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USER GUIDE - Department of Social Services

1. Reporting this element Home Modification is the only type of assistance measured in cost in v2 0 of the HACC MDS Keep a work sheet for all home modification expenditure so that the total for a client can be calculated at reporting time Any costs for modifications passed to the client or another Agency will not be reported by your Agency under the HACC MDS If you have recorded the time it took to do the work then convert this to an estimated cost using a reasonable hourly rate for the worker At reporting time calculate the total spent from HACC funds on behalf of the client and report it rounded up to the next whole dollar Assistance Description and guide to reporting type Home e Home Modification refers to structural changes to the client s home so Modification they can continue to live and move safely about the house It will often include the fitting of rails ramps alarms or other safety and mobility aids Home modification does not include repairs to the house but does include explicit changes to improve safety or accessibility for the client If a client receives any home modification assistance it is reported as a cost This is home modification work which is paid for from your Agency s HACC funds These costs may include both the labour costs and the materials cost or only some part of this See Primary type of assistance received on page 179 Data Dicti onary See Amount of assistance received cost
2. c a DERIVED DATA ELEMENT a unit of data for which the definition identification representational and permissible values are derived from other data elements A statement that expresses the essential nature of a data element and its differentiation from all other data elements A designation or description of the application environment or discipline in which a name is applied or from which it originates In the HACC Data Dictionary Version 1 0 this field is also used to provide the justification for inclusion of the data element Page 230 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Relational and representational attributes Data type Representational form Field size minimum and maximum Representational layout Data domain Guide for use Verification rules Collection methods Reporting requirements Related data The type of symbol character of other designation used to represent a data element Values include integer numeric alphanumeric and alphabetic For example the data type for Sex is numeric drawn from a domain or code set in which the numeric characters 1 Male and 2 Female see Data domain below Name or description of the form of representation for the data element Valid values for the Dictionary include CODE QUANTITATIVE VALUP DATE etc For example the representational form for Source of Referral is CODE be
3. NNNN The Standard Australian Classification of Countries 4 digit individual country level ABS Catalogue No 1269 0 See Appendix A for listing of codes Code 9999 should be used when the country of birth has not been supplied by the client upon request or where insufficient information has been supplied by the client to code the data element Agencies can use either the main structure of the ABS classification or the more detailed coding index when coding the client s country of birth A country is treated as a single unit for classification purposes even where the country contains other discrete political entities such as states This data element should be reported for the care recipient and their carer if applicable at the beginning of each HACC service episode Agencies may collect country of birth in a variety of ways Some agencies may obtain the person s country of birth by using a question that contains a predetermined list of countries accompanied by an other please specify category Other agencies may use an open ended question asking the person to specify their country of birth Regardless of the exact format used by the agency Country of birth should be collected in such a way as to allow the information to be coded using the Standard Australian Classification of Countries A question that only asks the person to identify whether they were born in Page 123 HACC Program National MDS User Guide Version
4. 4214 Syria 4215 Turkey 4216 United Arab Emirates 4217 Yemen Mainland South East 5101 Burma Myanmar Asia 5102 Cambodia 5103 Laos 5104 Thailand 5105 Viet Nam Maritime South East 5201 Brunei Darussalam Asia 5202 Indonesia 5203 Malaysia 5204 Philippines 5205 Singapore 5206 East Timor Part 2 Data Dictionary Page 220 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Chinese Asia includes 6101 China excludes SARs and Taiwan Province Mongolia 6102 Hong Kong SAR of China 6103 Macau SAR of China 6104 Mongolia 6105 Taiwan Japan and the Koreas 6201 Japan 6202 Korea Democratic People s Republic of North 6203 Korea Republic of South Southern Asia 7101 Bangladesh 7102 Bhutan 7103 India 7104 Maldives 7105 Nepal 7106 Pakistan 7107 Sri Lanka Central Asia 7201 Afghanistan 7202 Armenia 7203 Azerbaijan 7204 Georgia 7205 Kazakhstan 7206 Kyrgyz Republic 7207 Tajikistan 7208 Turkmenistan 7211 Uzbekistan Northern America 8101 Bermuda 8102 Canada 8103 St Pierre and Miquelon 8104 United States of America South America 8201 Argentina 8202 Bolivia 8203 Brazil 8204 Chile 8205 Colombia 8206 Ecuador 8207 Falkland Islands 8208 French Guiana 8211 Guyana 8212 Paraguay 8213 Peru 8214 Suriname 8215 Uruguay 8216 Venezuela 8299 South America nec Part 2 Data Dictionary Page 221 HACC Program National MDS User
5. Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 and modified in Version 2 0 2005 Source organisation Comments This type of assistance was initially included in the HACC MDS as the purchase of goods and equipment and was to be measured in cost This was subsequently changed to the provision of goods and equipment to reflect the widespread agency practice of lending goods and equipment rather than making an outright purchase of goods and or equipment for one particular client Part 2 Data Dictionary Page 110 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Australian State Territory identifier Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The geographic location of the person s residence Australian State Territory identifier is important in the analysis of the spatial distribution of HACC care recipients and the services they receive The data element allows for the comparison of HACC client groups with the HACC target population by geographic area and assists with establishing service provision targets for HACC regions It also identifies HACC clients living outside the HACC funding region of the agency Relational and representational attributes Data type Field size Data do
6. CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The date on which a period of delivery of HACC funded assistance to the person begins Date of entry into HACC service episode in conjunction with Date of exit from HACC service episode gives some indication of length of stay of clients in the HACC program and of the intensity of service provision The data element Date of entry into HACC service episode also locates information about the client s Source of referral in time In conjunction with the data element Date of exit from HACC service episode it can also be used to identify the number of HACC clients as at the end of the HACC MDS reporting period Future developments in HACC MDS reporting may require HACC agencies to report on the services received by their clients within each HACC service episode rather than within the HACC MDS reporting period Thus this data element is likely to have extended uses in the future Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Part 2 Data Dictionary Numeric Representational form Code Min 10 Max 10 Representational layout DD MM YYYY Valid date This data element should always be recorded as an 8 digit valid date comprising day month and year Year should always be rec
7. Definition Living Arrangements records whether the care recipient lives alone or with family members or with other people Reporting this element Collect this information when you undertake an initial assessment of the client and update it at follow up review times If a client s living situation changes during the data collection period report your most current knowledge of their living arrangements It is simplest to ask the client Do you live alone or with others The client s answer will tell you they live alone or identify that they live with specific others e g I live with my daughter If it is not clear who they live with ask if it is a family member or not The client s interpretation of family should be used Family includes de facto partners same sex partners and close and more distant family members Code Description Lives alone This code includes clients who live in their own room or unit in boarding houses retirement villages hostels or other group environments Lives with family Includes de facto and same sex relationships Also use this code if the client lives in a household which includes both family members and others Lives with others Not stated inadequately described Only use this code if it is not possible to find out the client s living arrangements Data Dicti onary See Living arrangements on page 169 Part 1 Guide for use Page 25 HACC Program National
8. Source Australian Bureau of Statistics Adaptation of Australian Standard Classification of Languages ASCL Cat No 1267 0 1997 Part 2 Data Dictionary Page 226 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Appendix C Code list for Goods and Equipment Part 2 Data Dictionary Self care aids 01 Eating aids crockery cutlery plate guard bowl guard 02 Dressing aids button hook clothes tongs zip pull 03 Washing aids bathrails hoist seat shower rails fitting seat 04 Bag urinal incontinence pad uredome urinary appliances 05 Bowel appliances colostomy bag bowel pad 06 Toilet chair commode frame conventional toilet use aids 07 Cooking aids excl eating utensils special iron 10 Other aids for self care Support and mobility 11 Callipers splints aids 12 Belts braces neck collar corsets 13 Crutches for support walking frame stick 14 Ankle knee strap built up shoe foot leg support NEC 15 Transporter chair pusher tricycle 16 Wheelchair manual or unspecified 17 Wheelchair motorised 18 Henry lifter hoist patient lifter Scooter 19 Ejector chair hard back chair made to measure chair chair NEC 20 Special bed cushions pillows for support 23 White cane 24 Sonic beam laser cane optacon 25 Guide dog 26 Bars hooks rails straps attached to walls etc for support and mobility 30 Other aids for support or mobility Communication aids 31 Aid heari
9. The data element Date of receipt of assistance is one of a cluster of data elements that describe a HACC service event or one occasion of service delivery to a client At this stage of HACC MDS development agencies are not required to report information about individual HACC service events However recording the date each time the person receives assistance from the agency is necessary for the calculation of the total amount of assistance received by the person during a HACC MDS reporting period Information on the total amount of assistance received by HACC clients in a specified time period is important for program planning and accountability In conjunction with later developments in the HACC MDS concerning client need or dependency this information will provide an indication of the appropriateness and adequacy of services as well as information on equity in service provision across client groups and geographic areas Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Reporting requirements Part 2 Data Dictionary Numeric Representational form Code Min 10 Max 10 Representational layout DD MM YYYY Valid date This data element should always be recorded as an 8 digit valid date comprising day month and year Year should always be recorded in its full 4 digit format For days and months with a numeric value of less than 10 agencie
10. Admin status Reporting status CURRENT Date 01 07 2005 REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DERIVED DATA ELEMENT The total amount of each type of assistance received by the person from the agency during the reporting period measured by quantity Total amount of type of assistance received quantity is one of three data elements which allow agencies to calculate and report total amounts of assistance received by a client during a HACC MDS reporting period Agencies are required to report a separate total for each of the types of assistance provided by the HACC program As no single unit of measurement is appropriate to all types of assistance agencies will be required to report total amounts using a unit of measurement appropriate to the type of assistance This data element indicates the total amount of HACC funded assistance received by a client during a reporting period for each of the types of assistance that are measured by quantity It also provides information about Service delivery setting for assistance provided with meals Information about the total amount of assistance provided to clients by HACC funded agencies facilitates interstate and cross regional comparisons of HACC service provision and comparisons between different client sub populations To a limited extent this data element also provides information about the outcome associated with
11. January 2006 Carer s Indigenous status Definition Indigenous status states whether or not a person identifies themselves as being of Aboriginal and or Torres Strait Islander origin Reporting this element e Itis important to record Indigenous status for all carers e The most straight forward way to collect this information is to ask the carer Are you of Aboriginal or Torres Strait Islander origin tis simplest way to record their response is to use a tick box approach This would look ike Ne A tick can be placed against two boxes to show Yes Aboriginal that the carer is of Aboriginal and Torres Strait Islander origin Yes Torres Strait Islander g The response to this question needs to be translated by a staff member or through a computer system to the codes below Code Description Aboriginal but not Torres Strait Islander origin Box 2 above Torres Strait Islander but not Aboriginal origin Box 3 above Both Aboriginal and Torres Strait Islander origin Box 2 and 3 above Neither Aboriginal nor Torres Strait Islander origin Box 1 above Not stated inadequately described Only use this code if it is not possible to find out information about Indigenous status from the client or to make an informed judgement about it Data Dicti onary See Indigenous status on page 164 Part 1 Guide for use Page 53 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 D Information about the se
12. The code listing is contained in Appendix B The three data elements included in Version 2 0 of the HACC MDS that are considered relevant to measuring cultural diversity are Country of birth Main language spoken at home and Indigenous status Traditionally the most widely used method for identifying and measuring multicultural phenomena in Australia has been to categorise people as being of Non English Speaking Background NESB A decision was made in May 1996 by a Ministerial Council of the Commonwealth and State governments to discontinue the official use of NESB as a measure of cultural diversity This decision was made following strong criticism of NESB by a House of Representatives Standing Committee on Community Affairs inquiry into migrant access and equity in its report to Parliament A Fair Go For All Report on Migrant Access and Equity Page 172 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 The Australian Bureau of Statistics is currently working to develop new and more relevant methods of measuring social cultural and economic disadvantage in Australia s multicultural society The following information is summarised from the ABS Discussion Paper Australian Bureau of Statistics plans to develop and promote statistical standards for the collection of data on cultural diversity in statistical and administrative settings August 1997 The ABS is pursuing a two pronged approach e Akey measure b
13. The total amount of each type of assistance provided should be rounded to the nearest whole hour Total amounts of less than 30 minutes should be rounded to one hour Where the agency has provided no assistance of a given type to the client within the reporting period the amount of assistance should be reported as zero Verification rules Collection methods This data element is derived for reporting purposes only The information required to calculate Total amount by type of assistance received time should have been recorded by the agency on an ongoing basis during the reporting period using the cluster of data elements specified in the Data Domain see above Reporting This data element is required for reporting in the HACC MDS requirements collection The agency is required to report a total amount of assistance received for each of the types of assistance measured by time listed below For nursing care and allied health care agencies are required to report a total amount of assistance received by service setting see Amount of assistance received time and Service delivery setting e Domestic assistance e Social support e Nursing care received at home e Nursing care received at centre other e Allied health care received at home e Allied health care received at centre other e Personal care e Centre based day care e Other food services e Respite care e Assessment e Client care coordination Part 2 Data Dictionary
14. Update 2 01 January 2006 South West Asian and 4201 Amharic North African 4202 Arabic including Lebanese Languages 4203 Assyrian including Aramaic 4204 Hebrew 4101 Kurdish 4102 Pashto 4103 Persian 4205 Tigrinya 4301 Turkish Southern Asian 5201 Bengali Languages 5202 Gujarati 5203 Hindi 5101 Kannada 5204 Konkani 5102 Malayalam 5205 Marathi 5206 Nepali 5207 Punjabi 5208 Sindhi 5211 Sinhalese 5103 Tamil 5104 Telugu 5212 Urdu South East Asian 6501 Bisaya Languages 6101 Burmese 6502 Cebuano 6201 Hmong 6503 Tlokano 6504 Indonesian 6301 Khmer 6401 Lao 6505 Malay 6506 Tagalog Filipino 6402 Thai 6507 Tetum 6508 Timorese 6302 Vietnamese Eastern Asian Languages 7101 Cantonese 7102 Hakka 7103 Hokkien 7201 Japanese 7301 Korean 7104 Mandarin 7105 Teochew 7106 Wu Australian Indigenous 8000 Aboriginal Languages Languages 8400 Torres Strait Islander Languages Part 2 Data Dictionary Page 225 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Other Languages 9202 9301 9302 9205 9303 9304 9306 9501 9308 9208 9211 9311 0000 9700 9999 Afrikaans Fijian Gilbertese Mauritian Creole Maori Cook Island Maori New Zealand Nauruan Papuan Languages Samoan Somali Swahili Tongan Other Languages nec Non Verbal incl sign languages e g Auslan Makaton Not stated Inadequately described
15. or quantity using a frequency or number or cost using dollars Time is used to record amount of assistance for the following assistance types Domestic assistance Social support Nursing care received at home Nursing care received at centre other Allied health care received at home Allied health care received at centre other Personal care Assessment Centre based day care Other food services Respite care Home maintenance Client care coordination Counselling support information and advocacy care recipient Counselling support information and advocacy carer Quantity is used to record amount of assistance for the following assistance types Meals received at home Meals received at centre other Formal linen services Transport Goods and equipment self care aids support and mobility aids communication aids aids for reading medical care aids car modifications other goods equipment Cost is used to record the amount of assistance for Part 1 Guide for use Home modification Page 62 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 How to record and report amount of assistance received 1 Part 1 Guide for use Record each type of assistance and how much of each type of assistance received by the care recipient or if a carer exists to the care recipient and carer each time you help them Record the amount of assistance received on a given day as accurately as feasi
16. recorded in dollars This data element should be used to record an amount for any HACC service event involving the receipt of a type of assistance which is measured by cost In Version 2 0 the only type of assistance that is measured in cost is e Home Modification For any HACC service event involving Home Modification the agency should record the amount of assistance received by the client in whole dollars The amount should represent either the total cost if the project was fully funded by the HACC program or the HACC contribution to the total cost Page 101 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods The amount of assistance received by the client should be recorded for each HACC service event that is for each occasion on which the client receives HACC funded Home Modifications from the agency Where the completion of a Home Modification job involves work on more than one day the agency should record the details of the HACC service event i e Date of receipt of assistance Primary type of assistance received Amount of assistance received cost and Funding source category against the date on which the job was completed Reporting This data element is not required for reporting in the HACC MDS requirements collection However this data element must be collected in order to report Total amount of type of assistance received cost as it identifies th
17. As such it is important that agencies have consistent processes for recording client names Often people use a variety of names including legal names married maiden names nicknames assumed names traditional names etc Even small differences in recording such as the difference between Thomas and Tom can make Record linkage impossible To minimise discrepancies in the recording and reporting of name information agencies should ask the person for their full formal First given name and Family name surname These may be different from the name that the person may prefer the agency workers to use in personal dealings Agencies may choose to separately record the preferred name that the person wishes to be used by agency workers In some cultures it is traditional to state the family name first To overcome discrepancies in recording reporting that may arise as a Page 142 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 result of this practice agencies should always ask the person to specify their First given name and their family or surname separately These should then be recorded as First given name and Family name surname as appropriate regardless of the order in which they may be traditionally given Reporting This data element is not required for reporting in the HACC MDS requirements collection However agencies are required to record this information on their information systems in order t
18. January 2006 The main changes in MDS v 2 0 for reporting care recipient and carer details are as follows e Linking care recipient and carer information In Version 2 0 of the HACC MDS information on the carer is recorded with that of the care recipient as a single record i e wherever existence of carer is recorded care recipient and carer details need to be recorded As a consequence of this change the data element Reason for HACC client status has been omitted from Version 2 0 of the Data Dictionary e Information on the Carer Version 2 0 of the HACC MDS will collect a core set of elements on the care recipients and carers Letters of name Date of birth Date of birth estimate flag see below Sex Country of birth Main language spoken at home Indigenous status Australian State Territory identifier Suburb town locality and postcode together with Carer residency status and Relationship of carer to care recipient In addition there is a new carer data element Carer for more than one person This data element will record whether a primary carer is providing assistance on a regular and sustained basis for more than one care recipient e Assistance type for carer Version 2 0 of the HACC Dictionary retains the key aspect of Respite Care as a service that provides carers with respite from their caring responsibilities and should only be reported if a care recipient has a carer If the care recipient has no carer then the service type is n
19. Linen Service per week Page 72 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Assistance Description and guide to reporting type Transport Transport refers to assistance with transportation either directly e g a ride in a vehicle provided or driven by an agency worker or volunteer or indirectly e g taxi vouchers or subsidies Transport is counted as the number of one way trips A trip from home to the shops is counted as one trip The return journey is another transport trip A single trip should be recorded for each HACC client whether they are transported individually or in a group If a worker collects a client from home and drops them off at a shopping complex and then picks them up from the complex this counts as 2 one way trips For each reporting period add up how many one way trips have been delivered to each client and report that total number See Primary type of assistance received on page 179 Data Dictionary See Amount of assistance received quantity page 103 See Total amount of type of assistance received quantity page 210 Part 1 Guide for use Page 73 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Total amount of type of assistance received cost Definition This data element indicates the total amount of HACC funded assistance received by a client during a reporting period for those types of assistance that are measured by cost
20. MDS User Guide Version 2 0 Update 2 01 January 2006 Relationship of carer to care recipient Definition Relationship of carer to care recipient records the relationship between the carer and the person for whom they care CODINGCHANGE The codes in this element have been simplified in HACC MDS v2 0 Reporting this element e Record this element for all clients with carers i e Carer existence of has a code of 1 e To record an answer to this element complete the sentence For a care recipient The carer is their mother nusband parent spouse etc Spouse partner includes married de facto and same sex partners who are carers Other relative code 5 allows for the wide range of family members who may be involved in a caring role with the client This code includes family members not listed in the codes elsewhere e g uncles aunts nephews nieces cousins grandparents grandchildren step children and so on Code Description Spouse partner Parent Son or daughter Son in law or daughter in law Other relative Friend neighbour Not stated inadequately described Only use this code if it is not possible to find out the relationship of the carer and care recipient Data Dicti onary See Relationship of carer to care recipient on page 192 Part 1 Guide for use Page 40 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer for more than one person Definition Whether a primar
21. Page 214 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 e Home maintenance e Counselling support information and advocacy Care Recipient e Counselling support information and advocacy Carer The agency should calculate a separate total for each type of assistance by adding together the amounts of HACC funded assistance received by the person on each relevant occasion of service delivery during the reporting period For example if Mrs Brown received 2 hours of Home Maintenance on January 15 1 hour of Home Maintenance on April 2 and another 1 1 2 hours of Home Maintenance on June 10 then for a reporting period covering January 1 to June 30 the agency would report a total amount of Home Maintenance as 5 hours i e 4 1 2 hours rounded to the nearest whole hour If Mrs Brown had also received other types of assistance measured by time during the reporting period the agency would calculate and report totals for these in the same way Where the client has received none of a given type of assistance within the reporting period the agency should report the total amount as zero The agency should calculate and report a total amount of time for each type of assistance received by the client during the reporting period regardless of whether or not the person remains a client of the agency at the end of the reporting period Related data Is derived from the data elements Date of receipt of assistance Pr
22. The HACC MDS is not designed to collect information about agency expenditure or total resource use The inclusion of this data element is Page 152 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 designed to facilitate identification of HACC clients and the HACC funded assistance they have received during a reporting period This data element is directed toward agencies using the HACC MDS as the basis of their information systems that may be used for clients and services that are not HACC funded The categorisation used in this data element is broader than what individual agencies may wish to use Agencies may use more specific or detailed funding source categories eg by project for their own internal management and planning purposes In formulating agency specific categories however the agency should ensure that they can still meet the reporting requirements included within this data element That is the agency should maintain the capacity to distinguish HACC funded assistance from assistance funded from other sources The capacity to do so is critical to the capacity of the agency to adequately and accurately meet the reporting requirements of the HACC MDS Part 2 Data Dictionary Page 153 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Government pension benefit status Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEM
23. Transport refers to assistance with transportation either directly e g a ride in a vehicle provided or driven by an agency worker or volunteer or indirectly e g taxi vouchers or subsidies Transport is assistance provided so that the client may get out of their house and do chores attend other activities or community centres and participate in the community Transport is counted as one way trips A single trip should be recorded Page 186 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Part 2 Data Dictionary for each HACC client whether they are transported individually or in a group A trip from home to the shops is counted as one trip The return journey is another transport trip If a worker collects a client from home and takes them to the shops and then picks them up to return home this counts as two one way trips For each reporting period add up how many one way trips have been delivered to each client and report that total number Counselling Support Information and Advocacy Care Recipient refers to assistance with understanding and managing situations behaviours and relationships associated with the person s need for care including advocacy and the provision of advice information and training Counselling Support Information and Advocacy includes dementia support and counselling and carer support and counselling normally provided on a o
24. a National HACC Minimum Data Set commenced in 1997 Collection of the HACC MDS version 1 0 MDS v1 0 was initiated in January 2001 following extensive consultations and pilot testing A comprehensive evaluation of HACC MDS v1 0 designed to establish the extent to which the HACC MDS was meeting the needs of the HACC Program from the perspective of government administrators and service providers was concluded in 2003 The evaluation encompassed data elements definitions data quality and data collections arrangements and provided many suggestions for the future direction of the collection Following this evaluation a working group of key stakeholders the HACC Data Reform Working Group examined a range of possible amendments to the HACC MDS v1 0 Recommendations from this group have been accepted by HACC Officials and are reflected in the HACC MDS version 2 0 MDS v2 0 described here Objectives of the HACC Minimum Data Set The objectives of the HACC Minimum Data Set are e To provide HACC program managers with a tool to access data required for policy development strategic planning and performance monitoring against agreed output outcome criteria e To assist HACC service providers to provide high quality services to their clients by facilitating improvements in the internal management of HACC funded service delivery and e To facilitate consistency and comparability between HACC data and other aged community care and health data
25. a regular and sustained basis to someone who lives in a different household If a care recipient has both a co resident eg a spouse and a visiting carer eg a daughter or son the coding response to Carer residency status should be related to the carer who provides the most significant care and assistance related to the client s capacity to remain living at Page 120 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Related data home The expressed views of the care recipient and or their carer s or significant other should be used as the basis for determining which carers should be considered to be the primary or principal carers in this regard A value for this data element should be present in any client record with a value of 1 in Carer existence of A record with the value 1 in this data element should not have a value of 1 in the data element Living arrangements The agency should record this data element at the beginning of each HACC service episode for any care recipient who has a carers i e Carer existence of code 1 The agency should assess the currency of this information at subsequent assessments re assessments within any given HACC service episode and should update the agency s record of Carer residency status if necessary This data element is required for reporting within the HACC MDS collection fo
26. about the sorts of assistance received by a HACC client is of fundamental importance to program planning and accountability In conjunction with information about the client s characteristics and circumstances and the total amount of assistance they receive this information contributes to an understanding of the ways in which HACC funded agencies have responded to their clients needs Relational and representational attributes Data type Field size Data domain Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 2 Representational layout NN Domestic assistance Social support Nursing care Allied health care Personal care Centre based day care Meals Other food services Respite care Page 179 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Guide for use Part 2 Data Dictionary Assessment Client care coordination Case management Home maintenance Home modification Provision of goods and equipment Formal linen service Transport Counselling support information and advocacy Care Recipient Counselling support information and advocacy Carer Domestic Assistance refers to assistance with domestic chores including assistance with cleaning dishwashing clothes washing and ironing shopping unaccompanied and bill paying Domestic Assistance may include help with meal preparation where this is not the primary focus of the occasion of service if m
27. and definitional attributes Data element type Definition Context Part 2 Data Dictionary DATA ELEMENT CONCEPT The bringing together of two or more records that are thought to belong to the same person The linkage of client records can be for two purposes 1 To facilitate the provision of care or assistance treatment case management or administrative purposes relating to individual clients or 2 For statistical purposes including planning accountability or research The proposed use of Record linkage in the HACC program falls into the second category Statistical Record linkage is seen as one way of improving the measurement of client focussed outcomes As a minimum the use of Record linkage is designed to make it possible to count the number of HACC clients without counting the same client more than once and the services they receive from the HACC program Record linkage for statistical purposes as in the HACC program does not need to achieve a 100 matching of client records The linkage of records only has to be sufficiently reliable to draw valid statistical conclusions Statistical linkage keys are most commonly comprised of some combination of standard personal information This standard personal information is then compared across all client records to identify when two or more records appear to belong to the same person The linkage key in the HACC MDS is comprised of the data elements Letters of
28. and need for formal services As well as directly assisting carers with their caring role the HACC program also indirectly assists carers through the assistance provided to the persons for whom they care By identifying when a care recipient has a carer the data element Carer existence of identifies when HACC funded assistance provided to a care recipient may also indirectly assist their carers Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 1 Representational layout N 1 Has a carer 2 Has no carer 9 Not stated inadequately described This data element is purely descriptive of a care recipient s circumstances It is not intended to reflect whether a care recipient is considered by the service provider to need a carer or not or whether an identified carer is considered by the service provider to be capable of undertaking the caring role In line with this the expressed views of the care recipient and or their carer or significant other should be used as the basis for determining whether the care recipient is recorded as having a carer or not Page 115 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Related data A carer is someone who provides a significant amount of care and or assistance
29. area of considerable policy importance Recent reviews have identified insecure housing as a risk factor in premature entry into residential care among frail older people and the possibility that it may be associated with more limited access to community based services For people living in private residences the type of tenure associated with the Accommodation setting in which they live can be an important determinant of access to appropriate services and assistance While Australia s aged population is characterised by high levels of home ownership a significant minority of older Australians continue to be housed as either public or private market tenants These differences in tenure often reflect marked disparities in levels of disposable income and financial security Renters on the private market in particular may be at a disadvantage if facing both high housing costs and limited security of tenure Collecting information about Accommodation setting also gives an indication of the type and variety of settings to which agencies deliver their services when they are providing in home assistance Relational and representational attributes Data type Field size Data domain Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 2 Representational layout NN 1 Private residence owned purchasing includes mobile home 2 Private residence private rental 3 Private residence public rental 4 Independent l
30. best in the circumstances to respect the person s situation Data Dicti onary See First given name on page 142 Part 1 Guide for use Page 42 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer s family name surname Definition The carer s Family name or surname is the part of the name that says which family they belong to NEAWELEVENT This information about carers was not collected in HACC MDS v1 0 Recording this Element e Itis important to record the carer s name accurately as selected letters are used to form the element Letters of name Letters of name together with Date of birth and Sex enable statistical linkage Only the Letters of name is reported to protect the person s privacy e Record the name as it would appear on legal or formal documents e g Aged Pension card Medicare card Birth Certificate Passport or other official documents e f required check name spelling with referring agencies e Take care with unusual spelling and or unusual names e Make sure that you capture the name that the carer uses as their Family name surname Take care if your carer traditionally places their family name before their given name when writing their full name e In Indigenous communities a client may not be able to use their name during a period of mourning You may still be able to use their usual name for the HACC MDS If not use the family name the client asks you to
31. boxes represent entities that have no related data elements in Version 2 0 of the HACC Data Dictionary Part 2 Data Dictionary Page 95 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Data definitions This section contains definitions of individual data elements data element concepts and derived data elements that are required in order to complete Version 2 0 of the HACC National Minimum Data Set These data definitions have been endorsed by Commonwealth and State Territory government officials responsible for the HACC program The data definitions are presented in an ISO IEC 11179 based format see Appendix E for more information which is also used in the presentation of data definitions in the National Community Services Data Dictionary Version 3 0 the National Health Data Dictionary Version 12 0 and the Community Nursing Minimum Data Set Australia Version 2 0 Data definitions are presented in alphabetical order Part 2 Data Dictionary Page 96 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Accommodation setting Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The setting in which the person lives The relationship between housing and the care needs of frail older people and people with disabilities is an
32. card 3 Other DVA card 4 No DVA card 9 Not stated inadequately described Code 4 should be used for care recipients who are not formally recognised by DVA as having any form of DVA entitlement including those receiving the Aged Pension One of the values 1 2 or 3 in this data element should be present in any client record with a value of 2 in Government pension benefit status This data element should be recorded for all HACC care recipients at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments re assessments within a HACC service episode and should update the agency s record of the person s DVA entitlement if necessary This data element is required for reporting in the HACC MDS collection Agencies are required to report the most recent DVA entitlement status that the agency has recorded for the person Information provided by the agency about the person s DVA entitlement status will be considered to be at least as up to date as the Date of last update reported for the person This is in line with the request that agencies assess and update the information they have about a person s pension benefit status at the beginning of each HACC service episode as well as at subsequent assessments re assessments within a HACC service episode Page 138 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 If the agency s sys
33. category to describe a HACC service event which involves the receipt of any of the types of assistance which are measured in hours and minutes within the HACC MDS This data element is one of the basic building blocks that will enable HACC agencies to calculate and report the total amounts of HACC funded assistance received by their clients during a HACC MDS reporting period By recording the amount of assistance received on each occasion of service delivery the agency will be able to add up the total amount of each type of assistance received by the client during a HACC MDS reporting period Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Quantitative value Min 1 Max 7 Representational layout HHHH MM hours mins Amount in time recorded in hours and minutes This data element should be used to record an amount for any HACC service event involving the receipt of a type of assistance which is measured by time The types of assistance that the agency should measure in time are e Domestic assistance e Social support e Nursing care e Allied health care e Personal care Page 106 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Related data Part 2 Data Dictionary e Centre based day care e Other food services e R
34. community care fields This information helps to give a picture of the pathway that clients of HACC agencies follow en route to receiving assistance from the program This information also assists HACC agencies to gain a clearer understanding of the relationships that they have with other service providers and any gaps that may exist in their local or regional networks Relational and representational attributes Data type Numeric Representational form Code Field size Min 1 Max 2 Representational layout NN Data domain 1 Self 2 Family significant other friend 3 GP medical practitioner community based 4 Aged Care Assessment Team 5 Community nursing or health service 6 Hospital 7 Psychiatric mental health service or facility 8 Extended care rehabilitation facility 9 Palliative care facility hospice 10 Residential aged care facility 11 Aboriginal health service 12 Other medical health service 13 Other community based service 14 Law enforcement agency 15 Other 99 Not stated inadequately described Part 2 Data Dictionary Page 200 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Guide for use 2 Includes any referrals made from relatives and friends 3 Excludes referrals made by general practitioners or medical practitioners from a hospital 6 Excludes referrals from psychiatric hospitals or specialist psychiatric wards or facilities within hospitals code to 7 7 Includes ps
35. funded in part from a source other than the HACC program the Date of entry into HACC service episode is the first date on which the assistance they received from the agency within the HACC Service Episode was funded by the HACC program i e the Date of entry into HACC service episode will be the same date as the first HACC funded Date of receipt of assistance recorded At times an agency may only provide the client with one off assistance For example a client may only require assistance with minor home maintenance that is provided on one day Alternatively a client may have only received an assessment from an agency but has not gone on to receive any further assistance In these circumstances and provided the client is not receiving other on going services the Date of entry into HACC service episode will be the same as the Date of exit from HACC service episode Furthermore both dates will be the same as the Date of receipt of assistance recorded by the agency for that HACC service event Despite being the same date the agency should record the date in every relevant role that it plays in relation to the client s involvement with the agency e g Date of entry into HACC service episode Date of exit from HACC service episode Date of receipt of assistance Reporting This data element is required for reporting in the HACC MDS collection requirements Over a period of time a client may have entered and exited an agency on more tha
36. instructions applied for validating and or verifying data elements occurring in actual communication and or databases in addition to the formal screening based on the requirements laid down in the basic attributes Comments and advice concerning the actual capture of data for the particular data element including guidelines on the design of questions for use in collecting information treatment of not stated or non response etc this attribute is not specified in the ISO IEC Standard 11179 but has been added to cover important issues about the actual collection of data Comments and advice concerning the reporting of the data element as opposed to the actual capture of the data for the particular data element For example instructions on which record for the data element should be reported when more than one record may exist in a data base and not all records are required e g the most recent record of Carer Availability for the client A reference between the data element data element concept or derived data element and any related data including the type of relationship Examples include relates to the data element supplements the data element is derived from the data element and is used in conjunction with the data element etc Administrative attributes Part 2 Data Dictionary Page 231 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Source document The document
37. into account not only physical function but also cognition such as problems caused by dementia or an intellectual disability and behaviour such as unpredictable or challenging behaviour Clients able to complete a task with verbal prompting should not be rated as independent and therefore should be rated as a 2 Rate the person s functional status with current aids and appliances in place Page 148 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Record Code 9 for unanswered items Code Communication Ask the client Do you ever need help to communicate to understand or be understood by others No 3 Yes sometimes 2 Yes always 1 Not stated inadequately described 9 Dressing Ask the client Can you dress yourself Without help 3 With some help 2 Or are you completely unable to dress yourself 1 Not stated inadequately described 9 Eating Ask the client Can you eat Without help 3 With some help 2 Or are you completely unable to eat without help 1 Not stated inadequately described 9 Toileting Ask the client Can you manage the toilet Without help 3 With some help 2 Or are you completely unable to manage the toilet without 1 help Not stated inadequately described 9 Getting out of bed moving around at home or away from home Ask the client Do you ever need help to get out of bed or move around at home or at places away from home No Yes some
38. is written as 01 07 2005 The Date of exit from HACC service episode is the latest Date of receipt of assistance for a person no longer receiving services Over a period of time a client may have entered and exited an agency on more than one occasion or received multiple completed services within a reporting period In these cases report the latest Date of exit from HACC service episode recorded for the client Now that the MDS reports on the care recipient and carer in the same client record the Date of exit from HACC service episode applies to the last services provided to the care recipient or carer For example if a care recipient ceased receiving services but the carer continued with services then the service episode would not be considered to have ended In this case ongoing services could only be provided if the carer was a HACC eligible client In the absence of information that a person is a continuing client the agency should record a Date of exit from HACC service episode if six weeks have elapsed with no service provision since the latest recorded Date of receipt of assistance See Date of exit from HACC service episode on page 132 Data Dicti onary See Date of receipt of assistance on page 136 See HACC service episode on page 160 Part 1 Guide for use Page 59 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Main reason for cessation of services Definition The Main reason for cessation
