport file if you send it without revision All Records displays all records transferred from one or more service programs that use the HACC MDS ID selected MDS Export Preview allows you to preview client by client the records that are valid for export You can use the buttons at the top of the window to print the list or save it to an Excel file The Buttons and Checkboxes at bottom of screen View button allows you to view the MDS Service Category and the number of instances of service for the highlighted record in the list It also has an MDS Validation button that provides comment on why a record might not be valid for MDS Enable Client Count shows you the client count of records in the selected Tab category Show Non HACC Clients will allow you to view other Funding Types than HACC Filter Service allows you to show records limited to one service program e g Transport Filter String allows you to limit the record list by enterin2. Password Options MW Remember User Name MW Remember Password Auto Login w OK Cancel id If you want to enable Auto Login please login first to ensure you have the right username and password then close and reopen TMA Central then enable Auto Login rma W sortrwane Complete mmunity Transport S tions 4 Page License Information Product THA Central Enterprise Licensed to Andrew Sturt THAS oftwa Seral Mo 10002 Copies 700 Level Enterprise Expiry Date 31 July 2013 After you login in the bottom right corner of the screen you will see your TMA Central license information Main menu Breakdown r 2n E File Edit View Data Files Tools Window Help File ae TMA Central v1 2 File Edit View Dataf et Print Setup uj Exit Print Setup Allows you to select your default printer and define the printer settings Exit Closes TMA Central View A TMA Central v1 24 3 F File Edit view Data Files To Small 3 E v Normal iat Medium Large Custom Font Toolbox Selecting this item allows you to change the size of the font to small normal medium large and custom Toolbox Selecting this item allows you to build your own floating toolbar This works by first selecting Toolbox then by holding CTRL and left clicking on the menu item you would like to add to your floating menu Repeat to add additional items For example if
3. s 7 Update MDS Farm V V m Change Delete Ns View Update Other Uj Copy d Ciar LZA N AN SSS a Browse Actions 5 Filter Type ocation Depot Z r al Search Address Type se Print Ciarr de Export current T Query me Mese z aS EE EA SSN a EEN Copy s Client Details Client Information amp Referral Notes Section Available depots address Create Queries Record Not Used rma Wsortware 9 Page type Print Ciarr Fa Export List Not Used These options can also be accessed by Right Clicking on a Client record Insert Change Delete View t o966 E Copy Ciarr arr Garer Mates Filter Type Search Print Ciarr Export List Query Reset t m d gt M he Adding a new Client 1 Central vi DED F fie 6 Yow Dale Took wde Heb c dem bem Amm Dom To enter a new client or carer and update their information you need to click on Clients on the tool bar at the top left hand side of the screen The client main window will display Notice the tabs along the top of the Browse Client window All Clients Current and Non removed eur gt TMA Central v 1 24 3 Far West HACC File Edit View Data Files Tools i Wilf r e rma sor TWARE p te m 1 ty nse t t 5 10 Page If you have had clients imported from an earlier program you will notice that the client s r
4. Opens the Browse Current Clients file window This is where you can change Account codes Repair Utilities gt Fix Last Assessment Date This utility will attempt to rebuild the last assessment date for your original Ciarr data Only use this if you have been advised by TMA Software Repair Utilities gt Fix Zone and LGA This utility will attempt to rebuild the Zone and LGA information for your locations file Only use this if you have been advised by TMA Software Repair Utilities gt Fix Date of Referral In This utility will attempt to rebuild the Date of Referral in from your original Ciarr data Only use this if you have been advised by TMA Software Repair Utilities gt Rebuild Client Full Name Rebuilds the full name from surname title and given name Repair Utilities gt Validate MDS Complete The colour coding showing whether client records have full MDS information is checked and correctyed for the whole client list Funding Export Opens the Export Wizard Use this to send the MDS transmission to HACC In NSW this wizard is also used to send the ICTDS to Transport NSW and separately the Health ICTDS to NSW Health Import Clients You can export one or a selected number of clients assessment data from TMA Central to a another service that has TMA Central or the HADS program You can also receive client assessment data from other services This is where you import client data from other services into your TMA Cent
5. Email Settings Email System Setup Repository Email Other Recipient NEM E i MOS Email FO MoT Email FO DoHEmait Other MDS Settings Accept HTML Email Formats MES Standard ue Standard C Yes C No Email Method C SMTP MAFI Outlook or Outlook Express Outgoing Mailserver mail westnet com au Use SMTP Authentication SMTP User Mame SMTP Passywrord MDS Email Provide the email address for your state MDS MoT Email Provide the email address for Ministry of Transport DoH Email Provide the email address required for Department of Health Other MDS Settings This drop down box allows you to select your MDS standard Accept HMTL Email Formats This check box will allow HTML email formats Email Method This shows you your server connection details 37 Page rma MN Ssorrwane A Update Control Settings Project Identity General System Configuration Service Details Email Settings System Defaultz M Auto Open Client Browse vM Allow Delete Client Jf Show Service Assignment Confirmation Client Note Support Enhanced Ciarrlll Both Program Configurations This is where you can change a few General System Configurations Auto open Client Browse If this is selected the Client Browse window will automatically open when you log into TMA Central Allow Delete Client This allows you to delete Clients from TMA Central If a client record is for a client that h
