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HACC MDS v2.0 User Guide

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1. Activity Code 1 Housework Can you do your own housework e Can do without help or supervision 3 e Needs some help or supervision 2 e Completely unable to do 1 2 Mode of Can you get to places out of walking distance transport e Without help can drive your own car or travel alone on buses 3 or taxis e With some help need someone to help or go with you when 2 travelling e Completely unable to travel unless arrangements are made for 1 a specialised vehicle like an ambulance 3 Shopping Can you go out shopping for groceries or clothes assuming you have transportation e Without help taking care of all shopping needs yourself 3 e With some help need someone to go with you on all shopping 2 trips e Completely unable to do any shopping 1 4 Medication Can you take your own medicine e Without help in the right doses at the right time 3 e With some help e g if someone prepares it and or reminds you 2 to take it e Completely unable to take your own medicines without help 1 5 Money Can you handle your own money e Without help write cheques pay bills etc 3 e With some help manage day to day buying but need help with 2 chequebook and paying bills e Completely unable to handle money 1 6 Walking Can you walk e Without help except for the use of a cane 3 e With some help from a person physical or verbal or with the 2 use of a walker or crutches If in a wheelchair rate 2 if the person manages independentl
2. 16 Law enforcement agency Includes referrals from police and other law enforcement agencies 55 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Code Description Other Use this code if the source of referral does not fit into any of the categories 56 listed above Not stated inadequately described Only use this code if it is not possible to find out the source of referral ge See Source of referral in National HACC Data Dictionary v2 0 page DataDictionary 799 eee HACC Program National MDS User Guide Version 2 0 Victorian modification June 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 NWA Previously agencies were not required to report this element Reporting this element e Dates should be reported in the following format dd mm yyyy e g 1st July 2005 is written as 01 07 2005 e 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 ongoing clients that is clients who received HACC services during a previous quarter your system should re use the existing Date of entry into HACC service episode For new clients in the reporting period the Date of Entry should be the earliest Date of receipt of assistance For clien
3. 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 See Letters of name in National HACC Data Dictionary v2 0 page Data Dictionary 46 46 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Carer s date of birth Definition The Date of birth is the date on which the carer was born NAVELBVENT 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 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 i
4. HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Need for Interpreter Definition This item indicates whether the client or carer requires a language interpreter NAITO This item is in Victoria s Common Client Data Set Code Description Interpreter needed Interpreter not needed Not stated inadequately described Reporting this element e Report the client s or carer s perception of their need for an interpreter e lf the client is deaf and needs and Auslan interpreter Preferred Language 9701 should also have been recorded according to ABS ASCL 1267 0 CCDS item 21 Data Dicti onary Codeset Source Based on the National Community Services Data Dictionary Version 3 p138 29 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Indigenous status 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 The simplest way to record their response is to use a tick box approach This would look like No A tick can be placed against two boxes to show Yes Aboriginal that the client is of Aboriginal and Torres Strait Islander origin Yes To
5. MIN SI ZE 1 ITEM CLIENT RECORD DATA TYPE REPRESENTATI ONAL NUMBER FORMAT ALLIED HEALTH CARE RECEIVED AT CENTRE Numeric 9999 hours PERSONAL CARE hours 9999 MAX VALI DATI ON RULES SI ZE Must be a number or null Must be a number or null Must be a number or null MEALS RECEIVED AT HOME tno of meals Numeric o MEALS RECEIVED AT CENTRE tpo of meas numeric o9 CLIENT CARE COORDINATION hours PROPERTY MAINTENANCE hours Numeric 9999 6 78 Self Care Aids EE ES Ka Must be a number or null EE Must be a number or null EA Must be a number or null ES Must be a number or null a Must be a number or null Ez Must be a number or null a Must be a number or null 3 3 4 Must be a number or null 3 Must be a number or null 3 Must be a number or null PROVISION OF GOODS AND EQUIPMENT Numeric Supporting and Mobility Aids PROVISION OF GOODS AND EQUIPMENT Numeric Communication Aids PROVISION OF GOODS AND EQUIPMENT Numeric Aids for reading 3 ee be a number or null Must be a number or null Must be a number or null 1 atte be a number or null PROVISION OF GOODS AND EQUIPMENT Numeric Medical Care Aids PROVISION OF GOODS AND EQUIPMENT Numeric Car modifications PROVISION OF GOODS AND EQUIPMENT Numeric Other goods equipment 1 1 1 1 1 92 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM CLIENT RECORD DATA TYPE REPRE
6. 1 1 Must be 1 2 3 or 9 92 FUNCTIONAL STATUS Money homa We este 2 ere 93 FUNCTIONAL STATUS Walking Nureni ff aa st be 2 ier 94 FUNCTIONAL STATUS Mobility isa ne oe ie Rea 1 95 FUNCTIONAL STATUS Self care screen Numeric 9 z f 1 Must be Lor 96 FUNCTIONAL STATUS Bathing Numeric 9 Must be 2 2 3 08 97 FUNCTIONAL STATUS Dressing Numeric 9 1 Must be 1 2 3 0r9 PlePlePlelelelrelrelde 80 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 MIN MAX VALI DATION RULES SI ZE EN Must be 0 1 2 or 9 ITEM CLIENT RECORD DATA TYPE REPRESENTATI ONAL NUMBER oe fruncronatsraus esting fumeri a N m EE C e 9 O E et o S D 103 fans Registered ciem fume oooO y 104 fars Confirmation ca fume s 105 Jars calcoutin tme fumer oo o o o 106 fars Calcoutin tmez fume o 107 prs Calcoutin times fumer o Coo oOo o 14 scp Goods and equipment cost whole 115 END CLIENT MARKER Alphanumeric AAAAAAAAAX literally ENDCLIENT HRS Call out in Time 4 Ke m O 81 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 82 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 B HACC MDS Version 2 Validation Rules for Victoria 1 Invalid submissions An MDS file will be deemed an invalid submission and rejected by the Victorian data repository VDR
7. 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 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 in National HACC Data Dictionary v2 0 page 112 er See Carer existence of in National HACC Data Dictionary v2 0 Data Dictionary page 114 DHS CCDS item 5 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Carer residency status Definition Carer residency status identifies whether or not the carer lives with the person for whom the
8. Must be a number either 1 2 3 4 or 9 1 CARER INDIGENOUS Numeric STATUS CARER STATE TERRITORY Numeric I DENFI ER CARER RESIDENTIAL Alphanumeric LOCALITY 40 CARER POSTCODE Numeric CARER RESIDENCY STATUS Numeric 37 38 39 41 42 43 45 47 Must be in the correct number ID Must be a valid suburb town locality or blank 1 Must be a valid postcode If data is unavailable use 9999 Must be a number 1 or 2 If data is unavailable use 9 4 1 RELATIONSHIP OF CARER TO Numeric 1 2 Must be a valid code If data is CARE RECIPIENT unavailable use 9 1 DATE OF LAST UPDATE dd mm yyyy 0 Must be in prescribed date format 0 DATE OF ENTRY INTO HACC Date dd mm yyyy SERVICE EPISODE DATE OF EXIT FROM HACC Date dd mm yyyy SERVICE EPISODE MAIN REASON FOR Numeric 1 CESSATION OF SERVICES Must be in prescribed date format Must be in prescribed date format Must be a valid code If data is unavailable use 99 or null 1 4 CARER FOR MORE THAN ONE Numeric 1 Must be a number 1 2 or 9 PERSON 1 1 1 0 Must be a valid code If data is unavailable use 99 90 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM _ CLIENT RECORD DATA TYPE REPRESENTATIONAL MIN MAX VALI DATI ON RULES NUMBER FORMAT 4 Se 4 Services Received total calculated per client for reporting period en 49 Domestic ASSISTANCE hours 9999 EARRA Must be a number or