39. more than one person e First given name e Family surname e Letters of name e Date of birth e Date of birth estimate flag e Sex e Country of birth e Main language spoken at home e Indigenous status e Australian state or territory identifier e Suburb Town Locality e Postcode The person s full name is not required for reporting but selected letters are used to form the Letters of name for record linkage purposes Part 1 Guide for use Page 7 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Sometimes a care recipient may have more than one person who could be described as their carer In these cases you will need to identify the carer who provides the most significant care and assistance and report this person s details on these carer elements D Information about the service episode A HACC service episode is the period of time during which the care recipient and or their carer receives HACC funded assistance A HACC service episode will always begin and end with an instance or occasion of HACC funded assistance Information about the service episode is collected by the following data elements Statistical linkage key information missing flag Source of referral Date of entry into HACC service episode Date of last update Date of exit from HACC service episode Main reason for cessation of services E Information about the assistance provided This information is collected by the fo
40. name Date of birth and Sex Once records are linked the linkage key will be replaced by an encrypted code The linkage of client records even for statistical purposes raises some privacy concerns The Record linkage process in the HACC program will be consistent with the Information Privacy Principles IPPs contained in the Commonwealth Privacy Act 1988 Stringent ethical safeguards and procedures will circumscribe the HACC Record linkage process to protect client records from unauthorised access and to ensure that information is used only for purposes for which it was intended In the HACC context the HACC National Service Standards establish a basic framework related to the privacy and confidentiality of client records Consistent with these standards a client s consent is required for the release of client information by service providers to other parties With the introduction of Record linkage in the HACC program a client s consent to the release of information must be informed by the knowledge that information will be used for statistical purposes as well Page 190 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 as for purposes related to their own care needs Relational attributes Related data Is related to the data elements First given name Family name surname Letters of name Date of birth and Sex Administrative attributes Source document Developed for the HACC Data Dictionary Version
41. necessary for the analysis of the length of stay of clients in the HACC program In conjunction with information about the amount and type of assistance received by HACC clients information about the length of HACC service episodes also gives some indication of the intensity of assistance provided by HACC agencies In the HACC MDS a client s HACC service episode always begins and ends with dates that mark the first and last time that the person received HACC funded assistance from the agency That is a HACC service episode will always begin and end with a HACC service event see data element concept HACC service event The first time a client receives a HACC service event within a given period of receipt of assistance i e service episode should be recorded as the Date of entry into HACC service episode The last time a client receives a HACC service event within a given period of receipt of assistance i e service episode should be recorded as the Date of exit from HACC service episode These two data elements are used within the HACC MDS to locate in time information about the circumstances of a person s entry and exit from a HACC service episode i e source of referral main reason for cessation etc The pathway or process followed by a person entering or exiting from a HACC service episode varies from one agency to another and from one type of assistance to another It cannot be assumed for example that every HACC client has u
42. no HACC funds involved then the service is not reported under HACC MDS However your Agency is probably recording this information for other purposes The assistance may be provided through the use of paid staff or through the efforts of volunteers Both types of assistance are to be recorded under the HACC MDS The assistance you provide to a HACC client is recorded and reported according to the types of assistance listed in the HACC Data Dictionary See Part 2 of this Guide Collecting and reporting HACC MDS v2 0 data HACC MDS information recording The term recording HACC MDS information refers to information about the client about their situation and about the services delivered It may be written on client files or forms and or kept in a computer system Some Agencies enter information into a computer system from the paper files HACC MDS information reporting The term reporting HACC MDS information means that at the end of a 3 month collection period all the information about the client required by the HACC MDS is assembled together and the amounts of assistance are added up One person in your agency will make sure this information is sent to the state national collection point Some agencies will do this on their computer system and use email for sending it on Other agencies will have alternative arrangements The business rules of the National Data Repository NDR require the care recipient s statistical linkag
43. of the intensity of service provision The data element Date of exit from HACC service episode also locates information about the client s Main reason for cessation of services in time In conjunction with the data element Date of entry into HACC service episode it can also be used to identify the number of HACC clients as at the end of the HACC MDS reporting period Future developments in HACC MDS reporting may require HACC agencies to report on the services received by their clients within each HACC service episode rather than within the HACC MDS reporting period Thus this data element is likely to have extended uses in the future Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Part 2 Data Dictionary Numeric Representational form Date Min 10 Max 10 Representational layout DD MM YYYY Valid date This data element should always be recorded as an 8 digit valid date comprising day month and year Year should always be recorded in its full 4 digit format For days and months with a numeric value of less than 10 agencies should use zeros to ensure that the date contains the required 8 digits For example for a person who received their last HACC funded assistance from the agency on July 1 2005 the Date of exit from HACC service episode should be recorded as 01 07 2005 Date of exit from HACC service episode is the latest Date of r
44. page 101 See Total amount of type of assistance received cost page 207 Part 1 Guide for use Page 74 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Total assistance with goods and equipment received Definition The goods and equipment provided by purchase or loan to the person by a HACC agency during a reporting period In HACC MDS v2 0 you are required to report the total number of items provided in each equipment category in the previous MDS only the first ten types of items were reported Reporting this data element Each time an item of equipment or goods is provided to the client it should be recorded in one of the categories listed below It does not matter if the Agency lends or purchases the item for the client it will still be recorded using these categories Do not report equipment purchased for home modifications under this item If a client is issued with a walking stick and later with a walking frame both in the category of Support and Mobility Aid this will be reported as Support and Mobility Aid 2 If a client were issued with a walking stick and later a hearing aid in the same reporting period this would be reported as Support and Mobility Aid Te Communication Aid 1 Where the agency has provided no assistance of a given category to the client within the reporting period the amount of assistance should be reported as 0 Category Self Care Aids Sup
45. person because their residential location has changed and not because of any change in the person s need for assistance Care recipient terminated service Use this code if it was the person s choice to cease services and not because of any agency assessment of need or change in the person s external circumstances That is if the person had not made this choice they would have continued to receive assistance from the agency Client died Other reason Use this code only if the primary reason for ceasing services was not any of the above Not stated inadequately described Only use this code if the reason for ceasing services is not known Data Dictionary See Main reason for cessation of services on page 174 Part 1 Guide for use Page 61 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 E Information about the assistance provided The HACC MDS requires you to report the total amount of assistance the client receives over the reporting period You are required to report a separate total for each of the types of assistance provided by the HACC program As no single unit of measurement is appropriate to all types of assistance agencies will be required to report total amounts using a unit of measurement appropriate to the type of assistance Depending on the type of assistance the client has received you will need to record the amount in terms of time using hours and minutes or fraction of hour
46. record 2s for all three spaces associated with the Family name surname Similarly if the person s first name is missing altogether the agency should substitute 2s for the two spaces associated with the First given name A number rather than a letter is used for such substitutions in order to clearly indicate that an appropriate corresponding letter from the person s name has not been available For this reason the Data type has been specified as Alphanumeric The names from which Letters of name are derived should be recorded by the agency in line with the specifications detailed in the data elements Family name surname and First Given Name This data element should be reported for both care recipients and their carer if applicable at the beginning of each HACC service episode This data element is required for reporting within the HACC MDS collection Agencies are required to report Letters of name for all HACC care recipients and carers where existence of a carer is recorded Once the Record linkage process is completed the letters of the client s name will be replaced by an encrypted code Is derived from the data elements Family name surname and First given name Is used in conjunction with the data elements Date of birth and Sex Is related to the data element concept Record linkage Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary Developed for the HACC Data D
47. record the Country of birth using text e g writing Australia on the carer file For the HACC MDS a 4 digit code is used instead of the name of the country e With the help of a computer or using a current printed copy of the codes and country names find the right 4 digit code for the person s Country of birth The code for Australia is 1101 e This information does not change Once you have initially recorded it there is no need to alter it e f your Agency is unable to obtain the person s Country of birth or the person is unable to tell you it then the code to use is 9999 See Country of birth on page 123 Data Dictionary All country codes are in Appendix A on page 218 Part 1 Guide for use Page 51 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer s main language spoken at home Definition The Main language spoken at home is the language spoken by the carer to communicate with family and friends NWA This information about carers was not collected in HACC MDS v1 0 Reporting this element The language to be recorded is the one the person habitually uses at home It does not matter how proficient they are in this language Many Agencies record the Main language spoken at home using text e g writing English on the carer file For HACC MDS v2 0 a 4 digit code is used instead of the name of the language The code for English is 1201 With t
48. s home location information recorded under Australian State Territory identifier Suburb town locality and Postcode are expected to relate to the same home Data Dictionary See Postcode on page 177 Part 1 Guide for use Page 31 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Functional status Definition This element records the extent to which the care recipient is able to perform selected activities of daily living and whether they have memory or behavioural problems It is intended to identify areas in which a person requires assistance with daily living and quantify the extent to which the person needs other people to enable them to carry out normal activities of daily living in their home and in the community NEWEEVENT This information was not collected in HACC MDS v1 0 Reporting this element Part 1 Guide for use Page 32 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Reporting this element This element records the person s capabilities in the respective activities The rating for each item should be based on information from the client as well other relevant sources e g carer s family and service providers Rate what the person is capable of doing rather than what they do The questions ask Can you rather than Do you since some persons may not for example do the housework because their carer does it for them yet be quite capable of un
49. same way Where the client has received none of a given type of assistance within the reporting period the agency should report the total amount as zero The agency should calculate and report a total amount for each type of assistance received by the client during the reporting period regardless of whether or not the person remains a client of the agency at the end of the reporting period Related data Is derived from the data elements Date of receipt of assistance Primary type of assistance received Amount of assistance received quantity Service delivery setting and Funding source category Is related to the data element concept HACC service event Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 212 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Total amount of type of assistance received time Admin status Reporting status CURRENT Date 01 07 2005 REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DERIVED DATA ELEMENT The total amount of each type of assistance received by the person from the agency during the reporting period measured by time Total amount of type of assistance received time is one of three data elements which allow agencies to calculate and report total amounts of assistance r
50. stay within the program for HACC clients However because the data generated on length of stay and intensity of service provision is specific to the HACC program this imposes a limitation on the use of the data in terms of overall patterns of services consumed by individuals which may be funded through several sources This is not only unavoidable but an intrinsic part of the HACC MDS However it does mean that considerable further developments will be required in both HACC and related service systems before the dedicated aim of client centred service and client centred information systems can be achieved Page 133 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of last update Admin status Reporting status CURRENT Date 01 07 2005 REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context Part 2 Data Dictionary DERIVED DATA ELEMENT The last date on which the agency reviewed and updated the information they have recorded about the care recipient s characteristics and circumstances One of the major uses of HACC MDS data is to enable the description and analysis of the characteristics and circumstances of HACC clients As some information about clients in the HACC MDS can change over time it is necessary to have some way of identifying the currency of this information The client s Date of last update will be taken as an indic
51. the social support provided in a group environment and also light refreshments excursions excursion associated transport and personal assistance e g help with toileting involved in attendance at the centre Social support assistance provided to a Client through structured activities in a group environment but not including Counselling Support Information and Advocacy services is to be recorded as Centre Based Day Care when it is provided at a fixed base facility Social support assistance delivered individually to the Client at a Centre will be recorded as Social Support The Agency which provides these centre based services will record them as hours and minutes for the client This time is counted from when the client arrives at the centre until their departure Any Agency which delivers nursing care allied health or delivers a formal meal to an individual client at a centre will record this under the relevant type of assistance delivered at a centre If Agency A provides a full day program e g 7 hours of social support activities to its Client Samuel and has a formal lunch meal delivered for Samuel by Agency B and Agency C provides some allied health to Samuel individually at the centre e g 30 minutes duration then these Agencies will record this situation as follows for Samuel Agency A records 7 hours Centre based day care Agency B records 7 Meal at a centre Agency C records 30 minutes or 0 5 hours Allied health at C
52. to the person on a regular and sustained basis Excluded from the definition of carers are paid workers or volunteers organised by formal services including paid staff in funded group houses When asking a care recipient about the existence of a carer it is important for agencies to recognise that a carer does not always live with the person for whom they care That is a person providing significant care and assistance to the client does not have to live with the client in order to be called a carer The presence of a carer should also be distinguished from living with someone else Although in many instances a co resident will also be a carer this is not necessarily the case The data element Living arrangements is designed to record information about person s with whom the client may live This data element should be recorded at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments re assessments within any given HACC service episode and should update the agency s record of the client s Carer existence of if necessary Agencies are required to report the most recent Carer existence of that the agency has recorded for the client Information provided by the agency about the person s Carer existence of will be considered to be at least as up to date as the Date of last update reported for the person This is in line with the request that agen
53. using HACC funding to help meet the needs of a client Future developments in the HACC MDS may include additional information about HACC program outcomes Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Quantitative value Min 1 Max 3 Representational layout NNN total number Is derived from the data elements e Date of receipt of assistance e Primary type of assistance received e Amount of assistance received quantity e Service delivery setting e Funding source category The agency should calculate a total for each of the types of assistance that have been measured in hours and minutes throughout the reporting period Each of the data elements listed above will be necessary in calculating the total amounts of assistance received The data element Page 210 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Part 2 Data Dictionary Service delivery setting is only required in relation to Meals assistance Date of receipt of assistance allows agencies to select service delivery events that were provided within the HACC MDS reporting period Primary type of assistance received allows agencies to identify service delivery events that relate to the same type of assistance Amount of assistance received quantity indi
54. 01 07 2005 Reporting status SUPPORTING DATA ELEMENT Identifying and definitional attributes Data element type DATA ELEMENT Definition The goods or equipment provided to the client by purchase or loan ona HACC service event Context The data element Assistance with goods and equipment received is one of a cluster of data elements that describe a HACC service event or one occasion of service delivery to a client Assistance with goods and equipment received is used in conjunction with Date of receipt of assistance Primary type of assistance received and Funding source category to describe a HACC service event which involves the provision of goods or equipment to a client This data element is one of the basic building blocks that will enable HACC agencies to report the total HACC funded assistance received by their clients during a HACC MDS reporting period By recording the type and amount of goods or equipment received on each occasion of service delivery the agency will be able to report the total goods and equipment received by the client during a HACC MDS reporting period Relational and representational attributes Data type Numeric Representational form Quantitative value Field size Min 2 Max 21 Representational layout NNNNNN Data domain Amount of the category ies of the goods equipment recorded as number Guide for use The number of goods equipment received by the client should be recorded in the following c
55. 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 191 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Relationship of carer to care recipient Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The relationship of the carer to the person for whom they care Information about the relationship the carer has to the person for whom they care assists in establishing a profile of informal caring relationships and the assistance provided by the HACC program to maintain and support those relationships As such it increases our knowledge about the dynamics of caring and provides an insight into the gender and inter generational patterns of informal care giving in the community The inclusion of this information in the HACC MDS enables useful comparisons between caring relationships supported by the HACC program and those reported in the national population data from the ABS Survey of Disability Ageing and Carers A HACC client may have more than one family member or friend providing them with care and assistance In such circumstances the data element Relationship of Carer to care recipient relates to the carer who is identified as providing the most significant amount and type of care and assistance Relational and representation
56. 1 0 assists with ensuring compatibility between future developments in the HACC MDS and the processes and outcomes of future developments in the National Community Services Information Model Version 1 0 1998 This is consistent with the objective of the HACC MDS of facilitating Part 2 Data Dictionary Page 88 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 consistency and comparability between HACC data and other aged community care and health data collections The National Community Services Information Model v1 0 The National Community Services Information Model Version 1 0 was developed by the Australian Institute of Health and Welfare during 1997 in consultation with the National Community Service Information Model Working Group The Working Group comprised a subset of the National Community Services Data Committee NCSDC The NCSDC is in turn a subcommittee of the National Community Services Information Management Group NCSIMG Membership of the NCSIMG includes representatives of all signatories to the National Community Services Information Agreement including Commonwealth State and Territory government departments responsible for community services the Australian Bureau of Statistics and the Australian Institute of Health and Welfare The NCSDC was established primarily to develop and maintain the National Community Services Data Dictionary and relevant minimum data sets in all areas of community s
57. 1 07 2005 Reporting status SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type DATA ELEMENT Definition Whether or not the care recipient s Letters of name Date of birth and Sex have been substituted for the carer s or vice versa Context The business rules of the National Data Repository require the care recipient s Statistical linkage key for a record to be populated Thus it is mandatory that agencies report the care recipient s and carer s if there is one Letters of name Date of birth and Sex fields In cases where either the care recipient s or the carer s details are not obtainable one can be substituted for the other This element records the accuracy of the Letters of name Date of birth and Sex fields transmitted by an agency Relational and representational attributes Data type Numeric Representational form Code Field size Min 1 Max 1 Representational layout N Data domain 1 Care recipient SLK information is correct 2 Both care recipient and carer SLK information is correct 3 Care recipient SLK information has been replaced by the carer SLK information 4 Carer SLK information has been replaced by the care recipient SLK information Guide for use 3 This code should be used if it has not been possible to obtain the care recipient s Letters of name Date of birth and Sex and the carer s details have been substituted 4 Use this code if it has not been possibl
58. 2 0 Update 2 01 January 2006 Reporting requirements Related data either an English speaking or non English speaking country will not provide sufficient information to code the person s country of birth This data element is required for reporting in the HACC MDS collection If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 9999 Not stated inadequately described Is related to the data elements Main language spoken at home and Indigenous status Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary Australian Bureau of Statistics Australian Standard Classification of Languages 1997 National Community Services Data Dictionary Version 1 0 1998 Australian Bureau of Statistics National Community Services Data Committee The Standard Australian Classification of Countries was published by the Australian Bureau of Statistics in June 1998 This is a revised version of the previous Australian Standard Classification of Countries for Social Statistics ASCCSS The revised version retains the four digit format but has an updated main structure and coding index The three data elements included in Version 2 0 of the HACC MDS that are considered relevant to measuring cultural diversity are Country of birth Main language spoken at home and Indigenous status Traditiona
59. 32 9299 9998 9999 Angola Botswana Burundi Comoros Djibouti Eritrea Ethiopia Kenya Lesotho Madagascar Malawi Mauritius Mayotte Mozambique Namibia R union Rwanda St Helena Seychelles Somalia South Africa Swaziland Tanzania Uganda Zambia Zimbabwe Southern and East Africa nec Other Not Elsewhere Classified Not Stated Inadequately Described Source Australian Bureau of Statistics Standard Classification of Countries SACC Cat No 1269 0 1998 revisions 2 01 1999 and 2 02 2004 Part 2 Data Dictionary Page 223 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Appendix B Code List for Main language spoken at home Northern European Languages 1201 English 1501 Danish 1101 Gaelic Scotland 1301 German 1102 Irish 1401 Netherlandic 1503 Norwegian 1504 Swedish 1103 Welsh 1303 Yiddish Southern European Languages 2901 Basque 2301 Catalan 2101 French 2201 Greek 2401 Italian 2501 Maltese 2302 Portuguese 2303 Spanish Eastern European Languages 3901 Albanian 3902 Armenian 3401 Belorussian 3501 Bosnian 3502 Bulgarian 3503 Croatian 3601 Czech 3201 Estonian 3202 Finnish 3301 Hungarian 3101 Latvian 3102 Lithuanian 3504 Macedonian 3602 Polish 3904 Romanian 3402 Russian 3505 Serbian 3603 Slovak 3506 Slovene 3403 Ukrainian Part 2 Data Dictionary Page 224 HACC Program National MDS User Guide Version 2 0
60. 8 Part 1 Guide for use Page 47 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer s Australian State Territory identifier Definition Australian State Territory identifier records the State or Territory where the carer lives NWA This information about carers was not collected in HACC MDS v1 0 Reporting this element For each carer record the State or Territory code which corresponds to where they live whilst receiving assistance from your Agency Record where the carer lives and not where your Agency is located For most Agencies all most carers will reside in the one State or Territory The carer s location information recorded under Australian State Territory identifier Suburb Town Locality and Postcode should relate to the same place Agencies with a client base drawn from two or more neighbouring States Territories need to take particular care to record the carer s residence in the correct area The codes listed below are the only accepted values for reporting Australian State Territory identifier under the HACC MDS Take care to only use Code 9 if you are providing assistance in one of the named Other Territories Code Description New South Wales Victoria Queensland South Australia Western Australia Tasmania Northern Territory Australian Capital Territory Other Territories Cocos Keeling Islands Christmas Island and Jervis Bay Territory Data D
61. A 113 CaArer eXISTENCE Of nrasane E A EAA A E EEA 115 Carer for more than one person csccccsscccenececeneesnsecneneeceeenecsaesssnaececenecasstansesseneessnnstsnaees 118 Carerresidency slatuS3sicichwa seed a a a e a a aea 120 Country OF DIMA EAA EE E A EAE T 123 Date ol ONN eree ea cea EEA R J EEA AE ET A EE REO AOE A A AETA 126 Date of birth estimate flag 1 cccccceeccccsscceenceeceneeesnaecseneecesneessaesseaeecssnensssaesseaeecsensessnnstanaseneess 128 Date of entry into HACC service episode 1 ccccecceesceceeneeceneeeenseseeneeceneeessaaeseeneecsneeetsnnetenes 129 Date of exit from HACC service episode 1 cccseccecseeceeececeeeetssecseneecedaneeesaesseneecseneetenneseaes 132 Date OF last UDO BG e a ssh ac a ae a aaa aa a aa Sa a Ra a aaa aAA D van aE 134 Date of receipt of assistance 2 2 csecccesccseseececececeneesseaeecseneecnestsnaneaeneeceneesssaseneseecseneersnnesanes 136 DVA ca STATUS 3 a a aa aa a a A Aaa a a e aa eA aa Gem asta sk 138 Family NAIMGS SUIMAING airosa aN OE e AAA REA NERAN RARAN 140 Part 1 Guide for use Page iii HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 First given MAING a a fia a aaa araa aa aoard ana a aE RESA EEE aa aiaa Functional stats ima esate Man alin tintin tele anaana Functional status additional items 2 cceeceeeeceeneecenececeeeesneececeeeeseaesteneeeseneetsnneneaes FUNCING so rce category osian oan aaa e iaaa aei ienaa T AAA
62. A aa Do aaia aaa Government pension benefit status cscccceceeceeececeneeeenseceeneeceeeeessaeeseeseecseneetsaneesaes HACC AG ONC serne a a Gao ae ys HAC C2CHONE 3 sranie eid palates a aaa ae eaa Bet chs HACC Service episode otenn oes a i ees HACC service VON oy 0s cetecessiviess ce svetheuateeapeeventecsatateaysnessbbnesdetvesandeascageusnvvysees iaaii INDIGENOUS SINUS aeiiaaie etaan a AAA TEE aE PEARa AAA ARAA Ta E aea AAE Kaa EE ANANA EAEE RERA Letters of NAME oriiiiie iieii anite eaa ani iiia deira i eia a ieii LIVING arftangame MS eenei teanna iaaea A EE EnA AAKA EAE N aa AAE kaa TE Iena E aAA eaa EEEE aa TE EAEk Main language spoken at NOMEC ceecccceceeeeeceeneneeeeeneeeeeesnneeeceessneeeeesnnneeeeenineeeeenaees Main reason for cessation Of Services csccccssecesneeceneeetnseceeneeceneteteaaeseeneeteneeessnetes POSICOCG aai a EAE E T E E Primary type Of assistance FECCIVE ccccceeeceeneeceneeeceneeteneecseneeceaeesenseeseneetsnneeeaes Record linkage inaa aie eee ae ei eee lea eee Relationship of Carer to care recipient ccccscccsseeceeeeeceenetensecseeeeceneesseneeeseneetsnnetenes Service delivery Setting cccesececeecceenceceeneeceneeesnaeceneecessessansecseneecseessnaseaeneesennnetaes Source o rolera aoste a E O E e eta athena bed on ae T O Statistical linkage key information missing flag 2 ccccccccesseceenceceneeessseeseneeetseneeeaes Suburb town locality MAING se eccesccecsseceencec
63. ACC MDS collection The data element Funding source category should be used to identify clients who have received HACC funded assistance during a reporting period and to identify service delivery events which have been funded through the HACC program Agencies will only be required to report on clients who have received HACC funded occasions of service within the reporting period in the HACC MDS collection Moreover agencies should only use service delivery events which were either fully or partly HACC funded i e HACC service events in determining the total HACC funded assistance that the client has received during the reporting period Is used in the derivation of the data elements Total amount of type of assistance received time Total amount of type of assistance received quantity Total amount of type of assistance received cost and Total assistance with goods and equipment received Is used in conjunction with Date of receipt of assistance Primary type of assistance received Amount of assistance received time Amount of assistance received quantity Amount of assistance received cost Assistance with goods and equipment received and Service delivery setting Is related to the data element concepts HACC Client HACC service event and HACC service episode Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary Developed for the HACC Data Dictionary Version 1 0 1998
64. ATA ELEMENT CONCEPT A person such as a family member friend or neighbour who provides regular and sustained care and assistance to another person without payment other than a pension or benefit The definition excludes formal care services such as care or assistance provided by paid workers or volunteers arranged by formal services Informal care and support networks play a critical role in community service provision especially in caring for frail older persons and people with disabilities living within the community Not only are informal carers responsible for maintaining people with often high levels of functional dependence within the community but the absence of an informal carer has been identified as a significant risk factor in contributing to institutionalisation among the HACC target population Increasing recognition of the needs of carers and the role they play has also prompted greater interest in collecting more reliable and detailed information about carer and the relationship between informal care and the provision of and need for formal services Since its inception the HACC program has included carers in the target group for the program As well as directly assisting carers with their caring role the HACC program also indirectly assists carers through the assistance provided to the persons for whom they care In Version 2 0 of the HACC MDS the carer s information is reported with that of the care recipient as a sing
65. C program As such it increases our knowledge about the dynamics and patterning of the provision of informal care to and by clients of the HACC program In particular whether the Carer lives with the person for whom they care or not is one indication of the level of informal support available to HACC clients and of the intensity of care provided by the Carer Future developments of the HACC MDS will include more information about the level and type of assistance provided by carers A HACC care recipient may have more than one family member or friend providing them with care and assistance In such circumstances the data element Carer residency status relates to the Carer who is identified as providing the most significant amount and type of care and assistance Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 1 Representational layout N 1 Co resident carer 2 Non resident carer 9 Not stated inadequately described This data element should be used to record whether the carer lives with the person for whom they care when a carer has been recorded for the Data Element Carer existence of A co resident carer is a person who provides care and assistance on a regular and sustained basis to a person who lives in the same household A non resident or visiting carer is a person who provides care and assistance on
66. ENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT Whether or not the person is in receipt of an income support payment from the Commonwealth government in the form of a government pension or benefit Information about clients receipt of a government pension or benefit is an indicator of the extent of financial disadvantage among HACC clients Government pension benefit status can be used as such an indicator because of the means testing involved in determining eligibility for Commonwealth pensions and benefits Information about the type of Government pension or benefit also helps to identify HACC client sub groups of particular policy interest such as veterans Carers and people with disabilities Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 1 Representational layout N Aged Pension Veterans Affairs Pension Disability Support Pension Carer Payment Pension Other government pension or benefit 1 2 3 4 5 Unemployment related benefits 6 7 No government pension or benefit 9 Not stated inadequately described This data element does not assume that the pension or benefit is the person s main or only source of income This element is designed to reflect the receipt of either a full or part Commonwealth government pension or b
67. Guide Version 2 0 Update 2 01 January 2006 Central America 8301 Belize 8302 Costa Rica 8303 El Salvador 8304 Guatemala 8305 Honduras 8306 Mexico 8307 Nicaragua 8308 Panama Caribbean 8401 Anguilla 8402 Antigua and Barbuda 8403 Aruba 8404 Bahamas 8405 Barbados 8406 Cayman Islands 8407 Cuba 8408 Dominica 8411 Dominican Republic 8412 Grenada 8413 Guadeloupe 8414 Haiti 8415 Jamaica 8416 Martinique 8417 Montserrat 8418 Netherlands Antilles 8421 Puerto Rico 8422 St Kitts and Nevis 8423 St Lucia 8424 St Vincent and the Grenadines 8425 Trinidad and Tobago 8426 Turks and Caicos Islands 8427 Virgin Islands British 8428 Virgin Islands United States Central and West Africa 9101 Benin 9102 Burkina Faso 9103 Cameroon 9104 Cape Verde 9105 Central African Republic 9106 Chad 9107 Congo 9108 Congo Democratic Republic of 9111 C te d Ivoire 9112 Equatorial Guinea 9113 Gabon 9114 Gambia 9115 Ghana 9116 Guinea 9117 Guinea Bissau 9118 Liberia 9121 Mali 9122 Mauritania 9123 Niger 9124 Nigeria 9125 Sao Tom and Principe 9126 Senegal 9127 Sierra Leone 9128 Togo Part 2 Data Dictionary Page 222 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Southern and East Africa Supplementary Codes for Inadequate Data 9201 9202 9203 9204 9205 9206 9207 9208 9211 9212 9213 9214 9215 9216 9217 9218 9221 9222 9223 9224 9225 9226 9227 9228 9231 92
68. Guide for use Page 45 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer date of birth estimate flag Definition The Date of birth estimate flag records whether or not the carer s date of birth has been estimated NWA This information about carers was not collected in HACC MDS v1 0 Reporting this element e f you have estimated the date of birth make sure you record this in the Date of birth estimate flag element Code 1 e lf the service user s date of birth has been entered as 01 01 because the exact date of birth was not known this should be recorded as Code 1 Code Description 1 Estimated 2 Not estimated Data Dictionary See Date of birth estimate flag on page 128 Part 1 Guide for use Page 46 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer s sex Definition The biological sex of the carer NEAWELEVENT This information about carers was not collected in HACC MDS v1 0 Reporting this element e Take care if your Agency has been recording sex using the words male and female or the letters M and F You need to report this data element for carers by using the codes 1 and 2 Code Description Male Female Not stated inadequately described Only use this code if it is not possible to find out from the carer their sex or to make an informed judgement about it Deta Dictionary See Sex on page 19
69. HACC funded assistance care recipient or if the person has a carer their carer can be a HACC client if they are receiving HACC services to support them in their caring role In Version 1 0 of the MDS if a person was receiving HACC services to support their role as carer agencies were required to record information about the care recipient and the carer on separate records The person s status as a care recipient or carer was identified through the data element Reason for Client Status Moreover HACC MDS v 1 0 business rules mandated that respite care could only be recorded on the carer record The requirement to establish a separate carer record and the respite rule proved to be significant problems for agencies and lead to poor quality carer data being collected in the HACC MDS v 1 0 In Version 2 0 of the HACC MDS information about the care recipient and their carer if they have one is recorded on the same HACC record For the purposes of MDS v2 0 reporting the care recipient and the carer if they have one is the client receiving services The care recipient or the carer or both can be receiving HACC services Thus a MDS v2 0 HACC client record will consist of information on one of the following e A care recipient only person has no carer e A care recipient and their carer where one or both are receiving HACC funded services Part 2 Data Dictionary Page 80 HACC Program National MDS User Guide Version 2 0 Update 2 01
70. January 2006 if necessary Note that some jurisdictions may use a different 3 level coding system for this element Reporting Agencies should report the most recent functional status that the agency requirements has recorded for the person Information provided by the agency about the person s functional status will be considered to be at least as up to date as the Date of last update reported for the person This is in line with the request that agencies assess and update the information they have about a person s functional status at the beginning of each HACC service episode as well as at subsequent assessments re assessments within a HACC service episode Related data Is related to the data element Date of last update Complemented by Functional status additional items Administrative attributes Source document Developed for the HACC Data Dictionary Version 2 0 2005 Source organisation Comments This data element is not meant to limit the screening and assessment tools used by agencies except to the extent that the nine items which are required for MDS reporting will need to be incorporated into the tools used Part 2 Data Dictionary Page 147 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Functional status additional items Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Da
71. MDS User Guide Version 2 0 Update 2 01 January 2006 Accommodation setting Definition Accommodation setting records the type of place in which the care recipient lives CCDINGCHANGE Most codes in this element have changed Reporting this element When recording this information ask the following question While we are helping this client what best describes where they live If the client resides in several types of accommodation during a data collection period record the one that describes where they have lived most of the time Private residence includes a wide range of dwelling types such as houses flats units caravans mobile homes boats marinas etc Coding distinguishes between different types of tenure associated with private residences Code Description Private residence owned purchasing Also use this code if the client lives in a residence owned being purchased by another member of the household Private residence private rental i e rented at market rates Private residence public rental Includes public authorities and community housing associations Independent living unit within a retirement village Boarding house private hotel Short term crisis emergency or transitional accommodation facility This code includes night shelters refuges or hostels for the homeless This code also includes a temporary shelter within an Aboriginal community previously coded separately Use this code on
72. Or are you completely unable to do housework 1 Not stated inadequately described 9 Transport Ask the client Can you get to places out of walking distance Without help can drive your own car or travel alone on 3 buses or taxis With some help need someone to help you or go with you 2 when travelling Or are you completely unable to travel unless emergency 1 arrangements are made for a specialised vehicle like an ambulance Not stated inadequately described 9 Shopping Ask the client Can you go out shopping for groceries or clothes assuming you have transportation Without help taking care of all shopping needs yourself 3 Part 2 Data Dictionary Page 145 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 With some help need someone to go with you on all shopping trips 2 Or are you completely unable to any shopping 1 Not stated inadequately described 9 Medication Ask the client Can you take your own medicine Without help in the right doses at the right time 3 With some help able to take medication if someone prepares 2 it for you and or reminds you to take it Or are you completely unable to take your own medicines 1 Not stated inadequately described 9 Money Ask the client Can you handle your own money Without help write cheques pay bills etc 3 With some help manage day to day buying but need help 2 with managing your chequebook an
73. Version 2 0 Update 2 01 January 2006 United Kingdom 2101 Channel Islands 2102 England 2103 Isle of Man 2104 Northern Ireland 2105 Scotland 2106 Wales Ireland 2201 Ireland Western Europe 2301 Austria 2302 Belgium 2303 France 2304 Germany 2305 Liechtenstein 2306 Luxembourg 2307 Monaco 2308 Netherlands 2311 Switzerland Northern Europe 2401 Denmark 2402 Faeroe Islands 2403 Finland 2404 Greenland 2405 Iceland 2406 Norway 2407 Sweden Southern Europe 3101 Andorra 3102 Gibraltar 3103 Holy See 3104 Italy 3105 Malta 3106 Portugal 3107 San Marino 3108 Spain South Eastern Europe 3201 Albania 3202 Bosnia and Herzegovina 3203 Bulgaria 3204 Croatia 3205 Cyprus 3206 Former Yugoslav Republic of Macedonia FYROM 3207 Greece 3208 Moldova 3211 Romania 3212 Slovenia 3213 Serbia and Montenegro Part 2 Data Dictionary Page 219 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Eastern Europe 3301 Belarus 3302 Czech Republic 3303 Estonia 3304 Hungary 3305 Latvia 3306 Lithuania 3307 Poland 3308 Russian Federation 3311 Slovakia 3312 Ukraine North Africa 4101 Algeria 4102 Egypt 4103 Libya 4104 Morocco 4105 Sudan 4106 Tunisia 4107 Western Sahara 4199 North Africa nec Middle East 4201 Bahrain 4202 Gaza Strip and West Bank 4203 Tran 4204 Iraq 4205 Israel 4206 Jordan 4207 Kuwait 4208 Lebanon 4211 Oman 4212 Qatar 4213 Saudi Arabia
74. Yes sometimes Yes always O N OQ Not stated inadequately described Dressing Ask the person Can you dress yourself Without help With some help Or are you completely unable to dress yourself o N O Not stated inadequately described Eating Ask the person Can you eat Without help With some help Or are you completely unable to eat without help O N OQ Not stated inadequately described Toileting Ask the person Can you manage the toilet Without help With some help oo Or are you completely unable to manage the toilet 1 without help Not stated inadequately described 9 Getting out of Ask the person Do you ever need help to get out of bed or bed moving move around at home or places away from home around N o Yes sometimes Yes always O N OQ Not stated inadequately described Data Dicti onary See Functional status additional items on page 148 Part 1 Guide for use Page 37 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 C Information about the carer Carer existence of Definition Carer existence of identifies whether a care recipient receives informal care assistance from another person or not CODINGCHANGE Read the instructions carefully because the reporting in HACC MDS v2 0 differs from v1 0 Reporting this element Report this element for all care recipients This element is about people who may be family
75. a HACC MDS collection based on Version 2 0 of the HACC Data Dictionary Some agencies do not receive specific funding for these types of activities but nonetheless provide some of these services on occasions These agencies are also not required to report on services provided to these clients ina HACC MDS collection In addition some individual persons who receive HACC funded assistance are also excluded from the HACC MDS collection When an agency provides services such as telephone based information advice or referral services it is considered inappropriate to require the collection and reporting of data on their clients at the level of detail required in the HACC MDS When agencies provide assistance to groups of persons where membership of the group is ad hoc or variable and where the keeping of individual client records would be intrusive or inappropriate the agencies are also not required to include these clients in a HACC MDS collection The exclusion of these types of HACC clients and HACC funded assistance does not imply that they are less important Future developments in the HACC MDS may include further data elements that will enable more comprehensive reporting of clients and service activities than is possible within the scope of Version 2 0 of the HACC MDS Page 189 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Record linkage Admin status CURRENT Date 01 07 2005 Identifying
76. a set of Best Practice Guidelines that use a multi dimensional approach to measure disadvantage by focussing on areas of vulnerability and recognise that language background is only the starting point for examining issues of disadvantage Vulnerability factors include First Language Spoken Main language spoken at home Proficiency in Spoken English Country of birth Country of birth of Mother Country of birth of Father Year of Arrival in Australia Period of Residence in Australia Sex Age Indigenous status Religious Affiliation and Visa Category When the outcome of ABS s development work is known the HACC MDS will be reviewed to ensure that relevant data elements are included for the purpose of identifying and measuring cultural diversity and associated potential disadvantage within the HACC program Part 2 Data Dictionary Page 125 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of birth Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The date of birth of the person This data element is required to derive age for demographic analyses for analysis of service utilisation by age group and for comparisons across populations Although year of birth generally provides sufficient information to derive age for such analyses the g
77. aa aaae aa aaraa AA Sdi 22 Main language spoken at NOME cceeetcceeesseceeeenceeeceeeceeeseenaeeeeceeaaeeeseeaaeeeteeaseeeseenseeesenaeeetoes 23 INCDIQGNOUS STUS npes ieee as ra ees a a be a a 24 B Information about the care recipient circumstances ccceseeeeeeeeeee 25 LIVING arrangemenlS 10 3 00008sceesssscceeaesscsvepsusssnesssscacteasbasneagasaseapssbaanessbsdacnedeasaasepssssansasbatanessg ie 25 ACCOMMOGATION SOUING 505 00s fe Save ati eee pon RO 26 Government pension benefit status cscccssceceencecseeeesnsecseneecseeeessaeseseneecseneesnanstssaeeseneetsnstaes 27 DVA card Status oriniai eaaa iiai aanak E KAE Eina EAEE A AE ENAA AAAA ETERA AAE EE EAE AAA a a TEA iee aei Ea 28 Australian State Territory identifier cccccccccscccccccecesseceeneecseeeeceneessaseseeneecseneesiaeseeeeecseneesnneees 29 S burtb townm locality aniria eaa aa aaa a e aaa band adel ieee 30 VEIE E 0 1 OEE AE E AE E E S EA S A 31 FUNCTIONAL STUS ooo aeaa AE A Sass 05 EEE EEE OA E EE 32 Functional status additional items ceseceececeeeeeeeenneeeceenneeeeeennneeeesnnneesesnneneeeesnnneesesnineeeneniees 36 C Information about the Carel ccccesseeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeneeeeeeeeeseenees 38 CAlEI CXISIONCE OF ossai ia a a aaa aaah ee aa a eames a a 38 Garer residency statUS a ispieial E ii aTe ake E EE 39 Relationship of carer to care recipient 2 ccccccceecceseseceeneeeceneeeseaeeseneeceneeeceseesaaeeeee