6. Update MDS Forn Browse Actions pen 4 gorge 4j Yew 5 Feet type Ciar pont Location gt Address e Gj ae amp 7 Z we rma X sorrtwanre 11 Page To enter or change clients details click on insert The first step is establishing the Client Type The Client Type selection enables you to choose what type of client you are entering Select the appropriate type for the client you are recording then click OK Non Client us used where you want to show the names of people who aren t clients in Trips run lists e g an second driver for long haul bus trips Fi Client Type General Client Record Type C Carer Mon Client Below is the first of the eight pages for entering client information See the tabs for the eight pages You are able to go from page to page by simply clicking on 1 to 8 or using the keystrokes Alt 1 Alt 8 Enter the client s Personal Details their title given names family name preferred name date of birth and sex If you do not have their exact date of birth you can enter an estimated date and select Date of Birth is an Estimate 3 New Care Recipient New 1 Details Personal Details 2 Circumstances Other 3 Functional Screening Tile Given Names 4 Functional Continued Family Marne 3 Carer Preferred Marne B Service Information A gt OA 1uii _ Date of Birth 3 Date of Birth is an Estimate T Service Events Zo vet
7. w Client Is Current Unknown Client LocationDepot Home Phone Work Phone 2 Client Type Mobile Phone validate MDS MDS Field Validation is only available after you save this form Client Record Details Suburb Town Cc If this is the client s current address as well or if the current address is similar leave the tick in the Copy Usual Address to Current Address If the client is not at their usual address untick the Usual Address to Current Address than you will need to enter their current address separately Once you have entered your information click OK You will then need to enter other contacts for the client To enter other contacts select Insert below the Contact Information display rma NC sortware 13 Page EE Mew Address New General Comments Address Details Address Type Usual f Emergency Postal Current GP Other Street Suburb Town Post Code State Territory Identifier m LGA Map Reference oO Home Phone ork Phone Mobile Prone t cea Example address type select Emergency Enter the Emergency contact s details and click on OK You will now see the Emergency contact appear in the Contact Information display Repeat this procedure for other contacted needing to be entered as many as needed ay Update Lare KECcIpIent AVAMS Latesnaj I A eee eee Personal Details ADAM
8. Ch_Core Memory See ee Ch_Core Money Operation Selection Cl_Core Moving4round Value Entry Ch_Core OtherCormments 4 L Review and Group Manual Motes x Back Cancel rma sorrtwanre 26 Page Then select Is equal to and next Query Wizard Operation Selection SMlect a query operation to perform on the selected field Cli_CoreAndigenousStatus Ni Quer Operations ls NOT Equal Ta lz Greater Than ls Less Than lz Greater Than or Equal TY lz Less Than or Equal To ls Between lz Mat Between Field Selection Value Entry Review and Group Manual Motes Back Cancel Type the value of 4 Then next Query Wizard alue Entry Ehter a value to complete your expression Constant Value C7 Another Field 7 Expression Lore IndigengausStatus Is Equal To Field Selection Operation Selection Review and Group Manual Notes Compare Using Absolute Values This will show you what you have done so far Click AND Query Wizafd Add conditions by pressing the AMD or OF buttons Press Change or Delete t modify a condition Cus Field Selection Operation Selection L Value Enty 1 AMD OR 1 Group Change Delete Manual Notes Cancel TMA W sortwane 27 Page Clicking AND will take you back to the first step of the query process repeat this step and click next instead of choosing is Equal To choose
9. MDS at this time 6 If you have several TMA programs that record MDS data for the same HACC MDS ID select one of the Destination Organisations with that HACC MDS ID then tick the checkbox Send matching HACC ID s on the right This will include all of the TMA Programs with that HACC MDS ID in the one Transmission Note If you wish to send separate MDS transmissions for services that share a HACC MDS ID then you will have to ensure you give each transmission a unique File Portion Number If you don t provide unique File Portion Numbers then later transmissions sent will overwrite delete and replace previous transmissions for that HACC MDS ID See Other Options in the picture above 7 Click the Next button The Step 2 Processing page of the wizard not shown here is just for your information Click Next again Note You may close the wizard at any stage without losing client MDS information MAN Ssocrwane 32 Page 8 When the processing is complete this window appears ab Export Wizard NSW Export program e g Outlook and attach the MDSExport file to an email 33 Page The Save button allows you to save the MDSExport file to any folder you choose If you are not sure save it to your Desktop Then open your email addressed to your MDS Repository The preview button allows you to see a list of the client s records that are valid for MDS export and another list showing client s r
10. MDS c 32 SOUNE NR E E E E A 36 zigey eeiam T E E 36 DIC De a area aE tele nitpeptnat i ipae tune inet ertum bet e quM RUN ph PN 36 ay 0 Fe SSELIRB S cese ueecitcene tu bacis uie testu E oe ee ee eee 37 FOR CAN Gro qud 40 61H10 19 S er aE T uacsineaseuaiienaa neeasacestions 38 2 Page Foreword This is a basic guide on how to use and navigate TMA Central which is the central client database for all TMA Programs TMA Central contains all of the client s information verified service events and produces the MDS and ICTDS submissions It is designed for the collection of all essential client information required by HACC funded services and also reflects the information collected by the CIARR Here are some definitions that will be referred to throughout this document Client Any person who receives service from your organisation or brokered by your organisation Clients can be Care Recipients or Carers Care Recipient A person who receives service because of their own needs Carer A person who receives service because they are the carer for a Care Recipient Basic navigation concepts Left Clicking on a record or button will highlight or select it A selected record will be highlighted in blue Note this is by default If you have a different colour scheme selected in Windows the colours may be different Double Left Clicking on a record will open the record for editing Right Clicking on a recor
11. Supervisor Will have access to add other Users At Service Feature Management click insert The following window will open Choose service assignment by clicking on the browse button and select the appropriate Service Name 30 Page New Feature Management Record fei x General Trips New Journeys Trips Health Features r Service Assignment Service Mame r Access Level C Manager Highest C Supervisor High C Normal User Default C New User Low C Booking Staff Restricted Trips General Features Enable Trips Notifications Window Disable Visual Themes Tool Tip Timeout 5 E in seconds rma W sortware Select appropriate access level Manager will have access to all features fie New Feature Management Record General Trips Hew Journeys Trips Health Features Service Assignment Service Mame P N Access Level C Manager Highest Supervisor High Normal User Default C Mew User Lowy C Booking Staff Restricted Tripz General Featurez P Enable Trips Motitications Window Disable visual Themes Tool Tip Timeout F in seconds Make sure the enable Trips Notifications Window checkbox is not ticked and click ok rma YW sortware 31 Page How to send MDS 1 Transfer the data from your Service Program or programs Trips Enterprise Caremaster etc 2 In TMA Central click on the Funding Export bu