9. SOURCE OF REFERRAL Numeric Must be a valid code If data is unavailable use 99 DATE OF ENTRY INTO HACC Date dd mm yyyy Must be in prescribed date SERVICE EPISODE format Must be a number 1 or 2 data is unavailable use 9 Must be a valid code If data is unavailable use 9 Must be a number 1 2 or 9 CARER RESIDENTIAL Alphanumeric Must be a valid suburb town LOCALITY locality or blank 76 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 a _ CLIENT RECORD DATA TYPE REPRESENTATIONAL MIN SIZE MAX VALI DATION RULES NUMBER Reported once per client FORMAT Must be a valid code If data is unavailable use 99 or null 77 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM CLIENT RECORD DATA TYPE REPRESENTATIONAL MIN MAX VALI DATION RULES NUMBER FORMAT SIZE SIZE Services Received total calculated per client for reporting period 49 DOMESTIC ASSISTANCE hours 9999 1 4 Must be a number or null 50 VOL SOCIAL SUPPORT hours 9999 afa Must be a number or null 51 NURSI NG RECEIVED AT HOME hours 9999 ERES Must be a number or null 52 NURSING RECEIVED AT CENTRE hours 9999 Must be a number or null 53 PODIATRY AT HOME hours 9999 99 6 Must be a number or null ee THERAPY AT HOME 9999 99 E Must be a number or null hours 55 SPEECH PATHOLOGY AT HOME hours 9999 99 6 Must be a number or null 56
10. The Victorian data repository will ensure that all relevant files are mapped to the National HACC MDS format before a copy is submitted to the National HACC data repository Agencies with more than one outlet how to report Depending on how your agency has organised its client services and its information management systems you have a choice in how to report to the MDS Option 1 The agency transmits a single set of HACC MDS files to DHS Such an agency may have only one outlet or it may have several business units delivering HACC services but the agency will have a unified information management system and therefore undertakes to produce a unified set of client records The agency will be issued with a single HACC ID number for the purpose of reporting the MDS Option 2 The agency comprises more than one outlet or business unit with more than one client information management system The agency opts to transmit more than one set of HACC client records to DHS Therefore the agency will be issued with more than one HACC ID number for the purpose of reporting the MDS HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 The DHS Aged Care Branch is happy to accommodate either of these arrangements by supplying ID numbers for any agency outlet that needs to submit its own set of MDS files For advice agencies should consult the HACC Data Help Desk and their DHS Regional HACC contact Sub contracting who r
11. DIETETICS AT HOME hours 9999 99 es Must be a number or null 57 PHYSIOTHERAPY AT HOME hours 9999 99 EREA Must be a number or null 58 AUDIOLOGY AT HOME hours 9999 99 Must be a number or null 59 COUNSELLING AT HOME hours 9999 99 6 Must be a number or null ALLIED HEALTH CARE RECEIVED AT Numeric 9999 Must be a number or null HOME TOTAL TIME e A e PODIATRY AT CENTRE PODIATRY AT CENTRE hours 9999 99 1 6 Must be a number or null 62 OCCUPATIONAL THERAPY AT CENTRE Decimal 9999 99 Must be a number or null hours SPEECH PATHOLOGY AT CENTRE hours 9999 99 ao be Must be a number or null DIETETICS AT CENTRE hours 9999 99 ay je Must be a number or null PHYSIOTHERAPY AT CENTRE hours 9999 99 ate Must be a number or null 78 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 MIN MAX VALI DATION RULES SI ZE ITEM CLIENT RECORD DATA TYPE REPRESENTATI ONAL NUMBER FORMAT AUDIOLOGY AT CENTRE hours 9999 99 COUNSELLING AT CENTRE hours 9999 99 1 a N m Must be a number or null Must be a number or null ALLIED HEALTH CARE RECEIVED AT Numeric 9999 1 Must be a number or null CENTRE hours Must be a number or null PERSONAL CARE hours 9999 1 PLANNED ACTIVITY GROUP CORE 9999 1 hours Must be a number or null Must be a number or null 66 pa hours ee et E meals ee E N E meals 81 w Must be a number or null Must be a number or n
12. 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 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 See First given name in National HACC Data Dictionary v2 0 on Data Dictionary page 141 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Surname family name 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 client s name accurately because a few letters are taken from the surname and first given name to make a statistical linkage key This statistical linkage key keeps the client s data private when it is reported Record the name as it would appear on legal or formal documents e g Aged Pension card Medicare card Birth Certificate or passport If required check name spelling with referring agencies Take car
13. an agency funded to provide Linkages or Community Options packages of care This person will coordinate planning and delivery of services from more than one agency 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 range of activities in Case Management comprises two groups i 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 ii 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 An agency funded for Client Care Coordination would be expected to undertake the activities in group i above an agency funded for Case Manage
14. e You need to report this data element by using the codes 1 and 2 Take care if your Agency has been recording sex using the words male and female or the letters M and a oe e The additional codes for Indeterminate and Intersex have been added to create consistency with Victoria s hospital collection the Victorian Admitted Episode Dataset VAED Code Description Male Female Indeterminate Used only for babies under 90 days old Intersex 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 See Sex in National HACC Data Dictionary v2 0 page 197 a Source Data definitions in VAED Manual 14 edition July 2004 Data Dictionary p 3 154 DHS CCDS v1 2 item 27 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 SLK Missing flag Definition The SLK information missing flag records whether or not the Care Recipient s Letters of name Date of birth and Sex have been replaced by the Carer s or vice versa For example the flag indicates that the information needed to create the client s Statistical Linkage Key SLK has been replaced by information relating to the Carer because the information about the client the care recipient was missing NAWITEM This data element was not in the previous MDS Reporting this item This element mus
15. the HACC Data Reform Working Group then examined a range of possible amendments to the HACC MDS vl Recommendations from this group were accepted by HACC Officials and are reflected in the HACC MDS version 2 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 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 Purpose and structure of the User Guide This User Guide is designed to assist HACC service providers to create accurate quarterly reports about the characteristics of all clients who receive a HACC funded service and about the type and quantity of services provided A Minimum Data Set reflects an agreement to collect and report a prescribed set of data elements that are clearly defined in a Data Dictionary The national HACC MDS v2 0 includes all those data elements that HACC providers are required to report consistently on an ongoing basis in all States and Territories The national HACC Data Dictionary contains definitions for each of these data elements It a
16. 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 in National HACC Data Dictionary v2 0 page 170 Data Dictionary All language codes are in HACC Data Dictionary Appendix B Source ABS Australian Standard Classification of Languages ASCL Catalogue 1267 0 53 HACC Program National MDS User Guide Version 2 0 Victorian modification June 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 tis 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 e The simplest way to record their response is to use a tick box approach This would look like No A tick can be placed against two boxes to show
17. 9 GOVT PENSION BENEFIT Numeric 1 1 Must be a valid code If data is STATUS unavailable use 9 23 24 25 26 27 28 29 30 1 32 33 34 DVA ENTITLEMENT Numeric 1 1 Must be a valid code If data is unavailable use 9 ACCOMMODATION Numeric 1 2 Must be a valid code If data is unavailable use 99 CARER LETTERS OF NAME Alphanumeric XXXXX 222XX or blank Date 1 1 Must be a number 1 or 2 If data is unavailable use 9 CARER DATE OF BIRTH dd mm yyyy 10 10 Must be in prescribed date format Year of birth must not be before 1895 or blank 3 Must be in prescribed SLK format e g X22X2 XXX22 CARER DATE OF BIRTH Numeric Must be a number either 1 or 2 ESTIMATE FLAG or blank Must be a number either 1 2 or 9 or blank 75 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM CLI ENT RECORD DATA TYPE REPRESENTATIONAL MINSIZE MAX VALIDATION RULES NUMBER Reported once per client FORMA _ Hl ator ni A E Nell dl E I DENFIER a be a valid country code If data is unavailable use 9999 Must be a valid language code If data is unavailable use 9999 Must be a number either 1 2 3 4 or 9 Must be in the correct number ID Must be a valid postcode If data is unavailable use 9999 RELATIONSHIP OF CARER TO Numeric CARE RECIPIENT CARER FOR MORE THAN ONE Numeric PERSON DATE OF LAST UPDATE Date dd mm yyyy Must be in prescribed date format