78. aeeteeneteaaees 40 Carer for more than one person ccscccceeccceseceseenesnaecseneececenecaeessnaecaeceseseanetsnaseaeneessnenettanstas 41 Carers first given hamei meai eaea aaa aiaa aaia api aaao prerada s adea be aed dened 42 Carer s family name surname waa eeececeeececeseceenceceenenessaecseneeceneecsanesanaecaeneecseaestanaasaeneecsnenerianates 43 Carer letters of NA amp IMNC Lo sssccccsccccsncecennnesnaecsesenesennesnancaaeecsennessanenanaesaensecsensessasasaasasseneesennenans 44 Ca r r s dat Of DIN css olen ie ah sine ia ies ada alisha Deed 45 Carer date of birth estimate flag cccecccccscececececeteecseneeceeneeceaeessnaeseeneeceueesteaeeseneecenetessantess 46 CAOT S SOX ean a Abiiaba lad nrins r a a EE ks 47 Carer s Australian State Territory 1 ntifier cccccccsccccscececececeneeeenseceeneecedestsnesseeneessnneessaeeees 48 Carer s SUDUPD OWN AOCATIY 21 cccccceeccecenscsencececneeesaeeseneecscnneceaeesanaecaeneesseaessanaesseneesenenesnaseneas 49 Carers postcode citi diets ceil ave aaa aa aa aa edi ie tie Ades ie 50 Carer s Country OF DIC iiss fees fois iat covets i a De des ava vies dist edt 51 Carer s main language SPOKEN At NOME ssccceccceceeseceeneecenececeeeseaaecseneeceaestsaeseeseecsnetessetees 52 Carers Indigenous Statuset aiaa aa aa oaa aaa aa Saia aAa ASA aaa Saia aia aia aa iaa 53 D Information about the service episode nsssssssnnnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnn nnna 54 Stat
79. agency The client record should include a value for Date of exit from HACC service episode This data element should be recorded for clients who cease to receive HACC funded assistance from the agency on what is considered to be a permanent basis The client s Main reason for cessation of services should be recorded in conjunction with the client s Date of exit from HACC service episode Page 175 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Reporting requirements Related data Given that HACC clients can have multiple episodes of care over time some agencies may choose record this information historically Historical recording refers to the practice of maintaining a record of changes over time where each change is accompanied by the appropriate date Although this level of system capability is desirable and may be necessary for future HACC MDS reporting this level of system capability is not assumed in the HACC MDS at this point in time This data element is required for reporting in the HACC MDS collection Over a period of time a client may have entered and exited from an agency on more than one occasion The Main reason for cessation of services should be reported for the latest Date of exit from HACC service episode that the agency has recorded for the client Information provided by the agency about the person s Main reason for cessation of services will be considered to relate to the
80. al amount of HACC funded assistance received by a client during a reporting period for any type of assistance that is measured in cost Information about the total amount of assistance provided to clients by HACC funded agencies facilitates interstate and cross regional comparisons of HACC service provision and comparisons between different client sub populations To a limited extent this data element also provides information about the outcome associated with using HACC funding to help meet the needs of a client Future developments in the HACC MDS may include additional information about HACC program outcomes Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 6 Representational layout total cost Is derived from the data elements e Date of receipt of assistance e Primary type of assistance received e Amount of assistance received cost e Service delivery setting e Funding source category Home Modification is the only type of assistance measured in cost within Version 2 0 of the HACC MDS The agency should calculate the total amount of Home Modification received by the client throughout the reporting period Each of the data elements listed above will be necessary in calculating the total amounts of assistance received Page 207 HACC Program National MDS User Guide Version 2 0 Update 2 01 Ja
81. al attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 2 Representational layout NN 1 Spouse partner 2 Parent 3 Son or daughter 4 Son in law or daughter in law 5 Other relative 6 Friend neighbour 9 Not stated inadequately described This data element should always be used to record the relationship of the carer to the person for whom they care regardless of whether the client of the agency is the carer or the person for whom they care For example if a woman were caring for her frail aged mother in law the agency would record that the carer is the daughter in law of the care recipient i e code 4 Similarly if a man were caring for his disabled Page 192 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Related data Part 2 Data Dictionary son then the agency would record that the carer is the parent of the care recipient i e code 2 Because relationships are reciprocal or mirror images of one another the agency should take care to always record the relationship in the same direction regardless of whether the client of the agency is the carer or the care recipient That is if an agency was completing a record for a HACC client whose carer was her daughter in law then for the element Relationship of Carer to care rec
82. al name Record the name as it would appear on legal or formal documents e g Aged Pension card Medicare card Birth Certificate Passport or other official documents If required check name spelling with referring agencies Take care with unusual spelling and or unusual names If you have only recorded an initial for the First given name try to obtain the person s full first given name Make sure that you capture the name that the person uses as their First given name Take care if your client traditionally places their family name before their given name when writing their full name Some people use a variation on their name e g Betty instead of Elizabeth or a nickname e g Red instead of Harry or their middle name instead of their first name Make sure you record their formal first name for the HACC MDS For service delivery purposes record their preferred name as well In Indigenous communities special attention is required to sensitively record the person s first given name if it is affected by a death in the community Because their first name cannot be spoken during the mourning period they may take on a different first name If so you may be able to use the name written on the person s Centrelink card or other document as long as it is not spoken Other people may use a different public name during the period of mourning which can be spoken and which can be used on their records however
83. ance with implementing this data element the data provided may be of low validity and reliability Australia has two groups of Indigenous peoples Aboriginal peoples and the Torres Strait Islander people An Aboriginal or Torres Strait Islander person is defined by a decision of the High Court of Australia in Commonwealth v Tasmania 1983 46 ALR 625 This definition states that An Aboriginal or Torres Strait Islander is a person of Aboriginal or Torres Strait Islander descent who identifies as an Aboriginal or Torres Strait Islander and is accepted as such by the community in which he or she lives While this definition has three components descent self identification and community acceptance it is recognised that it is not possible to collect the three components of the definition in a single question The Page 165 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Australian Bureau of Statistics recommends that the focus of a single question should be the first component of the definition descent Self reporting of descent is not the same as self reporting of identity but because of the absence of a second identity question some respondents will interpret the original question to mean both descent and identification What identification in the context of the data element Indigenous status should measure is the person s self assessed historical and cultural affiliation There has been some contr
84. ased either on First Language Spoken or Main language spoken at home and e A range of other measures of potential disadvantage based on ABS statistical standards It is intended that the range of measures second approach will be adopted as part of a set of Best Practice Guidelines that use a multi dimensional approach to measure disadvantage by focussing on areas of vulnerability and recognise that language background is only the starting point for examining issues of disadvantage Vulnerability factors include First Language Spoken Main language spoken at home Proficiency in Spoken English Country of birth Country of birth of Mother Country of birth of Father Year of Arrival in Australia Period of Residence in Australia Sex Age Indigenous status Religious Affiliation and Visa Category When the outcome of the ABS s development work is known the HACC MDS will be reviewed to ensure that relevant data elements are included for the purpose of identifying and measuring cultural diversity and associated potential disadvantage within the HACC program Part 2 Data Dictionary Page 173 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Main reason for cessation of services Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The main re
85. ason that the client ceased to receive services from the agency This data element provides information about the circumstances surrounding the ending of a client s receipt of HACC funded assistance from an agency In conjunction with Source of Referral this data element contributes to a general understanding of the patterns of client movement into and out of the care and support of HACC agencies Main reason for cessation of services also gives some indication of the impact on client turnover of factors relating to the agency s operations and to changes in client needs and circumstances Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 2 Representational layout NN 1 Client no longer needs assistance improved status 2 Client no longer needs assistance from agency improved status ies Client s needs have not changed but agency cannot or will no longer provide assistance Care recipient moved to residential aged care Care recipient moved to other institutional setting Care recipient moved to other community based service Care recipient moved out of area Care recipient terminated service Client died o N DBD oO A 10 Other reason 99 Not stated inadequately described Where the client has ceased to receive services for more than one reason the agency should record the main or primary r
86. ategories e Self care aids e Support and mobility aids e Communication aids e Aids for reading e Medical care aids e Car modifications e Other goods equipment not included in the above categories See Appendix C for a list of the goods and equipment in the various categories Verification rules Collection methods The agency should record the type and amount of all goods or equipment received by the client on loan or by purchase with HACC Part 2 Data Dictionary Page 109 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 funds on each HACC service event Agencies should include goods and equipment even where these have been funded only in part by the HACC program Do not include equipment purchased for home modifications in this item Reporting This data element is not required for reporting in the HACC MDS requirements collection However this data element must be collected in order to report Total assistance with goods and equipment received as it enables the agency to total each of the categories of goods and equipment received by the client during the HACC MDS reporting period Related data Is used in the derivation of the data element Total assistance with goods and equipment received Is used in conjunction with the data elements Date of receipt of assistance Primary type of assistance received and Funding source category Is related to the data element concept HACC service event
87. ation of the last time that the agency has reviewed and updated the information they have recorded about the client s characteristics and circumstances That is this information will be assumed to be at least as recent as the last Date of last update reported for the client While agency practice tends to differ most clients undergo some form of assessment process when they first become involved with the agency This process may vary from a relatively simple assessment of eligibility or need for assistance to a comprehensive functional assessment of the person s ability to undertake tasks of daily living Agency practice related to the timing and process for re assessing clients also varies Although the extent and nature of assessment processes vary depending on the type of assistance provided by the agency this process does serve as a primary point of data capture update about the client When an agency undertakes an assessment of client needs and the adequacy and appropriateness of service provision the agency should also record or update information about the client s circumstances This includes information about the person s Living arrangements Main language spoken at home Carer existence of Carer residency status Relationship of Carer to care recipient Australian state territory identifier Suburb town locality name Postcode Accommodation setting Government pension benefit status and functional status Whenever Ass
88. ation about each HACC service event is essential to the agency s capacity to report the total assistance received by each of their HACC clients during a reporting period Thus these data elements are basic building blocks for the provision of information that is required for HACC MDS reporting The primary identifier of a HACC service event is the date on which it occurred At times a client may receive assistance on more than one occasion on the same day However as agencies are not required to report on the number of HACC service events during a reporting period this lack of specificity does not present undue problems for the HACC MDS Where assistance is provided on more than one occasion on the same day agencies are asked to record each occasion separately against Page 162 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 the same date Relational attributes Related data Is qualified by the data element Funding source category Is related to the data elements Date of receipt of assistance Primary type of assistance received Amount of assistance received time Amount of assistance received quantity Amount of assistance received cost Assistance with goods and equipment received Service delivery setting Total amount of type of assistance received time Total amount of type of assistance received quantity Total amount of type of assistance received cost Total assistance with goods and
89. ation and Advocacy care recipient if and advocacy provided primarily for the person requiring care services and carer Counselling support information and advocacy carer if the carer is the main recipient of the assistance Counselling Support Information and Advocacy Care Recipient refers to assistance with understanding and managing situations behaviours and relationships associated with the person s need for care including advocacy and the provision of advice information and training Counselling Support Information and Advocacy Carer refers to assistance with understanding and managing situations behaviours and relationships associated with the caring role including advocacy and the provision of advice information and training It also includes professional support to Carers in accessing and using general community services advocacy and one to one training or advice given to the Carer to assist them as well as the provision of information This type of assistance does not include group activities conducted by a HACC agency where individual client records are not routinely kept education information or training provided by a HACC agency to another organisation group or agency HACC or non HACC advice or information provided by telephone advice or referral services on an ad hoc basis to members of the community or advocacy undertaken on behalf of groups e g advocating for the rights of younger people wi
90. be able to distinguish between e Nursing care received at home and e Nursing care received at centre other and e Allied health care received at home and e Allied health care received at centre other This is to enable agencies to meet the reporting requirements for these types of assistance see Total amount of type of assistance received time This data element is not required for reporting in the HACC MDS collection However this data element must be collected in order to report Total amount of type of assistance received time as it identifies the amounts that need to be added together by the agency to derive the total amount of each type of assistance received by the client during a reporting period Is used in the derivation of the data element Total amount of type of assistance received time Is used in conjunction with the data elements Date of receipt of assistance Primary type of assistance received Service delivery setting and Funding source category Is related to the data element concept HACC service event Page 107 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Part 2 Data Dictionary Page 108 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Assistance with goods and equipment received Admin status CURRENT Date
91. ble and sensible If a number of types of assistance received by the client in a single visit the question to ask is What was the main type of assistance received by this client on this occasion or What was the main purpose for helping the client on this occasion In most cases record only the primary type of assistance or main purpose of the visit If the worker performed two functions you can record each of these services separately make sure you do not count the time twice For example If client Xavier receives an hour of service from your Agency and this is made up of 30 minutes of personal care and 30 minutes of cleaning and washing then this could be recorded by the Agency as Personal care 30 minutes or 0 5 hours and Domestic Care Amount of Assistance 30 minutes or 0 5 hours If two care recipients each share the benefits of some assistance then the amount may be recorded for one of them or shared equally between them Agencies should make a judgement about which way of doing this suits them and shows the real situation for the clients For example Husband William and Wife Vivian are both eligible to receive HACC funded assistance as care recipients They each receive one meal per week and share the benefits of one hour of domestic assistance each week For William this will be recorded as Meals Amount of Assistance 1 Meal for each such event For Vivian similarly it will be counted a
92. care recipient or their circumstances Once the Record linkage process has been undertaken the agency record with most recent Date of last update for the client will be taken as the source of the most up to date information about the clients circumstances Is derived from the data elements Date of receipt of assistance Is related to the data elements Main language spoken at home Living arrangements Carer existence of Carer residency status Relationship of Carer to care recipient Australian state territory identifier Postcode Suburb town locality name Accommodation setting and Government pension benefit status Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary Developed for the HACC Data Dictionary Version 1 0 1998 Once records have been linked the Date of last update is a key piece of information that facilitates analysis by providing a clearly defined basis for the selection of data i e the most recently recorded information where conflicting values are recorded in the linked file Page 135 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of receipt of assistance Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The date on which the client receives assistance from the agency
93. cates the amount of assistance that was received by the person on each occasion of service delivery Service delivery setting allows agencies to separately identify meals provided to a person at home and those provided at a centre or other setting Funding source category allows the agency to include only those service delivery events which were funded either wholly or partially through the HACC program i e HACC service events The types of assistance measured by quantity are Meals Formal Linen Services and Transport The agency should record the total amount of Meals assistance received by the person during the reporting period as the total number of meals received regardless of the number of deliveries involved in providing those meals The agency should record the total amount of assistance with Formal Linen Services received by the person during the reporting period as the total number of deliveries collections The agency should record the total amount of assistance with Transport received by the person during the reporting period as the total number of one way trips Each total will have a field length of between 1 and 3 digits Where the agency has provided no assistance of a given type to the client within the reporting period the amount of assistance should be reported as zero This data element is derived for reporting purposes only The information required to calculate Total amount by type of assistance received quantity sh
94. cause the form of representation is individual numbers that each equate to a different data domain value e g 4 GP medical practitioner community based see also Data domain below The minimum and maximum number respectively of storage units of the corresponding data type to represent the data element value For example a data element value expressed in dollars may require a minimum field size of one character 1 up to a maximum field size of six characters The layout of characters in data element values expressed by a character string representation Examples include DDMMCCYY for calendar date N for a 1 digit numeric field for data elements about cost etc The set of representations of permissible instances of the data element according to the representational form layout data type and maximum size specified in the corresponding attributes The set can be specified by name such as valid date by reference to a source such as the ABS Australian Classification of Languages or by enumeration of the representation of the instances for example for Sex values are 1 Male 2 Female Additional comments or advice on the interpretation or application of the attribute data domain this attribute has no direct counterpart in the ISO IEC Standard 11179 but has been included to assist in clarification of issues relating to the classification of data elements The rules and or
95. ce episode and should update the agency s record of the person s Accommodation setting if necessary This data element is required for reporting in the HACC MDS collection Agencies are required to report the most recent Accommodation setting that the agency has recorded for the person Information provided by the agency about the person s Accommodation setting will be considered to be at least as up to date as the Date of last update reported for the person This is in line with the request that agencies assess and update the information they have about a person s Accommodation setting at the beginning of each HACC service episode as well as at subsequent assessments re assessments within a HACC service episode If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 99 Not stated inadequately described Is related to the data elements Service delivery setting and Date of last update Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary National Classification of Community Services Version 1 0 1997 National Community Services Data Dictionary Version 1 0 1998 Australian Institute of Health and Welfare National Community Services Data Committee In the classification of settings included in the National Classification of Page 99 HACC Program National MDS User Guide Version 2 0 U
96. ceived HACC funded assistance from your agency In cases of one off assistance such as minor home maintenance provided to a client on one day or a client who received an assessment but has not received further assistance the Date of entry into HACC service episode will be the same as the Date of exit from HACC service episode and both dates will be the same as the Date of receipt of assistance for that HACC service event The Date of entry into HACC service episode need not relate to the same HACC service episode as the Date of exit from HACC service episode reported for the client This is because a client may have exited from a HACC service episode during a HACC MDS reporting period and then re entered during the same reporting period and remains a client at the end of the reporting period See Date of entry into HACC service episode on page 129 Data Dicti onary See Date of receipt of assistance on page 136 See HACC service episode on page 160 Part 1 Guide for use Page 57 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of last update Definition The Date of last update identifies the last date on which information about the care recipient was updated by the agency NAMECHANGE This element was formerly called Date of last assessment Reporting this element This element is important in the HACC MDS linkage process if there is a difference in client details when records are linked detai
97. changes are more recent and have not been previously published Data concepts and data elements that have been revised since v 1 0 are included in the listing of all changes below Summary of new omitted and revised data elements in HACC MDS v 2 0 New data elements e Date of birth estimate flag e DVA card status e Functional status e Additional functional status items e Carer s letters of name e Carer s date of birth e Carer s date of birth estimate flag e Carer s country of birth e Carer s main language spoken at home e Carer s Indigenous status e Carer for more than one person e Statistical linkage key information missing flag e Date of entry into HACC service episode e Date of exit from HACC service episode Part 2 Data Dictionary Page 82 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Omitted Data Elements Reason for HACC client status Accommodation setting after cessation of service Modified data concept and elements HACC client reporting change Indigenous status code change Main language spoken at home code change Primary assistance type code changes Area of residence name change now Australian state territory identifier Carer availability name change now Carer existence of Relationship of carer to care recipient code change Source of referral code change Main reason for cessation of service code change Primary type of assistanc
98. chase of goods and equipment to assist the person to cope with a disabling condition and or maintain their independence Goods and equipment items assist the Client s mobility communication reading personal care or health care They include a wide range of items such as incontinence pads dressing aids wheelchairs appliances eg washing machines microwave ovens In remote indigenous communities this may also include the purchase of firewood Purchase also refers to HACC contributions to the purchase of such items It does not matter if the Agency lends or purchases the item for the client it will still be recorded using these codes Each time an item of equipment or goods is provided to the client it should be recorded under one of the seven listed headings Self care aids Support and mobility aids Communication aids Aids for reading Medical care aids Car modifications and Other Formal Linen Service refers to the provision and laundering of linen usually by a separate laundry facility or hospital Washing of clothes and other household linen may be undertaken as part of Domestic Assistance Formal Linen Service should only be recorded when linen is both provided and laundered The counting mode is the number of collections or distributions of linen that are made to an individual client If there is a weekly collection of dirty linen and replacement with clean linen this counts as a single Formal Linen Service per week
99. cies assess and update the information they have about the client s Carer existence of at the beginning of each HACC service episode as well as at subsequent assessments re assessments within any given HACC service episode If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 9 Not stated inadequately described Qualifies the data elements Carer residency status and Relationship of Carer to care recipient Is related to the data element Date of last update Is related to the data element concept Carer Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary Developed for the HACC Data Dictionary Version 1 0 1998 The date element Carer existence of uses the same categories as the NCSDD V3 2005 The National Health Data Dictionary NHDD includes a data element named Carer Availability which is used within the Community Nursing Minimum Data Set CNMDSA However there are significant Page 116 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 differences in the CNMDSA data element and the HACC MDS data element of the same name These differences relate to differences in the information needed and considered appropriate for collection by community nurses and that needed and considered appropriate for collection by the broader range of HACC funded a
100. collections Purpose and structure of the User Guide This User Guide is designed to assist agencies providing HACC assistance to accurately report the required information about their HACC clients and the services provided at the end of each reporting period e Part 1 of the Guide provides an overview of the HACC MDS v2 0 reporting requirements and a guide to completing each of the data elements in the MDS Part 1 Guide for use Page 3 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 e Part 2 of the Guide comprises the HACC Data Dictionary v2 0 A Minimum Data Set reflects an agreement to collect and report nationally the prescribed set of data elements that are clearly defined in a Data Dictionary The HACC MDS v2 0 includes all those data elements that HACC providers are required to report consistently on an ongoing basis across all States and Territories as part of the national MDS collection The Data Dictionary contains definitions for each of these data elements as well as definitions of some other data elements and concepts which for various reasons do not have to be reported by providers in the MDS v2 0 collection but enable reporting of MDS data elements and therefore require a clear and agreed definition The definitions provided in the Data Dictionary are more detailed than those provided in Part 1 of this Guide and are presented in an internationally accepted standard format The Data Dic
101. commodation living characteristic Living arrangements Income characteristic Accommodation setting Legal characteristic Government pension benefit status DVA card Independent characteristic Disability characteristic Functional characteristic Other person characteristic Functional status Additional functional status items Party group characteristic Agency characteristic State of wellbeing Person view Shaded boxes represent entities that have no related data elements in Version 2 0 of the HACC Data Dictionary Part 2 Data Dictionary Page 91 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Location Australian state territory identifier Address Suburb town locality name Postcode Setting F Service delivery setting Service delivery setting Other setting Sa Shaded boxes represent entities that have no related data elements in Version 2 0 of the HACC Data Dictionary Part 2 Data Dictionary Page 92 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Environment Tools and equipment Carer existence of Personal support Carer residency status Relationship of carer to care recipient Carer for more than one person Social and cultural environment Economic and political environment Human made physical Natural environment a Shaded boxes represent entities that have no related data elements in Versio
102. considered to be part of the nurse s duty of care Nursing Care should not be used for activities undertaken by registered or enrolled nurses who belong more clearly to one of the other types of assistance specified in this data element For example where a nurse undertakes a comprehensive assessment of the client the appropriate type of assistance to be recorded is Assessment regardless of the fact that the assessment was undertaken by a registered or enrolled nurse Similarly if a nurse provides personal care as the primary focus of an occasion of service then the type of assistance to be recorded is Personal Care Nursing care can be delivered in the client s home or in a centre or other location If a nurse attends a Client to provide primarily nursing care and also provides some other unplanned help eg social support respite for the Carer or personal care then the Agency records this as primarily Nursing Care If a nurse attends a Client to provide a service which is not nursing care eg social support or to act as a substitute Carer for the Client but incidentally provides some nursing care then the Agency records this as primarily Social Support or Respite Care Service provision may be more costly when delivered by a nurse rather than some other staff members The HACC MDS focuses on the primary purpose s of the client experience of the assistance event and not cost of service delivery Professional judgement should be used
103. country where the care recipient was born Reporting this element e Most Agencies record the Country of birth using text e g writing Australia on the client file For the HACC MDS a 4 digit code is used instead of the name of the country e With the help of a computer or using a current printed copy of the codes and country names find the right 4 digit code for the person s Country of birth The code for Australia is 1101 e This information does not change Once you have recorded it there is no need to alter it e f your Agency is unable to obtain the care recipient s Country of birth or the person is unable to tell you it then the code to use is 9999 See Country of birth on page 123 Data Dictionary All country codes are in Appendix A on page 218 Part 1 Guide for use Page 22 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Main language spoken at home Definition The Main language spoken at home is the language spoken by the care recipient to communicate with family and friends CCDINGCHANGE Main language spoken at home was previously a two digit code Reporting this element The language to be recorded is the one the person habitually uses at home It does not matter how proficient they are in this language Many Agencies record the Main language spoken at home using text e g writing English on the client file For HACC MDS v2 0 a 4 digit code is
104. d assistance primary carer In addition v2 0 of the Data Dictionary introduces a new carer data element Carer for more than one person This data element will record whether a primary carer is providing assistance on a regular and sustained basis for more than one care recipient Assistance types for carers HACC MDS v2 0 retains the key aspect of Respite care as being a service that provides a break for carers from their caring responsibilities and should only be coded if the existence of a carer has been reported If the care recipient has no carer then the service type is not respite but normally would be Social Support In MDS v2 0 the assistance type Counselling Support Information and Advocacy has been split into two Counselling Support Information and Advocacy care recipient and Counselling Support Information and Advocacy carer in order to capture data on carers receiving this assistance in their own right Dependency data elements The HACC MDS v2 0 includes data elements specifically related to the care recipient s need for assistance or dependency status These dependency data elements include e The nine dependency items that comprise the National HACC Functional Screening Instrument These items identify the care recipient s degree of independence in respect of doing housework transport shopping taking medication handling money walking and bathing It also includes two items that identify memory and behavioura
105. d minimal client details to date Relational and representational attributes Guide for use The recording unit for the HACC MDS is the care recipient and their carer if they have one Information should be recorded for the care recipient frail older person or person with a disability and their carer if they have one The care recipient or the carer or both can be receiving HACC services Thus a HACC record will consist of information on one of the following e A care recipient only person has no carer e A care recipient and their carer one or both receiving HACC funded services Related data Is specifically related to the data elements Carer Funding source category and the data element concept HACC service event However all data elements in the HACC MDS are related to a HACC client Administrative attributes Source document Developed for the HACC Data Dictionary Version 2 0 2005 Source organisation Comments Part 2 Data Dictionary Page 159 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 HACC service episode Admin status CURRENT Date 01 07 2005 Identifying and definitional attributes Data element type Definition Context Part 2 Data Dictionary DATA ELEMENT CONCEPT A period of time during which the care recipient or their carer receives HACC funded assistance from an agency The concept of a HACC service episode and associated data elements is
106. d paying bills Or are you completely unable to handle money 1 Not stated inadequately described 9 Walking Ask the client Can you walk Without help except for a cane or similar 3 With some help from a person or with the use of a walker or 2 crutches etc Or are you completely unable to walk 1 Not stated inadequately described O Bathing showering Ask the client Can you take a bath or shower Without help With some help eg need help getting into or out of the tub Or are you completely unable to bathe Not stated inadequately described ORN W Memory problems or confusion Does the person have any memory problems or get confused Yes 2 No 1 Not stated inadequately described 9 Behavioural problems Does the person have behavioural problems for example aggression wandering or agitation Yes 2 No 1 Not stated inadequately described 9 Verification rules Collection methods All items should be recorded and in the order listed in Data domain It is recommended that functional status should be recorded for HACC care recipients at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments re assessments within a HACC service episode and should update the agency s record of the person s Functional Dependency status Part 2 Data Dictionary Page 146 HACC Program National MDS User Guide Version 2 0 Update 2 01
107. dertaking it themselves In rating an item that is irrelevant for example the person has no shops in the vicinity or does not use any medication rate based on what the person would be capable of doing if the item was relevant to their situation In assessing capability take into account not only physical function but also cognition such as problems caused by dementia or an intellectual disability and behaviour such as unpredictable or challenging behaviour Clients able to complete a task with verbal prompting should not be rated as independent and therefore should be rated as a 2 Rate the person s functional status with current aids and appliances in place Items 1 5 are not relevant to children or adolescents For item 6 walking clients who are in a wheelchair should be rated as 2 if they are independent including corners etc or 1 if they are not wheelchair independent Questions about the last two items on memory and behaviour should not be asked directly of the client Your ratings on these items should reflect all the available information including your interview observation of the person client notes referral letter and information from carer s friends relatives and referring agencies Record Code 9 for unanswered items Please note that this data element is not meant to limit the screening and assessment tools used by agencies except to the extent that the nine items which are required for MDS reporti
108. e amounts that need to be added together by the agency to derive the total amount of Home Modification assistance received by the client during a reporting period Related data Is used in the derivation of the data element Total amount of type of assistance received Cost Is used in conjunction with the data elements Date of receipt of assistance Primary type of assistance received and Funding source category Is related to the data element concept HACC service event Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 102 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Amount of assistance received quantity Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The amount of assistance received by the person on a HACC service event measured by quantity The data element Amount of assistance received quantity is one of a cluster of data elements that describe a HACC service event or one occasion of service delivery to a client As no single unit of measurement is appropriate to all types of assistance provided by the HACC program agencies will be required to record an amount of assistance using a unit of measurement appropriate to the prima
109. e MDS client includes a frail older person or person with a disability receiving HACC funded assistance care recipient and their carer if they have one The care recipient or the carer or both can be receiving HACC funded services Part 2 Data Dictionary Page 78 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Although the HACC MDS is a central component in the HACC program s accountability framework it should be recognised that it is only one of several accountability measures designed to assist with planning monitoring and evaluation of HACC service provision Defining and measuring outcomes in HACC and other related community care program areas is a complex and difficult task A range of program outcome indicators have been identified for the HACC program These include e Appropriateness of care e Quality of care e Effectiveness of care e Use of services by special needs groups e Use of services by those most in need e Range and level of services e Individual costs e Project costs e Efficient program management The outcome indicators that are directly measurable by the MDS Version 2 0 collection are e Use of services by special needs groups e Range and level of services e Use of services by those most in need The MDS also contributes to varying degrees to the measurement of the following outcome indicators e Appropriateness of care e Effectiveness of care e Individual cos
110. e caused by a question that suggests that there is some doubt about the person s sex or sexuality Coding option 9 should only be used when the person has not provided this information upon request and or the service provider is unable to make an informed judgement about the person s sex This data element should be reported for both care recipients and their carer if applicable at the beginning of each HACC service episode This data element is required for reporting within the HACC MDS collection If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 9 Not stated inadequately described Is used in conjunction with the data elements Letters of name and Date of birth Page 198 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Is related to the data element concept Record linkage Administrative attributes Source document Australian Bureau of Statistics A directory of concepts and standards for social labour and demographic statistics 1995 National Community Services Data Dictionary Version 1 0 1998 Source organisation Australian Bureau of Statistics National Community Services Data Committee Comments The ABS advises that the correct term for this data element is Sex The term Sex refers to the biological distinction between males and females The term gender refers to the socia
111. e events The field size allows the total amount of each category of goods equipment to be reported received by a client during a HACC MDS reporting period The total amount received by the client for each of the seven categories of goods equipment should be reported in the following order e Self care aids e Support and mobility aids e Communication aids e Aids for reading e Medical care aids e Car modifications e Other goods equipment not included in the above categories Three digits should be coded for each category Where the agency has provided no assistance of a given category to the client within the reporting period the amount of assistance should be reported as 000 i e zero This data element is derived for reporting purposes only The information required to complete Total assistance with goods and equipment received should have been recorded by the agency on an ongoing basis during the reporting period using the cluster of data elements specified in the Data Domain see above This data element is required for reporting in the HACC MDS collection The agency is required to report the amount all of categories of HACC funded goods and equipment that the person has received from the agency through either purchase or loan during the reporting period Agencies should include goods and equipment even where these have been funded only in part by the HACC program Is derived from the data elements Date of receipt of a
112. e key SLK for a record to be populated Thus it is mandatory that agencies populate the care recipient s Letters of name Date of birth and Sex fields For example agencies providing services to carers may not be able to obtain information about the person being cared for In these cases records will be accepted with only the carers SLK populated in substitution for the care recipient information Where assistance has been recorded against a carer and the carer Letters of name Date of birth and Sex fields have not been captured the business rule requires that either the carer fields must be populated or the assistance recorded be removed where it has been incorrectly recorded against the carer In these cases the record will be accepted with only the care recipients details populated in substitution for the carer s System flags will be used to identify these records Part 1 Guide for use Page 9 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 While it is desirable that information about the care recipient and carer be collected in some instances it may not be possible or appropriate to complete all data elements Agencies should endeavour to accurately report as many elements as possible on the people who receive services If it is not possible to collect all the information on the first occasion leave the elements blank and fill them in later as information becomes known HACC MDS data recording is co
113. e of 1 2 or 3 in this data element should be present in any client record with a code of 2 in Government pension benefit status e f the care recipient has no DVA entitlement use code 4 Code Description DVA gold card DVA white card Other DVA card No DVA card This code should be used for care recipients who are not formally recognised by DVA as having any form of DVA entitlement including those receiving the Aged Pension Not stated inadequately described Only use this code if it is not possible to find out the client s DVA card status Data Dictionary See DVA card status on page 138 Part 1 Guide for use Page 28 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Australian State Territory identifier Definition Australian State Territory identifier records the State or Territory where the care recipient lives NAMECHANGE This element was formally called Area of residence Reporting this element For each client record the State or Territory code which corresponds to where they live whilst receiving assistance from your Agency Record where the client lives and not where your Agency is located or where a Day Centre is located at which the client receives assistance For most Agencies all most clients will reside in the one State or Territory The client s location information recorded under Australian State Territory identifier Suburb Town Locality and Postcode should relate t
114. e person This is in line with the request that agencies assess and update the information they have about a person s pension benefit status at the beginning of each HACC service episode as well as at subsequent assessments re assessments within a HACC service episode If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 99 Not stated inadequately described Related data Is related to the data elements DVA card status and Date of last update Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 155 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 HACC agency Admin status CURRENT Date 01 07 2005 Identifying and definitional attributes Data element type Definition Context Part 2 Data Dictionary DATA ELEMENT CONCEPT A HACC funded organisation or organisational sub unit that is responsible for the direct provision of HACC funded assistance to clients Regardless of the level at which an organisation is funded a HACC agency for HACC MDS purposes is the level of the organisation responsible for direct service provision to clients In many instances this means that one HACC funded organisation will have many HACC agencies in HACC MDS terms The HACC agency level is the le
115. e place Data Dicti onary See Suburb town locality on page 205 Part 1 Guide for use Page 49 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer s postcode Definition Postcode records the postal code for the area in which the carer lives whilst receiving HACC services NWA This information about carers was not collected in HACC MDS v1 0 Reporting this element Record the Postcode for all carers when establishing the locality where they are living whilst receiving assistance from the Agency Check address details including Postcode at times of review or other convenient times Most Agencies have carers who live in areas covered by a small number of Postcodes This means you can notice an error with Postcode quite easily If not provided as part of your software system use the Australia Post booklet of Postcodes or the back of the telephone book The carer s location information recorded under Australian State Territory identifier Suburb town locality and Postcode are expected to relate to the same place Deta Dictionary See Postcode on page 177 Part 1 Guide for use Page 50 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer s country of birth Definition Country of birth refers to the country where the carer was born NEAWELEVENT This information about carers was not collected in HACC MDS v1 0 Reporting this element e Most Agencies