12. stated inade SLR 222220000000029 Missing SLK B Comments Contact Information Client Record Details Suburb Town cc Usual You must update the Usual Address before adding other addresses Non Hace MDSACTDS Consent v Client ls Current Unknown Client Location Depot 4 b d i S neer 49 Change amp Delete 2 client Type Indigenous Status X Country Ot Birth x MDS Field Validation is only available after you Main Language on save this form gy vastes rma W sortwanre 12 Page Next you will need to enter the client s usual and current address plus other contacts for the client such as an Emergency GP Postal or other contacts you require Entering Addresses The first step is to double click on the blue field in Contact Information The Address Details box will appear over the Client s first page See below Notice the Address Type Usual is selected this is the automatic program selection when entering a client 9 New Care Recipient New Update Address For 1 Details 2 Circumstances Other General comment 3 Functional Screening Address Details 4 Functional Continued Addkess Type 5 Carer Usual C Emergency Postal 6 Service Information C Current C GP C Other 7 Service Events Name ng SLK 8 Comments Street Suburb Town State Territory Identifier v Ej MDSACTDS Consent Map Reference
13. will exist until all blue fields are completed The warning will be displayed at the bottom of client form Once you have addressed the warnings listed the message at the bottom of the page will change from rejection to success rma MN Ssorrwane 2b Page Ciarr Client Information amp referral Record this generates a report of Client Information to refer to another Organisation The CIARR button is located at the button of the Client Browse window Queries The Query button is located at the bottom of the Client Browse window Queries are a way of extracting useful information from a database The example below is a step by step procedure to create a Query to extract all the Non indigenous clients age 65 years old or over Open the Client Browse Window and ensure it is set on the Current tab then click Queries button at the bottom of the Client Browse The following box will open Click New eu z 5 Saved Queries Quen Description This will start the Query Wizard and will list all the available options for this example you will need to choose Cll_ Core IndigenousStatus then next New Query Query Wizard a Field Selection Select a field from the list below r Fields ta Evaluate A Core Full ame ore Housework Cl Wore ndigenousS tatus Ch_Core lsMonH ace Cli Care LastAssessorM ame Ll Core Letters fH ame Cl_Core MainCessationAeason Cl_Core MainLanguage Cl_Core MDS Consent Cl_Core Medication
14. 0007 5779 y 58 08 0007 6779 06 60672745 00 00604065 37 Vem S 80876096 6 PITMAN STREET 0 V 0000 4990 M HEBOAAD STREET 0087 1012 00 Morgan ST 0000892 MO MORIS STREET 6008 2481 il dail oil bal dl ba 4 Dende 91 Ov 8086 4518 T ANNE 3 623 OWBLL STREET BROKEN Hi 234 VALLIAMSS LANE 6068 2610 Broken Hn 506 Rasp 2 000 0000 39062 BROKEN Hi 646 OMAPPLE STREET 525 LANE STAEET DRORDN HUL URCORDN HUL Broken Hil 187 Slphide Broken Hn 111 MCA ST Broken Hel 06 Argert t 0007 4310 087 4413 Browse Actons 5 Chan Esport f rw A gem V beacon a ign I ocation equiti Address Type x Boarenrt lt Y aay Change Client Delete Client details Record 24000922 Bood O 28 2 029 1606 DASA O 07009000 1600 DASE 0 rw a7 4 X6 DASA O 300011004 1 DASA 2404 1 035 355 DASA O 11041913 17 PSR 0 01051039 1070 08cc O welas 0 1047 ae 0 D Ime o 1421 LAC 0 e LOTH 0 1959 LOTL O 05A 2 933 22 2 920 12 930 11014920 LOTEI O 0501008 X5 LOTM O 1601 1917 1960 LOTO 10180 LLNAM O 2012 1945 1653 LLMU O 02 942 40 LNG O 0101 940 I ILLNT O 1404 1 022 1006 LLNA O 10091942 1069 LLNET O 03405018 157 NOAL O 010141940 NOAN 0 nonee 637 NOAR O 01041940 INORA 08054023 2 0 NORT O 0651925 Xx3iNDEO O 0101940 T0 NOLA O 2701 1926 NOLT 01409923 1144 NSAR O 010050916 1 Xy 207 View Client Filters Details Clients Search clients F Insert
15. Br2880 8087 7141 v MDSAICTDS Consent Current Br2880 8087 7141 v Client Is Current y BR2880 08 80877141 Unknown Client E Location Depot amp 3 Insert 49 Change 2 Delete Indigenous Status Neither Aboriginal nor Torres Strait Islander origin M p W Validate MDS Country Of Birth Australa zj MDS Field Validation Rejection Conditions Exist Main Language English v El Cancel If the MDS is rejected Click on the Validate MDS button This will give you reasons for MDS failure f Browse the MDSValidation File MDS Validation Results MDS Field Validation Results Care Recipient Functional Status Medication Warning Money Warning Memory Warning Behaviour Warning Carer Information Carer Existence Of is set to Has a Carer but no Carer is specified Rejection Carer For More Than One Rejection Carer First Name Warning Carer Surname Warning Carer Letters Of Name Rejection Carer Date Of Birth Rejection Carer Sex Rejection Carer State Territory Identifier Rejection Carer Suburb Town Rejection Carer Post Code Rejection Carer Country Of Birth Rejection Ccarer Main Language Rejection Carer Indigenous Status Rejection To correct items found return to the Care Recipients information pages by clicking on Close and enter or change the appropriate information The rejection conditions
16. C sorrwane 22 Page oee the page below Firstly you will notice the Carer information form only has three pages The first page being the Carer s Details Contact information Country of Birth Main Language Indigenous Status and Carer for More than One Fill in the Carers Information following previous steps for entering a Care Recipient s information gt New Carer New 1 Carer Details Carer Details Cweo 0000000 Title Given Mames l 3 General Comments e Family Mame Preferred Mame Date Of Birth a Date of Birth is an Estimate Sex vot stated inade SLK 222220000000029 Missing SLK Contact Information Suburb T Carer Record Details Usual You must update the Usual Address before adding other addresses Is Mon Hacc Client ls Current 4 Location Depot e Insert oo Change Delete Country Of Birth Client Type l Main Language a idees Indigenous Status MDS Field Validation is Carer For Mare only available after you Than One zave this form z Cancel The Carer For 2 page will display the Care Recipient s who this carer cares for once the linkage has occurred Go to the General Comments page and add comments as required Click OK to finish the Carer entry Then of course you must still make sure that the Carer you have selected has all their MDS fields filled out You can check this by using the Validate MDS Button which is available o