18. 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 See Government pension benefit status in National HACC Data Data Dictionary Dictionary v2 0 page 153 DHS CCDS item 15 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 DVA entitlement 34 Definition DVA entitlement records whether or not the care recipient is in receipt of a Department of Veterans Affairs entitlement card 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 code 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 lf 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
19. Dictionary v2 0 page 128 O See Date of receipt of assistance in National HACC Data Dictionary Data Dictionary v2 0 page 135 See HACC service episode in National HACC Data Dictionary v2 0 page 159 57 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 58 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 details associated with the latest update are taken as the most accurate Dates should be reported 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 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 pu
20. June 2006 Carer for more than one person Definition This item records whether the primary carer is providing assistance on a regular and sustained basis to more than one person NWA This information was not collected in HACC MDS v1 0 Reporting this element e 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 e Ignore the existence of dependent children unless disabled Code Description 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 See Carer for more than one person in National HACC Data Data Dictionary Dictionary v2 0 page 117 43 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 44 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 because a few letters are taken from the first given name and surname to make a statistical linkage key The statistical linkage key protects the carer s privacy when the data is reported The success of the key depends on the accuracy of each agency dealing with the person Record t
21. The Community amp Women s Health Program data collection e The Alcohol and Drug Program data collection e The blood borne viruses and sexually transmitted infections data collection e The Service Coordination Tool Templates SCTT Extent of Victoria s modifications to National HACC MDS v2 To accommodate the CCDS it has been necessary to make some minor modifications to the National HACC MDS Version 2 for use in Victoria To enable data to be collected from agencies funded by the Aged Care Support for Carers program and agencies operating a HACC Response Service some additional data items service types have been added To enable data to be collected from another four related programs a variant of Victoria s HACC MDS version 2 called version 2 01 has been produced Agencies needing to collect this variant dataset will be given separate documentation by the DHS Aged Care Branch Version 2 01 contains all the items in version 2 The relevant programs are Community Connections Housing Support for the Aged e Older Persons High Rise Support e SRS Service Coordination prescribed by the International Organisation for Standardisation and the International Electrotechnical Commission ISO IEC Standard 11179 Specification and Standardisation of Data Elements 2 The national HACC Dictionary is published on the Web at http www health gov au internet wcms publishing nsf Content hacc mds_v2 htm HACC Program Nationa
22. agency only as John the Letters of name will be 2220H Similarly if the person s first given name is unknown substitute 2s for the two spaces associated with the first given name Thus if the client is known only as Mr Smith Letters of name will be MIH22 If the client has declined to give their name at all you can report the Letters of name as 22222 See Letters of name in National HACC Data Dictionary v2 0 page Data Dictionary 166 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Date of birth Definition The Date of birth is the date on which the care recipient was born Reporting this element 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 in the following format dd mm yyyy Thus 3rd July 1905 is reported as 03 07 1905 If the actual date of birth is not known you should calculate an estimated date of birth in the following way If the age of the person is known use it 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 The 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 bi
23. agency should report every such currently registered client every quarter even if the person did not receive a call out or any other HACC service during the quarter Changes from HACC MDS v1 0 HACC MDS v2 0 incorporates a number of significant changes to the MDS data elements in Version 1 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 Where the person was receiving HACC services to support their role as a carer the record described the carer but not the care recipient In HACC MDS v2 0 information on carers is always recorded together with information on the care recipient as part of a common record The data element Reason for HACC client status has therefore been deleted from MDS v2 0 15 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 16 If the care recipient has more than one person who can be described as their carer it is only necessary to collect details about the primary carer the person who provides the most significant care and assistance A new data element Carer for more than one person shows whether a primary carer is providing assistance on a regular basis for more than one aged or disabled person Assistance types for carers HACC MDS v2 0 continues to define Respite care as being a service that provides a break for carers from their carin
24. assumed that the activities reported in the MDS will account for all HACC funds spent by the agency Who is a HACC client for MDS purposes Care recipients and carers Most people receiving HACC assistance will be frail aged people or people with a disability They are described here as care recipients Some of these care recipients will have relatives friends or neighbours who look after them if the care provided is unpaid and sustained these people are called carers Carers are officially recognised as part of the HACC Program s target population The carers of older people are also the principal focus of the DHS Aged Care Support for Carers program In Version 2 0 of the HACC MDS information about the care recipient and their carer if any is recorded on the same client record Thus a HACC MDS v2 0 record will consist of information on one of the following e Acare recipient only if the person has no carer or e A care recipient and their carer where this dyad is receiving services funded by HACC or the Support for Carers program Your agency should therefore collect information about both the care recipient and the carer where there is a carer If the carer is a person who is also receiving HACC services due to their own frailty or disability rather than to assist them in their capacity as a carer then your agency should be maintaining a separate HACC client record for that person and submitting it along with all
25. client Nursing comprises professional nursing care provided by a registered nurse who is employed in a nursing capacity Nursing care can be delivered in the client s home or in a centre or other location Allied Health consists of a range of specialist services This item is used to aggregate the hours of service delivered by any of the sub categories of Allied Health It can be delivered in the home or in a centre or other location A session of stretching exercises or occupational therapy to a group of clients attending a planned activity group will be recorded as part of the PAG hours Sub category of Allied Health Sub category of Allied Health Sub category of Allied Health Sub category of Allied Health Sub category of Allied Health Sub category of Allied Health Sub category of Allied Health undertaken by a social worker or trained counsellor Personal Care describes assistance with tasks which a person would normally do for themselves but which because of illness disability or frailty they are unable to perform without the assistance of another person Examples are bathing dressing grooming toileting assistance with getting in and out of bed and assistance with mobility and eating A person attending a Planned Activity Group may require assistance with going to the toilet or getting in and out of a chair Do not record this as Personal Care the primary type of assistance should be recorded as Planned Activity Group In