116. e received code and definitional changes Total assistance with goods and equipment received changes to reporting amounts Limitations of Version 2 0 Information about the assistance received by HACC clients is limited to the extent that HACC agencies are asked to record the Primary type of assistance received by a client on any single service delivery event Inevitably some level of descriptive detail is lost when an agency has to make a decision about what to record as the primary type of assistance However given the complexity and variability of service delivery to clients both within and between agencies some way of summarising descriptive information in a consistent and comparable way is needed The requirement to report on the primary type of assistance seeks to achieve a balance between the need to accurately record the type of assistance a person receives and the amount of time and resources required to record this information Information about the setting of service delivery to clients in Version 2 0 is limited to nursing care allied health care and meals assistance At this stage information about the Service delivery setting for all other types of assistance is not required by HACC program managers There are no data elements that describe the organisations that the HACC program funds That is data elements that describe the staffing use of volunteers legal status organisational structure hours of opening etc are not i
117. e recipient has no carer then the service type is not respite but normally would be Social Support Client care Client care coordination and case management are distinct activities on coordination the same continuum of service delivery Client care coordination is a less intensive form of case management Client care coordination focuses on coordination activities undertaken to facilitate access to HACC services for clients who need help to gain access to more than one service for example HACC special needs group clients The assistance to access services is often short term Client care coordination involves the following activities implementing the care plan liaison with service providers in the same or another agency dealing with the same client advocacy to ensure that the client has access to the range of services required and monitoring and reviewing the care plan or service plan Care coordination is an activity carried out by identified agency staff Not all service providers will undertake it It is an activity directly attributable to individual clients and is unlikely to be provided to every client on every occasion of service Client care coordination service activity does not include administrative work e g drawing up rosters processing accounts or completing time sheets personnel management or attendance at staff meetings or training programs Case Case Management comprises active assistance received by a client fr
118. e the client asks you to use during this period Data Dictionary See Family name surname on page 140 Part 1 Guide for use Page 17 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Letters of name Definition A specific combination of letters selected from the care recipient s Family name surname and their First given name to assist with record linkage A record linkage key utilising letters of name date of birth and sex is used to keep each client s data private once it has been reported Reporting this element Letters of name is generally done automatically by the software used by the agency but if manual records are kept use the procedure below Letters from the person s Family name surname should be provided first followed by letters from the client s First given name In the first three spaces record the 2 3 and 5 letters of the person s family name or surname In the following two spaces record the 2 and 3 letters of the person s First given name For example If the person s name is Brown Elizabeth i e surname first given name the Letters of name data element should be reported as RONLI If either of the person s names includes non alphabetic characters for example hyphens as in Lee Archer apostrophes as in O Mara or blank spaces as in Eu Jin these non alphabetic characters should be ignored when counting the position of each character Regardles
119. e to obtain the carer s Letters of name Date of birth and Sex the carer recipient s details have been substituted and assistance has been recorded for the carer Verification rules Collection methods This data element should be reported for the care recipient and carer if there is one record at the beginning of each HACC service episode Substitute information should only be used if it is not possible to obtain the relevant details of the care recipient or carer if there is one For example agencies providing services to carers may not be able to obtain information about the person being cared for Part 2 Data Dictionary Page 203 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Reporting This data element is required for reporting within the HACC MDS requirements collection It may be generated by the software supporting data collection and reporting Related data Is related to the data element concept Record linkage Administrative attributes Source document HACC Data Dictionary Version 2 0 2005 Source organisation Comments Part 2 Data Dictionary Page 204 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Suburb town locality name Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The
120. e to the physical setting of service delivery e g unsafe or unsanitary dwelling or to concerns with the physical or emotional wellbeing of the worker or volunteer due to the client s behaviour Includes situations where the client s increasing dependency or need for assistance has reached the point where the agency can no longer provide the necessary assistance and the client is referred to a more appropriate source of community care This includes referrals to a Community Aged Care Package provider or a Community Options or Linkages project Where the client s increased level of need for assistance dependency has resulted in or contributed to the client s admission to a residential aged care facility nursing home or hostel code 4 should be used Includes situations where the client ceased to receive assistance from the agency because the client moved out of the geographic area of coverage of the agency That is the reason the agency ceases to assist the client is primarily because of a change in client s residential location and not because of any change in their need for assistance Includes situations where the decision to cease receiving assistance from the agency was made by the client That is it was the client s choice and not the result of any agency assessment of need or change in the client s external circumstances If the client had not made this choice they would have continued to receive assistance from the
121. e to you including interviewing observing the person client notes referral letter and information from carer s friends relatives and referring agencies Activity Guide to reporting Code Memory Does the person have any memory problems or get confused problems or Yes 2 confusion No 1 Not stated inadequately described 9 Behavioural Does the person have behavioural problems for example problems aggression wandering or agitation Yes 2 No 1 Not stated inadequately described 9 Data Dictionary See Functional status on page 144 Part 1 Guide for use Page 35 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Functional status additional items Definition This element records the extent to which the care recipient is able to perform selected activities of daily living It is intended to identify areas in which a person requires assistance with daily living in addition to those areas included in the National HACC Functional Screening Instrument NEWEEVENT This information was not collected in HACC MDS v1 0 Reporting this element If Functional status previous data element is reported the communication item of this element should be reported in the HACC MDS v2 0 collection The remaining items are optional at this stage As with Functional status this element records the person s capabilities in the respective activities The rating for each item should be based on information fro
122. eal preparation is the primary focus of an occasion of service this should be recorded as Other Food Services In remote areas Domestic Assistance may also include activities such as collection of firewood In deciding whether activities such as shopping or bill paying should be recorded as Domestic Assistance or Social Support the agency should use the following rule if the person accompanies the worker during the activity it should be recorded as Social Support if the worker is not accompanied by the person the activity should be recorded as Domestic Assistance Domestic Assistance is normally provided in the home In special situations domestic assistance is delivered at a Centre because it is not feasible to deliver the service in the Client s home This may be because the Client s home does not include the means to wash clothes In this case the time to deliver the domestic service will be recorded for the client Social Support refers to assistance provided by a companion paid worker or volunteer either within the home environment or while accessing community services which is primarily directed towards meeting the person s need for social contact and or accompaniment in order to participate in community life Social support includes friendly visiting services letter writing for the person shopping and bill paying and banking when the person is accompanied by the worker and telephone based monitoring services Social suppo
123. eason for the cessation of service 1 The client no longer needs formal assistance Includes situations where the care recipient s needs for assistance from the agency have reduced to the point where they can manage on their own or where Page 174 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Part 2 Data Dictionary needed assistance is being provided by an informal carer s family friends etc or only needed temporary assistance The client no longer needs assistance from the agency but needs some formal assistance from another agency For example a person s condition has improved and they longer require nursing care but need formal assistance from other service provider s Includes situations where the client s need for assistance has not changed but the agency has ceased to provide assistance to the client because of the agency s resource limitations Where the main reason the client ceased to receive services from the agency was because the client s increased level of need dependency led to a referral to another agency or program that provides a higher level of community care code 3 should be used This code also includes situations where the main reason the agency ceases to assist the client is because the agency no longer considers it safe for the agency s workers or volunteers to continue to assist the client Safety issues may relat
124. eceipt of assistance for a person no longer receiving services In the absence of information that a person is a continuing client the agency should record a Date of exit from HACC service episode if six weeks have elapsed with no service provision since the latest recorded Date of receipt of assistance Over a period of time a client may have entered and exited an agency on more than one occasion or received multiple completed services within a Page 132 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Reporting requirements Related data reporting period In these cases report the latest Date of exit from HACC service episode recorded for the client The agency should collect this information for clients whose receipt of assistance is fully funded through the HACC program and for clients of HACC funded agencies also receiving assistance of the same or different types funded from a source other than the HACC program This data element is required for reporting in the HACC MDS collection The Date of exit from HACC service episode reported for the person will be analysed in conjunction with the data element Main reason for cessation of services The agency should ensure that the Date of exit from HACC service episode reported for the person relates to the end of the same service episode as the Main reason for cessation of services reported for the person Is related to the data element Date of recei
125. eceived by a client during a HACC MDS reporting period Agencies are required to report a separate total for each of the types of assistance provided by the HACC program As no single unit of measurement is appropriate to all types of assistance agencies will be required to report total amounts using a unit of measurement appropriate to the type of assistance This data element indicates the total amount of HACC funded assistance received by a client during a reporting period for each of the types of assistance that are measured in time It also provides information about Service delivery setting for assistance provided with nursing care and allied health care Information about the total amount of assistance provided to clients by HACC funded agencies facilitates interstate and cross regional comparisons of HACC service provision and comparisons between different client sub populations To a limited extent this data element also provides information about the outcome associated with using HACC funding to help meet the needs of a client Future developments in the HACC MDS may include additional information about HACC program outcomes Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Quantitative value Min 1 Max 4 Representational layout 9999 total hours Is derived from the data elements e Date of receipt of assistance e P
126. ed by agency workers Page 140 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 In some cultures it is traditional to state the family name first To overcome discrepancies in recording reporting that may arise as a result of this practice agencies should always ask the person to specify their First given name and their family name or surname separately These should then be recorded as First given name and Family name surname as appropriate regardless of the order in which they may be traditionally given Reporting This data element is not required for reporting in the HACC MDS requirements collection However agencies are required to record this information on their information systems in order to provide the letters of the person s surname which are required for Record linkage purposes see data element Letters of name Related data Is related to the data element concept Record linkage Is used in the derivation of the data element Letters of name Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments No national standards currently exist for appellations Standards Australia is proposing to develop such standards although no time frame for this development is known as yet Part 2 Data Dictionary Page 141 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 First given name Admin s
127. ed settings such as day centres senior citizen s centres community health centres medical clinics multipurpose centres and community support centres This category also includes provision of nursing care allied health care and meals to people in an everyday location such as a school or workplace and any which are not considered to be the person s home for the purposes of the HACC MDS It also includes the receipt of nursing care allied health care or meals assistance within the private home of a paid care provider This data element should be collected for any HACC service event for which the Primary type of assistance received is nursing care allied health care or meals Agencies are not required to collect information about the Service delivery setting for any other types of assistance Where the primary focus of a service event is nursing care allied health care or meals the agency should record Service delivery setting in conjunction with the other information that the agency is required to collect about the service delivery event i e Date of receipt of assistance Primary type of assistance received Funding source category and either Amount of assistance received time or Amount of assistance received quantity This data element is not required for reporting within the HACC MDS collection However it is required to support the reporting of the data element Total amount of assistance received time and Total amount of ass
128. eeds These items were taken from the National HACC Functional Screening Instrument which was developed to identify those clients who require further assessment to determine their level of dependency Identification of the dependency level of clients facilitates the analysis of need for assistance commonly provided by other government programs The functional status items recorded in the MDS enable comparisons of levels of dependency of HACC clients with population data such as that obtained through the ABS Disability Ageing and Carers Survey and the Census Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Code Min 9 Max 9 Representational layout NNNN Housework Transport Shopping Medication Money Walking Bathing or showering Memory problems or confusion Behavioural problems This element records the person s capabilities in the respective activities based on information from the client as well other relevant sources such Page 144 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 as carer s family and service providers The person should be rated on what they are capable of doing rather than what they do The questions ask Can you rather than Do you since some persons may not for example do the housework because their carer does it for them yet be quite capable of u
129. eneeeenaeeseneececececsaeseseneeceeeessassesseeceensetseneeeaes Total amount of type of assistance received COSE cccscccccceceeeeeteeeetsneeceeeeessneeeees Total amount of type of assistance received quantity c sccccceececeteeeseeeeeeeenteeees Total amount of type of assistance received time cccccccecsceceeneeteseeeeneeeeeneersneeees Total assistance with goods and equipment received ccccceescceeeeseeeeesseeeeeeneeees Appendix A Code list for Country of birth Appendix B Code List for Main language spoken at home Appendix C Code list for Goods and Equipment Appendix D National Steering Committee HACC MDS Project Appendix E Adoption of ISO IEC 11179 based standards Part 1 Guide for use 227 229 230 Page iv HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Part 1 User Guide v2 0 Part 1 Guide for use Page 1 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Part 1 Guide for use Page 2 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Introduction Background The HACC Program provides a comprehensive range of basic maintenance and support services for frail aged people people with a disability and their carers so they can remain in the community In response to a number of reviews of the HACC Program that identified the need for improved data collection within the Program developmental work on
130. enefit Where the person receives a government pension or benefit as a supplement to other income eg wages superannuation etc they should still be regarded as receiving a pension benefit and coded accordingly Code 6 should be used for clients who are in receipt of income from participation in a Community Development Employment Project CDEP Persons who do not receive a Government pension or benefit should be Page 154 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 recorded under option 7 Persons whose only source of income is a superannuation pension should be recorded as receiving no government pension or benefit Verification rules Collection methods This data element should be recorded for all HACC care recipients at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments re assessments within a HACC service episode and should update the agency s record of the person s Government pension benefit status if necessary Reporting This data element is required for reporting in the HACC MDS collection requirements Agencies are required to report the most recent Government pension benefit status that the agency has recorded for the person Information provided by the agency about the person s Government pension benefit status will be considered to be at least as up to date as the Date of last update reported for th
131. ennsnanes 5 Which people receiving HACC services are not included in the MDS ccccccssessseteesseeees 6 What information is collected in HACC MDS V2 0 eeeeeeesseeeeeseeeeeeeeees 6 A Information about the care recipient personal AetallS cccceccecsceceeneetseesesseceeeecsnnsetsaes 6 B Information about the care recipient CirCUMStAanCeS 2 ccccecceeeecesneceeetecsneeteneeceeneetsnneeees 7 C Information about the carer if one exists s ccccscceessececnceceeeeesnaeeeeneeceeeeeceaestsssesseneesenetetaes 7 D Information about the service episode cccceccecssececnceceeeeeceeeseneeceeneecenetessaesseneeseeeeetsnneneas 8 E Information about the ASSISTANCE provided cscccccececeeneeceneeesnseeteneeceeneeeseaesteseecenneetsneeteas 8 Privacy considerations icsiiesuictilaattatinssidatedipicetalaritutnsaaudin spbintanatiaedtcieihudihdauiutesate 8 Which assistance types are used cccccseeeeseeeeeeeeeeeeeeeeneeneneeeeeeeeeeseeeseeeeneeeeeeeees 9 Collecting and reporting HACC MDS v2 0 data eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 9 HACC MDS information recording 11ccccccccccsceeceeeeeensecseneeceueeecaeeseneeceeaeecentesiaassseneetenesesnaneees 9 HACC MDS information r DOPtin sccccccccccecceceeeeesnsecseneeceeeeeceaeeseneecseaeecsentessaasseeneecenesetsaeetes 9 HACC MDS data recording iS CONTINUOUS cccceecceeeseceececeneeeenseeseneeceneneeseanesenaececeeetsen
132. ent should be used to record the living arrangements of the care recipient while receiving services from the agency If the person s household includes both family and non family members the person should be recorded as living with family Living with family should be considered to include defacto and same sex relationships On occasion difficulties can arise in deciding the living arrangements of a person due to their type of accommodation for example boarding houses hostels group homes retirement villages residential aged care facilities etc In these circumstances the person should be regarded as living alone except in those instances in which they are sharing their own private space room within the premises with a significant other eg partner sibling close friend etc A value of 1 should not be present in a client record with a value of 1 in the data element Carer residency status Page 169 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Collection methods This data element should be recorded for all HACC care recipients at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments reassessments within a HACC service episode and should update the agency s record of the client s living arrangements if necessary Reporting This data element is required for reporting in the HACC MDS requirements collection A
133. ential locations of their clients without more computerised assistance than is currently available to them agencies are given the option of reporting this information by using the lesser standard of Postcode plus Suburb town locality name Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Reporting Part 2 Data Dictionary Numeric Representational form Code Min 4 Max 4 Representational layout NNNN Valid Australia Post postal code The agency should record the postcode for the address at which the person resides while receiving services from the agency The postcode should not relate to a postal address different from the physical address at which the person is residing The Australia Post postcode book is updated more than once a year as postcodes are constantly changing Agencies should use the most up to date postcode book available for the HACC MDS reporting period The agency should record the postcode for the address at which the person resides while receiving services from the agency The postcode should not relate to a postal address different from the physical address at which the person is residing This data element should be recorded for all HACC care recipients at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments re assessments within any
134. entre If an Agency provides transport to from a Centre they will record the transport assistance separately to the centre based day care assistance Any transport provided as part of an excursion or activity within the centre s program will not be counted as a separate transport service If a day centre provides the necessary facilities so that personal care domestic service and other types of assistance can be delivered to the individual client then an Agency may separately record and report these itemised services for each receiving client They will be recorded as personal care domestic care for each receiving client Other food Other Food Services means any assistance provided during services preparation cooking of a meal at the client s home It also includes advice on nutrition food storage or preparation It does not cover the delivery of a meal prepared elsewhere Record the provision of any services which fit the definition of Other Food Services using hours and minutes or fraction of hour as the unit of measure Part 1 Guide for use Page 68 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Assistance Description and guide to reporting type Respite Care Respite Care is assistance provided to Carers so they may have relief from their caring role and pursue other activities or interests Respite Care should only be recorded if there is a carer reported on the MDS record If the car
135. eparately to the allied health received at home Allied health assistance not part of a Centre based care program provided to a group of clients at venue other than a centre or person s home should be recorded as Allied health at other setting If an Allied Health agency provides a session of stretching exercises or occupational therapy to a group of clients at a Centre this will be recorded as part of the centre based centre program of activities Personal Care refers to assistance with daily self care tasks such as eating bathing toileting dressing grooming getting in and out of bed and moving about the house In some cases Personal Care may also include medication monitoring Personal Care should only be used where assistance with daily self care tasks is a primary focus of an occasion of service It should not be used where assistance with personal care is incidental or secondary to other planned activities For example a person attending a day care centre may need assistance with going to the toilet or with getting in and out of a chair but the primary type of assistance provided to the person on that occasion of service would be Centre Based Day Care Personal Care is normally provided in the home In special situations personal care assistance is delivered at a Centre because it is not feasible to deliver the service in the Client s home This may be because the Client is homeless itinerant or living in a temporary shelt
136. eport the most recent information about caring for more than one person that the agency has recorded for the person Information provided by the agency about the Carer for more than one person will be considered to be at least as up to date as the Date of last update reported for the person This is in line with the request that agencies assess and update the information they have about the Carer at the beginning of each HACC service episode as well as at subsequent assessments re assessments within any given HACC service episode If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 99 Not stated inadequately described Is qualified by the data element Carer existence of Page 193 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Is related to the data element Date of last update Is related to the data element concept Carer Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments The process of identifying a single person who provides the most significant care and assistance is similar to that used by the Australian Bureau of Statistics in the 1993 Survey of Disability Ageing and Carers to identify principal carers However reliable comparisons of ABS principal carers and Carers identified in the HACC MDS cannot be made with
137. equately described should be used when the Main language spoken at home has not been supplied by the person upon request or where insufficient information has been supplied by the client to code the data element This data element should be reported for both care recipients and their carer if applicable at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments re assessments within a HACC service episode and should update the agency s record of the person s Main language spoken at home if necessary Agencies may collect Main language spoken at home in a variety of ways Some agencies may use a question that contains a predetermined list of Page 171 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Reporting requirements Related data languages accompanied by an other please specify category Other agencies may use an open ended question asking the person to specify their Main language spoken at home Regardless of the exact format used by the agency Main language spoken at home should be collected in such a way as to allow the information to be recorded using the 4 digit code of the ASCL included in Appendix B A question that simply identifies a person s proficiency in English will not provide sufficient information to code Main language spoken at home for the HACC MDS collection This data element is required for
138. equipment received Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 163 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Indigenous status Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT Whether or not the person identifies themselves as being of Aboriginal and or Torres Strait Islander origin Significant health disadvantage is experienced by Indigenous Australians across all age groups and for almost all diseases and conditions for which information is available ABS AIWA The Health and Welfare of Australia s Aboriginal and Torres Strait Islander Peoples 1997 Given these gross inequalities in health status and their likely impact on the need for and use of health and community services there is a strong case for ensuring that information on the Indigenous status of clients is collected in the HACC program for planning program accountability and service delivery purposes Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 1 Representational layo
139. er and the Centre is able to provide the shower and washing facilities required for Client care Centre Based Day Care refers to attendance participation in structured group activities designed to develop maintain or support the capacity for independent living and social interaction which are conducted in or from a centre based setting Centre Based Day Care also includes group excursions activities conducted by centre based staff but held away from the fixed centre Centre Based Day refers to assistance but not including Counselling Support Information and Advocacy services provided to the client to attend participate in group activities and is conducted ina centre based setting Centre based Day Care includes the social support provided in a group environment and also light refreshments excursions excursion associated transport and personal assistance e g help with toileting involved in attendance at the centre Social support assistance provided to a Client through structured activities in a group environment but not including Counselling Support Information and Advocacy services is Page 182 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Part 2 Data Dictionary to be recorded as Centre Based Day Care when it is provided at a fixed base facility Social support assistance delivered individually to the Client at a Centre will be recorded as Social Support Any Agency which delivers nursi
140. er residency status Definition Carer residency status identifies whether or not the carer lives with the person for whom they care Reporting this element Record this element for all clients with carers i e Carer existence of has a code of 1 To obtain an answer to this element Ask aclient Does your carer live with you If the answer is yes record code 1 co resident carer meaning the client and carer share a home if the answer is no record code 2 non resident carer meaning the client and carer live separately In some cases a care recipient will have more than one person who could be described as their carer In these cases you will need to identify the carer who provides the most significant care and assistance and report this person s details on this and the following carer elements A young disabled client cared for equally by his her parents and all co resident will have a response of code 1 co resident carer A client may stay over at the carer s home or the carer may stay over at the client s home but the carer is not co resident The response in this situation would be code 2 non resident carer Code Description Co resident carer Non resident carer Not stated inadequately described Only use this code if it is not possible to find out the residency status of the carer Data Dicti onary See Carer residency status on page 120 Part 1 Guide for use Page 39 HACC Program National
141. ervices The NCSDC has a coordinating role to ensure national consistency of data definitions and standards in quality control The development of the National Community Service Information Model was seen by the NCSDC as the first step in improving the quality and consistency of national community services information The entities and associated sub entities of the National Community Services Information Model NCSIM Version 1 0 are reproduced on the following pages The data elements related to these entities and sub entities are also listed in the figures Part 2 Data Dictionary Page 89 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Party role Person role Citizen role HACC client Record linkage Family name surname First given name Letters of name Family relationship role Recipient role Carer role Agency role Service provider role agency RES agency Service funder role Service purchaser role Other role a Shaded boxes represent entities that have no related data elements in Version 2 0 of the HACC Data Dictionary Part 2 Data Dictionary Page 90 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Party characteristic Person characteristic Date of birth Demographic characteristic Sex Socio cultural characteristic Country of birth Educational characteristic Main language spoken at home Indigenous status Labour characteristic Ac
142. espite care e Assessment e Client care coordination e Home maintenance e Counselling support information and advocacy care recipient e Counselling support information and advocacy carer For any HACC service event involving one of these types of assistance the agency should record the amount of assistance received by the client in hours and minutes The amount of assistance recorded for any single service delivery event should be rounded to the nearest 5 minutes or to a higher level of accuracy if the agency can support it The field specification allows for the recording of hours and minutes separated by a full stop For example for a service delivery event lasting two hours and forty five minutes the agency would record 2 45 For a service delivery event lasting fifteen minutes the agency would record 0 15 The amount of assistance received by the client should be recorded for each HACC service event that is for each occasion on which the client receives HACC funded assistance from the agency Where the client receives more than one service delivery event on the same day the agency should separately record each service delivery event and the relevant amount of assistance against the same date For occasions of service delivery involving the receipt of nursing care or allied health care the amount time should be recorded in conjunction with the Service delivery setting see Service delivery setting That is agencies should
143. essment as a primary service type is recorded the Date of last update should be updated however it is likely that review and updating of information about the client or their circumstances can occur without assessment as a primary service type being recorded recording an entry under Date of last update is not dependent on an Assessment under primary service type being recorded Page 134 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Reporting requirements Related data Numeric Representational form Code Min 10 Max 10 Representational layout DD MM YYYY Derived from Date of receipt of assistance This data element should always be recorded as an 8 digit valid date comprising day month and year Year should always be recorded in its full 4 digit format For days and months with a numeric value of less than 10 agencies should use zeros to ensure that the date contains the required 8 digits For example for a person who was last assessed by the agency on July 1 2005 the Date of last update would be reported as 01 07 2005 This data element is derived for reporting purposes only This data element is required for reporting in the HACC MDS collection Agencies are required to report the last date on which the agency reviewed and updated information on the
144. for use This data element should be used to record the Funding source category for each service delivery event Part 2 Data Dictionary Page 151 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Related data 1 Should be used when the service delivery event is solely funded by the HACC program HACC funds include fees and contributions paid by HACC clients 2 Should be used when the service delivery event is funded by HACC and some other source including compensation payments 3 Should be used when the service delivery event is solely funded by a source other than the HACC program Service delivery events which are either fully or partly funded by the HACC program i e either 1 or 2 in Funding source category are considered to be HACC service events for the purposes of the HACC MDS When a service delivery event is fully funded from sources other than HACC eg compensation DVA CSDA etc it is not a HACC service event and should not be included within the HACC MDS collection This data element should be recorded for each occasion of service delivery The data element Funding source category is required as a screen or filter for agencies to determine which of their clients and what assistance they have received from the agency should be included in a HACC MDS collection This data element is not required for reporting in the H
145. friends or neighbours who help the client informally with managing their lives This help should be regular and sustained To obtain an answer to this element ask the client the question Do you have someone who helps look after you If the reply is yes and provided the carer is not a paid carer see below record code 1 has a carer A client may in fact have several carers who share the caring role This element does not reflect the number of carers simply whether the client has a carer or not If an elderly client has care provided by both their spouse and their son record code 1 Similarly for a young disabled client if care is shared between both parents record code 1 The focus of this element is on the existence of informal arrangements with family members friends and neighbours If the client has no one in the role of family carer or other unpaid or informal carer record code 2 has no carer Do not record the existence of a paid carer such as a HACC funded worker or a privately funded personal care worker or a formally arranged volunteer carer Code Description Data Dictionary Has a carer Has no carer Not stated inadequately described Only use this code if it is not possible to find out if the client has a carer or not See Carer on page 113 See Carer existence of on page 115 Part 1 Guide for use Page 38 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Car
146. from which definitional or representational attributes originate Source organisation The organisation responsible for the source document this attribute is not specified in the ISO TEC Standard 11179 but has been added for completeness Comments Remarks on the data element Part 2 Data Dictionary Page 232
147. g services The care recipient or the carer or both can be receiving HACC services See Guide for use below The HACC program provides funding to assist frail older persons and persons with disabilities to remain living at home The HACC program also provides funding to assist the carers of those people in their caring role The HACC MDS is a client centred data set That is the information that is required to be recorded and reported by HACC agencies is structured around the people they assist with the use of HACC funds Not all clients of a HACC funded agency are HACC clients for the purposes of the HACC MDS Many HACC funded agencies also receive funding from other sources Some clients of these agencies may receive no assistance funded by the HACC program Furthermore a client that receives HACC funded assistance on one occasion may receive assistance that is not HACC funded on another occasion from the same agency The HACC MDS collection is limited to persons who have received HACC funded service delivery events HACC service events from an agency within the HACC MDS reporting period Consequently in a HACC MDS collection HACC funded agencies may not be required to report on all their clients nor on all the assistance they provide to their clients Only those clients who have received HACC funded assistance within the reporting period are to be included in the HACC MDS collection Only HACC service events are to be used in calculatin
148. g the total amounts of HACC funded assistance received by the HACC Client within the reporting period At this stage of HACC MDS development the definition of a HACC client is limited to individual persons or care recipients and carers Other types of clients which exist within the HACC field such as organisations are not within the scope of Version 2 0 of the HACC MDS For example assistance provided by one agency to another agency i e organisational clients with training Page 158 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 or service development is not included Assistance provided by HACC agencies to groups of people i e group clients where the individual clients are anonymous is similarly not reportable Some assistance provided to individual clients is also excluded where the requirement to record and report on these clients in the HACC MDS collection would be inappropriate In particular assistance provided to anonymous clients such as those that access ad hoc assistance from a telephone based information advice and referral agency is not included as it would be intrusive and inappropriate to expect such clients to provide the range of personal information contained within the MDS This exception does not apply to agencies such as those providing meals transport or home modification and maintenance which provide assistance to known individual clients but which may have only recorde
149. g the needs of the HACC Program from the perspective of government administrators service providers The evaluation encompassed data elements definitions data quality and data collections arrangements and involved extensive consultation with stakeholders including HACC providers Recommendation from this evaluation and the cumulative feedback from HACC service user and program managers were the subject of review by the HACC Data Reform Working Group over 2003 2004 The considerations of the DRWG have culminated in version 2 0 of the HACC Data Dictionary described herein Objectives of the HACC MDS The objectives of the HACC Minimum Data Set are e To provide HACC program managers with a tool to access data required for policy development strategic planning and performance monitoring against agreed output outcome criteria e To assist HACC service providers to provide high quality services to their clients by facilitating improvements in the internal management of HACC funded service delivery and e To facilitate consistency and comparability between HACC data and other aged community care and health data collections The HACC MDS is a client centered data sett That is it focuses on information about the clients of HACC funded agencies and the level and type of assistance they receive from the HACC program Evaluation of HACC Minimum Data Set Version 1 Final Report Lincoln Gerontology Centre 2003 t For the purposes of th
150. geing and Carers to identify principal carers However reliable comparisons of ABS principal carers and carers identified in the HACC MDS cannot be made without the inclusion of additional information in the HACC MDS about the types of assistance needed by care recipients and provided by Page 121 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 carers Future developments in the HACC MDS will take this issue into consideration Part 2 Data Dictionary Page 122 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Country of birth Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The country in which the person was born Country of birth is important in the study of access to services by different population sub groups Country of birth may be used in conjunction with other data elements such as Main language spoken at home to derive more sophisticated measures of access to services by culturally and linguistically diverse sub groups of the HACC client population Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Part 2 Data Dictionary Numeric Representational form Code Min 4 Max 4 Representational layout
151. gencies There are also differences in the scope of information collected through this data element in both data sets The HACC MDS includes a separate data element Carer residency status which provides information about whether the person identified as the main or primary Carer lives with the person with whom they care or not This information is included within the classification used by the CNMDSA Carer Availability data element The CNMDSA data element is also intended to relate more directly to the agency s assessment process As such it relies on the service provider s assessment as to whether a client is in need of a Carer and the service provider s assessment as to whether a potential Carer is capable or willing to undertake the caring role While this may be appropriate to a community nursing context it is considered inappropriate to apply these same assumptions and expectations to the broader HACC field Future developments in the HACC MDS and the CNMDSA may need to see the data elements converge more or may require a much clearer distinction between the two given their distinct and largely incompatible intentions i e client reported availability versus a service provider assessment of availability need and adequacy The resolution of these inconsistencies will be a priority for future developments of the HACC MDS and the CNMDSA The resolution of such inconsistencies is particularly important as the HACC program is a majo
152. gencies are required to report the most recent Living arrangements that the agency has recorded for the care recipient Information provided by the agency about the care recipient s Living arrangements will be considered to be at least as recent as the Date of last update reported for the person This is in line with the request that agencies assess and update the information they have about a person s living arrangements at the beginning of each HACC service episode as well as at subsequent assessments re assessments within each HACC service episode If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 9 Not stated inadequately described Related data Is related to the data elements Accommodation setting Carer residency status and Date of last update Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Modified for the HACC Data Dictionary Version 2 0 2005 Source organisation Comments The HACC MDS data element Living arrangements is the same as that in the National Community Services Data Dictionary Version 3 0 2004 Part 2 Data Dictionary Page 170 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Main language spoken at home Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and defin
153. given HACC service episode and should update the agency s record of the client s postcode if necessary This data element is an alternative within the HACC MDS collection to Page 177 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 requirements Related data reporting the Statistical Local Area SLA of the client s residence The agency should report the most recent postcode recorded for the client Information provided by the agency about the client s postcode will be considered to be at least as recent as the Date of last update reported for the person This is in line with the request that agencies assess and update the information they have about a person s postcode at the beginning of each HACC service episode as well as at subsequent assessments re assessments within each HACC service episode Is used in conjunction with the data element Suburb town lcality name Is related to the data elements Australian state territory identifier and Date of last update Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary National Community Services Data Dictionary Version 1 0 1998 Australia Post Postcode Book National Community Services Data Committee Australia Post The HACC MDS Version 2 0 does not include all data elements for full Address information A complete implementation of Address including the related data elements is cur
154. gram this imposes a limitation on the use of the data in terms of overall patterns of services consumed by individuals which may be funded through several sources This is not only unavoidable but an intrinsic part of the HACC MDS However it does mean that considerable further developments will be required in both HACC and related service systems before the dedicated aim of client centred service and client centred information systems can be achieved The Date of entry into HACC service episode need not relate to the same HACC service episode as the Date of exit from HACC service episode reported for the client This is because a client may have exited from a HACC service episode during a HACC MDS reporting period and then re entered during the same reporting period and remains a client at the end of the reporting period Part 2 Data Dictionary Page 131 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of exit from HACC service episode Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The date on which a period of delivery of HACC funded assistance to the person ends Date of exit from HACC service episode in conjunction with Date of entry into HACC service episode gives some indication of length of stay of clients in the HACC program and
155. h is an important part of the Statistical linkage key e Record the person s date of birth as accurately as possible including day month and year of birth Dates should be reported as an 8 digit number in the following format dd mm yyyy e g 3rd July 1905 is reported as 03 07 1905 If the actual date of birth of the person is not known agencies should calculate an estimated date of birth in the following way If the age of the person is known the age of the person should be used to derive the person s year of birth If the person s age is not known an estimate of the person s age should be used to calculate an estimated year of birth An actual or estimated year of birth should then be converted to an estimated date of birth according to the following convention 01 01 estimated year of birth If the person knows their year of birth but no other details again record the day and month as 1st January e g a person who has a year of birth of 1942 but doesn t know any other details will have their date of birth recorded as 01 01 1942 If you have estimated the date of birth make sure you record this in the Date of birth estimate flag element If a client was born in the 19th century make sure you record their year of birth correctly e g 1896 Data Dictionary See Date of birth on page 126 Part 1 Guide for use Page 19 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of bi