17. Once you have made your selection click on OK and the event will appear in the Service Events list You are able to update the Events when required Detail alls Service Events Circumstances Other Date pnprintinn alii Service hama unctional Screening E el D MODDDS Hi al New Service Event New Functional Continued EE L 16 03 2012 Tra Ser 26 03 2012 Tra Service Information 30 03 2012 l ra Date IEEE a Manual Entry pA Service Events 30 05 2012 Tra General joo PI m ten i fice iro i Service HAC 10824 Transport ed Service Type nd Bi Client Record Details Transpoart Purpose El Non Hace Transport Mode mj el i MDSACTDS Consent Allied Health Type Ox El W Client Iz Current Unknown Client Location Depot x Cancel 2 Client Type WI validate MDS MDS Field Validation Success Insert Change Delete Comments Value 0 00 Other Comments page 8 The comments you record on this page will not be sent with your MDS or transferred to any service program This information is not transferred to Trips will not appear on a runsheet therefore if you need to record the information in the client browse in Trips you are able to cut and paste the information You are able to record more confidential information for a client on this page as it stays in TMA Central MAN Sorrwane 20 Page 38 New Care Recipient New Detail Ero Othe
18. S Latesha 2 Circumstances Other 3 Functional Screening Title Given Names Miss 4 Functional Continued Family Name uuu 5 Carer Preferred Name B Service Information Date of Birth 07 08 1883 22 YRS Date of Birth is an Estimate 7 Service Events i Female SLK DASATO7081 98922 Missing SLK 8 Comments Contact Information Client Record Details E L Non Hace Broken Hill 2880 0448147392 V MDSACTDS Consent Broken Hill 2880 0417 884 083 v Client Is Current 08 80829777 Unknown Client Location Depot si G Insert Q Change Delete A Client Type Indigenous Status JUTE ir MIR dE EE E 15 EAEE 4 validate MDS Country Of Birth MDS Field Validation Aboriginal but not Torres Strait Islander origin Success Main Language w o K eme Click on the arrow of the right hand side of the first aqua field asking for a client s indigenous status The above drop box above will appear Double click on your selection The selected information should now appear in the field When selecting Country of Birth and Main Language it is preferable to click on the square button to the right of the entry box When the list appears type the first few letters of the country or language you want then select it This applies to these two lookups because they have so m
19. TMA Central User Guide Table of Contents FOE olo ener RTT EN 3 Welcome to TMA Y c 4 Heen Se LGV Gite Ido ii DO DOE OT 5 Main menu BreakCOwn cccccccccssssssseeccccceeaaeesseeecceeesseeesseeeceeeeeseeeuseeeceeeessauausseeeeeeessaagasseseceseesaaas 5 di two e 5 Us E 5 WIENER Tr 6 D m 7 AI MMO T 8 als t RR 8 Sc MT 9 Adding e new CUEN sucede iu eiedbuttta A 10 colour CEEE MR m m m ms 11 gigi elejzaudesleam C T m T 11 Service SSSI lb assi gv ea E IHRER EEFDEEDE S E 22 ISS FE a EIER Tm mmm REN 22 Link the Care Recipient Record to a Carer eeessseeessseeeeeeeen nennen eene snnt essa nsns 24 VIDS ui oi iloridon m T H 25 Sr T eeecaee 26 SII I m E ere 26 2u apn fe n 28 DT m m RRR 29 How OSEN
20. ainst which the Assessment time will be recorded Service Events Page 7 This page enables you to record instances of service particularly where they cannot be created in Trips or other service programs that work with TMA Central If your main service is Community Transport then Trips will record the number of trips and transfer that information to TMA Central In this case you do not have to enter information into this section other than for client assessments Service organisations that are funded to provide more than one service are able to enter information for the service event or events directly into this Service Events list For instance if a Community Transport service also provides Home modification to a client you can enter the value on this page Service Events 0170720606 Home modification E 10634 Mainentanc amp Mad 16 03 2012 Transport Care Recipient 10824 Transport 26 03 2012 Transport Care Recipient 1 10824 Transport 3403 2042 Transport Care Recipient 1 C1082 Transport 30 03 2012 Transport Care Recipient 1 10824 Transport rma MN Ssorrwane 19 Page Enter a new Service Event by clicking on Insert A small window labelled New Service Event will appear You will need to enter the date service and select your service type Each service event is valued differently For example Meals on Wheels is valued by the number of meals Home Maintenance is valued by the amount of hours
21. alth problems will affect service delivery oimply enter the appropriate information in the boxes provided above This information is not sent with your MDS but will appear on CIARR referrals When you have completed this page continue to page 3 Functional Screening rma NC sorrwane 15 Page Functional Screening pages 3 amp 4 Functional Screening carries over two pages and consists of 14 questions Once experienced entering the data for clients you can use numbers to enter your selections Tab from the first field to the seventh field entering appropriate information e g 1 Without help 2 With some help 3 Completely unable except Transport where 3 specialised vehicle or ambulance 4 Not stated inadequately described You are able to use this system for both pages 3 amp 4 2 New Care Recipient New 1 Details Client Functional Screening 2 Circumstances Other 3 Functional Screening 4 Functional Continued 5 Carer B Service Information 7 Service Events 8 Comments Client Record Details Non Hacc MDSACTDS Consent Client ls Current Unknown Client Location Depot 1H aj validate MD MDS Field Validation is only available after you save this form Continue on to the fourth page Functional Continued and complete all blue fields 1 Details 2 Circumstances Other 3 Functional Screening 4 Functional Continued 5 Carer B Service Info
22. any items You have now completed the First page To continue click on the second tab circumstances Other rma MN Ssorrwane 14 Page Client Circumstances Page 2 The second page consists of the Client s circumstances Do they have a carer what type of pension are they on living arrangement are they a DVA card holder and accommodation setting You will need to complete each field using the same process as entering indigenous status etc on the previous page 36 New Care Recipient New 1 Details Client Circumstances 2 Circumstances Other 3 Functional Screening Does this client have a corer 4 Functional Continued Living 3 Carer Arrangements B Service Information Government T Service Events Fension Benefits ii I 8 Comments DVA Card a Pension Card Client Record Details Number Accommodation NMonHacc Setting MDSACTDS Consent v Client ls Current Relevant Health Information Unknown Client Bae What does the client see as difficulties andor How will any of these affect service delivery Location Depot health problems 2 9 hearing allergies incontinence ah ah 2 client Type gb validate MDS MDS Field Validation is only available after you rl rl save this form Se On this page you also need to enter Relevant Health Information such as hearing allergies incontinence You are also able to enter if or how their he