26. eee eee e eee teen e eae eee eee nnn 60 E Counting the assistance Provided ccscceeseeeeeceeeseeeeeeeeueeeeeseeeuseeaeaeeansgeans 62 Appendices Transmission Protocol HACC MDS v2 0 Victoria ssssssssusnnnnnnnnnnnnnnnnnnnnnnnnnn 71 Transmission Protocol HACC MDS v2 0 1 Victoria c ccseeeeseeeeseeeeeeeeeseeeeeeeees 85 Statistical Linkage Key Format HACC MDS v2 0 and v2 01 ViC c sesseseeeeess 98 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Introduction Background The Home amp Community Care 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 living in the community The program is jointly funded by the Australian Government and the State and Territory governments Work on a National HACC Minimum Data Set MDS commenced in 1997 Collection began in January 2001 following extensive consultations and pilot testing An evaluation of HACC MDS version 1 was finalised in 2003 It was 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 The evaluation encompassed data elements definitions data quality and data collections arrangements and offered a range of suggestions for the future direction of the collection A working group of key stakeholders
27. 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 Reporting this element e Record this element for all clients with carers i e Carer availability has code 1 e To record an answer to this element complete the sentence The person caring for the client is the client s mother husband etc e A same sex partner is code 1 or 2 e Other relative codes 9 and 10 allow 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 Not applicable Wife female partner Husband male partner Mother Father Daughter Son Daughter in law Son in law O OINI Oa RAJOON oOo Other relative female o Other relative male o o n Friend neighbour female Friend neighbour male Not stated inadequately described Only use this code if it is not possible to find out the relationship of the carer and care recipient See Relationship of carer to care recipient in National HACC Data Data Dictionary Dictionary v2 0 page 191 DHS CCDS v1 2 item 23 HACC Program National MDS User Guide Version 2 0 Victorian modification
28. or training provided by a HACC agency to another agency HACC or non HACC advice information or ad hoc referral provided by telephone to members of the public or 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 Below are listed other assistance types They are to be used to report other HACC like services on advice from DHS The additional items will be mapped to the national format by DHS before transmission to the national data repository A HACC Response Service HRS provides a call out home visit to a consumer of Personal Alert Victoria s alarm service in cases where the consumer lacks a family member or other contact who can respond to a call out Agencies with HRS funding must maintain a register of current clients Shows whether the person is registered with HRS in the current reporting period Code 0 no 1 yes Shows whether the registered HRS client received a confirmation call by phone or by home visit during the quarter Code 0 no contact 1 phone call 2 home visit HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 HRS Call out in Time 1 HRS Call out in Time 2 HRS Call out in Time 3 HRS Call out in Time 4 Aged Care Support for Carers Program next 6 items SCP Respite daytime in home SCP Respite overnight in home non a
29. other HACC client records For example consider Mrs Smith the ageing mother of an adult son with a disability John Smith If the HACC program provides Mrs Smith with regular respite for J ohn Smith this will be reported on John Smith s client record which will also include key details about his carer Mrs Smith Generally the agency would not submit a separate record for Mrs Smith However if Mrs Smith herself has been assessed as requiring for example HACC personal care then the agency will maintain and submit a separate client record for Mrs Smith showing that she receives personal care It is possible that this record will show that Mrs Smith herself has no carer Exclude casuals but include groups The HACC MDS does not collect information about people who have only a casual or fleeting contact with service providers Thus you can exclude people making general telephone enquiries or people who attend information sessions If your agency runs a social club or drop in centre or an outreach service to homeless people you should include all regulars even if their full details are not known see below on how to count anonymous clients 11 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Groups In some circumstances the individuals participating in a group should be included in other cases they should be excluded The general rule is Include anyone for whom your agenc
30. special situations personal care 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 in a temporary shelter and the Centre is able to provide the bathing facilities Planned Activity Groups provide a planned program of activities directed at enhancing skills required for daily living These activities also provide opportunities for social interaction and respite for carers The group may meet in a centre or at a local venue or go on an excursion Count the time that each individual attended the PAG from the time the person arrived at the centre until the session finished If the group members were picked up from home to go on an excursion count the time from pick up to drop off Core group clients are physically relatively independent and do not require specialist dementia care or personal care to participate in the activities HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Planned Activity Group High Delivered Meals Respite Assessment Case management Client Care Coordination High Planned Activity Group clients require assistance with personal care and or specially trained staff for moderate to severe dementia care and or have behaviour management problems Meals refers to those meals which are prepared and delivered to the client s home or ser
31. stated inadequately described Only use this code if it is not possible to find out the client s DVA card status See DVA card status in National HACC Data Dictionary v2 0 page Data Dictionary 137 DHS CCDS v1 2 item 13 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 Record the State or Territory code which corresponds to the place where the client lives whilst receiving assistance from your Agency Victoria 2 Record where the client lives and not where your Agency is located Three data items Australian State Territory identifier Residential Locality and Postcode should relate to the same place for the same client Agencies with a catchment covering more than one state or territory should take particular care with this item The codes listed below are the only accepted values under the HACC MDS Only use Code 9 if you are providing assistance to clients in one of the named Other Territories Code Description New South Wales Victoria O AN DO oa RAON a Queensland South Australia Western Australia Tasmania Northern Territory Australian Capital Territory Other Territories Cocos Keeling Islands Christmas Island and Jervis Bay Territory See Australian State Territory identifier in National H
32. the following occur e Where appropriate some data fields with blank values will be substituted with the value 9 or 99 or 9999 refer to list below 83 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 After these corrections the VDR will process the records as normal The agency will be notified of the corrections and asked to fix the problem for future transmissions 5 Suggestions for software design Logical checks for data validation These checks should be built into the agency s client information management system If the client has no carer Carer Availability 2 then responses to all carer data items should be blank Conversely if there is a carer Carer Availability 1 all carer data items should be populated If the client is still receiving HACC services at the end of the collection period the Date of Exit from HACC Services and the Main Reason for Cessation of Services should both be blank If the client has stopped receiving HACC services there should be a date for Date of Exit from HACC Services and the Main Reason for Cessation of Services should be coded accordingly If the answer to the Self care Screen Functional Status is No 2 then Bathing Dressing Eating and Toilet in Functional Status should be blank Future dates should not be acceptable Date of birth must not be before 01 01 1895 Date of birth must not be after or the same as Date of Entry into HACC Service