156. he agency should report the most recent available record of Suburb town locality name for the client Data elements data concepts and derived data elements The format used to describe data elements in Version 2 0 of the HACC Data Dictionary differentiates between different types of data elements see the data element attribute Data type in Appendix E There are three distinct data types which describe the elements included within the HACC Data Dictionary These are data element concepts data elements and derived data elements The HACC Data Dictionary contains a total of 6 data element concepts 35 data elements and 6 derived data elements Box 2 1 Data element concepts are included to clarify the concepts underpinning related data elements within the Data Dictionary These are neither supporting nor reporting requirements but define the higher level concepts that many of the individual data elements describe Dictionary entries for data element concepts are presented in a more limited format than other data elements Data elements included within the Data Dictionary specify particular pieces of information which need to be collected by HACC agencies and in some cases need to be reported as part of the HACC MDS collection Of the 39 data elements included within the Data Dictionary 29 are supporting and reporting data requirements and 10 are supporting data requirements only Derived data elements are data which are not collected d
157. he HACC MDS may include additional information about HACC program outcomes Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Code Min 3 Max 21 Representational layout NNNNNN Is derived from the data elements e Date of receipt of assistance e Primary type of assistance received e Service delivery setting e Funding source category The agency should use the data elements listed above to report on the total amount and type of assistance with goods and equipment that the person has received from the agency within the reporting period Date of receipt of assistance allows agencies to select service delivery events that were provided within the HACC MDS reporting period Primary type of assistance received allows agencies to identify service delivery involving the receipt of Goods and Equipment Assistance with goods and equipment received indicates the amount and type of goods or equipment received by the person on each occasion of service delivery Funding source category allows the agency to include only those goods and equipment whose provision was funded either wholly or partially Page 216 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Related data through the HACC program i e only HACC servic
158. he Source of referral that is related to the client s most recent entry into a HACC service episode Information provided by the agency about the person s Source of referral will be considered to relate to the same HACC service episode as the Date of entry into HACC service episode reported for the person If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 99 Not stated inadequately described Related data Supplements the data element Date of entry into HACC service episode Is related to the data element concept HACC service episode Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Codes modified in Version 2 0 Source organisation Part 2 Data Dictionary Page 201 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Comments The coding included in the HACC MDS v 2 0 data element Source of referral is required to provide a picture of the pathways to the HACC program It is more detailed than the coding for the data element Referral source in the National Community Services Data Dictionary NCSDD Version 3 0 but the HACC MDS coding is mappable to the NCSDD v3 0 Part 2 Data Dictionary Page 202 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Statistical linkage key information missing flag Admin status CURRENT Date 0
159. he following convention 01 01 estimated year of birth It is important that agencies do not record estimated dates of birth by using 00 for the day month or year as this would not be considered a valid date by the system processing the data This data element should be reported for both care recipients and their carer if applicable at the beginning of each HACC service episode If the actual date of birth of the person is not known an estimate of the Page 126 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 person s date of birth should be recorded in the manner described above Reporting This data element is required for reporting within the HACC MDS requirements collection Related data Is related to the data element concept Record linkage Is used in conjunction with the data elements Letters of name and Sex Administrative attributes Source document National Community Services Data Dictionary Version 1 0 1998 Source organisation National Community Services Data Committee Comments Part 2 Data Dictionary Page 127 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of birth estimate flag Admin status CURRENT Date 01 07 2005 Reporting status SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type DATA ELEMENT Definition Whether or not the person s date of birth has been estimated C
160. he help of a computer or using a current printed copy of the codes and language names find the right 4 digit code for the person s Main language spoken at home If the Carer speaks an Aboriginal or Torres Strait Islander language then record 8000 Aboriginal languages or 8400 Torres Strait Islander languages If the person speaks Maori at home then using the current list you would record either 9303 Maori Cook Island or 9304 Maori New Zealand for them If the person speaks an African or Pacific Island language you will need to look in the small group listed as Other Languages If the person s language is not one of those listed then record 0000 Other Languages If the person is non verbal and makes use of sign languages for communication then record 9700 Non verbal for them If your Agency is unable to obtain the person s Main language spoken at home or the person is unable to inform you of it then the code to use is 9999 Not stated inadequately described In some Agencies different codes have been used to record the language information Check that you are using the right version of language codes or are able to map from the ones you use to the ones for the HACC MDS v2 0 See Main language spoken at home on page 171 Data Dictionary All language codes are in Appendix B on page 224 Part 1 Guide for use Page 52 HACC Program National MDS User Guide Version 2 0 Update 2 01
161. hen counting the position of each character Regardless of the length of a person s name the Letters of name field should always be five characters long If either the surname or the first given name of the person is not long enough to supply the requested letters i e a surname of less than five letters or a first name of less than three letters then substitute the number 2 in the Letters of name field to reflect the missing letters The placement of a number 2 should always correspond to the same space that the missing letter would have within the five digit field For example If a person s name is Farr Ben then the Letters of name field would be AR2EN because the 2 is substituting for a missing 5 letter of the surname Similarly if the person s name was Hua Jo then the Letters of name field would be UA202 because the 2s are substituting for the missing 5 letter of the surname and the missing 3 letter of the First given name If a person s surname is missing altogether record 2s for all three spaces associated with the family name surname Similarly if the person s first name is missing altogether substitute 2s for the two spaces associated with the first given name Deta Dictionary See Letters of name on page 167 Part 1 Guide for use Page 44 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer s date of birth Definition The Date of birth is the date on which the ca
162. her services available or make some suggestions about appropriate ways to manage their condition However if the primary focus of the occasion of service was assessment this type of assistance Assessment should be recorded for that occasion of service To some extent the type of agency and or the specified purposes for which an agency is funded will determine the Primary type of assistance received by a client of that agency For example an agency worker taking a client to a medical appointment may provide both transport and social support In practice a Community Transport agency may be more likely to record the primary purpose of this service event as Transport while a Neighbour Aid agency may be more likely to record it as Social Support The type of assistance received by a client during a HACC service event affects the unit of measurement used to record the amount of assistance received on the HACC service event see Amount of assistance received time Amount of assistance received quantity Amount of assistance received cost and Assistance with goods and equipment received This data element is not required for reporting in the HACC MDS collection However agencies are required to record this information on their information systems in order to report the data elements Total amount of assistance received time Total amount of assistance received quantity Total amount of assistance received cost and Total assistance with g
163. hton in Victoria Queensland South Australia or Tasmania This element should not list a detailed client address Do not list the Suburb town locality as the client s address e g Do not record something like 1 Main Street Townsville as the Suburb Town Locality For clients in rural and remotely located areas the response for this element might be a district name or the name of an Aboriginal community or the name of a large agricultural property The client s location information recorded under Australian State Territory identifier Suburb town locality and Postcode should relate to the same place Data Dictionary See Suburb town locality on page 205 Part 1 Guide for use Page 30 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Postcode Definition Postcode records the postal code for the area in which the care recipient lives whilst receiving HACC services Reporting this element Record the Postcode for all clients when establishing the locality where they are living whilst receiving assistance from the Agency Check address details including Postcode at times of client review or other convenient times Most Agencies have clients who live in areas covered by a small number of Postcodes This means you can notice an error with Postcode quite easily Ask Australia Post for a booklet of Postcodes Otherwise use the back of the telephone book for a list of them The client
164. iaison with other non HACC services involved with the client such as the GP Home Maintenance refers to assistance by the agency with the maintenance and repair of the person s home garden or yard to keep their home in a safe and habitable condition Home maintenance includes minor dwelling repairs and maintenance such as changing light bulbs Page 185 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Part 2 Data Dictionary carpentry and painting or replacing tap washers as well as some more major dwelling repairs such as replacing guttering or other roof repairs Home maintenance also includes garden maintenance such as lawn mowing and the removal of rubbish If the work is undertaken by a contractor on a fee for service basis then record an estimate of the time spent Home Modification to structural changes to the person s home so they can continue to live and move safely about the house These include modifications such as grab rails hand rails ramps shower rails appropriate tap sets installation of emergency alarms other safety and mobility aids and other minor renovations If a client receives any home modification assistance it is reported as a cost This is home modification work which is paid for from your Agency s HACC funds These costs may include both the labour costs and the materials cost or only some part of this Provision of Goods and Equipment refers to the loan or pur
165. ich people receive HACC services is important in evaluating the ways in which the HACC program responds to the needs of clients Recording the setting in which services are delivered indicates the extent to which support and assistance are provided to a client in their usual place of residence as opposed to those provided in other settings to which a person may need to specifically travel Future developments in the HACC MDS may require information about the setting in which services are delivered to clients for other types of assistance provided by HACC agencies Relational and representational attributes Data type Numeric Representational form Code Field size Min 1 Max 1 Representational layout N Data domain 1 Home 2 Centre other Guide for use 1 Should be used when nursing care allied health care or meals are provided to a person in the place where they reside Home should Part 2 Data Dictionary Page 195 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Related data Part 2 Data Dictionary be considered to encompass any place where the person is living during the period of service receipt from the agency irrespective of whether that place is a private residence community facility or institutional setting 2 Refers to the provision of nursing care allied health care or meals to people in non residential centre bas
166. ictionary See Australian State Territory identifier on page 111 Part 1 Guide for use Page 48 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer s suburb town locality Definition Suburb town locality records the geographic area in which the carer lives whilst receiving HACC services NEAWELEVENT This information about carers was not collected in HACC MDS v1 0 Reporting this element Agencies are advised to record the name of the suburb town or geographical area in which the carer lives whilst receiving assistance from the Agency There is no need to provide an extended response If the carer lives in a suburb of a city just record the suburb name e g If the carer lives in the suburb of Brighton just record it as Brighton The postcode and state code will indicate if it is the Brighton in Victoria Queensland South Australia or Tasmania This element should not list a detailed carer address Do not list the Suburb town locality as the carer s address e g Do not record something like 1 Main Street Townsville as the Suburb Town Locality For carers in rural and remotely located areas the response for this element might be a district name or the name of an Aboriginal community or the name of a large agricultural property The carer s location information recorded under Australian State Territory identifier Suburb town locality and Postcode should relate to the sam
167. ictionary Version 1 0 1998 Page 168 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Living arrangements Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT Whether the care recipient lives with other related or unrelated persons A person s Living arrangements can have a significant impact on their ability to continue living within their community Living alone in particular has been identified as being a significant risk factor associated with institutionalisation among the frail elderly The data element Living arrangements functions as an indicator of social support and social isolation by giving some sense of the level of informal support to which a person may have access The person s Living arrangements will be analysed with reference to other data elements that also indicate the availability of informal and other support such as Carer Existence of Carer residency status and Accommodation setting Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 1 Representational layout N 1 Lives alone 2 Lives with family 3 Lives with others 9 Not stated inadequately described This data elem
168. ide Version 2 0 Update 2 01 January 2006 Assistance Description and guide to reporting type Home e Home Maintenance refers to assistance with the maintenance and repair Maintenance of the person s home garden or yard to keep their home in a safe and habitable condition Home maintenance includes minor dwelling repairs and maintenance such as changing light bulbs carpentry and painting or replacing tap washers as well as some more major dwelling repairs such as installing a new roof replacing guttering or roof retiling Home maintenance also includes garden maintenance such as lawn mowing and the removal of rubbish If the work is undertaken by a contractor on a fee for service basis then record an estimate of the time spent Counselling Counselling Support Information and Advocacy covers a number of support supportive services to help clients and carers deal with their situation It information includes dementia support and counselling and Carer support and and advocacy counselling normally provided on a one to one basis care recipient The service types are typically provided as one on one counselling advice and information but can be provided in a group setting Record a counselling support information advocacy type of assistance for a client whether it was conducted one on one or in a group setting for the Counselling benefit of a single named client support information Use Counselling Support Inform
169. ients and the assistance they receive in a HACC MDS collection The HACC MDS only describes those activities of a HACC funded agency that are directly related or attributable to identifiable persons who receive HACC funded assistance from the agency As such the HACC MDS does not describe all activities of a HACC funded agency Nor is it assumed that the service activities reported in a HACC MDS collection by an agency accounts for all expenditure of HACC funds by the agency Who is a HACC client for MDS purposes Care recipients and carers The HACC MDS v2 0 records information about those people who receive HACC funded assistance from your Agency their circumstances details of people who may be looking after them and the types and level of assistance provided to them Most people receiving HACC assistance will be frail aged or people with a disability They are called care recipients in some of the elements Some of these care recipients will have people who look after them if the care provided is unpaid regular and sustained these people are called carers Some carers will be receiving HACC assistance to support them in their caring role other carers will not be receiving services themselves In Version 2 0 of the HACC MDS information about the care recipient and their carer if they have one is recorded on the same client record For the purposes of MDS v2 0 reporting the care recipient and their carer is the client receivi
170. ighlights any coding changes reporting changes and new CHANGES elements included in the HACC MDS since the previous User Guide Version 1 6 Reporting this element e The section provides general information on the data element e lt includes key advice and steps to be used in recording and reporting the HACC MDS information e lt tells you how to use each element and how to collect the information when talking with clients Code Description e A list of the codes to be used for the described data element Take care if there is an indicated change Code e There is also particular information to assist in coding et Cross reference to the full description in the Data Dictionar Data Dictionary section j Part 1 Guide for use Page 15 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Data collection details A Information about the care recipient personal details First given name Definition First given name is the care recipient s first name that precedes the family name surname Recording this element It is important to record the person s name accurately as selected letters are used to form the element Letters of name Letters of name together with Date of birth and Sex enable statistical linkage Only the Letters of name is reported to protect the person s privacy Although a client may have a preferred name or nickname the First given name is the first formal person
171. imary type of assistance received Amount of assistance received time Service delivery setting and Funding source category Is related to the data element concept HACC service event Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 215 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Total assistance with goods and equipment received Admin status Reporting status CURRENT Date 01 07 2005 REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DERIVED DATA ELEMENT The goods and equipment provided by purchase or loan to the person by a HACC agency during a reporting period This item allows the agencies to calculate and report the total amount of each category of goods equipment received by a client during a HACC MDS reporting period Agencies are required to report a total for each category of goods equipment Information about the types of goods and equipment provided to clients by HACC funded agencies facilitates interstate and cross regional comparisons of HACC service provision and comparisons between different client sub populations To a limited extent this data element also provides information about the outcome associated with using HACC funding to help meet the needs of a client Future developments in t
172. in relation to the reporting requirements for the data element Possible values are SUPPORTING DATA REQUIREMENT SUPPORTING AND REPORTING DATA REQUIREMENT and REPORTING DATA REQUIREMENT This data element attribute draws a distinction between data that are not required to be reported but need to be recorded in order to support the reporting of other data elements SUPPORTING DATA REQUIREMENT data that are derived from other data elements for reporting purposes REPORTING DATA REQUIREMENT and data that need to be recorded in order to support the specific reporting requirements of the same data e g most recent record of the data element SUPPORTING AND REPORTING DATA REQUIREMENT See Section 2 1 1 for further comment Identifying and definitional attributes Name Data element type Definition Context Part 2 Data Dictionary A single or multi word designation assigned to a data element This appears in the heading for each unique data definition in the Dictionary A data element may be either a a DATA CONCEPT a concept which can be represented in the form of a data element described independently of any particular representation For example HACC client HACC service event and Carer b a DATA ELEMENT a unit of data for which the definition identification representational and permissible values are specified by means of a set of attributes For example Sex Date of birth and Age
173. inal or Torres Strait Islander origin The ABS recommends collection of responses in tick boxes e g No Yes Aboriginal Yes Torres Strait Islander Persons of both Aboriginal and Torres Strait Islander origin are to be instructed to tick both boxes enabling the responses to be appropriately coded Responses to this question should not be based on the perceptions of anyone other than the client or their advocate This data element is required for reporting in the HACC MDS collection Non Indigenous status should not be taken as default in the presence of no other evidence Is related to the data elements Country of birth and Main language spoken at home Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary Australian Bureau of Statistics Interim Standard for Statistics on Indigenous status ABS Directory of concepts and standards for social labour and demographic statistics 1995 National Community Services Data Dictionary Version 3 0 2005 Australian Bureau of Statistics National Community Services Data Committee Some HACC service providers may find it difficult to ask a question about a person s indigenous status Furthermore some Indigenous persons may be reluctant to answer a question about their Indigenous status because previous experience has led them to believe that identifying as an Indigenous person may disadvantage them Without assist
174. ine with the request that agencies assess and update the information they have about a person s Australian State Territory identifier at the beginning of each HACC service episode as well as at subsequent assessments re assessments within any given HACC service episode Is related to the data elements Suburb town lcality name Postcode and Date of last update Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary National Community Services Data Dictionary Version 1 0 1998 Australian Bureau of Statistics Australian Standard Geographic Classification ASGC Australian Bureau of Statistics National Localities Index National Community Services Data Committee Australian Bureau of Statistics The HACC MDS Version 2 0 does not include all data elements for full Address information A complete implementation of Address including the related data elements is currently under development in co ordination with Standards Australia ABS the National Health Data Committee and the National Community Services Data Committee Once national standards are developed the HACC MDS will take these standards into account for future versions of the HACC MDS Page 112 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer Admin status CURRENT Date 01 07 2005 Identifying and definitional attributes Data element type Definition Context D
175. ing and Carers to record aids and appliances used by survey respondents Part 2 Data Dictionary Page 228 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Appendix D National Steering Committee HACC MDS Project Alison Killen Director HACC Outcomes Section Australian Government Department of Health and Ageing Gilian Lee Assistant Director HACC Outcomes Section Australian Government Department of Health and Ageing Odette Pagan Queensland Health Therese Gehrig ACT Health Rita McPhail Department for Families and Communities South Australia Matthew Ravenscroft Department of Health Western Australia Part 2 Data Dictionary Page 229 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Appendix E Adoption of ISO IEC 11179 based standards Data element attributes Admin Status Reporting status The operational status TRIAL CURRENT SUPERSEDED of the data element or data element concept and the date from which this status is effective All data elements in Version 1 0 of the HACC Data Dictionary have a status of TRIAL and an Admin Status date of 1 July 1998 As data element definitions are reviewed and revised their administrative status may change TRIAL status indicates that the data element is subject to trialing or pilot testing before full endorsement is given i e before it becomes CURRENT The functional status of the data element
176. ion and room for wheelchair etc Other Goods e Includes any goods and equipment not included in the categories Equipment apoye See Assistance with goods and equipment received on page 109 See Total assistance with goods and equipment received on page Data Dictionary 216 See Appendix C page 227 for examples of items of equipment in each category Part 1 Guide for use Page 76 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Part 2 Data Dictionary v2 0 Part 2 Data Dictionary Page 77 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Introduction to HACC Data Dictionary v2 0 Background The HACC Program provides a comprehensive range of basic maintenance and support services for frail aged people people with a disability and their carers so they can remain in the community In response to a number of reviews of the HACC Program in which the need for improved data collection within the Program was identified developmental work on a National HACC Minimum Data Set MDS commenced in 1997 Collection of the HACC MDS Version 1 was initiated in January 2001 following extensive consultations and pilot testing A formal evaluation of the HACC MDS v 1 0 was commissioned by the HACC Outcomes Section Commonwealth Department of Health and Ageing in December 2002 and completed in May 2003 This evaluation was designed to establish the extent to which the MDS was meetin
177. ipient the agency would record Code 4 Daughter in law If the agency s client was the daughter in law i e the carer who was receiving assistance to help her care for her mother in law the agency would again record Code 4 Daughter in law for the data element If a person has more than one carer eg a spouse and a son the coding response to Relationship of Carer to care recipient should relate to the carer who provides the most significant care and assistance related to the person s capacity to remain living at home The expressed views of the client and or their carer or significant other should be used as the basis for determining which carer should be considered to be the primary or principal Carer in this regard Code 1 includes defacto and same sex partnerships A value should be present in this data element in any client record with a value of 1 in Carer existence of The agency should record this data element at the beginning of each HACC service episode for any client who has a carer i e Carer existence of code 1 The agency should also assess the currency of this information at subsequent assessments re assessments within a HACC service episode and should update the agency s record of the Carer for more than one person if necessary This data element is required for reporting within the HACC MDS collection for any HACC client who has a carer i e Carer existence of code 1 Agencies are required to r
178. irectly but which are calculated or derived from other information specified for collection by HACC agencies in order to meet HACC MDS reporting requirements The 6 derived data elements included within the HACC Data Dictionary are reporting data requirements only Part 2 Data Dictionary Page 87 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Box 2 1 Data elements by data type alphabetical Data element concepts Carer HACC service episode HACC agency HACC service event HACC client Record linkage Data elements supporting and reporting data requirements Accommodation setting Functional status Additional functional status items Government pension benefit status Australian State Territory identifier Indigenous status Carer existence of Living arrangements Carer for more than one person Main language spoken at home Carer residency status Main reason for cessation of services Country of birth Postcode Date of birth Relationship of Carer to care recipient Date of entry into HACC service episode Sex Date of exit from HACC service episode Source of referral DVA card status Statistical linkage key information missing flag Date of birth estimate flag Suburb town locality name Data elements supporting data requirements Amount of assistance received cost Family name surname Amount of assistance received quantity First given name Amount of assistance received time Funding source Assistance with good
179. istance received quantity For nursing care allied health care and meals agencies will be required to report total amounts of assistance received in the following format e Nursing care received at home e Nursing care received at centre other e Allied health care received at home e Allied health care received at centre other e Meals received at home e Meals received at centre other Is used in the derivation of the data elements Total amount of type of assistance received time and Total amount of type of assistance received quantity Is used in conjunction with the data elements Date of receipt of assistance Primary type of assistance received Amount of assistance received time Amount of assistance received quantity and Funding source category Is related to the data element Accommodation setting Is related to the data element concept HACC service event Page 196 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments The classification for Service delivery setting in the HACC MDS can be partially mapped to the National Classification of Community Services NCCS by reference to the data element Accommodation setting For service delivery events received by a client at home cross referencing to the data element Accommodation setting provides sufficient informatio
180. istical linkage key information missing flag cccccccesceceetcesseeeseneeceeeeecseaeeseeecenseetsenstsaees 54 So rceofreteral s rarei ia e aa aaa a aaa aaa aiaa a aE ada 55 Date of entry into HACC service episode ccccscceeseeceenceceneeeesseeeeneeceneeeeseaseseneececeeecseneteaaees 57 Date of last UDO AC n ean a aa a a a aaa a a doteyedendeai cess da dearedetees 58 Date of exit from HACC service episode cccceecceesseceeeeecenetesaeeseneecedeeesaneseneecesaeesenneeenaees 59 Main reason for cessation Of Services ssccccececeeececeneeeeeeceeneecueetsaaeecseneeceaeessnaeeeeneerenesesnaees 60 Part 1 Guide for use Page ii HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 E Information about the assistance Provided ccccccsssssseeeeeeeeeeeeeeeeeeeeeeeees 62 How to record and report amount Of ASSISTANCE received sccccccesseecesesseeeeeseeeeesseaseeseensaes 63 Total amount of type of assistance received time 2 cccccccceereeesseceeeeceneeeceestseseecenetersnnenenes 65 Total amount of type of assistance received quantity ccsccccssceeneceeeessteseeeneecseetetsnnetenes 72 Total amount of type of assistance received COSt 2 cccscceceecceesseceeeecenetecsneteneeecseetessineteaes 74 PART 2 77 Introduction to HACC Data Dictionary v2 0 78 BaCkQrounn sissiisiecsccciiccesssstcneecwvecseesvianadecssecwcesveeensuaussaneesesasveesnsesevecdversavereudaoeasaus 78 Objec
181. it is a different name to that normally used If so use their temporary public name if there is no alternative Do what is best in the circumstances to respect the person s situation Data Dictionary See First given name on page 142 Part 1 Guide for use Page 16 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Family name surname Definition The care recipient s Family name or surname is the part of the name which says which family they belong to Recording this element It is important to record the person s name accurately as selected letters are used to form the element Letters of name Letters of name together with Date of birth and Sex enable statistical linkage Only the Letters of name is reported to protect the person s privacy Record the name as it would appear on legal or formal documents e g Aged Pension card Medicare card Birth Certificate Passport or other official documents If required check name spelling with referring agencies Take care with unusual spelling and or unusual names Make sure that you capture the name that the client uses as their Family name surname Take care if your client traditionally places their family name before their given name when writing their full name In Indigenous communities a client may not be able to use their name during a period of mourning You may still be able to use their usual name for the HACC MDS If not use the family nam
182. itional attributes Data element type Definition Context DATA ELEMENT The language reported by the person as the main language spoken by the person in her or his home or most recent private residential setting on a regular basis to communicate with other residents of his or her home and regular visitors Data on Main language spoken at home are regarded as an indicator of active ethnicity and are useful in the study of inter generational language retention The availability of such data will help planners and providers of Home and Community Care services to effectively target the geographic areas or population groups that may require particular assistance in accessing or using HACC services It may also be used for the investigation and development of language services such as interpreter translation services Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Part 2 Data Dictionary Numeric Representational form Code Min 4 Max 4 Representational layout _NNNN The Australian Standard Classification of Languages ABS Catalogue No 1267 0 1997 See Appendix B for listing of codes For persons living in non private dwellings such as group houses boarding houses hostels etc this data element should be used to record the person s language of greatest competence i e preferred language Code 9999 Not stated inad
183. ived by the client through the provision of the indirect assistance The amount of assistance received by the client should be recorded for each HACC service event that is for each occasion on which the client receives HACC funded assistance from the agency Where the client receives more than one service delivery event on the same day the agency should separately record each service delivery event and the relevant amount of assistance against the same date For occasions of service delivery involving the receipt of meals the amount quantity should be recorded in conjunction with the service delivery setting see Service delivery setting That is agencies should be able to distinguish between e Meals received at home and e Meals received at centre other This is to enable agencies to meet the reporting requirements for Meals assistance see Total amount of type of assistance received quantity This data element is not required for reporting in the HACC MDS collection However this data element must be collected in order to report Total amount of type of assistance received quantity as it identifies the amounts that need to be added together by the agency to derive the total amount of each type of assistance received by the client during a reporting period Is used in the derivation of the data element Total amount of type of assistance received quantity Is used in conjunction with the data elements Date of receipt of a
184. iving unit within a retirement village 5 Boarding house private hotel 6 Short term crisis emergency or transitional accommodation facility includes Temporary shelter within an Aboriginal community 7 Supported accommodation or supported living facility includes Domestic scale supported living facility and Supported accommodation facility Page 97 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Guide for use Part 2 Data Dictionary 8 9 10 11 99 Institutional setting Public place temporary shelter Private residence rented from Aboriginal Community Other Not stated inadequately described Record the Accommodation setting in which the person lives while receiving services from the agency If the person routinely receives services from the agency in more than one type of Accommodation setting for example a group house on some days of each week and at the family home on other days of the week the agency should record the type of Accommodation setting for the place in which the person receives services most of the time 1 3 Refer to private residences which include a wide range of dwelling types such as houses flats units caravans mobile homes boats marinas etc These coding options distinguish between different types of tenure associated with the residence that is whether the residence is owned or being purchased by the person or another member of the household or whethe
185. l problems These nine items are to be reported for most care recipients and can be incorporated into the screening and assessment process used in your State or by your agency Each jurisdiction can determine the client group for whom this data element will be reported e Five additional dependency items identifying the care recipient s degree of independence in respect of communication dressing eating toileting and mobility Of these items communication is to be reported if the above nine Part 1 Guide for use Page 11 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 items are reported Jurisdictions can determine whether they report the other items Definitions of primary assistance types The HACC Data Dictionary v2 0 incorporates revised definitions of the assistance types Nursing Social Support Centre Based Day Care Counselling Support Information and Advocacy Assessment and Case Management The assistance type Counselling Support Information and Advocacy has been split into two types Counselling Support Information and Advocacy care recipient and Counselling Support Information and Advocacy carer The assistance type Case Planning Review and Coordination has been revised and renamed Client Care Coordination In addition the counting methodology for Goods and Equipment has been amended to enable the total amount of each category of item to be counted Other new data elements Versio
186. le record i e wherever existence of carer is recorded care recipient details need to be recorded The implementation of the data elements relating to carers recognises that sometimes a care recipient may have more than one person who could be described as their carer In such cases implementing these data elements involves identifying the carer who provides the most significant care and assistance to the care recipient The process of identifying a single person who provides the most significant care and assistance is similar to that used by the Australian Bureau of Statistics in the 1993 Survey of Disability Ageing and Carers to identify principal carers However reliable comparisons of ABS principal carers and carers identified in the HACC MDS cannot be made without the inclusion of additional information in the HACC MDS about the types of assistance needed by care recipients and provided by carers Future developments in the HACC MDS will take this issue into consideration Relational and representational attributes Part 2 Data Dictionary Page 113 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Related data Is related to the data elements Carer existence of Carer residency status Relationship of carer to care recipient Carer for more than one person Country of birth Date of birth Date of birth estimate flag First name Family name surname Indigenous status Main language spoken at h
187. lements for full Address information A complete implementation of Address including the related data elements is currently under development in co ordination with Standards Australia ABS the National Health Data Committee and the National Community Services Data Committee Once national standards are developed the HACC MDS will take these standards into account for future versions of the HACC MDS Part 2 Data Dictionary Page 206 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Total amount of type of assistance received cost Admin status Reporting status CURRENT Date 01 07 2005 REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DERIVED DATA ELEMENT The total amount of each type of assistance received by the person from the agency during the reporting period measured by cost Total amount of type of assistance received cost is one of three data elements which allow agencies to calculate and report total amounts of assistance received by a client during a HACC MDS reporting period Agencies are required to report a separate total for each of the types of assistance provided by the HACC program As no single unit of measurement is appropriate to all types of assistance agencies will be required to report total amounts using a unit of measurement appropriate to the type of assistance This data element relates to the tot
188. llowing data elements Total amount of type of assistance received quantity Total amount of type of assistance received time Total amount of type of assistance received cost Total assistance with goods and equipment received As you can see from the above almost all the elements in the HACC MDS v2 0 are used for every care recipient A core subset of MDS elements are used to record carer details This means that you need to Keep a record for these care recipients and carers Record all the relevant HACC MDS elements for them and Report their information at the end of each collection period Privacy considerations Privacy considerations should be covered by the HACC Confidentiality Statement provided to agencies by their State Territory Government Information collected for the MDS is covered by Australian Government privacy legislation Clients should be informed that some of the information provided to HACC agencies will be sent to the State and Australian governments for planning and statistical purposes This information is de identified before transmission Clients can choose not to have their information included in the MDS Part 1 Guide for use Page 8 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Which assistance types are used Any service you deliver to a care recipient or carer individual that involves some HACC dollars is to be included in the HACC MDS reporting If there are
189. lly the most widely used method for identifying and measuring multicultural phenomena in Australia has been to categorise people as being of Non English Speaking Background NESB A decision was made in May 1996 by a Ministerial Council of the Commonwealth and State governments to discontinue the official use of NESB as a measure of cultural diversity This decision was made following strong criticism of NESB by a House of Representatives Standing Committee on Community Affairs inquiry into migrant access and equity in its report to Parliament A Fair Go For All Report on Migrant Access and Equity The Australian Bureau of Statistics is currently working to develop new and more relevant methods of measuring social cultural and economic disadvantage in Australia s multicultural society The following information is summarised from the ABS Discussion Paper Australian Bureau of Statistics plans to develop and promote statistical standards for the collection of data on cultural diversity in statistical and administrative settings August 1997 The ABS is pursuing a two pronged approach e Akey measure based either on First Language Spoken or Main language spoken at home and e A range of other measures of potential disadvantage based on ABS statistical standards It is intended that the range of measures second approach will be Page 124 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 adopted as part of
190. lly expected perceived dimensions of behaviour associated with males and females masculinity and femininity Although the Australian Bureau of Statistics ABS makes a clear distinction between Sex and gender the ABS considers Sex to be a reliable indicator of gender for those who wish to analyse data in terms of social and economic behaviour ABS surveys only collect data on Sex and the meaning description and use of the concept is generally standard across all ABS data collections The National Health Data Dictionary and the National Community Services Data Dictionary Version 3 0 include an indeterminate category in the classification of this data element to accommodate the classification of some perinatal clients At this stage the HACC Data Dictionary Version 2 0 has not included this coding option Part 2 Data Dictionary Page 199 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Source of referral Admin status CURRENT Date 01 07 2005 Reporting status SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type DATA ELEMENT Definition The individual or organisation that referred the person to the agency Context The inclusion of the data element Source of referral in the Home and Community Care HACC MDS reflects an increasing interest in the patterns of interaction between the HACC program and other related programs and sectors in the health and
191. ls associated with the latest update are taken as the most accurate Dates should be reported as an 8 digit number in the following format dd mm yyyy e g 1st July 2005 is reported as 01 07 2005 Agencies are advised to check their client s details and update if necessary when undertaking an assessment or re assessment of their situation and needs Date of last update should be updated whenever assessment as a primary service type is recorded However recording Date of last update is not dependent on an assessment under primary service type being recorded Review and updating of information about the client or their circumstances can occur without assessment as a primary service type being recorded Only the latest update is to be reported at the end of a Collection period For reporting purposes it does not matter if the latest update occurred during the current Collection period or previously Data Dictionary See Date of last update on page 134 Part 1 Guide for use Page 58 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of exit from HACC service episode Definition The Date of exit from HACC service episode identifies the date on which the client stopped receiving HACC funded assistance NEAWELEVENT Previously agencies were not required to report this element Reporting this element Dates should be reported as an 8 digit number in the following format dd mm yyyy e g 1st July 2005
192. luster of data elements specified in the Data Domain see above This data element is required for reporting in the HACC MDS collection In Version 2 0 of the HACC MDS the only type of assistance measured in cost is e Home modification The agency should calculate the total amount of Home Modification received by the person by adding together the costs of all HACC funded Home Modifications received by the client during the reporting period Where the client has received no assistance with Home Modifications within the reporting period the agency should report the total amount as zero The agency should calculate and report the total cost of Home Modifications received by the client during the reporting period regardless of whether or not the person remains a client of the agency at the end of the reporting period Is derived from the data elements Date of receipt of assistance Primary type of assistance received Amount of assistance received cost and Funding source category Is related to the data element concept HACC service event Page 208 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 209 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Total amount of type of assistance received quantity
193. ly if the client has no other accommodation Supported accommodation or supported living facility Includes domestic scale supported living facilities and supported accommodation facilities Also use this code for people living in retirement villages and receiving care services Institutional setting Includes residential aged care facilities hostels and nursing homes and psychiatric mental health community care facilities Public place temporary shelter Private residence rented from an Aboriginal Community Other Use this code if the client s accommodation setting does not fit into any of the above Also use this code for client s living in an extended care rehabilitation facility a palliative care facility nospice or a hospital Not stated inadequately described Only use this code if it is not possible to find out the client s accommodation type Data Dictionary See Accommodation setting on page 97 Part 1 Guide for use Page 26 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Government pension benefit status Definition Government pension benefit records if the care recipient receives a pension or other benefit from the Australian Government Reporting this element If the person receives several forms of Australian Government support record the main one If the person has several forms of income one of which is an Australian Government pension or benefit then still record the relevan