23. are Recipient Locate Mame reped 1 1 1 1 juesenen anao dit eene Ern uere B MM 1582 URA2 59 01 03 1953 vi vi 1584 YMNH 98 01 03 1914 1586 HANA 79 0303933 1586 AR 96 01 03 1916 15 1590 ER20 53 01 01 1959 1593 ARYA 82 01 031 930 594 ORNL 1585 OL2Q 83 01031929 15897 LOAF 82 01 031 930 15 1559 Aneri 90 07025322 1600 DD20 82 05 1171 1601 TOKO 90 27 061 922 o 00639109 193 Newton Lane 1603 0010 89 2205 1923 327 Chappie Street 1604 CCNE 87 04 1 Wian lt 0448147392 T HSE 338 Kacin 1607 ANFE 70 18 04 1942 16 ET St 7 884 083 2 Nicholls St 2 1609 SF 03115937 69 Newton St 1610 ATSN 0 32 Lane S 0422256056 1611 ERYC 13 05 075 998 103 Creedon St 103 Creedon St 0428 972 129 1613 UGYR 14 19 05 1998 142 Hebberd St 16 142 Hebberd St 0439 876 689 1615 UGY4 15 14 12 1996 Boughteen St 97 Eyre St 0420276035 1617 AREK 15 0303997 Newton St 3143 al Update MDS Form Di 4d meet 8 gw 4 View We Fiet Type Search Print Clore d Export Location Depot Address Type ym cor 2249 Clients Inserting a Carer Click on insert at the Client Browse window and the small Client Type window will display oee below Select Carer than click on OK Client Type General Client Record Type C Care Recipient Non Client MAN
24. as been assessed for your service but is not having service then make the client non current Don t throw away valid history If you make a mess of a record as you are entering it or it is a double up then delete it Show Service Assignment Confirmation This will display a confirmation message when changing Service assignments rma Wsortware 38 Page
25. d will display an options menu listing the operations you can make to this record You can select an option by Left Clicking on it The basic options are Insert to create a new record Change will open the record your cursor is on so you can view or modify it Delete which will delete the record your cursor is on Delete is not reversible Other options may be listed allowing you to initiate actions specific to the screen you have open Greyed out data fields if a data field is has a grey background it means you cannot change the data in it These fields may be changed in another screen Data columns can be resized by Left Clicking and holding on the edge of the column and dragging it either left or right If you have any questions about this guide do not hesitate to contact me Regards Andrew Sturt T 0240234822 F 0249578211 E andrew sturt tmasoftware com au W www tmasoftware com au rma X Ssocrwane 3 Page Welcome to TMA Central We il Vew Dateless Took Window Maly Chants A Events id Stat dy rode E Sethings 4 TMA Central Enterprise User Name mm Panwa 44 E cows L owm s This is the first screen you will see when you open TMA Central It will prompt you to enter a username and password the default username is admin and the default password is admin If you left click on Options it will display some additional settings as below f User Login 5 TM Central Enterprise User Mame admn
26. ddress mds dhs nsw gov au rma Sorrwane 35 Page Settings When you have a brand new TMA Central program that hasn t had data from an earlier program brought into it you need to set up your program for use E Update Control Settings General Project Identity Details Service Details Project Name Email Settings Program Configuration Legal Mame e Region Primary Contact Harme Title Fostal Address Street Suburb State Postcode 0 Street Address Building Street Suburb State PostCode 0 i Communications Phone habile Email z Cancel Project Identity Enter your project and organisation information into the appropriate fields E Update Control settings Project Identity Multi Service Configuration Settings Email Settings Service Name and Funding Source Details Service Details Program Configuration Service Number 1 Service Mame Transport Abbreviation Tr File Portion 1 HELP Select an item in the tree an the lett and either double click ta change or mouse right click to insert change delete items Ge Insert 49 Change Delete Service Details This is where you provide your Service names and Funding Source Details This information is used to link with your Service Programs Trips Enterprise MnM and Caremaster rma MN Ssorrwane 36 Page E Update Control Settings Project Identity Service Details Program Configuration
27. ecords can appear in up to five different colours As you progress with using TMA Central the various colours will provide instant recognition of the state of client records Colour Legend You can access this window by Help gt Colour Legend Colour Legend x Client Browse Service Events MDSv2 validated as complete MD5v2 warnings exist for this client Use Validate MDS button ENS Functional Screening items are missing bottom left of client form to discover what is missing i Pea for this client will be Client is non HACC Sd Client is not current is exitted EE In Carer fant Care not linked to Care Recipien RED means the MDS2 will reject This comes from any of the aqua fields in the eight pages being unfilled left blank It also indicates that a care recipient has a carer but the carer has not been linked to the client High priority MAROON is a warning that the MDS2 will not be rejected but you will be warned that you are missing data information Medium Priority GREEN will show clients who are Non HACC e g Health DVA or CTO BLACK indicates all information has been entered and carer if applicable has been linked The MDS2 validated as complete Finalised The ideal situation is to have all your HACC clients appearing in BLACK Clients set to Non HACC coloured green will not be included in the MDSExport Care Recipient Input Form This Care Recipient Input Form Client Browse consists of