33. ACC Data Data Dictionary Dictionary v2 page 110 34a HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Residential locality Definition Records the geographic area suburb town or locality 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 Brighton 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 home location information recorded under Australian State Territory identifier Suburb town locality and Postcode are expected to relate to the same home See Suburb town locality in National HACC Data Dictionary v2 0 page 204
34. Data Dictionary DHS CCDS item 26 Residential locality Codeset Source Aus Standard 5017 Health Care Client Identification 35 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Residential 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 or see the list at the back of the telephone book or check the Web site below The client s home location information recorded under Australian State Territory identifier Suburb town locality and Postcode are expected to relate to the same home See Postcode in National HACC Data Dictionary v2 0 page 176 DHS CCDS item 25 Residential Postcode Data Dicti onary Source Australia Post Postcode File http www1 auspost com au postcodes 36 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Functional status Definition This element records the extent to which the care recipient is able
35. Episode Date of birth must not be after or the same as Date of Last Assessment Postcodes must be a valid Australian Postcode The Residential Locality Suburb or locality name should match the Postcode A list can be obtained from the Australia Post site at http www1 auspost com au postcodes 6 Data items that the VDR will populate with 9 or 99 or 9999 if left blank Country of birth Preferred language Need for interpreter Indigenous status Postcode Living arrangement Govt Pension benefit status DVA entitlement Accommodation Carer availability Carer country of birth Carer preferred language Carer indigenous status Carer postcode Carer residency status Carer for more than one person Source of referral Carer s data items will be cross checked with Carer Availability Status 1 before auto populating the blank fields 84 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Transmission Protocol HACC MDS v2 0 1 Victoria 85 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Transmission Protocol HACC MDS v2 0 1 Victoria A Data Transmission Standard Victorian HACC MDS version 2 csv format 1 Submission File Name Format Purpose to uniquely identify a submission file received by the RRHACS Data Repository CCCCCCCAAAAAYYYYNTTXX FFF where CCCCCCC COLLECTION IDENTI FER AAAAA AGENCY IDENTIFIER YYYYN DATA SUBMISSION IDENTI
36. FIER TT TRANSMISSION NUMBER XX EXPORT FILE PORTION FFF FILE EXTENSION i e CSV or XML Example Agency ID 1234 submits a single portion file for the J uly Aug Sept quarter starting 1 July 2006 for a single time in CSV format i e Data Submission ID 20063 Transmission No 1 Export File Portion 1 Thus the Submission File Name HACC12342006311 CSV 7 Data repository managed by DHS Rural and Regional Health and Aged Care Services Division 86 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 1 CSV File format ITEM HEADER RECORD DATA TYPE REPRESENTATIONAL MAX VALIDATION RULES NUMBER REPORTED ONCE PER FORMAT SIZE SUBMISSION COLLECTION IDENTIFER Alphanumeric AAAAAAA Must be in prescribed format literally HACC VERSION IDENTIFIER NUMERIC 999 Must be in prescribed format literally 201 201 stands for v2 0 1 RECORD TYPE Alphanumeric AAAAAA Must be in prescribed format literally HEADER AGENCY IDENTIFIER Numeric 99999 4 5 Must be valid agency id DATA COLLECTION IDENTIFIER Alphanumeric YYYY N 6 Must be in prescribed format and valid collection id TRANSMISSION NUMBER Numeric 99 Must be a number gt 0 EXPORT FILE PORTION Alphanumeric XX Default 1 NUMBER OF CLIENT RECORDS Numeric 99999 Must be a number gt 0 FOLLOWING NAME OF SOFTWARE Alphanumeric AAAAAAAAAAAX END HEADER MARKER Alphanumeric AAAAAAAAA Must be in pres
37. Funded Agency Channel is https fac dhs vic gov au A user ID is required and can be supplied free on request Comparing agency outputs to targets In Victoria all HACC agencies have a Service Agreement with DHS which includes a HACC Service Plan The Service Plan specifies the agency s output targets for each HACC service type or activity type The MDS is now the only means by which HACC agencies can report their aggregate outputs hours of service The MDS replaces the former HACC Quarterly Output Collection Therefore it is important for the data on hours of output by service type to be accurate One of the reports on the DHS Funded Agency Channel no 19 shows each agency s most recent MDS data and compares outputs for each HACC funded activity to the corresponding targets in the agency s service agreement Agencies should consult this FAC report during and after the data transmission period to check that it is accurate Any anomalies over performance or under performance should be discussed with DHS Regional HACC contacts HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 The HACC MDS only describes those activities of an agency that are directly related or attributable to identifiable persons who receive assistance from the agency funded by the HACC Program or Victoria s Support for Carers Program As such the HACC MDS does not describe all activities of an agency Nor is it necessarily
38. Home and Community Care Program National Minimum Data Set Victorian modification USER GUIDE Version 2 0 vic June 2006 Incorporating the Transmission Protocol and Validation Rules for MDS v2 0 and MDS v2 01 Ae hacc home and community care A JOINT COMMONWEALTH AND STATE TERRITORY PROGRAM PROVIDING FUNDING AND ASSISTANCE FOR AUSTRALIANS IN NEED Table of Contents Introduction 5 Background cccceeeeceeeeeeeeeeeeeeeeeeeeuaeeseaeeeeaeeeuaeeeuaeeeeaeeauaeeauaseauaeeauageauaeeauaeeauaeeas 5 Objectives of the HACC Minimum Data Set ccccsseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaees 5 Purpose and structure of the User Guide s sssssssunnsnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 5 Victoria s modification Of HACC MDS V2 ccscceesceeeeeeeeeeeeeseeeeeeeeeaseeesseousseonaseans 6 Overview of HACC MDS v2 0 9 Who needs to complete the HACC MDS ccsccsesceeeeeeeeeeeeeeeeeuseeaeaeeeuseeouseeageans 9 Agencies with more than one outlet how to report cccccseseeeeeeeeeeeeeeeeeeneeeens 9 Sub contracting who reports the Cli Mt ccscceeeceeeseeeeeeeeeeeeeeaeeeeeeeeuaeeouanens 10 Feedback to AGeN Cie ccceeeseeeeeeeeeeeeeeeeeeeeeeeeeeeaueseauaeeaeageasaguasaeeauageasageansgnans 10 DHS Funded Agency Channel cceceee eee eee eee tae ene teeta ene eneed 10 Comparing agency outputs to targets c cece cece eee eee ee eee ee teeta eaten 10 Who is a HACC client for MDS purposes cccceceeeeeeee
39. SENTATIONAL NUMBER FORMAT COUNSELLING SUPPORT INFORMATION AND Numeric 9999 ADVOCACY CARE RECIPIENT hours 87 COUNSELLING SUPPORT INFORMATION AND Numeric 9999 ADVOCACY CARER hours 89 MIN MAX VALIDATION RULES z SI ZE SI Must be a number or null Must be a number or null 1 Must bel 2 3 0r9 1 1 1 1 FUNCTIONAL STATUS Housework Numeric oo 9o FUNCTIONAL STATUS Transport 90 FUNCTIONAL STATUS Shopping Numeric 94 FUNCTIONAL STATUS wobiity Numeric 95 FUNCTIONAL STATUS Self care screen 96 FUNCTIONAL STATUS Bathing Numeric FUNCTIONAL STATUS Dressing Numeric Must be 1 2 3 or 9 Must be 1 2 3 or 9 Must be a number or null 9 9 lt 100 FUNCTIONAL STATUS Communication _Numene 101 FUNCTIONAL STATUS memory Numene 102 FUNCTIONAL STATUS Behaviour Numene 103 fans Reser cien fumer 108 fans contrmaon ca fumer 107 HRS Call out in Time 3 Numeric 99 100 101 102 103 104 105 106 m N 93 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM CLIENT RECORD DATA TYPE REPRESENTATIONAL MIN MAX VALIDATION RULES NUMBER FORMAT SIZE SIZ 108 HRS Call out in Time 4 Numeric O ae 1 Must be a number or null EZ EE ES ES Ler 4 Must be a number or nuli 4 Must be a number or null 4 Must be a number or nuli 4 Must be a number or nui 4 _ Must be a number or null 4 Must be a number or null 4 Mus
40. Yes Aboriginal that the carer is of Aboriginal and Torres Strait Isl r origin Yes Torres Strait Islander slander engin e 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 See ndigenous status in National HACC Data Dictionary v2 0 page Data Dictionary 463 54 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 D Information about the service episode 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 at initial assessment Agencies may find it useful to make a list of the agencies from which they most frequently receive referrals Assign the relevant MDS code to each This will help staff to re