194. m National MDS User Guide Version 2 0 Update 2 01 January 2006 Total amount of type of assistance received time Definition This data element indicates the total amount of HACC funded assistance received by a client during a reporting period for each of the types of assistance that are measured by time There are revised definitions for Nursing Social Support Centre Based Day Care Counselling Support Information and Advocacy Assessment Case Management and Care DEANTICNCHANGES Planning Review and Coordination now called Client Care Coordination Counselling Support Information and Advocacy are split into care recipient and carer assistance types Reporting this element For each reporting period you will need to calculate a total for each of the types of assistance listed below that have been measured in hours and minutes Some software systems may record time as hours and fraction of hours Record how much of the assistance types measured by time provided to a client ona given occasion of service Record the amount in hours and minutes or fraction of an hour on each occasion It is a good idea to record amounts of such assistance as accurately as possible or in multiples of 5 minutes If possible use a work sheet or tally sheet This helps you to note down the date of each assistance event to the client and to write down how long you were with the client At reporting time the total of the recorded duration
195. m the client as well other relevant sources e g carer s family and service providers In assessing capability take into account not only physical function but also cognition such as problems caused by dementia or an intellectual disability and behaviour such as unpredictable or challenging behaviour Clients able to complete a task with verbal prompting should not be rated as independent and therefore should be rated as a 2 Rate the person s functional status with current aids and appliances in place Record Code 9 for unanswered items Please note that this data element is not meant to limit the screening and assessment tools used by agencies except to the extent that the nine items which are required for MDS reporting will need to be incorporated into the tools used It is recommended that the care recipient s functional status be rated at the start of a service episode either at intake or following initial assessment and reassessed when the client s circumstances change or when there is some reason to believe the person s need for assistance has changed Note that some jurisdictions may use a different 3 level coding system for this element Part 1 Guide for use Page 36 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Activity Guide to reporting Code Communication Ask the person Do you ever need help to communicate to understand or be understood by others No
196. main Guide for use Verification rules Collection methods Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 1 Representational layout N 1 New South Wales 2 Victoria 3 Queensland 4 South Australia 5 Western Australia 6 Tasmania 7 Northern Territory 8 Australian Capital Territory 9 Other territories Cocos Keeling Islands Christmas Island and Jervis Bay Territory The State Territory of the person s geographic location should be assigned using the 1 digit codes from the Australian Standard Geographic Classification listed above This data element should be recorded for all HACC care recipients at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments re assessments within any given HACC service episode and should update the agency s record of the person s Australian State Territory identifier if necessary Page 111 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Reporting requirements Related data This data element is required for reporting in the HACC MDS for the care recipient Agencies are required to report the most recent Australian state territory identifier that the agency has recorded for the person The Australian state territory identifier reported will be considered to be at least as recent as the Date of last update reported for the client This is in l
197. n It also includes more comprehensive assessments of a person s need for assistance and capacity to undertake tasks of daily living as well as Occupational Health and Safety OH amp S assessments undertaken by the agency in relation to service delivery Not all these activities are necessarily undertaken face to face with the client While most agencies will undertake some form of assessments the extent and nature of assessment activities will vary from agency to agency and across different agency types For example while a community nursing agency may undertake a full comprehensive assessment of all clients a transport meals or home modification agency may assess a client only in terms of basic information needed for the delivery of that service e g client details what does the client require from the agency special needs etc Within the HACC MDS assessments associated with client intake are considered to be a critical data collection point in terms of recording basic information about the client s characteristics and circumstances i e Date of birth Sex Main language spoken at home Carer existence of Accommodation setting etc Subsequent assessments and reassessments undertaken by the agency are also considered a critical opportunity for agencies to assess the currency of the information they have recorded about the client and to update this where necessary Client care coordination focuses on coordination activities
198. n It also includes more comprehensive assessments of a person s need for assistance and is not merely the initial registration and associated administrative procedures Not all these activities are necessarily undertaken face to face It is a good idea to record as much of the HACC MDS data as possible during assessment Assessments associated with client intake are considered to be a critical data collection point in terms of recording basic information about the client s characteristics and circumstances i e Date of birth Sex Main language spoken at home Carer existence of Accommodation setting etc Subsequent assessments and reassessments undertaken by the agency are also considered a critical opportunity for agencies to assess the currency of the information they have recorded about the client and to update this where necessary Any time assessment activity is undertaken on behalf of the client the Date of last update should be changed to reflect this work Part 1 Guide for use Page 67 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Assistance Description and guide to reporting type Centre based Centre based day care refers to assistance provided to the client to day care attend participate in group activities and is conducted in a centre based setting It includes group excursions activities conducted by centre staff but held away from the centre Centre based Day Care includes
199. n about the client s home to enable mapping to the NCCS Part 2 Data Dictionary Page 197 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Sex Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The biological sex of the person The Sex of the person is required for demographic analyses of care recipient and carer patterns of service utilisation in the HACC program The Sex of the person is also used in conjunction with the person s Letters of name and Date of birth for Record linkage purposes Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Reporting requirements Related data Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 1 Representational layout N 1 Male 2 Female 9 Not stated inadequately described Coding for this data element is based on the biological distinction between male and female Where uncertainty exists about the Sex of the person eg for transvestites or transsexuals the Sex to be recorded is to be based on the sex nominated by the person themselves or on the observations judgement of the interviewer Although this may lead to some error it is considered preferable to any offence that may b
200. n 2 0 of the HACC Data Dictionary Part 2 Data Dictionary Page 93 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Event Person event HACC service episode Environment event Source of referral Community family event Date bentyl HAGE service episode Economic transaction event Health and welfare service event Referral event Date of last update Assessment of eligibility for service event Entry into service event 2 HACC service event Date of receipt of assistance Primary type of assistance received Funding source category Amount of assistance received time Amount of assistance received quantity Amount of assistance received cost Assistance with goods and equipment received Case management event Leave from service event Exit discharge from service event Determination of legal status Other health and welfare service event Date of exit from HACC service episode Main reason for cessation of services Other event a Shaded boxes represent entities that have no related data elements in Version 2 0 of the HACC Data Dictionary Part 2 Data Dictionary Page 94 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Total amount of type of assistance received time Total amount of type of assistance received quantity Total amount of type of assistance received cost Total assistance with goods and equipment received Shaded
201. n 2 0 of the HACC Data Dictionary introduces a further five new data elements Date of birth estimate flag Statistical linkage key information missing flag DVA card status Date of entry into HACC service episode and Date of exit from HACC service episode These new data elements are fully described in this Guide Other changes to coding and definitions of data elements Version 2 0 also incorporates changes to codes and definitions in a number of data elements These changes have been designed to bring the HACC MDS in line with the National Community Services Data Dictionary Version 3 2004 or in some cases to better meet the needs of HACC providers and program managers A summary of new omitted and revised data elements in HACC MDS v2 0 is provided in the following table In the guide to using the individual data elements provided later in this document the changes from the previous User Guide v1 6 are flagged with each entry Part 1 Guide for use Page 12 Changes in HACC MDS v2 0 MDS v1 6 Reason for HACC client status Accommodation setting after cessation of service First given name Family name surname Date of birth Sex Country of birth Living arrangements Government pension benefit status Suburb town locality Postcode Carer existence of Carer residency status Total amount of type of assistance received time Total amount of type of assistance received quantity Total amount of type of assis
202. n Planning process continue to play an important role in the monitoring and management of the HACC program Future developments in the HACC MDS may include more information about the agency itself eg staffing volunteers hours of opening etc and about services provided to clients who are not individual persons e g other organisations or groups Page 156 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Relational attributes Related data Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 157 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 HACC client Admin status CURRENT Date 01 07 2005 Identifying and definitional attributes Data element type Definition Context Part 2 Data Dictionary DATA ELEMENT CONCEPT A HACC client is defined as a frail older person or person with a disability receiving HACC funded assistance care recipient or if the person has a carer their carer can be a HACC client if they are receiving HACC services to support them in their caring role In Version 2 0 of the HACC MDS information about the care recipient and their carer if they have one is recorded on the same HACC record For the purposes of MDS v2 0 reporting the care recipient and the carer if there is one are the client receivin
203. n a HACC service event measured by cost The data element Amount of assistance received cost is one of a cluster of data elements that describe a HACC service event or one occasion of service delivery to a client As no single unit of measurement is appropriate to all types of assistance provided by the HACC program agencies will be required to record an amount of assistance using a unit of measurement appropriate to the primary type of assistance provided on each service delivery event Amount of assistance received cost is used in conjunction with Date of receipt of assistance Primary type of assistance received and Funding source category to describe a HACC service event which involves the receipt of a type of assistance which is measured in dollars within the HACC MDS This data element is one of the basic building blocks that will enable HACC agencies to calculate and report the total amounts of HACC funded assistance received by their clients during a HACC MDS reporting period By recording the amount of assistance received on each occasion of service delivery the agency will be able to add up the total amount of each type of assistance received by the client during a HACC MDS reporting period Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Quantitative value Min 1 Max 5 Representational layout Amount in cost
204. n one occasion Agencies are required to report the latest Date of entry into HACC service episode that the agency has recorded for the client The data element Source of referral will be analysed in conjunction with the data element Date of entry into HACC service episode The agency should ensures that the Source of referral reported for the client relates to the beginning of the same HACC service episode as the Date of entry into HACC service episode reported for the client Related data Is related to the data elements Date of receipt of assistance and Funding source category Is supplemented by the data element Source of referral Is used in conjunction with the data element Date of exit from HACC service episode Is related to the data element concept HACC service episode Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Date of entry into HACC service episode is defined in terms of an episode of Part 2 Data Dictionary Page 130 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 assistance funded by the HACC program This is essential in terms of program accountability to provide an indication of the intensity of services provided by the HACC program and the length of stay within the program for HACC clients However because the data generated on length of stay and intensity of service provision is specific to the HACC pro
205. n period then you do not need to report their information Changes from HACC MDS v1 0 HACC MDS v2 0 incorporates a number of significant changes to the MDS data elements and their reporting described in the previous Guidelines to HACC MDS Version No 1 6 April 2004 Part 1 Guide for use Page 10 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Recording care recipient and carer details In HACC MDS v1 0 the person s status as a care recipient or carer was identified through the data element Reason for HACC client status In those circumstances where the person was receiving HACC services to support their role as a carer information about the carer was recorded on a separate record to that recording the care recipient details In HACC MDS v2 0 information on carers is always recorded with information on the care recipient as part of acommon record i e wherever existence of carer is recorded care recipient details need to be recorded As a consequence of this change the data element Reason for HACC client status has been omitted from MDS v2 0 HACC MDS v2 0 collects full demographic and circumstance data for the care recipient and a core set of elements for the carer Both care recipient and carer data is recorded on the same HACC MDS record If the care recipient has more than one person who can be described as their carer only record the details of the person who provides the most significant care an
206. name of the geographic area in which the person lives In conjunction with the data element Postcode the data element Suburb town locality name is included in the HACC MDS as an alternative means of reporting information about the geographic location of the residence of a HACC client The preferred standard for reporting this information is by using a statistical local area SLA in conjunction with a state territory code see Australian state territory identifier However as some HACC agencies may have difficulty allocating SLA codes to the residential locations of their clients without more computerised assistance than is currently available to them agencies are given the option of reporting this information by using the lesser standard of Postcode plus Suburb town locality name Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Reporting requirements Part 2 Data Dictionary Alphabetic Representational form Text Min 1 Max 40 Representational layout AAAAA The agency should record the name of the suburb or town city or locality in which the person lives while receiving services from the agency A Suburb Town Locality may be a town city suburb or commonly used location name such as a large agricultural property or Aboriginal community The Australian Bureau of Statistics has suggested that a maximum field length of 40 characters sh
207. ncluded in Version 2 0 The concept of client in Version 2 0 is limited to an individual care recipient or care recipient and carer who receive HACC funded assistance Other types of clients which exist within the HACC field such as organizations are not within the scope of Version 2 0 of the HACC MDS For example assistance provided by one agency to another agency i e organisational clients with Part 2 Data Dictionary Page 83 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 training or service development is not included Assistance provided by HACC agencies to groups of people i e group clients where the individual clients are anonymous is similarly not reported e Some assistance provided to individual clients is also excluded where the requirement to record and report on these clients in the HACC MDS collection would be inappropriate In particular assistance provided to anonymous clients such as those that access ad hoc assistance from a telephone based information advice and referral agency is not included as it would be intrusive and inappropriate to expect such clients to provide the range of personal information contained within the MDS This exception does not apply to agencies such as those providing meals transport or home modification and maintenance which provide assistance to known individual clients but which may have only recorded minimal client details to date e Finall
208. ncy s record if necessary Reporting This data element is required for reporting in the HACC MDS collection requirements in those circumstances where a where a carer has been identified i e Carer existence of code 1 If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 9 Not stated inadequately described Related data Is related to the data elements Carer residency status Relationship of carer to care recipient and Date of last update Is related to the data element concept Carer Administrative attributes Source document Developed for the HACC Data Dictionary Version 2 0 2005 Part 2 Data Dictionary Page 118 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Source organisation Comments This element is collected in the NRCP MDS Part 2 Data Dictionary Page 119 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer residency status Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT Whether or not the Carer lives with the person for whom they care The data element Carer residency status helps to establish a profile of the characteristics of informal carers assisted either directly or indirectly by the HAC
209. ndergone an assessment or the same type of assessment before entering a HACC service episode At times a client may receive services from an agency on the basis of a referral from an established source with which the agency has well developed referral protocols At other times a client who has been previously assisted by the agency may begin to receive services again without undergoing the same level of assessment on entry into a subsequent HACC service episode Non standardised procedures are a characteristic of the HACC program that allows for variations appropriate to the very diverse and complex nature of HACC service provision and the circumstances of individual clients Thus the HACC MDS has not assumed that any standard sequence of events applies to all HACC service episodes Page 160 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Rather the definition of a HACC service episode allows for the receipt of any of the types of assistance specified in the data element Primary type of assistance received to serve as a trigger for the beginning of a HACC service episode That is the service activity associated with the beginning of a HACC service episode i e the first HACC service event will vary across agencies For many agencies the beginning of a HACC service episode will involve Assessment or Client care coordination for others the beginning of the HACC service episode will involve the provision of an
210. ndertaking it themselves In rating an item that is irrelevant for example the person has no shops in the vicinity or does not use any medication base the rating on what the person would be capable of doing if the item was relevant to their situation In assessing capability take into account not only physical function but also cognition such as problems caused by dementia or an intellectual disability and behaviour such as unpredictable or challenging behaviour Clients able to complete a task with verbal prompting should not be rated as independent and therefore should be rated as a 2 Rate the person s functional status with current aids and appliances in place For item 6 walking clients who are in a wheelchair should be rated as 2 if they are independent including corners etc or 1 if they are not wheelchair independent Items 1 5 are not relevant to children or adolescents Questions about the last two items on memory and behaviour should not be asked directly of the client Ratings on these items should be based on other available information including interview observation of the person client notes referral letter and information from carer s friends relatives and referring agencies Record Code 9 for unanswered items Code Housework Ask the client Can you do your housework Without help can clean floors etc 3 With some help can do light housework but need help with 2 heavy housework
211. ne to one basis It also includes professional support to individual clients in accessing and using general community services advocacy and one to one training or advice given to the client to assist them to cope with their situation as well as the provision of information e g other services available in the area Counselling Support Information and Advocacy Carer refers to assistance with understanding and managing situations behaviours and relationships associated with the caring role including advocacy and the provision of advice information and training Counselling Support Information and Advocacy includes a number of supportive services to help clients and carers deal with their situation normally provided on a one to one basis They are typically provided as one on one counselling advice and information but can be provided in a group setting Counselling Support Information and Advocacy includes dementia support and counselling and carer support and counselling It also includes professional support to carers in accessing and using general community services advocacy Record a counselling support information advocacy type of assistance whether it was conducted one on one or in a group setting for the benefit of a single named client This type of assistance does not include e group activities conducted by a HACC agency where individual client records are not routinely kept e education information or training pr
212. ng 32 Teletext 33 Telephone attachment or adaptation e g answering service flashing light headpiece TTY telephone 34 Writing aids mouthstick writing pad typewriter communication board 35 Computers Kurzweil personal reader communication 36 Speaking aids electrolarynx Aids for reading 37 Contact lenses reading magnifying glasses 38 Braille books items watch 39 Books large print talking cassette recorders players 40 Reading frame page turners reading aids not associated with loss of sight 41 Other reading or sight aids 42 Dwelling modification to aid communication intercom 43 Other aids for communication Medical care aids 44 Breathing pumps oxygen masks ventilator 45 Dialysis machine kidney functioning machines Page 227 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 46 Heart stimulus functioning machines pacemaker 47 Ostomy appliances Stoma appliances excluding colostomy bag 49 Other aids for medical care Car modifications 50 Accelerator brake controls hand car modifications 51 Handles lifter rails ramps car modifications 52 Mirrors steering windows power car modifications 53 Other car modifications automatic transmission room for wheelchair Other goods equipment 54 Other goods equipment NEC Source This code list has been adapted from the code list used by the Australian Bureau of Statistics in the 1993 Survey of Disability Age
213. ng care allied health or delivers a formal meal to an individual Client at a centre will record this under the relevant type of assistance delivered at a centre If an Agency provides transport to from a Centre they will record the transport assistance separately to the centre based day care assistance Any transport provided as part of an excursion or activity within the centre s program will not be counted as a separate transport service If a day centre provides the necessary facilities so that personal care domestic service and other types of assistance can be delivered to the individual Client then an Agency may separately record and report these itemised services for each receiving client Allied health assistance provided to a group of clients at a centre should be recorded as Centre based day care Meals refers to those meals which are prepared and delivered to the client It does not include meals prepared in the client s home It is important to count separately the meals provided to a client at home and the meals provided at a Centre or other setting Separate totals must be reported in this case Other Food Services refers to assistance with the preparation and cooking of a meal in the client s home and the provision of advice on nutrition storage or food preparation It does not cover the delivery of a meal prepared elsewhere Assistance with meal preparation may also be part of Domestic Assistance received by the clien
214. ng of each HACC service episode as well as at subsequent assessments re assessments within a HACC service episode Note that some jurisdictions may use a different 3 level coding system for this element Related data Is related to the data element Date of last update Supplements the data element Functional status Administrative attributes Source document Developed for the HACC Data Dictionary Version 2 0 2005 Source organisation Comments This data element is not meant to limit the screening and assessment tools used by agencies except to the extent that the items reported in the MDS will need to be incorporated into the tools used Part 2 Data Dictionary Page 150 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Funding source category Admin status CURRENT Date 01 07 2005 Reporting status SUPPORTING DATA ELEMENT Identifying and definitional attributes Data element type DATA ELEMENT Definition The source of funding for the delivery of assistance to the person Context The data element Funding source category is one of a cluster of data elements that describe a HACC service event or one occasion of service delivery to a client At this stage of HACC MDS development agencies are not required to report information about individual HACC service events However the HACC MDS is designed to collect information about all clients of a HACC funded agency who have received HACC funded as
215. ng services The care recipient or the carer or both can be receiving HACC services Thus a MDS v2 0 HACC record will consist of information on one of the following Part 1 Guide for use Page 5 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 e A care recipient only person has no carer or e A care recipient and their carer where one or both are receiving HACC funded services This means a record of care recipient and carer details their circumstances and the assistance received from your Agency must be kept and reported for the HACC MDS Which people receiving HACC services are not included in the MDS Persons receiving HACC services but who are not known to the Agency as individuals are not part of the HACC MDS collection For example individuals may be helped anonymously or as if unknown to the Agency This happens when you respond to general telephone enquiries or conduct some advocacy work on behalf of clients in general rather than a specific individual client Individuals may participate in group activities run by your Agency but do so as unknown members of the group This might be an information session such as those run for carers support You may not know who these participants are nor have any details about them recorded These people are not reported on the HACC MDS What information is collected in HACC MDS v2 0 It is important to note that the MDS is not meant to report all the
216. ng will need to be incorporated into the tools used It is recommended that the care recipient s functional status be rated at the start of a service episode either at intake or following initial assessment and reassessed when the client s circumstances change or when there is some reason to believe the person s need for assistance has changed Note that some jurisdictions may use a different 3 level coding system for this element Part 1 Guide for use Page 33 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Activity Housework Transport Shopping Medication Money Walking Part 1 Guide for use Guide to reporting Ask the person Can you do your housework Without help can clean floors etc With some help can do light housework but need help with heavy housework Or are you completely unable to do housework Not stated inadequately described Ask the person Can you get to places out of walking distance Without help can drive your own car or travel alone on buses or taxis With some help need someone to help you or go with you when travelling Or are you completely unable to travel unless emergency arrangements are made for a specialised vehicle like an ambulance Not stated inadequately described Ask the person Can you go out shopping for groceries or clothes assuming you have transportation Without help taking care of all shopping needs
217. nge Coding change Coding change Coding change Coding change Coding change Coding change Definitional and coding changes Changes to reporting amounts Page 13 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 MDS v1 6 Part 1 Guide for use MDS v2 0 Date of birth estimate flag DVA card status Functional status Additional functional status items Statistical linkage key information missing flag Carer s letters of name Carer s date of birth Carer s date of birth estimate flag Carer s sex Carer s Australian state territory identifier Carer s Suburb town locality Carer s Postcode Carer s country of birth Carer s main language spoken at home Carer s Indigenous status Carer for more than one person Date of entry into HACC service episode Date of exit from HACC service episode Comment New element New element New element New element New element New element New element New element New element New element New element New element New element New element New element New element New element New element Page 14 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Layout of the data elements in the Guide for Use Each page in the Guide for Use section follows a similar structure Name of data element Definition A brief definition of the data element This flag h
218. nt living units in retirement villages should be coded 4 and community psychiatric facilities should be coded 8 Page 98 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Related data This category also includes larger scale supported accommodation facilities providing 24 hour supervision and support services by rostered care workers such as hostels for people with disabilities and government regulated Supported Residential Services Facilities Victoria and South Australia only Aged care hostels should be coded to 8 8 Includes residential aged care facilities hostels and nursing homes and psychiatric mental health community care facilities community care units which provide accommodation and non acute care and support on a temporary basis to people with mental illness or psychosocial disabilities 9 Includes public places such as streets and parks as well as temporary shelters such as bus shelters or camps and accommodation outside legal tenure arrangements such as squats Temporary shelters within an Aboriginal Community should be coded 6 11 Includes all other types of settings This data element should be recorded for all HACC care recipients at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments re assessments within any given HACC servi
219. ntegrity and consistency of data definitions and consequently to the quality and utility of national data definitions Collectively the format describes a set of attributes for data definitions that comprise a set of metadata standards applicable to each data definition Metadata may be defined as data describing the identifying definitional relational and representational attributes of data definitions Australian Institute of Health and Welfare National Community Services Data Dictionary Version 1 0 1998 p A 3 The ISO IEC 11179 is a six part standard consisting of e Part1 Framework for the specification and standardisation of data elements e Part2 Classification of concepts for the identification of domains e Part3 Basic attributes of data elements e Part4 Rules and guidelines for the formulation of data definitions e Part5 Naming and identification principles for data elements e Part6 Registration of data elements The format used in the HACC Data Dictionary Version 2 0 and in the other data dictionaries mentioned above is based largely on Part 3 of the standard Definitions for each of the data element attributes used in the HACC Data Dictionary Version 2 0 are provided at Appendix D Specific mention should be made of some enhancements to the standard set of data element attributes which were developed specifically for the HACC Data Dictionary Version 1 0 and are retained in this version Two additional data element attribute
220. ntinuous HACC MDS data recording is continuous and therefore you have to keep an up to date record on each client and the assistance provided to them It is important to record the services which have actually been delivered not the planned assistance events The information which describes the client and their situation does not change very often So e Record this information when you assess the care recipient and their carer if they have one e Check it when you review re assess their situation and e Update it if you know their situation has changed in some way The information that indicates what assistance the client has received is recorded each time the client is helped The client may receive help daily weekly or just now and then However you need to record each occasion of service It is easier to manage if information is entered regularly rather than at the end of the week or reporting period HACC MDS data reporting is 3 monthly Every three months report the basic care recipient and carer if applicable descriptive information Add up the amounts of assistance that has been provided to give you a total for each assistance type You will prepare a data record for each known care recipient or care recipient and carer included in the HACC MDS who has received any HACC funded assistance in the reporting period If you have continuing clients on your files that have not had any assistance during the 3 month collectio
221. nuary 2006 Verification rules Collection methods Reporting requirements Related data Part 2 Data Dictionary Date of receipt of assistance allows agencies to select service delivery events that were provided within the HACC MDS reporting period Primary type of assistance received allows agencies to identify service delivery events that relate to the same type of assistance in this instance Home Modification Amount of assistance received cost indicates the amount of assistance in cost that was received by the person on each occasion of service delivery Service delivery setting allows agencies to separately identify meals provided to a person at home and those provided at a centre or other setting Funding source category allows the agency to include only those service delivery events which were funded either wholly or partially through the HACC program i e HACC service events Each total will have a field length of between 1 and 6 digits The total amount of assistance provided should be reported in whole dollars Where the agency has provided no assistance of a given type to the client within the reporting period the amount of assistance should be reported as zero This data element is derived for reporting purposes only The information required to calculate Total amount by type of assistance received cost should have been recorded by the agency on an ongoing basis during the reporting period using the c
222. o provide the letters of the person s first name which are required for Record linkage purposes see data element Letters of name Related data Is related to the data element concept Record linkage Is used in the derivation of the data element Letters of name Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments No national standards currently exist for appellations Standards Australia is proposing to develop such standards although no time frame for this development is known as yet Part 2 Data Dictionary Page 143 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Functional status Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The extent to which the person is able to perform selected activities of daily living and whether they have memory or behavioural problems Assessment of functional status identifies areas in which a person requires assistance with daily living and quantifies the extent to which the person needs other people to enable them to carry out normal activities of daily living in their home and in the community A common approach to the measurement of dependency is desirable if HACC clients are to receive the services appropriate to their n
223. o the same place Agencies with a client base drawn from two or more neighbouring States Territories need to take particular care to record the client s residence in the correct area The codes listed below are the only accepted values for reporting Australian State Territory identifier under the HACC MDS Take care to only use Code 9 if you are providing assistance to clients in one of the named Other Territories Code Description New South Wales Victoria Queensland South Australia Western Australia Tasmania Northern Territory Australian Capital Territory Other Territories Cocos Keeling Islands Christmas Island and Jervis Bay Territory Data Dictionary See Australian State Territory identifier on page 111 Part 1 Guide for use Page 29 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Suburb town locality Definition Suburb town locality records the geographic area in which the care recipient lives whilst receiving HACC services Reporting this element Agencies are advised to record the name of the suburb town or geographical area in which the client lives whilst receiving assistance from the Agency There is no need to provide an extended response If the client lives in a suburb of a city just record the suburb name e g If the client lives in the suburb of Brighton just record it as Brighton The postcode and state code will indicate if it is the Brig
224. of services states why a client no longer receives help from your agency This element is now a modified combination of the previous Main CCDINGCHANGE reason for cessation of services and Accommodation setting after cessation of services Reporting this element This element should be reported for all clients who stopped receiving services during the current reporting period That is it should be reported for all clients with a recorded Date of exit from HACC service episode Where the client has ceased to receive services for more than one reason the agency should record the main or primary reason for the cessation of service You may have a client who receives several short periods of assistance from your Agency and at the end of each assistance period they are discharged If this occurs several times within the collection period then report Main reason for cessation of services for the last such period of assistance Code Description Client no longer needs assistance improved status Use this code if the client is able to manage without any formal assistance e g they are managing on their own or with the help of informal carers family or friends or only needed temporary assistance Client no longer needs assistance from agency improved status Use this code if the client no longer needs assistance from your agency but does need some formal assistance from another agency For example a person s condition has impr
225. om management a formally identified agency worker case manager or care coordinator who coordinates the planning and delivery of a suite of services to the individual client Where service delivery involves more than one agency only the activities of the agreed case manager should be recorded against this type of assistance Case Management is generally targeted on clients with complex needs It may be short term or ongoing A client receiving case management will be receiving multiple services typically from more than one agency The case manager will carry out the same range of activities as the care coordinator implementing the care plan liaison with service providers in the same or another agency dealing with the same client advocacy to ensure that the client has access to the range of services required and monitoring and reviewing the care plan or service plan The additional key elements of Case Management are Arranging additional services needed by the client by means of brokerage purchase of services or maintenance of effort agreements between agencies organising case conferences if needed actively monitoring for any change of client or carer circumstances advocacy and casework particularly where there is social isolation cognitive impairment or carer stress and liaison with other non HACC services involved with the client such as the GP Part 1 Guide for use Page 69 HACC Program National MDS User Gu
226. ome and Sex Administrative attributes Source document National Community Services Data Dictionary Version 1 0 1998 Source organisation National Community Services Data Committee Comments Part 2 Data Dictionary Page 114 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer existence of Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT Whether someone such as a family member friend or neighbour has been identified as providing regular and sustained care and assistance to the person without payment other than a pension or benefit Recent years have witnessed a growing recognition of the critical role that informal support networks play in caring for frail older people and younger people with disabilities within the community Not only are informal carers responsible for maintaining people with often high levels of functional dependence within the community but the absence of an informal carer has been identified as a significant risk factor contributing to institutionalisation among the HACC target population Increasing interest in the needs of carers and the role they play has prompted greater interest in collecting more reliable and detailed information about carers and the relationship between informal care and the provision of
227. onary Version 1 0 in May 1998 as a result of additional feedback from pilot testing and other considerations relating to the internal structuring of the MDS collection The service activity list incorporated some distinctions in the setting of the receipt of service where this was considered of significance to program management information needs and where such reporting was not considered to place an undue burden on service providers The types of assistance contained in this data element are mappable to the National Classification of Community Services NCCS Version 1 0 with the exception of Allied Health Care The inclusion of Allied Health Care in the NCCS is under development by the National Community Service Data Committee for the next version of the NCCS The principles underpinning the data element Primary type of assistance received are also consistent with those underpinning the NCCS Both classifications follow the rule of nominating the primary activity and both exclude general administrative activity from the classification At this stage of HACC MDS development the definition of a HACC client is limited to individual persons That is it does not include other types of clients of HACC agencies such as other organisations or groups of persons Some HACC funded agencies are specifically funded to provide services such as training and service development support or to conduct support groups These agencies are not required to report in
228. oner community based Excludes referrals from GPs or medical practitioners in a hospital use code 6 for these referrals Aged Care Assessment Team Community nursing or health service Hospital Excludes referrals from psychiatric hospitals or specialist psychiatric wards or hospitals within hospitals use code 7 for these Psychiatric mental health service or facility This code includes psychiatric hospitals and psychiatric wards and facilities within hospitals as well as community based mental health services and community care units for people with mental illness and psychosocial difficulties Extended care rehabilitation facility Palliative care facility hospice Includes services and facilities specifically structured to provide palliative care in either community or institutional settings Residential aged care facility Aboriginal health service Other medical health service Other community based service Includes referrals from schools Law enforcement agency Includes referrals from police and other law enforcement agencies Other Use this code if the source of referral does not fit into any of the categories listed above Not stated inadequately described Only use this code if it is not possible to find out the source of referral Part 1 Guide for use Page 55 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Data Dictionary See Source of referral on page 200 Part 1 Guide fo
229. ontext Date of birth is one component of the statistical linkage key used to statistically reduce multiple counting of service users across service types and reporting periods Date of birth is also used to generate service users ages Reporting that a date of birth is estimated makes it possible to reduce underestimation of total service user numbers and overestimation of service users ages Relational and representational attributes Data type Numeric Representational form Code Field size Min 1 Max 1 Representational layout N Data domain 1 Estimated 2 Not estimated Guide for use If the service user s date of birth has been entered as 01 01 because the exact date of birth was not known then the date estimate flag box should be ticked Collection methods This data element should be reported for the care recipient and their carer if applicable at the beginning of each HACC service episode Reporting This data element is required for reporting within the HACC MDS requirements collection Related data Is used in conjunction with Date of birth Administrative attributes Source document National Community Services Data Dictionary v 3 0 2004 Source organisation Australian Institute of Health and Welfare Comments Part 2 Data Dictionary Page 128 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of entry into HACC service episode Admin status Reporting status
230. oods and equipment received during a reporting period Is used in the derivation of the data element Date of last update Total amount by type of assistance received time Total amount by type of assistance received quantity Total amount of assistance received cost and Total assistance with goods and equipment received Is used in conjunction with the data elements Date of receipt of assistance Amount of assistance received time Amount of assistance received quantity Amount of assistance received cost Assistance with goods and equipment received Service delivery setting and Funding source category Is related to the data element concept HACC service event Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary National Classification of Community Services Version 1 0 1997 Australian Institute of Health and Welfare In determining the list of assistance types and their definitions for HACC MDS V1 the National Steering Committee gave consideration to the Page 188 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Part 2 Data Dictionary recommendations of the National Review of HACC Data Requirements Final Report Brian Elton amp Associates 1996 and to the National Classifications of Community Services Version 1 0 AIHW 1997 Some further changes were made to the list of service activities prior to the release of the HACC Data Dicti
231. orded in its full 4 digit format For days and months with a numeric value of less than 10 agencies should use zeros to ensure that the date contains the required 8 digits For example for a person who received their first HACC funded assistance from the agency on July 1 2005 the Date of entry into HACC service episode should be recorded as 01 07 2005 Generally the Date of entry into HACC service episode is the earliest date on which the care recipient or carer received services for the current service episode Report as follows e For on going clients there is no need to re enter the date the system will use the existing Date of entry into HACC service episode e For new clients in the reporting period report the first Date of receipt of assistance Page 129 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 e For clients who exited from a service episode and entered a new service episode during the same reporting period report the Date of receipt of assistance for the new service episode For any client whose assistance from the agency is fully funded through the HACC program the Date of entry into HACC service episode is the first date on which the person received from the agency any of the types of assistance listed under the data element Primary type of assistance received within a HACC service episode For any client whose assistance from the agency is not fully funded through the HACC program i e