28. ecords that are not validated for MDS export See next section I e i Step 3 MDS Export Is Ready to Send Preview Total Clients Exported 6 Use the preview button to generate reports and queries on the data so you can see exactly what data is being produced Bla L i Preview Send Export Use the Save button to save the results to a suitable location and send manually Use the Email button to send the results directly using a compatible email program amp Back 3 Close The Email button allows you to email the MDSExport directly to the MDS repository Note TMA Central will only do this if your email details have been set up in Control settings and the IT people for your organisation allow it and set it up for you rma YW sortware The Preview Screen db Browse the MDSExport File db MDS Export Preview Quarter 2 2011 HACC MDS ID 10865 Valid for MDS Export NOT Valid for MDS Export All Records MDS Export Preview m s Client Name LOF Dateof Bit DOB Estimate zs ER fo ie a Es En 17115 1 AGN IL 09 02 1926 An fst ave a fmon a n 12 975 1 ARI 2 2105 120 1637 1 AWO OB amns a 0t 120 960 1 ENOJER 15 04 1928 2 1 nof 120 664 1 m am zenon 2 1 10r 120 1145 1 m JAN 20057926 2 2 2105 120 aj i tax oo lasno 2 1 Hr 120 Country Of Birth Main Le
29. eight pages This guide will step you through the pages one by one explaining each page individually ata ries T MWindo a Cents al Eyents id Staff d pode settings All Clients Joorent ee Current Care Recipient Locate Name ar fofa I jeseers astro Street renerere cento Leo O O OOOO oH vw Broken HE 328 MORISH ST B087 7141 289 BBTA 90 2406 1322 m Broken Hi 2368 167 OE 82 Broken HE 520 Viam St 0445147332 1506 DASA 22 0700 1989 oben Hi St Broken HA ST ANNES 6085 1630 306 DASA 76 30061954 Bro uis zom Sen 8087 1 JE DAS nonn 913 Broken HE 123 Gand St 1878 GECC 0 Broken HE B 1847 GUSC O Broken nt ST 8087 39753 54 28x Broken HE 320 Piper St 1421 LAUC 91 2212 1920 Broken Hi 57 PELL LANE 8087 3926 138 na Broken Ht 575 Wottram Lane 5779 1953 LGTL 92 11 01 1920 HLL TREET 8 Sante nee T ae 2055 L m 16011917 1950 Broken Hat 142 Newton St 06 80664555 1818 UNRI 65 29 2 1945 BROKEN HILL 6 PITMAN STREET S O 8085 4339 496 LLNIG 72 01 01 1940 BROKEN HELL 247 HEP ARD 102 30 14 04 13 Broken HE Su ST 80885692 1805 ULNA 69 1009 1942 BROKEN HLL 340 MORISH STREET 8085 258 1053 LLNES 94 0305 1918 Proben ni Broken HE ST ANNE n n4 BROKEN HLL 31623 O NELL STREET 637 NORR 72 01 04 1940 BROKEN HEL ALL LAJ 2610 s wsi 08 3068 3952 2360 e on naas STREET OKEN HEL 525 LANE STREET 8087 4310 78 NOLA 86 27011926 15 TUER ST 1144 NSAM 96 01 05 1916 606 Argent St 04555 7 3 ni 4
30. ervice Information D gt O 7 ood NND Date Of Referral Out 3 B Comments service Episode Entry Date Service Episode Exit Date Client Record Details 3 Date Of Last Update 3 Account Code MDSACTOS Consent Main Cessation Reason v Client le Current 0 s Unknown Client IHE Time Taken to Complete Form would like ta make a neve assessment Service Event Client Type Hours o hWinutes validate MDS Last amp ssessor Marne MDS Field Validation is only available after you save this form a Cancel When you refer this client to another agency you will need to fill in Target of Referral and Date of Referral out Complete only if referring to another service Your MDS will not be rejected or seen in error if the Target of Referral and Date of referral out are left blank Time Taken to Complete Form is on this page so people don t forget to record their service times It is advised you enter the assessment time as this information is sent to DADHC This information will provide the funding body with the amount of time it has taken to assess a client and enter their information Tick the box I would like to make new assessment Service Event A Multi Service Detail box will appear See below 18 Page E Multi Service Detail All Services rr Change Enter the hours and minutes and your name then click OK A window will appear so you can select the service ag
31. g a string e g Social Support rma Wsortwanre 34 Page Using the MDS Preview facility Each person can work out the best strategy for their service A typical strategy is to select the Not Valid for MDS Export tab and look at the various records There are a number of reasons why a record isn t valid and only checking them by double clicking on the record will let you know what the reason is Evaluation of records that are Not Valid requires application and persistence oome are not valid for a valid reason e g You are sending the HACC MDS and the record is CTP NSW Transport funded The data flows from the entry of a record in a service program such as Trips through to it being included in a Service Event record in TMA Central and then it is combined with the clients demographic data and compiled into the MDS or ICTDS transmission Understanding this train of events makes it easier to use the available tools to troubleshoot service event shortfalls or errors Sending the MDS Export file Once you have saved your MDSExport xml NSW or MDSExport csv National file you can send it by attaching it to an email addressed to your MDS Repository The address can vary from state to state You don t have to put a message in the email but you could put your services name in the subject line The file attached contains information on the sender and identifies the computer program that produced the file In NSW there is a new a
32. is Greater Than and click next change the value to 64 and click next You should see the following Click Finish to create your Query this also gives you the option to save this query for future referencing Mew Query Query Wizard Add conditions by pressing the AND or DR buttons Press Change or Delete to modify a condition LI Field Selection Operation Selection Value Entry 4 k AND OR 1 Group Change Delete Manual Hotes Cancel Events Events will display the services a Care Recipient has received and the number of services a Care Recipient has received This is located on the Toolbar next to Clients You are able to enter services a client has received by inserting the service received To insert a new service or enter a value against an existing service is previously shown in the Inserting Client Recipient section 3 ret rme e 28 Page Staff otaff is where you can add view modify and delete staff members for TMA Central The otaff button is located on the Toolbar Open the Staff window by left clicking on Staff The following window will open 26 TMA Central v1 24 3 Queanbeyan City Council File Edit view DataFiles Tools Window Help Clients al Events bd Staff dM ues EX settings f Browse Staff Full Name Login Admin 4S DANNEI Supervisor Operator deb roberts qcc new 0262856148 Supervisor helga white qcc nsw 1 g 6123 Supe
33. lient Service Events are the measure of your organisation s production and are reported in the MDS and or ICTDS Although the majority of service events are transferred from the Trips Caremaster and or MnM programs you can enter service events such as assessments directly System Log Opens the browse the system log file Used for trouble shooting Client Location Depot Opens the Client Locations Depot field This is where you can view insert and modify different depots for the purpose of client transport Browse Staff Opens the Browse the Staff file window This is where you can view insert modify or delete Staff members rma MN Socrwane 6 Page Tools File Edit View Data Files Tools Window Help id User Processes g Clients 4l Repair Utilities Funding Export de de Import Clients Statistics F Settings mE Note These tools were created over years of TMACentral development They update the the client list so the effect of a new feature was implemented for the whole list User Processes gt Update Client Age Selecting this will update the client age based on Date of Birth User Processes gt Flag Update for all clients This utility will force all clients to be flagged for update meaning all clients records in Trips Caremaster and or MnM will be updated when those programs are next opened or a Client Refresh is performed in them User Processes Update Account codes