41. a items does not correspond to the prescribed codes or format letters of name date of birth Sex post code e No services are recorded for the quarter e More than 1000 hours or negative hours recorded for any of the service activities that are measured by hours e More than 300 meals or a negative number of meals recorded for meals delivered at home or at centre e Duplicate client records 3 Deletion of information within the client record The VDR will delete some information from a client record if any of the following occur e Incorrect date format in any date fields except for date of birth refer to above rule on Rejected Records e Incorrect value or code in any other data fields After these deletions the VDR will process the remaining records as normal The agency will be notified of the deletions and asked to fix the problem for future transmissions 4 Correction of information within the client record The VDR will correct some information in a client record if any of the following occur e Where appropriate some data fields with blank values will be substituted with the value 9 or 99 or 9999 refer to list below 96 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 After these corrections the VDR will process the records as normal The agency will be notified of the corrections and asked to fix the problem for future transmissions 5 Suggestions for software design Logical
42. ag we egscvceesa Fede eke i ev denen bean Eaa ai E Ea PTa ed eas EEEa AEN a 26 C untry Of DIt ea a a Ea olde aa E AA eed A eb 27 Preferred Language Main language spoken at home ssssssssrrrrrsrrrsrrssessrrssr 28 Need for Interpreters r a bh a a a a a a doe Ea ya iS 29 ndigeno s Status iiine a aa A ta eee KK TE as ened cea aa eee Ea N 30 B Care recipient circUuMStanceS ccccsceeeeceeeeeeeeeeeeeeeeeeeeeeeeseeeseeaueseaeseeanseeans 31 LIVING ArFANGEMEeENLs vccevesce dase ekaa na ET Aea eevee dees En ENEE ANAE EEEN 31 AceoMM Oda OT r a a a E A Deed ee teat Seu eee ae a EAEE 32 Government pension benefit statuS ssssssssrsrssrerrrrrsrerrrrrsrerrnrrsrerrrrnresrnn 33 DVA entitlement kunst renr iina a ad E EANA eden aAa ener eee eee 34 Australian State Territory identifier sssssssssssrrrsssrirrrrerrrrrrererrr teeta teeta ed 34a Residential locality mess nn sin sailors ba haaiactht louie hte aaa Slate aaa 35 Residential Postcode st2scs8iy nies ease ee a ea EEA 36 FUNCCIONAl StALUS eeraa a eea a a ed ad aeaa Toa as ahai 37 C Information about the carer sccccssscccesncccecnceeeenceeenneeeenceeeenneeeeaseeenanenenanens 40 Carer availability carer existence Of ccece cece ence eeeeee sees eee eeaeeeaeeuneeeneeaneas 40 Carer residency StatuS ccc cece eee eee eee nena eee tennant ees 41 Relationship of carer to care reCipient 0 cece eee eee eee teeta teeta ed 42 Carer for mor
43. ample clients MARY SAMSON AMO AR AMOAR JO O REILLY REL O2 RELO2 H IN NG G22 IN G22IN 101 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Example of Statistical Linkage Key The HACC MDS statistical linkage key makes use of specified letters from a client s name supplemented with their date of birth and the code for sex refer Figure 1 for illustration of this Family Name s a m s o N M AIR Y First Given Name DATA LINKAGE KEY o s rlol l ls l6s rmy Date of Birth Female Figure 1 Composition of Data Linkage Key 102
44. ata repository managed by DHS Rural and Regional Health and Aged Care Services Division 72 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 2 CSV File format ITEM HEADER RECORD DATA TYPE REPRESENTATI ONAL MIN MAX VALI DATION RULES NUMBER REPORTED ONCE PER SUBMISSION FORMAT SIZE SIZE COLLECTION IDENTIFER Alphanumeric AAAAAAA Must be in prescribed literally HACC format VERSION IDENTIFIER NUMERIC 999 Must be in prescribed literally 200 format 200 stands for v2 0 0 RECORD TYPE Alphanumeric AAAAAA Must be in prescribed literally HEADER format AGENCY IDENTIFIER Numeric 99999 4 5 Must be valid agency id DATA COLLECTION IDENTIFIER Alphanumeric YYYY N 6 6 Must be in prescribed format and valid collection id TRANSMISSION NUMBER Numeric 99 1 2 Must be a number gt 0 EXPORT FILE PORTION Alphanumeric XX Default 1 NUMBER OF CLIENT RECORDS Numeric 99999 Must be a number gt 0 FOLLOWING NAME OF SOFTWARE Alphanumeric AAAAAAAAAAAX END HEADER MARKER Alphanumeric AAAAAAAAA Must be in prescribed literally ENDHEADER format 73 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 VALI DATION RULES Must be in prescribed format 3 Must be in prescribed format 200 stands for v2 0 0 Must be in prescribed format 5 Must be in prescribed SLK format eg X22X2 XXX22 222XX or blank Must be in p
45. ation recorded under Australian State Territory identifier Suburb town locality and Postcode are expected to relate to the same place See Postcode in National HACC Data Dictionary v2 0 page 176 Data Dictionary Source Australia Post Postcode File http www auspost com au postcodes 51 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Carer s country of birth Definition Country of birth refers to the country where the carer was born NWA This information about carers was not collected in HACC MDS v1 0 Reporting this element e Most Agencies 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 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 This information does not change Once you have initially recorded it there is no need to alter it If 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 in National HACC Data Dictionary v2 0 page 122 All country codes are in HACC Data Dictionary Appendix A Standard Australian Classification of Countries SACC ABS Catalogue No 1269 0 with regard to East Timor Macau a
46. ational HACC Data Dictionary DataDictionary 2 0 page 127 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Carer s sex Definition The biological sex of the carer NWA 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 Data Dictionary See Sex in National HACC Data Dictionary v2 0 page 197 49 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Carer s residential locality Definition Suburb town locality records the geographic 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 name of the suburb town or geographical area in which the carer lives If the carer lives with the client the suburb should be the same 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 rec
47. bring the HACC MDS in line with the National Community Services Data Dictionary Version 3 2004 As noted DHS Victoria has also aligned the HACC MDS with its Common Client Data Set Table 2 gives a summary of new omitted and revised data elements in HACC MDS v2 0 Table 2 Changes in HACC MDS v2 0 MDS v1 5 vic MDS v2 0 vic Comment 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 HACC client data concept Area of residence Date of last assessment Indigenous status First given name Family name surname Date of birth Sex Country of birth Living arrangements Government pension benefit status Residential locality Postcode Carer availability Carer residency status Total amount of type of assistance received time Total amount of type of assistance received quantity HACC client data concept State territory identifier Date of last update Indigenous status Omitted Omitted No change No change No change Coding change No change No change Coding change Name change No change Name change No change No change No change Repor
48. checks for data validation These checks should be built into the agency s client information management system If the client has no carer Carer Availability 2 then responses to all carer data items should be blank Conversely if there is a carer Carer Availability 1 all carer data items should be populated If the client is still receiving HACC services at the end of the collection period the Date of Exit from HACC Services and the Main Reason for Cessation of Services should both be blank If the client has stopped receiving HACC services there should be a date for Date of Exit from HACC Services and the Main Reason for Cessation of Services should be coded accordingly If the answer to the Self care Screen Functional Status is No 2 then Bathing Dressing Eating and Toilet in Functional Status should be blank Future dates should not be acceptable Date of birth must not be before 01 01 1895 Date of birth must not be after or the same as Date of Entry into HACC Service Episode Date of birth must not be after or the same as Date of Last Assessment Postcodes must be a valid Australian Postcode The Residential Locality Suburb or locality name should match the Postcode A list can be obtained from the Australia Post site at http www1 auspost com au postcodes 6 Data items that the VDR will populate with 9 or 99 or 9999 if left blank Country of birth Preferred language Need for interpreter Indigenous statu