232. orn hacc home and community care A JOINT COMMONWEALTH AND STATE TERRITORY PROGRAM PROVIDING FUNDING AND ASSISTANCE FOR AUSTRALIANS IN NEED Home and Community Care Program National Minimum Data Set USER GUIDE Version 2 0 1 January 2006 Update 2 01 Australian Government Department of Health and Ageing Australian Government 2006 This work is copyright Apart from any use permitted under the Copyright Act 1968 no part may be reproduced by any process without written permission Requests and enquiries concerning reproduction rights should be directed to the Home and Community Care Program Community Care Branch Ageing and Aged Care Division Australian Government Department of Health and Ageing HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Table of Contents PART 1 1 Introduction 3 Background s ssassninnsiinnianisanniana anaiari anaana aaia aaa aaia 3 Objectives of the HACC Minimum Data Set cssseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneees 3 Purpose and structure of the User Guide ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 3 Overview of HACC MDS v2 0 5 Who needs to complete the HACC MDS cccccccccesseeeeeeeeeeeeeeeeeseeeeeseneeeeeeeeees 5 Who is a HACC client for MDS purpOSeS cccccccceeseeeeeeneeeeeeeeeeeeeeeeseeeeeeeeeeees 5 Care recipients and CALOIS scccesececesccesnsecsencecenetessaesseaeececnsecsnettanassgeaeececanesesaseseseecsenser
233. ot respite but would normally be social support Functional status data elements The HACC MDS Version 2 0 includes data elements specifically related to the care recipient s need for assistance or level of dependency These data elements include e The nine dependency items that comprise the National HACC Functional Screening Instrument This screening instrument comprises items that assess the person s ability to perform selected activities of daily living housework traveling shopping taking medication handling money walking and bathing It also includes two items relating to memory and behavioural problems e Five additional data items to report on the degree of independence with communication dressing eating toileting and mobility The inclusion of these items in the HACC Data Dictionary is specifically to provide dependency data comparable to the proposed 2006 Census questions and data collected by other community programs Definitions of primary assistance types The HACC Data Dictionary v 2 0 incorporates revised definitions of the assistance types Nursing Social Support Centre Based Care Counselling Support Information and Advocacy Assessment Case Planning Review and Coordination now called Client Care Coordination and Case Management The assistance type Counselling Support Information and Advocacy has been split into two types Counselling Support Information and Advocacy care recipient and Counselling Suppor
234. other service activity type eg Meals or Transport While agency policies and practices will impact upon the determination of a HACC service episode to some extent eg different policies for taking clients off the books the basic feature across agencies remain the first and the last HACC service events received by a client within a period of receipt of assistance Establishing greater consistency in the determination of HACC service episodes would require a program level approach to standardising entry and exit procedures across the HACC program Relational attributes Related data Is related to the data element concept HACC service event Is qualified by the data element Funding source category Is derived from the data elements Date of entry into HACC service episode and Date of exit from HACC service episode Is related to the data elements Source of referral and Main reason for cessation of services Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 161 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 HACC service event Admin status CURRENT Date 01 07 2005 Identifying and definitional attributes Data element type Definition Context Part 2 Data Dictionary DATA ELEMENT CONCEPT An instance or occasion of HACC funded assistance received by a HACC clien
235. ould be sufficient to record the vast majority of locality names This data element should be reported for care recipients at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments re assessments within any given HACC service episode and should update the agency s record of the client s Suburb town locality name if necessary The agency should report the most recent Suburb town locality name recorded for the client Information provided by the agency about the client s Suburb town locality name will be considered to be at least as recent as the Date of last update reported for the person This is in line with the request Page 205 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 that agencies assess and update the information they have about a person s Suburb town locality name at the beginning of each HACC service episode as well as at subsequent assessments re assessments within each HACC service episode Related data Is used in conjunction with the data element Postcode Is related to the data elements Australian state territory identifier and Date of last update Note This data element is a lesser standard than Area of Residence Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments The HACC MDS Version 2 0 does not include all data e
236. ould have been recorded by the agency on an ongoing basis during the reporting period using the cluster of data elements specified in the Data Domain see above This data element is required for reporting in the HACC MDS collection The agency is required to report a total amount of assistance received for each of the types of assistance measured by quantity listed below For meals assistance agencies are required to report a total amount received by service setting see Amount of assistance received quantity and Service delivery setting e Meals received at home e Meals received at centre other e Formal linen services e Transport The agency should calculate a separate total for each type of assistance by adding together the amount quantity of HACC funded assistance received by the person on each relevant occasion of service delivery Page 211 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 during the reporting period For example if Mrs Brown received a home delivery of 14 meals each Monday over a period of 8 weeks during February and March then for a reporting period covering January 1 to June 30 the agency would report a total amount of 112 meals received at home i e 14 meals received on 8 separate occasions of service If Mrs Brown had also received other types of assistance measured by quantity during the reporting period the agency would calculate and report totals for these in the
237. out AAAAA name This is collected for the care recipient and carer where a carer exists The agency should record the person s full Family name surname on their information systems The field length for this data element is at the discretion of information system designers This data element should be reported for both care recipients and their carer if applicable at the beginning of each HACC service episode Recording of the person s Family name surname is required in order to support the reporting of selected letters of that name in the HACC MDS collection see data element Letters of name The provision of these selected letters is necessary for the linkage of HACC client records for statistical purposes only As such it is important that agencies have consistent processes for recording names Often people use a variety of names including legal names married maiden names nicknames assumed names traditional names etc Even small differences in recording such as the difference between MacIntosh and McIntosh can make Record linkage impossible To minimise discrepancies in the recording and reporting of name information agencies should ask the person for their full formal First given name and Family name surname These may be different from the name that the person may prefer the agency workers to use in personal dealings Agencies may choose to separately record the preferred names that the person wishes to be us
238. out the inclusion of additional information in the HACC MDS about the types of assistance needed by care recipients and provided by Carers Future developments in the HACC MDS will take this issue into consideration Part 2 Data Dictionary Page 194 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Service delivery setting Admin status CURRENT Date 01 07 2005 Reporting status SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element DATA ELEMENT type Definition The setting in which the person receives assistance from the agency ona service delivery event Context The data element Service delivery setting is one of a cluster of data elements that describe a HACC service event or one occasion of service delivery to a client At this stage of HACC MDS development agencies are not required to report information about individual HACC service events However the Service delivery setting is required to be recorded by HACC agencies for each service delivery event when the Primary type of assistance received is one of the following e Nursing Care e Allied Health Care e Meals Information about the Service delivery setting for these types of assistance is required to support the reporting of the data elements Total amount of type of assistance received time and Total amount of type of assistance received quantity Information about the types of setting in wh
239. oved and they longer require nursing care but need formal assistance from other service provider s Client s needs have not changed but agency cannot or will no longer provide assistance Use this code if there is a change because of the agency e g the agency has ceased to provide assistance to the client because of the agency s resource limitations or the agency no longer considers it safe for the agency s workers or volunteers to continue to assist the client If the client s level of need dependency increased and they were referred to another agency or program code 3 should be used Care recipient moved to residential aged care Care recipient moved to other institutional setting Care recipient moved to other community based service Use this code if the agency can no longer provide the necessary assistance because the person s dependency or need for assistance has increased and they are referred to a more appropriate source of community care including a Community Aged Care Package provider or a Community Options or Linkages project If the person s increased level of need for assistance dependency has resulted in admission to a residential aged care facility nursing home or hostel code 4 should be used Part 1 Guide for use Page 60 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Code Description Care recipient moved out of area Use this code if the agency ceases to assist the
240. oversy over the issue of whether South Sea Islanders should be included within the definition of Indigenous Australians To date the ABS position on this issue is that South Sea Islanders are not Indigenous South Sea Islanders should continue to be coded as 4 Neither Aboriginal nor Torres Strait Islander Part 2 Data Dictionary Page 166 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Letters of name Admin status Reporting status CURRENT Date 01 07 2005 REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DERIVED DATA ELEMENT A specific combination of letters selected from the person s Family name surname and their First given name to assist with Record linkage The person s full name is not required for HACC MDS reporting purposes However agencies are required to report selected letters of the person s family name surname and first given name These will be used in combination with the person s date of birth and sex in order to link care recipient and carer records across HACC agencies and across HACC MDS reporting periods for statistical purposes This element specifies the exact combination of letters from the person s family name surname and first given name that agencies will be required to report for each of their clients for whom a HACC MDS record is submitted The provision of letters of a person s name can be a
241. ovided by a HACC agency to another organisation group or agency HACC or non HACC e advice or information provided by telephone advice or referral services on an ad hoc basis to members of the community or e advocacy undertaken on behalf of groups e g advocating for the rights of younger people with disabilities which is not directly associated with the needs and situation of an individual client The data element Primary type of assistance received is designed to record the activity or type of assistance that is the primary purpose or focus of a HACC service event On any single service delivery event a Page 187 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Reporting requirements Related data person may receive several types of assistance from an agency However for each HACC service event the agency is asked to nominate the type of assistance that was the main or primary focus of that occasion of service For example a person receiving a home delivered meal from an agency funded to provide meals or food services may also as part of that HACC service event receive some social support However for the purposes of recording the primary type of assistance the person received on this occasion the agency should record Meals Similarly when visiting a person to undertake an assessment of a person s need for assistance an agency worker may also provide the person with some information about ot
242. pdate 2 01 January 2006 Community Services Version 1 0 aged care hostels are included in Class 205 Supported accommodation facility and nursing homes are included in Class 402 Special purpose residential facility For the purposes of the HACC MDS nursing homes and aged care hostels have been grouped together as Residential Aged Care Facilities under Class 402 This is in line with the recent Commonwealth government restructuring of aged care services which combines nursing homes and aged care hostels into a single category called Residential Aged Care Facility The Australian Institute of Health and Welfare has been informed of this decision in the HACC MDS and is aware of the need to review the classification to accommodate recent aged care policy developments The data domain for this element is mappable to the National Community Services Data Dictionary data element Type of Usual Accommodation However there remains some discrepancy between the use of usual in the NCSDD and the use of while receiving services in the HACC MDS Part 2 Data Dictionary Page 100 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Amount of assistance received cost Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The amount of assistance received by the person o
243. pdate 2 01 January 2006 Part 2 Data Dictionary It may at times be difficult for an agency to decide whether the primary focus of an occasion of service is respite or social support This is often because in order to provide the carer with an effective break from their caring role the care recipient may need to be taken out to participate in social activities As a general rule an occasion of service should be recorded as Respite Care rather than Social Support when e the substitute carer comes into the home with the aim of enabling the carer to go out of the home or e when a substitute carer accompanies both the carer and care recipient on an outing or holiday or e when the care recipient is taken on outing by the substitute carer without being accompanied by the carer where the primary purpose to provide the carer respite from their caring responsibilities Where a carer receives an explicit individual HACC funded service from an Agency the time spent receiving this service will be recorded using the appropriate assistance type If a substitute carer is required to enable the Carer to receive these individual services then the substitute care will be recorded as Respite Care Assessment refers to assessment and re assessment activities that are directly attributable to individual care recipients This includes assessment activities associated with client intake procedures and the determination of eligibility for service provisio
244. periods can be calculated from the work sheets Totals are reported at the end of the collection period 3 months as whole hours If recording manually total the hours and minutes for an assistance type and round it up to the next whole hour Separate records of services need to be maintained for clients who occasionally or regularly receive either nursing care or allied health at a site other than home This is because at reporting time your Agency will need to report for each client who received either nursing care or allied health Total nursing care received at home Total nursing care received at a centre or other setting Total allied health received at home Total allied health received at a centre or other setting Part 1 Guide for use Page 65 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Assistance Description and guide to reporting type Domestic Domestic assistance is normally provided in the home and includes Assistance services such as dishwashing house cleaning clothes washing shopping unaccompanied and bill paying Social Social Support refers to assistance provided by a companion paid support worker or volunteer either within the home environment or while accessing community services which is primarily directed towards meeting the person s need for social contact and or accompaniment in order to participate in community life Social support includes friendly visiting A s
245. port and Mobility Aids Communication Aids Aids for Reading Medical Care Aids Part 1 Guide for use Description e These aids assist the client in their day to day routines of cooking eating and personal hygiene Examples include special crockery cutlery bath rails shower rails buttonhooks bowel and urinary appliances etc These aids assist the client with ease of mobility as well as supportive mechanisms while at rest Support aids include callipers splints special beds cushions pillows etc while mobility aids include belts braces crutches wheelchairs manual and motorised etc These aids help the client with their inter personal interaction and are inclusive of telephone attachments writing aids speaking aids electrolarynx intercom etc These are reading specific aids provided to clients and comprise of items like magnifying reading glasses braille books reading frames etc Aids in this category assist clients with specific medical conditions Included are breathing pumps pacemakers Ostomy stoma appliances etc Page 75 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Category Description Car e These aids allow clients access to safe and comfortable Modifications transportation either as the driver or passenger of the vehicle They are inclusive of accelerator brake mirror and other driver related controls as well as other modifications like automatic transmiss
246. porting data requirements See Box 2 1 Data elements which are supporting data requirements only are those that do not need to be reported directly as part of the HACC MDS collection but which the agency needs to record to enable the reporting of other data elements For example a person s Family name surname and First given name are not reported within the HACC MDS collection but they are required to enable the agency to report Letters of name Similarly the data elements which relate to individual service events such as date primary type amount etc are not reported within the HACC MDS collection but are essential to calculating the total amount of assistance received by a person over the reporting period Data elements which are reporting data requirements only are those which are derived from other data elements for reporting purposes For example Letters of name is not directly collected by the agency but is derived for reporting purposes from Family name surname and First given name Similarly the data elements which relate to the total amount of assistance received by the person during a reporting period are not recorded directly but are derived for reporting purposes from those data elements that relate to individual service events Data elements which are supporting and reporting data requirements are those which the agency needs to both record on an ongoing basis and report as part of the HACC MDS collection The same codes a
247. pt of assistance and Funding source category Is supplemented by the data elements Main reason for cessation of services Is used in conjunction with the data element Date of entry into HACC service episode Is related to the data element concept HACC service episode Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary Developed for the HACC Data Dictionary Version 1 0 1998 and modified for Version 2 0 2005 The Date of exit from HACC service episode need not relate to the same HACC service episode as the Date of entry into HACC service episode reported for the client This is because a client may have exited from a HACC service episode during a HACC MDS reporting period and then re entered during the same reporting period and remains a client at the end of the reporting period That is at the end of a HACC MDS reporting period the client is in the middle of an incomplete HACC service episode Where the Date of exit from HACC service episode reported for the client is before the Date of entry into HACC service episode reported for the client the person will be counted as a client as at the end of the reporting period Date of exit from HACC service episode is defined in terms of an episode of assistance funded by the HACC program This is essential in terms of program accountability to provide an indication of the intensity of services provided by the HACC program and the length of
248. r any HACC client who has a Carer i e Carer existence of code 1 Agencies are required to report the most recent Carer residency status that the agency has recorded for the client This information is to be related to the same person to which the data element Relationship of carer to care recipient relates Information provided by the agency about Carer residency status will be considered to be at least as up to date as the Date of last update reported for the person This is in line with the request that agencies assess and update the information they have about Carer residency status at the beginning of each HACC service episode as well as at subsequent assessments re assessments within any given HACC service episode If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 9 Not stated inadequately described Is qualified by the data element Carer existence of Is related to the data elements Living arrangements and Date of last update Is related to the data element concept Carer Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary Developed for the HACC Data Dictionary Version 1 0 1998 The process of identifying a single person who provides the most significant care and assistance is similar to that used by the Australian Bureau of Statistics in the 1993 Survey of Disability A
249. r source of funding for many community nursing agencies and these agencies are required to report on the data elements included in the HACC MDS Part 2 Data Dictionary Page 117 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer for more than one person Admin status CURRENT Date 01 07 2005 Reporting status SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type DATA ELEMENT Definition Whether or not a primary carer is providing assistance on a regular and sustained basis to more than one care recipient Context Carers who are caring for more than one person are more likely to be experiencing stress and require more assistance in negotiating support from agencies Relational and representational attributes Data type Numeric Representational form Code Field size Min 1 Max 1 Representational layout N Data domain 1 Yes 2 No 9 Not stated inadequately described Guide for use This element should be collected by asking the carer Do you care for more than one person with a disability or chronic illness Verification rules Collection methods The agency should record this data element at the beginning of each HACC service episode where a carer has been identified i e code 1 recorded for Carer existence of The agency should also assess the currency of this information at subsequent assessments re assessments and update the age
250. r the residence is a private market or public rental residence People living in a private residence rented from an Aboriginal Community should be coded 10 Includes persons living in self care or independent living units within a retirement village irrespective of the type of tenure the person holds over the residence Persons living in a retirement village with the provision of care services should be coded to 7 Supported community accommodation Includes temporary or short term accommodation provided in response to crisis or emergency situations e g night shelters refuges hostels for the homeless or to facilitate a transition between institutional type settings and independent community living e g halfway houses These settings often provide some form of support services such as meals counselling information or advocacy but are not intended to function as a permanent or ongoing accommodation option This code should only be used when the person has no other usual Accommodation setting Includes community living settings or accommodation facilities in which clients are provided with support in some way by staff or volunteers This category includes domestic scale living facilities such as group homes for people with disabilities cluster apartments where a support worker lives on site community residential apartments congregate care arrangements etc which may or may not have 24 hour supervision and care Independe
251. r use Page 56 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of entry into HACC service episode Definition The Date of entry into HACC service episode identifies the date on which the client started receiving HACC funded assistance NEAWELEVENT Previously agencies were not required to report this element Reporting this element Dates should be reported as an 8 digit number in the following format dd mm yyyy e g 1st July 2005 is written as 01 07 2005 Generally the date reported is the earliest date on which either the care recipient or carer received services for the current service episode Report as follows For on going clients there is no need to re enter the date the system will use the existing Date of entry into HACC service episode For new clients in the reporting period report the earliest Date of receipt of assistance For clients who exited from a service episode and entered a new service episode during the same reporting period report the Date of receipt of assistance for the new service episode For those clients receiving fully funded HACC assistance from your Agency the Date of entry into HACC service episode is the first date the person received any of the types of assistance listed under Primary type of assistance received For clients receiving assistance partly funded through the HACC program the Date of entry into HACC service episode is the first date they re
252. rd Birth Certificate Passport or other official documents e f required check name spelling with referring agencies e Take care with unusual spelling and or unusual names e f you have only recorded an initial try to obtain the person s full first given name e Make sure that you capture the name that the person uses as their First given name Take care if your carer traditionally places their family name before their given name when writing their full name e For service delivery purposes record their preferred name as well e Some people use a variation on their name e g Betty instead of Elizabeth or a nickname e g Red instead of Harry or their middle name instead of their first name Make sure you record their formal first name for the HACC MDS e In Indigenous communities special attention is required to sensitively record the person s first given name if it is affected by a death in the community Because their first name cannot be spoken during the mourning period they may take on a different first name If so you may be able to use the name written on the person s Centrelink card or other document as long as it is not spoken e Other people may use a different public name during the period of mourning which can be spoken and which can be used on their records however it is a different name to that normally used If so use their temporary public name if there is no alternative Do what is
253. re used for recording and reporting this data and the specifications for recording and reporting these data elements are either identical or very similar Supporting and reporting data requirements relate to the care recipient or carer characteristics circumstances and service episodes Data about the person s characteristics e g date of birth sex country of birth are basically stable over time and are simply reported by the agency just as they have been recorded However data about the person s circumstances e g living arrangements address and service episodes e g dates of entry and exit referral source reason for cessation can change over time and across service episodes An agency may therefore have different values for these types of data elements recorded on their information system for the same client during the reporting period Part 2 Data Dictionary Page 86 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 The changeability of circumstance and episode data has necessitated greater specificity in these data elements about when they should be collected by the agency and which of potentially multiple records should be reported in the HACC MDS For example the agency should record the client s Suburb town locality name at the beginning of each service episode and should update this information during subsequent assessments reassessments where necessary At the end of the reporting period t
254. reater level of detail provided by Date of birth is required to facilitate Record linkage for statistical purposes in the HACC program After the Record linkage process is completed the client s Date of birth will be encrypted and replaced by the client s age in years for subsequent analyses Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Part 2 Data Dictionary Numeric Representational form Date Min 10 Max 10 Representational layout DD MM YYYY Valid date This data element should always be recorded as an 8 digit valid date comprising day month and year Year should always be recorded in its full 4 digit format For days and months with a numeric value of less than 10 agencies should use zeros to ensure that the date contains the required 8 digits For example for a person born on the 1 of July 1926 their date of birth would be recorded and reported as 01 07 1926 If the actual date of birth of the person is not known agencies should calculate an estimated date of birth in the following way If the age of the person is known the age of the person should be used to derive the person s year of birth If the person s age is not known an estimate of the person s age should be used to calculate an estimated year of birth An actual or estimated year of birth should then be converted to an estimated date of birth according to t
255. received Amount of assistance received time Amount of assistance received quantity Amount of assistance received cost Assistance with goods and equipment received Service delivery setting and Funding source category Is related to the data elements Date of entry into HACC service episode and Date of exit from HACC service episode Is related to the data element concept HACC service event Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 137 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 DVA card status Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT Whether or not the person is in receipt of a Department of Veterans Affairs entitlement and the level of entitlement held by the person This data element helps to identify sub groups of particular policy interest such as veterans and people with disabilities Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Reporting requirements Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 1 Representational layout N 1 DVA gold card 2 DVA white
256. rently under development in coordination with Standards Australia ABS the National Health Data Committee and the National Community Services Data Committee Once national standards are developed the HACC MDS will take these standards into account for future versions of the HACC MDS Page 178 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Primary type of assistance received Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The primary type of assistance that the person receives from the agency during a service delivery event The HACC MDS data element Primary type of assistance received is one of a cluster of data elements that describe a HACC service event or occasion of service delivery to a client Agencies need to record the Primary type of assistance received on each service delivery event in order to be able to report the total amount of each type of assistance received by the client during a HACC MDS reporting period The assistance type s that is the primary purpose or focus of a HACC service event should be recorded regardless of who is providing that service There may be two or more service delivery events planned and recorded for the one visit by a care worker Both may be recorded as instances of Primary type of assistance received Information
257. reporting in the HACC MDS collection Agencies are required to report the most recent Main language spoken at home that the agency has recorded for the care recipient and carer Information provided by the agency about the person s Main language spoken at home will be considered to be at least as recent as the Date of last update reported for the person This is in line with the request that agencies assess and update the information they have about a person s Main language spoken at home at the beginning of each HACC service episode as well as at subsequent assessments re assessments within each HACC service episode If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 9999 Not stated inadequately described Is related to the data elements Country of birth Indigenous status and Date of last update Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary National Community Services Data Dictionary Version 3 0 2004 Australian Classification of Languages ABS Catalogue No 1267 0 1997 National Community Services Data Committee Australian Bureau of Statistics This definition uses the 4 digit code contained in the Australian Bureau of Statistics Australian Standard Classification of Languages Cat No 1267 0 The code set allows for coding of sign languages and other non verbal languages
258. rer was born NEAWELEVENT This information about carers was not collected in HACC MDS v1 0 Reporting this element The Date of birth is an important part of the Statistical linkage key Record the person s date of birth as accurately as possible including day month and year of birth Dates should be reported as an 8 digit number in the following format dd mm yyyy e g 3rd July 1905 is reported as 03 07 1905 If the actual date of birth of the person is not known agencies should calculate an estimated date of birth in the following way If the age of the person is known the age of the person should be used to derive the person s year of birth If the person s age is not known an estimate of the person s age should be used to calculate an estimated year of birth An actual or estimated year of birth should then be converted to an estimated date of birth according to the following convention 01 01 estimated year of birth If the person knows their year of birth but no other details again record the day and month as 1st January e g a person who has a year of birth of 1942 but doesn t know any other details will have their date of birth recorded as 01 01 1942 If you have estimated the date of birth make sure you record this in the next element If the person was born in the 19th century make sure you record their year of birth correctly e g 1896 Deta Dictionary See Date of birth on page 126 Part 1
259. rimary type of assistance received e Amount of assistance received time e Service delivery setting e Funding source category The agency should calculate a total for each of the types of assistance that have been measured in hours and minutes throughout the reporting period Each of the data elements listed above will be Page 213 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 necessary in calculating the total amounts of assistance received The data element Service delivery setting is only required in relation to Nursing Care and Allied Health Care Date of receipt of assistance allows agencies to select service delivery events that were provided within the HACC MDS reporting period Primary type of assistance received allows agencies to identify service delivery events that relate to the same type of assistance Amount of assistance received time indicates the amount of assistance in hours and minutes that was received by the person on each occasion of service delivery Service delivery setting allows agencies to separate nursing care and allied health care according to whether they were delivered to the person at home or at a centre or other setting Funding source category allows the agency to include only those service delivery events which were funded either wholly or partially through the HACC program i e HACC service events Each total will have a field length of between 1 and 4 digits
260. rt is not normally delivered at or from a fixed facility Services from a fixed facility would normally be categorised as Centre Based Day Care Social Support is normally provided in the client s home but may include accompanying the client on an excursion or trip The support is provided to them as an individual and helps them to participate in society It includes keeping them company helping them do paper work taking them shopping banking or to attend an appointment Page 180 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Part 2 Data Dictionary A staff member providing Social Support may sometimes provide some other help while attending the Client Any other service that is provided to the Client will have social support benefits However it is only the assistance times which are specifically aimed at delivering social support which should be recorded this way Social support is usually provided one on one but may also be provided to more than one person for example where social support is provided to a frail aged couple or to support a group of Aboriginal people attending a funeral Any Social Support provided to the Client in a group based environment at or from a fixed base facility away from their residence is recorded as Centre based Day Care Nursing Care refers to professional care from a registered or enrolled nurse It includes times spent recording observations of a client where this is
261. rth estimate flag Definition The Date of birth estimate flag records whether or not the care recipient s date of birth has been estimated NWA This data element was not in the previous HACC MDS V1 0 Reporting this element e f you have estimated the date of birth make sure you record this in the Date of birth estimate flag element Code 1 e lf the service user s date of birth has been entered as 01 01 because the exact date of birth was not known this should be recorded as Code 1 Code Description 1 Estimated 2 Not estimated Data Dicti onary See Date of birth estimate flag on page 128 Part 1 Guide for use Page 20 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Sex Definition The biological sex of the care recipient Reporting this element e Take care if your Agency has been recording sex using the words male and female or the letters M and F You need to report this data element for clients by using the codes 1 and 2 Code Description Male Female Not stated inadequately described Only use this code if it is not possible to find out from the person or their carer their sex or to make an informed judgement about it Data Dictionary See Sex on page 198 Part 1 Guide for use Page 21 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Country of birth Definition Country of birth refers to the
262. rvice episode Statistical linkage key information missing flag Definition Statistical linkage key information missing flag records whether or not the care recipient s Letters of name Date of birth and Sex have been substituted for the carer s or vice versa NWA This data element was not collected in HACC MDS v1 0 Reporting this element This element records whether care recipient or carer Letters of name Date of birth and Sex have been substituted to enable the acceptance of a record by the National Data Repository Using substitute information should only be used if it is not possible to obtain the relevant details For example agencies providing services to carers may not be able to obtain information about the person being cared for This element must be provided for all records It may be generated by the software supporting your data collection and reporting e f the element is recorded manually use the codes below Code Description Care recipient SLK information is correct Use this code if the care recipient s Letters of name Date of birth and Sex are reported correctly and there is no carer i e code 2 for Carer existence of Both care recipient and carer SLK information is correct Use this code if both the care recipient s and carer s Letters of name Date of birth and Sex are reported correctly Care recipient SLK information has been replaced by the carer SLK information Use this code if it has no
263. ry type of assistance provided on each service delivery event Amount of assistance received quantity is used in conjunction with Date of receipt of assistance Primary type of assistance received Service delivery setting and Funding source category to describe a HACC service event which involves the receipt of any of the types of assistance which are measured in quantity within the HACC MDS This data element is one of the basic building blocks that will enable HACC agencies to calculate and report the total amounts of HACC funded assistance received by their clients during a HACC MDS reporting period By recording the amount of assistance received on each occasion of service delivery the agency will be able to add up the total amount of each type of assistance received by the client during a HACC MDS reporting period Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Code Min 1 Max 2 Representational layout NN Amount in quantity recorded as number This data element should be used to record an amount for any HACC service event involving the receipt of a type of assistance which is measured by quantity The types of assistance that the agency should measure by quantity are e Meals number of meals e Formal linen services number of deliveries collections e Transport number of one way trips For any HACC service e
264. s Definition Indigenous status states whether or not a person identifies themselves as of Aboriginal and or Torres Strait Islander origin Reporting this element e lItis important to record Indigenous status for all clients e The most straight forward way to collect this information is to ask the client Are you of Aboriginal or Torres Strait Islander origin We simplest way to record their response is to use a tick box approach This would look ike No A tick can be placed against two boxes to show Yes Aboriginal that the client is of Aboriginal and Torres Strait l Islander origin Yes Torres Strait Islander 9 The response to this question needs to be translated manually or through a computer system to the codes below Code Description Aboriginal but not Torres Strait Islander origin Box 2 above Torres Strait Islander but not Aboriginal origin Box 3 above Both Aboriginal and Torres Strait Islander origin Box 2 and 3 above Neither Aboriginal nor Torres Strait Islander origin Box 1 above Not stated inadequately described Only use this code if it is not possible to find out information about Indigenous status from the client or to make an informed judgement about it Data Dicti onary See ndigenous status on page 164 Part 1 Guide for use Page 24 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 B Information about the care recipient circumstances Living arrangements
265. s have been included Reporting status This field indicates the functional status of the data element in relation to the reporting requirements of the HACC MDS collection This data element attribute distinguishes between supporting data requirements reporting data requirements and supporting and reporting data requirements see Section 2 1 1 for further comment on the distinction between supporting and reporting data elements Part 2 Data Dictionary Page 85 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Reporting requirements This field details how the data element should be reported within the HACC MDS collection as opposed to the actual capture of the data which is covered under collection methods Reporting requirements includes for example instructions about which record for the data element should be reported when more than one record may exist in a database and not all records are required e g the most recent record of Carer existence of Supporting and reporting data requirements The HACC Data Dictionary Version 2 0 contains all of the data elements that are required to be reported in the HACC MDS collection It also contains specifications for those data elements that need to be recorded on the information systems of HACC agencies in order to support the reporting requirements of other data elements That is the HACC Data Dictionary contains the specifications for both supporting and re
266. s HOPOB If either of the person s names includes non alphabetic characters for Page 167 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Related data example hyphens as in Lee Archer apostrophes as in O Mara or blank spaces as in Eu Jin these non alphabetic characters should be ignored when counting the position of each character Regardless of the length of a person s name the Letters of name field should always be five characters long If either the surname or the First given name of the person is not long enough to supply the requested letters i e a surname of less than five letters or a first name of less than three letters then agencies should substitute the number 2 in the Letters of name field to reflect the missing letters The placement of a number 2 should always correspond to the same space that the missing letter would have within the five digit field For example If a person s name is Farr Ben then the Letters of name field would be AR2EN because the 2 is substituting for a missing 5 letter of the surname Similarly if the person s name was Hua Jo then the Letters of name field would be UA202 because the 2s are substituting for the missing 5 letter of the surname and the missing 3rd letter of the First given name If a person s surname is missing altogether the agency should
267. s Meals Amount of Assistance 1 Meal As they share the benefits of domestic assistance an Agency may record this as 30 minutes or 0 5 hours per week for each of William and Vivian or 60 minutes of Domestic Assistance for just one of them each week Just make sure only 1 hour of domestic assistance is recorded each week Page 63 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Sum the amounts of assistance provided to the client for each of the types of assistance This gives a collection total for each assistance type Total amounts i e the 3 month aggregates are reported rounded up to the next hour whole number or dollar amount However individual occasions of service should be recorded to an accuracy of five minutes Be sure to count separately the services delivered in the clients home setting and those delivered in a group setting such as a day centre This is because for Meals Nursing Care and Allied Health separate totals are reported as follows e Total Amount of Nursing Care Received at Home e Total Amount of Nursing Care Received at a Centre or other setting e Total Amount of Allied Health Received at Home e Total Amount of Allied Health Received at a Centre or other setting e Total Amount of Meals Received at Home e Total Amount of Meals Received at a Centre or other setting Report the totals at the end of the collection period Part 1 Guide for use Page 64 HACC Progra
268. s and equipment received Primary type of assistance received Date of receipt of assistance Service delivery setting Derived data elements reporting data requirements Date of last update Total amount of type of assistance received Letters of name quantity Total amount of type of assistance received Total amount of type of assistance received time cost Total assistance with goods and equipment received Note The data elements Australian State Territory identifier Country of birth Date of birth Date of birth estimate flag Letters of name Indigenous status Main language spoken at home Postcode Sex Statistical linkage key information missing flag and Suburb town locality name are reported for both the care recipient and carer if a carer exists Organisation of the Data Dictionary For easy reference the data definitions in the HACC Data Dictionary Version 2 0 are presented in alphabetical order Alphabetical listing is consistent with the National Community Services Data Dictionary Version 3 0 and is used in the latest version of the National Health Data Dictionary v 12 However the data definitions have also been mapped on the National Community Services Information Model NCSM Version 1 0 An information model provides a framework for the organisation of information and the development of data as well as the design of new information systems The use of the National Community Services Information Model Version
269. s of the length of a person s name the Letters of name field should always be five characters long If either the surname or the first given name of the person is not long enough to supply the requested letters i e a surname of less than five letters or a first name of less than three letters then substitute the number 2 in the Letters of name field to reflect the missing letters The placement of a number 2 should always correspond to the same space that the missing letter would have within the five digit field For example If a person s name is Farr Ben then the Letters of name field would be AR2EN because the 2 is substituting for a missing 5 letter of the surname Similarly if the person s name was Hua Jo then the Letters of name field would be UA202 because the 2s are substituting for the missing 5 letter of the surname and the missing 3 letter of the First given name If a person s surname is missing altogether record 2s for all three spaces associated with the family name surname Similarly if the person s first name is missing altogether substitute 2s for the two spaces associated with the first given name Data Dictionary See Letters of name on page 167 Part 1 Guide for use Page 18 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Date of birth Definition The Date of birth is the date on which the care recipient was born Reporting this element e Date of birt