34. n both the Care and Care Recipient Update Forms rma MN Ssorrwane 23 Page Link the Care Recipient Record to a Carer Double click on the record of the Care Recipient who has the Carer you just entered Or enter the Care Recipient if the Carer record was entered first In the Care Recipient s details select page five labelled Carer You will now need to link the carer with the care recipient Click Select A Carer Browse page will display Highlight the appropriate carer and click on select L Pile Es l Update Care p PRonn e c oo ITI A 1 Details Current Carers Jan Carers Locate 2 Circumstances 3 Functional Scre Full Name s Care Recipient 4 Functional Cor SLi PR Sele 5 Carer G Service Informe p vn iis uu u J Remove 7 ateof Birth Estimate Fla 7 Service Events 8 Comments Client Record I Non Hace v MDSACTDS w Client Is Cur Unknown C Location Depc 2 Client Typ HU Y validate bv 4 p V Insert Change Delete L9 Select MDS Field Vali onset chang 2 Rejection Con 3 Close Once you have clicked on select the Carer s information will display in the Care Recipient s form No
35. r Comments ircumstances other nctional Screening Fu Functional Continued rer i i a ervice Information E rice Events I q pen gm e aes ur 1 Comments Client Record Details MOSACTDS Consent W Client Is Current Unknown Client Location Depot A Client Type gy Validate Ds MDS Field Validation is only available after you save this form You have now completed your data entry for a new client Click OK This Client will now be displayed in the Client Browse page You will notice for a client a small head of a person will appear before their name If they have a carer and the carer has been linked to them you will see two small heads against their carer You now need to select the Service Types you require for the client Note there will be no ticks appear in their transport purpose box rma MN Ssorrwane 21 Page Service assignment The service assignment needs to be selected even if your client only receives transport Tick on the transport column box once the box is ticked the client record will transfer to the Trips program If the client project assignment is left unclicked it will only appear in TMA Central In early versions called project assignment oN If the client receives other services such as Home Maintenance Meals on Wheels etc their project assignment will also require to be ticked Browse Clients A chents Current Non Curert C
36. ral Statistics gt Clients This Provides a chart of the number of clients ticked in each of the ten columns on the left of the client window in TMA Central Settings This opens the Control Settings window This is where you can view and modify TMA Central settings Use with caution before changing rma sorrwarne 7 Page Window File Edit View Data Files Tools mom Help j w Enable Alternate window manager Chents all Event Tile Cascade Arrange Icons w 1 Browse Clients Enable Alternate window manager This menu item should always be ticked If you have a build up of the close minimise and maximise windows buttons check to make sure this item is ticked Tile Cascade and Arrange Icons This menu will also list all other windows you have open You can change to an open window by Left Clicking on it in this menu Help File Edit View Data Files Tools Window Help 439 web Update gt Clients Jl Events 439 Beta Update Send File Eo TMA Software il oe Register Product d Colour Legend Send Feedback Online k 38 About TMA Central Web Update This will update your program via the internet DO NOT run this unless instructed by TMA or your IT support Register Product This is where you can enter your license registration code If you need a registration code please contact TMA Send file to TMA Software Used for support It opens a Windows Explorer window from
37. rer Family fare B Service Information E amy e Remove T Service Events Carer Date Ot Birth carer Deteot Birth Estimate Flag B Comments Carer Sex Ares OT Residence Client Record Details ERE Tarer Suburb Town Carer Past Cade MDSACTDS Consent Client ls Current Unknown Client lacets Tir E Carer Indigenous Status ZH e icarerFarhlareTranorne zj xj X Client Type tarer Residency stetus r T m Validate MDS Client tarer Relationship r zl MDS Field Validation is only available after you save this form cruris orf Birth Carer Maim Language However if a Has a Carer had been selected for the Does this client have a carer item on page 2 you will need to collect the carer information and link the carer with the client This procedure will be stepped out later in this document Continue to Page 6 Service Information rma Ssorrwane 17 Page Service Information Page 6 This page contains the final details of the assessment Record the Source of Referral Date of Referral In and Service Episode Entry Date When you re assess a client or the client information is updated you need to enter a date in Date of Last Update LI FT Lare Recipient New 1 Detail alts Service Information 2 Circumstances Other source af Referral In 3 Functional Screening 4 Functional Continued E m Dateof Referral In 4 arget Of Referral Out 6 S
38. rmation 7 Service Events 8 Comments Client Record Details Non Hace MDSACTDS Consent w Client Is Current Unknown Client Location Depot 3 Client Type W validate MDS MDS Field Validation Success 16 Page Ability to do HOUSEWORK es REN Ability to get places further than walking distance TRANSPORT Ability to go SHOPPING for groceries and clothes Ability to take own MEDICATION Ability to handle own MONEY a 2s mnm nz nd Ability to BATHE SHOWER mL S Does the client have MEMORY problems CONFUSION 0 ct Does the client have BEHAVIOURAL problems mnm nz nd Ability to WALK Additional Client Functional Screening Does the client need help to COMMUNICATE 4 Not stated inadequately described Ability to DRESS themselves fi Without help al Ea f Without help m Ability to go to the TOILET fi Without help ba E Does the client need help to get OUT OF BED MOWE AROUND fi No zj Ability to EAT y OK rma YW sortware Cancel Carer Page 5 As a carer has not been selected for this client this page will remain empty See below FT Lare RecipienE New 1 Details Carer Information This section is disabled as the Client is specified as HOT having a Carer 2 Circumstances Other 3 Functional Screening 4 Functional Continued Carer Given Mame E Missing SLE a select 5 Carer uere a E Ca