49. cord the right code each time Code Description 1 Self The client has referred themselves to your Agency 2 Family significant other friend The client was referred to your Agency by a family member friend or neighbour 3 GP medical practitioner community based Excludes referrals from GPs or medical practitioners in a hospital use code 6 for these referrals 4 Aged Care Assessment Team 5 Community nursing or health service e g RDNS and community health centres 6 Hospital Excludes referrals from psychiatric hospitals or specialist psychiatric wards or hospitals within hospitals use code 7 for these 7 Psychiatric mental health service or facility Includes psychiatric hospitals and psychiatric wards within general hospitals as well as community based mental health services and community care units for people with mental illness and psychosocial difficulties 8 Extended care rehabilitation facility 9 Palliative care facility hospice Includes services and facilities specifically structured to provide palliative care in either community or institutional settings 10 Residential aged care facility 11 Aboriginal health service 12 Other medical health service 13 Disability support service 14 Accommodation provider housing agency or housing advice service 15 Other community based service Includes referrals from local councils ethno specific agencies migrant resource centres neighbourhood houses and schools
50. cribed format literally ENDHEADER 87 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM CLIENT RECORD DATA TYPE Seine eau MIN SI ZE MAX VALI DATI ON RULES PEE Reported once per ER FORMA SI ZE COLLECTION IDENTIFER Alphanumeric AAAAAAA 3 Must be in prescribed format literally HACC VERSION IDENTIFIER NUMERIC 3 Must be in prescribed format 201 PES a car stands for v2 0 1 RECORD TYPE Alphanumeric AAAAAA eas be in meen ere format literally CLIENT LETTERS OF NAME Alphanumeric XXXXX z a a in prescribed SLK format eg X22X2 XXX22 222XX or blank DATE OF BIRTH Date dd mm yyyy Must be in prescribed date format Year of birth must not be before 1895 or blank DATE OF BIRTH ESTIMATE Numeric Must be a number either 1 or 2 or FLAG blank Must be a number either 1 2 3 4 or 9 18 COUNTRY OF BIRTH Numeric 9999 Must be a valid country code If data is unavailable use 9999 19 PREFERRED LANGUAGE Numeric 9999 Must be a valid language code If oie T is unavailable use 9999 21 INDIGENOUS STATUS Must be a number Must be a number ether 2 208 1 2 3 4 or 9 STATE TERRI TORY i Must be a number Vic 2 IDENTIFIER RESIDENTIAL LOCALITY Alphanumeric AAA 1 46 Must be a valid suburb town locality or blank 88 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM NUMBER Reported once per cli
51. ctive SCP Respite overnight in home active SCP Residential respite SCP Counselling and support SCP Goods amp Equipment Data Dictionary Shows whether the HRS client received a call out home visit in time slot 1 0900 1700 Report the number of call outs Shows whether the HRS client received a call out home visit in time slot 2 1700 2000 Report the number of call outs Shows whether the HRS client received a call out home visit in time slot 3 2000 0600 Report the number of call outs Shows whether the HRS client received a call out home visit in time slot 4 0600 0900 Report the number of call outs The Support for Carers Program SCP funded by DHS Aged Care provides agencies with funds to deliver a variety of services to carers of older people The services are similar to some of those funded by HACC Hours of respite funded by SCP which was provided in the care recipient s home by a paid worker or when the paid respite worker accompanied the care recipient to an activity outside the home Hours of overnight respite provided in the care recipient s or paid respite worker s home in cases where the worker sleeps overnight For one overnight stay record 10 hours Hours of overnight respite provided in the care recipient s or paid respite worker s home in cases where the worker is active overnight upright For one overnight stay record 10 hours Overnight residential respite provi
52. ded in a Supported Residential Service SRS aged care facility or registered community respite facility Report whole days For example if the stay began at 11 00 am on Thursday and ended at 2 00 pm on Friday record 1 day Hours spent directly supporting a carer in the form of information advice and counselling This can be in the form of one on one support or through carer support groups Amount of Aged Care SCP funds including brokerage funds spent on purchasing goods and equipment or meals to assist the carer or care recipient Whole dollars See Primary type of assistance received in National HACC Data Dictionary v2 0 page 178 See Total amount of type of assistance received time page 212 See Amount of assistance received time page 105 See Victorian HACC Program Manual See Guidelines for HACC Response Service See Guidelines for Aged Care Support for Carers Program 67 HACC Program National MDS User Guide Version 2 0 Victorian modification June 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 r
53. e country names and codes The code for Australia is 1101 This information does not change Once you have recorded it there is no need to alter it If 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 CCDS Codeset Source Standard Australian Classification of Countries SACC ABS Catalogue No 1269 0 with regard to East Timor Macau and Taiwan 21 Dec 1999 See Country of birth in National HACC Data Dictionary v2 0 page 122 ae All country codes are in Appendix A of the HACC Data Dictionary Data Dictionary DHS CCDS v1 2 item 7 Source Standard Australian Classification of Countries SACC ABS Catalogue No 1269 0 with regard to East Timor Macau and Taiwan 21 Dec 1999 27 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 28 Data Dictionary Preferred Language Main language spoken at home Definition 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 On a paper record most agencies record preferred language using text e g writing English on the client file For HACC MDS v2 0 a 4 digit code is used instead
54. e Web site of the National HACC Program maintained by the Commonwealth Department of Health and Ageing If in doubt contact Victoria s HACC Data Help Desk haccmds dhs vic gov au HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Overview of HACC MDS v2 0 Who needs to complete the HACC MDS Agencies in Victoria who have been funded by DHS under any of the following programs or sub programs should report via the HACC MDS version 2 0 e The HACC Program e HACC Response Service e Aged Care Support for Carers Program Agencies who have been funded under any of the following should report via HACC MDS version 2 01 see supplementary documentation e Community Connections e Housing amp Support for the Aged e Older Persons High Rise Support Program e SRS Service Coordination Program Check your DHS Service Agreement to see if your agency has been funded under any of the above If so quarterly MDS data files should be submitted to the Victorian Data Repository managed by the DHS Rural and Regional Health amp Aged Care Services Division and its Aged Care Branch Supplementary data collection guidelines will be distributed to agencies who have been funded by the Support for Carers Community Connections or HACC Response Service These will describe which additional data items to collect and which MDS codes to use
55. e than ONE PeLSON cece cece eee eee eee nee nae e eee 43 Carers first GIVEN NAME xtsndec yi E A town iagehe eu paszn gout A AAEN 44 Carers surname cn aAa aa aaa HOW Mae atin daira igs hae wed ae a Aaaa 45 Carer letters Of NAME snike ccc ene a terad ataia eta atte 46 Carers date of Dinthincssesi 2 a a wan tou ion ed AA Seashells 47 Carer date of birth estimate flag cece cece eee eee cette eta eaten 48 Gater SES OX iiine anced erties ikea ii avon abate a digg ne N ra ea ia aa a a Samal 49 Carer s residential locality s ssssssssssssssrrnssrrirrnsesrirrnresrinnnnsnrirennsnerrrnnnnerne 50 Carer s LINEEN e E E E E E 51 Carer s country Of birth srisseirir evirici eaa E deed eae EEE E beeen ved 52 Carer s preferred language sssssssssssrrsrsrirrrrrsrirrrrnrerrrrinnenerrernsnerrrrnsnenne 53 Carer s Indigenous StatuS 0 cce cece ee eee teeta eae e tenes 54 D Information about the service epiSOde ccscscceeeceeeseeeeeeeeeeeeeuseeeeeeeonseeans 55 Source of refertall ss2n0s cvegan cus deeming a tee yee a Vien cg a N Wade als EEr T SOES AEE snes 55 Date of entry into HACC service episode ccc eee e eee eee eee eee eee tate e eee eee ed 57 Date of last updates cries ci ee ae cette peed dee enrollees Bee a ete rere 58 Date of exit from HACC service episode cc cece cece eee eee eee eee ete e teen a teeta ened 59 Main reason for cessation Of SErViC S 0 cece cece