270. s should use zeros to ensure that the date contains the required 8 digits For example for a person who received HACC funded assistance from the agency on July 1 2005 the Date of receipt of assistance should be recorded as 01 07 2005 The date recorded should reflect the date on which the HACC client received the assistance specified in the data element Primary type of assistance received from the agency This data element is not required for reporting in the HACC MDS collection However this data element is necessary for calculating and reporting the total assistance received by a client during a reporting Page 136 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 period as it identifies which HACC service events and associated amounts and types of assistance received should be included In addition the first and last Date of receipt of assistance in any period of HACC assistance to a client i e a HACC service episode are required to be reported as the Date of entry into HACC service episode and the Date of exit from HACC service episode Related data Is used in the derivation of the data elements Date of last update Total amount of type of assistance received time Total amount of type of assistance received quantity Total amount of type of assistance received cost and Total assistance with goods and equipment received Is used in conjunction with the data elements Primary type of assistance
271. same HACC service episode as the Date of exit from HACC service episode If the agency s system or records do not provide sufficient information to accurately report on this data element the agency should use code 99 Not stated inadequately described Is related to the data element Date of exit from HACC service episode Is related to the data element concept HACC service episode Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary Developed for the HACC Data Dictionary Version 1 0 1998 Page 176 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Postcode Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING AND REPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The postal code for the geographic location of the person s residence whilst receiving HACC services In conjunction with the data element Suburb town locality name the data element Postcode is included in the HACC MDS as a means of reporting information about the geographic location of the residence of a HACC client The preferred standard for reporting this information is by using a statistical local area SLA in conjunction with a state territory code see Australian state territory identifier However as some HACC agencies may have difficulty allocating SLA codes to the resid
272. seeaees 10 HACC MDS data reporting iS 3 monthly ccccccceeccecenseceeececeneeeeeaeeseneecseeeecsuneesaaseseneeetsnsteeaees 10 Changes from HACC MDS V1 0 cccccsseeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeseneees 10 Recording care recipient and Carer Aetalls ccccccscccccesneceessneeeeesnneeecesnneeeeesnneeeeesnnnesseeenaees 11 Assistance tyes Tor carels aio octore she ae aa dele HS I a Dents 11 Definitions of primary assistance types 2 ccccccceeccesesececeneeceneeesaeseeneececeeecsaneesesseceeeeetensetsaees 12 Other new data ClOMents c cccccccecesecseseceencecenneessaecseaeecceseeesnaesseaeecseneessnsesnaseaeseeseensessaaees 12 Other changes to coding and definitions of data elements ccccsscccecessesceseeseeeessseeeeeeeees 12 Layout of the data elements in the Guide for USC cccceceseeeeeeeeeeeeeeeeeeeeees 15 Data collection details 16 Part 1 Guide for use Page i HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 A Information about the care recipient personal details 00ee 16 FUSE given nanie oseo toes vondanSoven ies uds E E E EE EAEE E EA 16 Family NGIMe SUINGING niae T E A de 17 REAN aal 10E EEEE E EE E EE E oebsees 18 Dae or DiMera a a a a theses si os 19 Date of Birth CStiMate flag Sieisen aaa ia aaa daadaa Naa Tadaa Taria 20 SON ster EIE EEIN E OE AAN N T E EE NE ET EA AAA EAT 21 COUNTRY OF DIP sssaaa aaa a a aiarad a aadA
273. sensitive issue because of privacy and confidentiality concerns The use of this information will be in accordance with the Information Privacy Principles contained in the Commonwealth Privacy Act and letters from the person s name will only be used for linking records for statistical purposes Moreover once the records are linked these letters will be replaced by an encrypted code Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Alphanumeric Representational form Text Min 5 Max 5 Representational layout AAAAA may include numeric characters where necessary 2nd 3rd and 5th letters of the person s Family name surname and 2 4 and 34 letters of the person s First given name The specified field size for Letters of name is 5 characters long Letters from the person s Family name surname should be provided first followed by letters from the client s First given name In the first three spaces the agency should record the 2 4 3rd and 5 letters of the person s family name or surname In the following two spaces the agency should record the 2nd and 3rd letters of the person s First given name For example If the person s name is Brown Elizabeth i e surname first given name the Letters of name data element should be reported as RONLL If the person s name is Thompson Robert the Letters of name data element should be reported a
274. sistance from that agency during a specified period Many HACC funded agencies also receive funding from other sources Thus a HACC funded agency may on one occasion provide assistance to a person with HACC funds and on another occasion provide assistance to the same person with other funds or with both HACC and other funds In order to be able to identify which of their clients should be included in a HACC MDS collection an agency that is not solely funded by the HACC program will need to be able to identify clients who have received HACC funded assistance during the reporting period Even when HACC is the only program source of funding for an agency there may be instances when a particular service event for an individual client is not funded by the HACC program eg DVA contract fees etc By recording the Funding source category for each occasion of assistance provided the agency will be able to identify HACC clients and the amounts and types of HACC funded assistance they have received from the agency during a reporting period A client of a HACC funded agency who has not received any HACC funded assistance from that agency during a specified reporting period should not be included in a HACC MDS collection Relational and representational attributes Data type Numeric Representational form Code Field size Min 1 Max 1 Representational layout N Data domain 1 HACC funds only 2 HACC and other funds 3 Other funds only Guide
275. ssistance Primary type of assistance received Service delivery setting and Funding source category Page 104 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Is related to the data element concept HACC service event Administrative attributes Source document Developed for the HACC Data Dictionary Version 1 0 1998 Source organisation Comments Part 2 Data Dictionary Page 105 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Amount of assistance received time Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The amount of assistance received by the person on a HACC service event measured by time The data element Amount of assistance received time is one of a cluster of data elements that describe a HACC service event or one occasion of service delivery to a client As no single unit of measurement is appropriate to all types of assistance provided by the HACC program agencies will be required to record an amount of assistance using a unit of measurement appropriate to the primary type of assistance provided on each service delivery event Amount of assistance received time is used in conjunction with Date of receipt of assistance Primary type of assistance received Service delivery setting and Funding source
276. ssistance Primary type of assistance received Assistance with goods and equipment received and Funding source category Is related to the data element concept HACC service event Administrative attributes Source document Source organisation Comments Part 2 Data Dictionary Developed for the HACC Data Dictionary Version 1 0 1998 modified for Version 2 0 2005 Page 217 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Appendix A Code list for Country of birth Australia incl External 1101 Australia Territories 1102 Norfolk Island 1103 Australian External Territories nec New Zealand 1201 New Zealand Melanesia 1301 New Caledonia 1302 Papua New Guinea 1303 Solomon Islands 1304 Vanuatu Micronesia 1401 Guam 1402 Kiribati 1403 Marshall Islands 1404 Micronesia Federated States of 1405 Nauru 1406 Northern Mariana Islands 1407 Palau Polynesia 1501 Cook Islands excl Hawaii 1502 Fiji 1503 French Polynesia 1504 Niue 1505 Samoa 1506 Samoa American 1507 Tokelau 1508 Tonga 1511 Tuvalu 1512 Wallis and Futuna 1599 Polynesia excludes Hawaii nec Antarctica 1601 Ad lie Land France 1602 Argentinian Antarctic Territory 1603 Australian Antarctic Territory 1604 British Antarctic Territory 1605 Chilean Antarctic Territory 1606 Queen Maud Land Norway 1607 Ross Dependency New Zealand Part 2 Data Dictionary Page 218 HACC Program National MDS User Guide
277. t Information and Advocacy carer in order to capture data on carers receiving this assistance type in their own right Part 2 Data Dictionary Page 81 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 The counting methodology for Goods and Equipment has been amended to enable the total amount of each category of item to be counted Other new data elements Version 2 0 of the HACC Data Dictionary introduces three further new data elements Date of birth estimate flag to indicate if the date of birth has been estimated DVA card status to report whether or not the person is in receipt of a Department of Veterans Affairs entitlement and the level of entitlement held by the person and Statistical linkage key information missing flag to indicate if the carer s Letters of name date of birth and sex have been substituted for the care recipient s or vice versa Other changes to coding and definitions of data elements Version 2 0 incorporates changes from Version 1 0 to codes and definitions in a number of data elements In the main these changes have been designed to bring the HACC Data Dictionary in line with the National Community Services Data Dictionary Version 3 2004 or in some cases to better meet the needs of HACC providers and program managers Some of the modifications have already been introduced in later versions of Guidelines to HACC MDS which is the companion to HACC Data Dictionary v 1 0 other
278. t Other Food Services should only be used when assistance with meal preparation is the primary focus of the occasion of service Respite Care refers to assistance received by a carer from a substitute carer who provides supervision and assistance to their care recipient even though the carer may still be present Respite care is provided by the HACC program to carers in order to give them relief from their caring role Respite Care should only be recorded if there is a carer reported on the MDS record If the care recipient has no carer then the service type is not respite but normally would be Social Support Respite care should only be recorded when the primary purpose of the occasion of service is to relieve the carer of their caring responsibilities At times and especially in the early stages of respite care arrangements the carer may choose to remain with their care recipient in the presence of the substitute carer for both their own reassurance and that of the care recipient This situation is usually transitional or temporary and should be recorded as Respite Care if the primary purpose of the activity is to give the client carer some relief from their caring role A person providing respite care i e substitute carer may assist with other activities as part of substituting for the usual carer e g washing dishes or helping the care recipient with personal care tasks Page 183 HACC Program National MDS User Guide Version 2 0 U
279. t Australian Government pension The element is used to record that the person receives a type of Australian pension benefit and not how much the client depends on this income Code Description Aged Pension Department of Veterans Affairs Pension Disability Support Pension Carer Payment Pension Unemployment related benefits Other Government pension or benefit Use this code if the person receives a form of Australian Government support which is not listed i e is not an Aged Pension Veteran Affairs Pension Disability Support Pension Carer Payment Pension or unemployment related benefit No Government pension or benefit Use this code if the person receives no Australian Government pension or benefits or receives a pension from overseas but no Australian pension This is also the code to use with all self funded retirees Not stated inadequately described Only use this code if it is not possible to find out the client s pension benefit status Data Dicti onary See Government pension benefit status on page 154 Part 1 Guide for use Page 27 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 DVA card status Definition DVA card status records whether or not the care recipient is in receipt of a Department of Veterans Affairs entitlement and the level of entitlement held by the person NWA This data element was not collected in HACC MDS v1 0 Reporting this element e A cod
280. t been possible to obtain the care recipient s Letters of name Date of birth and Sex and the carer s details have been used instead Carer SLK information has been replaced by the care recipient SLK information Use this code if it has not been possible to obtain the carer s Letters of name Date of birth and Sex the carer recipient s details have been used instead and assistance has been recorded for the carer Data Dicti onary See Statistical linkage key information missing flag on page 203 Part 1 Guide for use Page 54 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Source of referral Definition Source of referral identifies the person or organisation that referred the client to your agency CCDINGCHANGE The coding has been simplified for this element Reporting this element It is best to record the Source of referral information when the client is referred to the agency or when first in contact with the client or during an initial assessment It may be difficult to obtain this information later To assist staff agencies may find it useful to make a list of the agencies from which they most frequently receive referrals and note the corresponding Source of referral code Code Description Self The client has referred themselves to your Agency Family significant other friend The client was referred to your Agency by a family member friend or neighbour GP medical practiti
281. t from an agency In the HACC MDS a HACC service event is described by a cluster of data elements that provide information about e when the service delivery event occurred Date of receipt of assistance e the type of assistance received by the client Primary type of assistance received e how much assistance was received by the client Amount of assistance received time Amount of Assistance Received Quantity Amount of assistance received cost and Assistance with Goods and Equipment Received e for some types of assistance where the assistance was received Service delivery setting In order to be able to identify when a service delivery event was a HACC service event an additional data element Funding source category is also included in the HACC MDS As many HACC funded agencies also receive funding from other sources the inclusion of this data element on their information systems will enable HACC funded service delivery events to be distinguished from assistance provided to clients with other sources of income Even when the HACC program is the only source of program funding for the agency the agency may provide some assistance to clients that are funded from other sources e g compensation payments contract fees Department of Veterans Affairs clients paying full cost At this stage of development the HACC MDS does not require agencies to report data on each individual HACC service event However recording inform
282. ta element type Definition Context DATA ELEMENT The extent to which the person is able to perform selected activities of daily living Assessment of functional dependency identifies areas in which a person requires assistance with daily living and quantifies the extent to which the person needs other people to enable them to carry out normal activities of daily living in their home and in the community A common approach to the measurement of dependency is desirable if HACC clients are to receive the services appropriate to their needs Identification of the dependency level of clients facilitates the analysis of need for assistance commonly provided by other government programs The functional status items recorded in the MDS enable comparisons of levels of dependency of HACC clients with population data such as that obtained through the ABS Disability Ageing and Carers Survey and the Census Relational and representational attributes Data type Field size Data domain Guide for use Part 2 Data Dictionary Numeric Representational form Code Min 5 Max 5 Representational layout NNNNN Communication Dressing Eating Toileting Getting out of bed moving around at home or away from home This element records the person s capabilities in the respective activities based on information from the client as well other relevant sources e g carer s family and service providers In assessing capability take
283. taff member providing Social Support may sometimes provide some other help while attending the client For example client Geoffrey receives Social Support fortnightly to provide company and help him with doing paperwork and other needs The regular service provider John usually helps Geoffrey with some minor chores such as hanging washing on the line or wiping the kitchen bench The primary purpose of the service provided by John to Geoffrey is Social Support and is recorded as such not as Domestic Assistance Any other service which is provided to the client will have social support benefits However it is only the assistance times which are specifically aimed at delivering social support which should be recorded this way For example client Grace receives domestic assistance weekly Grace enjoys the company of her regular service provider Joan and they usually have a cup of tea together The primary purpose of the service provided by Joan is Domestic Assistance and is recorded as this not as Social Support Any Social Support provided to the client in a group based environment at or from a fixed base facility away from their residence is recorded as Centre based Day Care Nursing care Nursing care is defined as health care provided to a client by a registered at home or enrolled nurse Nursing care can be delivered in the client s home or in a centre or other Nursing care location at a centre or If a nurse attends a client
284. tance received cost HACC client data concept Area of residence Date of last assessment Indigenous status Main language spoken at home Accommodation setting Relationship of carer to care recipient Source of referral Main reason for cessation of service Primary type of assistance received Total assistance with goods and equipment received Part 1 Guide for use HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 MDS v2 0 First given name Family name surname Date of birth Sex Country of birth Living arrangements Government pension benefit status Suburb town locality Postcode Carer existence of Carer residency status Total amount of type of assistance received time Total amount of type of assistance received quantity Total amount of type of assistance received cost HACC client data concept Australian state territory identifier Date of last update Indigenous status Main language spoken at home Accommodation setting Relationship of carer to care recipient Source of referral Main reason for cessation of service Primary type of assistance received Total assistance with goods and equipment received Comment Omitted Omitted No change No change No change No change No change No change No change No change No change No change No change No change No change No change Reporting change Name change Name cha
285. tatus Reporting status CURRENT Date 01 07 2005 SUPPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The person s first name that precedes the Family name surname The full name is not required for HACC MDS reporting purposes However selected letters of the First given name 274 and 34 in combination with selected letters of the Family name surname Date of birth and Sex are required for Record linkage for statistical purposes only see data element concept Record linkage Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Part 2 Data Dictionary Alphabetic Representational form Text Min Max Representational layout AAAAA name This data element should be reported for both care recipients and their carer if applicable at the beginning of each HACC service episode The agency should record the person s full First given name on their information systems The field length for this data element is at the discretion of information system designers Recording of the person s First given name is required in order to support the reporting of selected letters of that name in the HACC MDS collection see data element Letters of name The provision of these selected letters is necessary for the linkage of HACC client records for statistical purposes only
286. tem or records do not provide sufficient information to accurately report on this data element the agency should use code 9 Not stated inadequately described Related data Is qualified by the data element Government pension benefit status and is related to the data element Date of last update Administrative attributes Source document Developed for the HACC Data Dictionary Version 2 0 2005 Source organisation Comments Part 2 Data Dictionary Page 139 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Family name surname Admin status Reporting status CURRENT Date 01 07 2005 SUPPORTING DATA ELEMENT Identifying and definitional attributes Data element type Definition Context DATA ELEMENT The name a person has in common with other members of her his family as distinguished from her his first name The full name is not required for HACC MDS reporting purposes However selected letters of the Family name surname 24 3 4 and 5th in combination with selected letters of the First Given Name Date of birth and Sex are required for Record linkage for statistical purposes only see data element concept Record linkage Relational and representational attributes Data type Field size Data domain Guide for use Verification rules Collection methods Part 2 Data Dictionary Alphabetic character Representational form Text Min Max Representational lay
287. th disabilities which is not directly associated with the needs and situation of an individual client Part 1 Guide for use Page 70 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 See Primary type of assistance received on page 179 Data Dicti onary See Total amount of type of assistance received time page 213 See Amount of assistance received time page 106 Part 1 Guide for use Page 71 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Total amount of type of assistance received quantity Definition This data element indicates the total amount of HACC funded assistance received by a client during a reporting period for each of the types of assistance that are measured in quantity Reporting this element For each reporting period you will need to calculate a total for each of the types of assistance that have been measured in quantity These Assistance types are described below Record how much of the assistance types listed below have been provided to a client on a given occasion of service Record the amount in whole numbers number of meals number of formal linen services number of one way transport trips Use work sheets or tally sheets on paper or in a computer system to record each item of assistance to the client Note down the date of the meal trip linen service each time it is delivered At reporting time if using a manual system add up how man
288. time spent with clients nor all the funds expended in providing services rather it is designed to collect sufficient information for planning and management purposes Below are the data elements collected in the HACC MDS v2 0 Descriptions of the data elements begin on page 13 A Information about the care recipient personal details This information is collected by the following data elements e First given name e Family surname e Letters of name e Date of birth e Date of birth estimate flag e Sex e Australian state or territory identifier e Suburb Town Locality e Postcode The person s full name is not required for reporting but selected letters are used to form the Letters of name for record linkage purposes Part 1 Guide for use Page 6 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 e Country of birth e Main language spoken at home e Indigenous status B Information about the care recipient circumstances This information is collected by the following data elements e Living arrangements e Accommodation setting e Government benefit pension status e Department of Veterans Affairs DVA card status e Functional status e Functional status additional items C Information about the carer if one exists This information is collected by the following data elements e Carer existence of e Carer residency status e Relationship of carer to care recipient e Carer for
289. times Yes always Not stated inadequately described OrRN W Verification rules Collection methods Items should be recorded in the order listed in Data domain This data element should be recorded for HACC care recipients at the beginning of each HACC service episode The agency should also assess the currency of this information at subsequent assessments re assessments within a HACC service episode and should update the agency s record of the person s Functional Dependency status if necessary Reporting If Functional status previous data element for a care recipient is reported requirements the agency should also report the communication item from this element The other four items are optional and the HACC Official of any jurisdiction may formally notify of their decision to opt out of collecting the additional dependency items on dressing eating toileting and Part 2 Data Dictionary Page 149 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 mobility Agencies are required to report the most recent functional dependency status that the agency has recorded for the person Information provided by the agency about the person s functional dependency status will be considered to be at least as up to date as the Date of last update reported for the person This is in line with the request that agencies assess and update the information they have about a person s functional status at the beginni
290. tionary entries are intended to be used as a reference in those circumstances where more information is needed to clarify the meaning of a particular data element or of particular codes employed to report that element Prescribed by the International Organisation for Standardisation and the International Electrotechnical Commission ISO IEC Standard 11179 Specification and Standardisation of Data Elements Part 1 Guide for use Page 4 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Overview of HACC MDS v2 0 Who needs to complete the HACC MDS All HACC agencies must complete the HACC MDS For the purpose of MDS reporting a HACC agency is a HACC funded organisation or organisational sub unit that is responsible for the direct provision of HACC funded assistance to clients Regardless of the level at which an organisation is funded for HACC MDS purposes a HACC agency is the level of the organisation responsible for direct service provision to clients In many instances this means that one HACC funded organisation will have many HACC agencies in HACC MDS terms Sometimes HACC funded agencies may contract out or broker the assistance required by their clients to other service providers HACC or non HACC Although the agency may not directly provide the assistance in these cases the HACC agency paying for the assistance to clients is considered responsible for that assistance and should report on those cl
291. tives of the HACC MDS 0o ccccsccceseeeeeeeeeeeeeeeneseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseenees 78 Version 2 0 of the HACC MDS ii iscsi iase cast casicantsasecasdsasnsastsashdeatdasusdshdasecentcabasentes 80 Differences between Version 1 0 and Version 2 0 s ccccccceceeeeseneeceeeeecsuseesnseeseneeeteneeteaees 80 Limitations OF Version 2 0 fieden asked etd aaa ai a aade 83 Structure of the Data Dictionary 85 E E E nanan cite duciauncdu E 85 Supporting and reporting data requirements scccceccccccnceceeeeessseeeeneecenececeeeeessseeceeseetseeseeaees 86 Data elements data concepts and derived data elements 2 ccccccceeeseeteeeceeeeeeeeneaeeeees 87 The National Community Services Information Model V1 0 c cccccccceececesesseseeeseeeessnneeeaes 89 Data definitions 96 Accommodation Seling ssec a E a E E T 97 Amount of assistance received COSt ccccccceeccecesseceeneeceneeecsaeeseneecseneeceaestsnseeseneecsenetsnaees 101 Amount of assistance received QUANTILY cccesccecsseceeneecenececeeeeeneececeeecseaeetenaeeseneecsnnteeaees 103 Amount Of assistance received tie cccccccceeccceseeceececeneeeceaeeseaeeeceetecsasssenaeeseneecsneeeeaees 106 Assistance with goods and equipment FECEIVEA cccseccceeeseteeesnneeeeenneeeeesnnneeeeetnneeeetenaees 109 Australian State Territory identifier ccccccccccceceeccccsseceeneeceneeeceneseaeecsneeecaessenaesseeeecsuneesnaees 111 CAPT ea O E OAO
292. to decide the balance between nursing and other assistance types Allied Health Care also known as paramedical care refers to professional allied health care services and includes a wide range of specialist services such as podiatry occupational therapy physiotherapy social work speech pathology and advice from a dietician or nutritionist An Agency may record each type of allied health separately for its own operational and service delivery purposes but at reporting time a total for all allied health assistance to a client is calculated Allied Health Care should not be used for activities undertaken by qualified allied health care workers which belong more clearly to one of the other types of assistance specified in this data element For example Page 181 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Part 2 Data Dictionary where an allied health care worker undertakes a comprehensive assessment of the client the appropriate type of assistance to be recorded is Assessment regardless of the fact that the assessment was undertaken by a qualified allied health care worker Similarly if an allied health care worker provides personal care as the primary focus of an occasion of service then the type of assistance should be recorded as Personal Care If an Agency provides physiotherapy occupational therapy or other allied health assistance to an individual at a day centre then this is recorded s
293. to provide nursing care and also provides other setting some other help e g social support respite for the carer or personal care then the Agency records this as primarily Nursing Care If a nurse attends a client to provide a service which is not nursing care e g social support or to act as a substitute carer but incidentally provides some nursing care then the Agency records this as primarily Social Support or Respite Care Service provision may be more costly when delivered by a nurse rather than some other staff members The HACC MDS focuses on client experience of the assistance event and not cost of service delivery Professional judgement should be used to decide the balance between nursing and other assistance types Part 1 Guide for use Page 66 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Assistance Description and guide to reporting type Allied health e Allied Health consists of a wide range of specialist services including care at home podiatry occupational therapy physiotherapy social work etc An Agency may record each type of allied health separately for its own Allied health operational and service delivery purposes But at reporting time a total careata for all allied health assistance to a client is calculated centre or Physiotherapy occupational therapy or other allied health assistance other setting provided by an agency to an individual client at a day centre sho
294. ts e Project costs e Efficient program management Part 2 Data Dictionary Page 79 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Version 2 0 of the HACC MDS The data elements included in the HACC MDS and defined in this Dictionary encompass what is considered by HACC program managers to be the minimum management information requirements related to e The characteristics of care recipients e g sex age indigenous status e The circumstances of care recipients e g where clients live whether they have a carer e The characteristics and circumstances of carers e g age sex indigenous status e The assistance received by care recipients and carers from the HACC program e g source of referral amounts and types of assistance received HACC MDS v 2 0 is the result of the development of Version 1 0 in response to ongoing user feedback since its introduction Some changes to the MDS had already been incorporated in the Guidelines for Use of the HACC MDS V 1 6 but not incorporated into a revised Data Dictionary Other changes reflect recommendations of the HACC DRWG which had the task of reviewing version 1 over 2003 and 2004 Version 2 0 incorporates a number of changes from Version 1 0 and these are described below Differences between Version 1 0 and Version 2 0 Reporting care recipient and carer details A HACC client is defined as a frail older person or person with a disability receiving
295. uld be recorded separately to the allied health received at home Allied health assistance not part of a Centre based care program provided to a group of clients at a venue other than a centre or person s home should be recorded as Allied health at other setting If an allied health agency provides a session of stretching exercises or occupational therapy to a group of clients attending a centre based program this will be recorded as part of the centre based day centre program of activities Personal care Personal Care is normally provided in the home and includes helping the client with daily self care tasks e g eating bathing grooming etc It may include medication monitoring In special situations personal care assistance may be delivered at a Centre because it is not feasible to deliver the service in the client s home This may be because the client is homeless itinerant or living ina temporary shelter and the Centre is able to provide the shower and washing facilities required for client care Assessment Assessment refers to assessment and re assessment activities that are directly attributable to individual care recipients While most agencies will undertake some form of assessments the extent and nature of assessment activities will vary from agency to agency and across different agency types Assessment includes activities associated with intake procedures and the determination of eligibility for service provisio
296. undertaken to facilitate access to HACC services for clients who need help to gain access to more than one service for example HACC special needs group clients The assistance to access services is often short term Client care coordination and case management are distinct activities on Page 184 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Part 2 Data Dictionary the same continuum of service delivery Client care coordination is a less intensive form of case management Client care coordination involves the following activities implementing the care plan liaison with service providers in the same or another agency dealing with the same client advocacy to ensure that the client has access to the range of services required and monitoring and reviewing the care plan or service plan Care coordination is an activity carried out by identified agency staff Not all service providers will undertake it It is an activity directly attributable to individual clients and is unlikely to be provided to every client on every occasion of service Client care coordination service activity does not include administrative work e g drawing up rosters processing accounts or completing time sheets personnel management or attendance at staff meetings or training programs Note that Client care coordination and Case management are similar to the ACAP data element Care coordination Level 1 and Level 2 respecti
297. use during this period DataDictionary See Family name surname on page 140 Part 1 Guide for use Page 43 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer letters of name Definition A specific combination of letters selected from the carer s Family name surname and their First given name to assist with record linkage A record linkage key utilising letters of name date of birth and sex is used to keep each carer s data private once it has been reported NEWEEVENT This information about carers was not collected in HACC MDS v1 0 Reporting this Element Letters of name is generally done automatically by the software used by the agency but if manual records are kept use the procedure below Letters from the person s Family name surname should be provided first followed by letters from the person s First given name In the first three spaces record the 2 3 and 5 letters of the person s family name or surname In the following two spaces record the 2 and 3 letters of the person s First given name For example If the person s name is Brown Elizabeth i e surname first given name the Letters of name data element should be reported as RONLI If either of the person s names includes non alphabetic characters for example hyphens as in Lee Archer apostrophes as in O Mara or blank spaces as in Eu Jin these non alphabetic characters should be ignored w
298. used instead of the name of the language The code for English is 1201 With the help of a computer or using a printed copy of the codes and language names find the right 4 digit code for the person s Main language spoken at home If the client speaks an Aboriginal or Torres Strait Islander language then record 8000 Aboriginal languages or 8400 Torres Strait Islander languages If the client speaks Maori at home record either 9303 Maori Cook Island or 9304 Maori New Zealand If the person speaks an African or Pacific Island language you will need to look in the small group listed as Other Languages If the person s language is not one of those listed then record 0000 If the client is non verbal and makes use of sign languages for communication then record 9700 If your Agency is unable to obtain the person s Main language spoken at home or the person is unable to inform you of it then the code to use is 9999 In some Agencies different codes have been used to record the language information Check that you are using the right version of language codes or are able to map from the ones you use to the ones for the HACC MDS v2 0 See Main language spoken at home on page 171 Data Dictionary All language codes are in Appendix B on page 224 Part 1 Guide for use Page 23 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Indigenous statu
299. ut N Aboriginal but not Torres Strait Islander origin Torres Strait Islander but not Aboriginal origin 1 2 3 Both Aboriginal and Torres Strait Islander origin 4 Neither Aboriginal nor Torres Strait Islander origin 9 Not stated inadequately described not for use in primary data collections The Australian Bureau of Statistics standard for the collection of information about Indigenous status includes codes 1 2 3 and 4 4 Includes any person who is not of Indigenous Australian origin South Sea Islanders should be coded under this category as per the explanation below see Comment This data element should be reported for both care recipients and their carer if applicable at the beginning of each HACC service episode Agencies should always collect this information in a way that supports the coding options 1 2 3 and 4 That is information about Indigenous status should be collected in sufficient detail to distinguish between people of Aboriginal and Torres Strait Islander origin Page 164 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Reporting requirements Related data The one question format for collecting data on Indigenous status in the HACC program is as follows Where the person is present Are you of Aboriginal or Torres Strait Islander origin or where the person is not present and someone who knows the person very well responds for them Is the person of Aborig
300. vel at which information about HACC clients and the HACC funded assistance they receive is to be recorded and reported in a HACC MDS collection Sometimes HACC funded agencies may contract out or broker the assistance required by their clients to other service providers HACC or non HACC Although the agency may not directly provide the assistance in these cases the HACC agency paying for the assistance to clients is considered responsible for that assistance and should report on those clients and the assistance they receive in a HACC MDS collection There are no data elements in Version 2 0 of the HACC MDS that are specifically related to the HACC agency An agency identifier that uniquely identifies the reporting outlet will be centrally allocated to each HACC agency required to report ina HACC MDS collection The HACC MDS describes those activities of a HACC funded agency that are directly related or attributable to individual persons who receive HACC funded assistance from the agency As such the HACC MDS does not describe all activities of a HACC funded agency Nor is it assumed that the service activities reported ina HACC MDS collection by an agency accounts for all expenditure of HACC funds by the agency The HACC MDS is only one of the planning and accountability tools used in the HACC program Other planning and accountability mechanisms eg audited financial statements the HACC Service Standards Instrument and the Service Provisio
301. vely except that Level 2 Care coordination describes a time limited or bridging intervention Case Management comprises active assistance received by a client froma formally identified agency worker case manager or care coordinator who coordinates the planning and delivery of a suite of services to the individual client Where service delivery involves more than one agency only the activities of the agreed case manager should be recorded against this type of assistance Case Management is generally targeted on clients with complex needs It may be short term or ongoing A client receiving case management will be receiving multiple services typically from more than one agency The case manager will carry out the same range of activities as the care coordinator implementing the care plan liaison with service providers in the same or another agency dealing with the same client advocacy to ensure that the client has access to the range of services required and monitoring and reviewing the care plan or service plan The additional key elements of Case Management are Arranging additional services needed by the client by means of brokerage purchase of services or maintenance of effort agreements between agencies organising case conferences if needed actively monitoring for any change of client or carer circumstances advocacy and casework particularly where there is social isolation cognitive impairment or carer stress and l
302. vent involving one of these types of assistance the agency should record amount as the number of that type of assistance Page 103 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Verification rules Collection methods Reporting requirements Related data Part 2 Data Dictionary received by the client on that HACC service event The agency should record an amount of assistance with Meals as the number of meals that the person receives on each service delivery event regardless of what constitutes a meal At times a client may have several meals delivered at the same time eg frozen meals In these instances the number of meals delivered at the same time should be recorded The agency should record an amount of assistance with Formal Linen Services as a number of deliveries collections Each HACC service event involving the provision of Formal Linen Services should be reported as one delivery collection The agency should record an amount of assistance with Transport as a number of one way trips for each service delivery event A single trip should be recorded for each HACC client whether they are transported individually or in a group For each reporting period add up how many one way trips have been delivered to each client and report that total number When indirect transport assistance is provided eg taxi vouchers this should also be recorded in terms of the number of one way trips rece
303. y in assessing the scope and limitations of the HACC Data Dictionary and the HACC MDS it should be remembered that the HACC MDS is designed for the most part to reflect rather than drive agency practice While promoting consistent standards for the collection and reporting of data across the HACC field neither the Data Dictionary nor the HACC MDS collection is in a position to resolve policy or program level issues and tensions As a result the data generated by the HACC MDS collection may in certain respects embody these tensions and contradictions rather than ameliorate them Part 2 Data Dictionary Page 84 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Structure of the Data Dictionary Format The presentation of data element definitions in the HACC Data Dictionary is primarily based on the international standards for defining data elements issued by the International Organisation for Standardisation and the International Electrotechnical Commission ISO IEC Standard 11179 Specification and Standardisation of Data Elements The National Community Services Data Dictionary Version 3 2004 National Health Data Dictionary Version 12 NHDC 2003 and the Community Nursing Minimum Data Set Version 2 0 1998 are also based on the ISO IEC Standard 11179 The application of this international standard across data dictionaries and data collections in the health and community services fields adds to the completeness i
304. y carer is providing assistance on a regular and sustained basis to more than one care recipient NEAWELEVENT This information was not collected in HACC MDS v1 0 Reporting this element e lt is important to record this element for all carers e The simplest way to collect this information is to ask the carer Do you care for more than one person with a disability or chronic illness Code Description 1 Yes No Not stated inadequately described Only use this code if it is not possible to find out if the carer is caring for more than one person Data Dictionary See Carer for more than one person on page 118 Part 1 Guide for use Page 41 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Carer s first given name Definition First given name is the first name that precedes the carer s family name surname NWA This information about carers was not collected in HACC MDS v1 0 Recording this element e tis important to record the carer s name accurately as selected letters are used to form the element Letters of name Letters of name together with Date of birth and Sex enable statistical linkage Only the Letters of name is reported to protect the person s privacy e Although a carer may have a preferred name or nickname the First given name is their formal personal name e Record the name as it would appear on legal or formal documents e g Aged Pension card Medicare ca
305. y of each assistance type has been provided to the client Report the total for each client for each assistance type Assistance Description and guide to reporting type Meals e Refers to those meals which are prepared and delivered to the client It provided at does not include meals prepared in the client s home home pA It is important to count separately the meals provided to a client at home and the meals provided at a Centre or other setting Separate totals Meals provided at centre or other setting Formal linen services Part 1 Guide for use must be reported for each case The HACC MDS does not ask about the quality of the meals provided or the numbers of special diets provided or whether the client ate or enjoyed the meal This information may be required for operational and quality management purposes but is not part of the HACC MDS reporting requirements A Formal Linen service means that both the linen and the laundry services are provided to the client and the cleaning of the linen is done elsewhere Washing of clothes and other household linen may be undertaken as part of Domestic Assistance Formal Linen Service should only be recorded when linen is both provided and laundered The counting mode is the number of collections or distributions of linen that are made to an individual client If there is a weekly collection of dirty linen and replacement with clean linen this counts as a single Formal
306. ychiatric hospitals and psychiatric wards and facilities within hospitals as well as community based mental health services and community care units for people with mental illness and psychosocial difficulties 8 Includes referrals for persons who have been in patients of an extended care or rehabilitation facility whether freestanding or based within a hospital 9 Includes services and facilities specifically structured to provide palliative care in either community or institutional settings Verification rules Collection methods This data element should be recorded for all HACC clients at the beginning of each HACC service episode Source of referral should be recorded by the agency each time the person begins a period of HACC funded assistance from the agency and should be recorded in conjunction with a Date of entry into HACC service episode Given that HACC clients can have multiple episodes of care over time some agencies may choose record this information historically Historical recording refers to the practice of maintaining a record of changes over time where each change is accompanied by the appropriate date Although this level of system capability is desirable and may be necessary for future HACC MDS reporting this level of system capability is not assumed in the HACC MDS at this point in time Reporting This data element is required for reporting in the HACC MDS collection requirements Agencies are required to report t
307. yourself With some help need someone to go with you on all shopping trips Or are you completely unable to do any shopping Not stated inadequately described Ask the person Can you take your own medicine Without help in the right doses at the right time With some help able to take medication if someone prepares it for you and or reminds you to take it Or are you completely unable to take your own medicines Not stated inadequately described Ask the person Can you handle your own money Without help write cheques pay bills etc With some help manage day to day buying but need help with managing your chequebook and paying bills Or are you completely unable to handle money Not stated inadequately described Ask the person Can you walk Without help except for a cane or similar With some help from a person or with the use of a walker or crutches etc Or are you completely unable to walk Not stated inadequately described Code Page 34 HACC Program National MDS User Guide Version 2 0 Update 2 01 January 2006 Activity Guide to reporting Code Bathing Ask the person Can you take a bath or shower showering Without help With some help e g need help getting into or out of the 2 tub Or are you completely unable to bathe 1 Not stated inadequately described 9 Do not ask the client these questions Scoring these items should be based on all information availabl

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