39. rvisor Jessica aan amp bqcc nsw a 0262856121 Supervisor lee mcclellanicbacce new 0262856107 Operator meildannielfpqcconsw g 0427875620 4 D Insert pelete To change an existing Staff member s Details click on the Staff Member listed in the Staff Window and click the change button in the bottom left hand corner next to insert The Update Staff Record window will open Make required changes and click ok ie Update Staff Record Staff Details First Name Example Example Email Example bigpondcom Phone 0265692271 I Mobile Phone Other Phone Last Name Password Extension Global Access Level C Supervisor Operator No Access Service Feature Management Community Transport Insert 439 Change Delete Cancel If adding a new user click insert in the bottom left hand corner of the Staff window the New Staff Record window will open 29 Page rma W sortware Enter Staff Details Required fields are e First Name e Last Name e Login e Password This is case sensitive Service Feature Management Last Meme Community Transport Login Passwnrd Email Phone Extension Mobile Phone ther Phone Global Access Level Supervisor Operator Mo Access Ga Insert id Change Delete Choose Global access level e Operator Will not have access to add other Users e
40. te A Carer cannot be linked to a Care Recipient unless in the Care Recipient s information has stated that they have a carer See page 2 for Care Recipient and the first blue field Does this Client have a Carer This aqua field needs to state Has a Carer If your service delivers service events to the carer e g provides respite or transports the carer you will need to assign a service to the carer The service assignment needs to be selected for the Carer to appear in Trips If left the client project assignment is left unclicked it will only appear in TMA Central Follow the same procedure as for a Client 24 Page MDS Field Validation Why isn t the MDS Field Validation stating SUCCESS You are able to check the MDS Validation at any time when entering or changing a Care Recipient s information in the Client Browse The Validate MDS selection button is at the bottom left of each Care Recipient s eight pages 9 Update Care Recipient ABBOTT Margaret 1 Detail is Personal Details ABBOT7 Margaret 2 Circumstances Other 3 Functional Screening Title Given Names Mr 4 Functional Continued Family Name 5 Carer Preferred Name 6 Service Information Date of Birth 24 06 1822 90 YRS Date of Birth is an Estimate Sex SLK BBTAR24061 32222 Missing SLK Contact Information 7 Service Events 8 Comments Client Record Details ae L7 NN E ee C Other Non Hace Usual
41. tton on the toolbar The Export Wizard Step 1 will appear Note If the toolbar under the menu dy Export wizard 2 8 7 line isn t visible on the opening NSW Step 1 Sending Service Details screen of TMA Central it is Export Specify Year Quarter Date Range Advanced because you are running a screen Collection Year 201 4 Stat Date 0420 resolution of 800x600 In this case Collection QuarterQ2 Apr June l End Date 30 05 2011 select Tools MDS Export from the main menu Destination Organisation Other Options Q HACC MoT DoH J Send matching HACC IDs Select Serice data to Send Export File Portion f E Community Transport Transmission Numbodll 3 The wizard will probably have 5 a T nay selected the correct year and pec o Include Invalid Mode quarter for you If not manually change the Collection Year and or Collection Quarter Enable Debug Output GD Net K Close 4 Ensure HAC is selected in the Destination Organisation box Note Some services have more than one HACC funding contract These should have been entered in TMA Centrals Settings window with their appropriate contract numbers Other services have more than one TMA program that record MDS data for the same HACC contract number The HACC Contract number is also called the HACC MDS ID 5 If you have more than one HACC funding contract then select the one for which you wish to send the
42. where you can navigate to find a file that you want to send TMA Software Double click on the file and it sends it to TMA Software There is a size limit Register Product This is where you can enter your license registration code If you need a registration code please contact TMA Colour Legend This will display a legend of all the different colour codes used in TMA Central Send Feedback Online gt Email Enhancement Request Not used Send Feedback Online gt Email Bug Report Not used About TMA CentraL This will display the database connections and general information about TMA Central and the contact information for TMA Software Used for support rma X Ssocrwane 8 Page Tool Bar Menu Breakdown File Edit Clients Window Help lents al Events id Staff View Data Files Tools Funding E Settings This window will display All Clients and also allow you to insert new Clients or Carers modify existing records or delete existing records amp browse Chents All Clients Current Non Current Unknown Locate Nema XX X X X X X4 a XX X X ee amp lt v v lt v v v v v v v v v Ea v Update MOS Form me D geo d oe a ve Update Other 3om Joon Jec we 2249 Clients Insert new Client 0007 7141 BOR oen 0440147302 0417 684 083 6000 1690 0007 1105 608677647 4 00 00674206 00004095 S el Sl Ss Sl 608 no 00
43. would like to add Clients to my floating menu would Open the View menu then Left Click on Toolbox then would hold CTRL and click clients michaelThis will add Clients to the Floating Menu The Floating Menu can also be positioned as you see fit by Left rma M sortwanre 5 Page Click and holding on the Tearoff window title To remove an item from the Floating Menu Right Click on it and select Delete Clients Events Funding Export settings Staff Data Files File Edit View Data Files Tools Window m T Agencies g Clients 35 Locations 4 Browse Clients al Service Events i System Lag Client Location Depot J Browse Staff Agencies Opens the Browse Agencies File window This is where you can view insert or modify Agency records This is used to store contact information for HACC and welfare agencies your service deals with Locations Locations Opens the Browse Suburbs Towns window This is where you can view insert modify or delete suburbs towns and specify LGAs for them if you wish It allows you to make your own suburbs towns list from the Australian Postcode list Browse Clients Opens the Browse the Clients File window This is where you can view and modify Client details You can delete clients but generally they should be made Non Current Service Events Opens the Browse the Service Event file This is where you can view and modify Service Events occasions of service delivery to a c
Download Pdf Manuals
Related Search