56. e with unusual spelling and unusual names Be aware that some people habitually put their surname first on official forms Lacombe Lucien Make sure you have identified their true surname Lacombe 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 name the client asks you to use during this period gee See Family name surname in National HACC Data Dictionary Data Dictionary v2 0 page 139 21 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 22 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 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 t
57. ecorded in one of the seven categories A G listed in the table below Items bought for the client and items lent to the client are reported in the same way 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 these are both within category B Support and Mobility Aids Report as Support and Mobility Aid 2 If a client was issued with a walking stick cat B and a hearing aid cat C in the same 3 month reporting period this would be reported as Support and Mobility Aid 1 Communication Aid 1 If your agency has provided no assistance for any particular category in this reporting period the amount of assistance should be reported as 0 for that category In the quarterly file extract for Victoria s modification of the HACC MDS Goods amp Equipment consists of seven data elements corresponding to the 7 categories listed in the table below Your software should do this automatically when creating the data file for transmission See Assistance with goods and equipment received on page 108 oe See Total assistance with goods and equipment received on page DataDictionary 215 See HACC Data Dictionary Appendix C for examples of items of equipment in each category 68 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Category Description Goods amp Equipment No of A Self Care A
58. ed Activity Group were picked up from home to go on an excursion count the time from pick up to drop off Accuracy On each occasion record the amount of time in hours and minutes or fractions of an hour with an accuracy of 5 minutes or better Totals At the end of each 3 month reporting period for each client you will need to calculate a total for each of the types of assistance Quarterly totals should be rounded up to the nearest whole hour except for the Allied Health sub groups 63 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 TYPE OF ASSISTANCE Victorian service types Domestic Assistance Volunteer Social support Nursing care Allied health care Podiatry Occupational Therapy Speech Pathology Dietetics Physiotherapy Audiology Counselling Personal care Planned Activity Group Core 64 DEFINITION Domestic Assistance Home Care is normally provided in the home and includes services such as vacuuming dishwashing cleaning clothes washing shopping meal preparation and bill paying Volunteer Social Support is unpaid work done by volunteers It covers a range of activities such as friendly visiting providing transport to clients helping them do paper work taking them shopping or to attend an appointment providing respite care to families of children with disabilities or to frail older people either in the volunteer s home or in the home of the
59. ed assistance events Much of the basic information about the client such as Country of Birth remains unchanged over time So e Record this information when you first assess the person e Check it when you review their situation and e Update it if you know the situation has changed in some way Types and quantity of assistance will need to be recorded each time the client is helped whether daily weekly or occasionally Reporting is 3 monthly Every three months report the full set of MDS items Add up the amounts of assistance provided to give a total for each assistance type Round off the hours to the next whole number The exception to the rounding off rule is when reporting the allied health sub groups The reporting of the allied health sub groups should be made in hours and minutes to 2 decimal points For eg if a client has been provided with 2 hours and 30 minutes of physiotherapy at home for the quarter then this should be reported as 2 5 hours physiotherapy at home Another example if a client was given 20 minutes counselling at centre for the quarter then this should be reported as 0 33 hours at centre If no HACC assistance was provided to a particular client in the last three months do not include this client in the MDS transmission even if the person remains on the books as a HACC client Your software should do this automatically The exception is people registered with the HACC Response Service here the
60. eds help to undress and to wipe 13 Communi Do you ever need help to communicate to understand or be cation understood by others Note This is not an item about need for an interpreter but does cover hearing loss speech difficulties and cognitive difficulties Successful use of a hearing aid rate 3 e No 3 e Yes sometimes rate 2 if the person sometimes or often 2 misses the speaker s intent or needs prompting to find words or finish sentences e Yes always 1 14 Memory Does the person have any memory problems or get confused problems or e No 2 confusion e Yes 1 15 Behavioural Does the person have behavioural problems for example problems aggression wandering or agitation e No 2 e Yes 1 39 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 C 40 Information about the carer Carer availability carer existence of Definition Carer availability identifies whether a care recipient receives informal care assistance from another person or not CODINGCHANCE Read the instructions carefully because the reporting in HACC MDS v2 0 differs from v1 0 Reporting this element e Report this element for all care recipients e This element is about people who may be family 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
61. eeeeeeeeeeeeeueeeeeeeeenaeeenaees 11 Care recipients and Carers 0 cece cece neta eee enna ates 11 Exclude casuals but include QroupS cccceceee eee eee eee eee etna teeta eee need 11 Counting anonymous clients ccc cece eee eee etter eee eee etnias 12 What information is collected c cccceeeeeeeeeeeeeeeeeeeeeeeeeeseaeeeeaeeeeaeeaeaeeauaeeananes 12 A Information about the care recipient personal details cceeeeeee eee ees 12 B Information about the care recipient circUMStaNCES 0 cece eee ee ee eee eee eee 13 C Information about the carer if one exists occ cece e cece sees eeeeeeeeeeeeeuaes 13 D Information about the service CpiSOde ccc cece cence ee eee eee eee teeta teeta ened 13 E Information about the assistance provided cece e eee ce eee eee neta teeta eee 13 Privacy CONSIAEratiONs cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseasaeeaeaseasaseaeeseausgeansgeass 13 ASSISTANCE TYPES misiriosa cece ee ee eee eeee eee ee eee eeeaeeeeaseeeaeeesaseeeaseesaseeeaseesaseausgeaesgeans 14 Collecting vs reporting the ata ccccsceeeseeeeeeeeeeeeeeeeeeeeeeeuaeeeueeeeueeeeuaeeouaeens 14 Information to be recorded by your AGeNCy cc cceee cece ects eee e teeta e eee eeea eae 14 Information to be reported by your agency c cece cece eect cette teeta e teen ates teeta ed 14 Recording iS CONTINUOUS ccc eee eect eee ee a
62. ence 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 or being purchased by another member of the household Private residence private rental i e rented at market rates Private residence public rental Includes public housing authorities and community housing associations Independent living unit within a retirement village Boarding house private hotel Short term crisis emergency or transitional accommodation facility Includes night shelters refuges and hostels for the homeless Also includes a temporary shelter within an Aboriginal community previously coded separately Supported accommodation or supported living facility Includes Supported Residential Service SRS Includes domestic scale 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 homeless Private residence rented from an Aboriginal Community Alcohol and drug treatment residence Prison remand centre youth training centre Statutory cli
63. ent FORMAT i z 2 7 GOVT PENSION BENEFIT Numeric STATUS DVA ENTITLEMENT Numeric SI ZE Must be a valid postcode If data is unavailable use 9999 Must be a number either 1 2 3 or 4 Must be a valid code If data is unavailable use 9 Must be a valid code If data is unavailable use 9 Must be a valid code If data is unavailable use 9 Must be a valid code If data is unavailable use 99 ea 1 i hes be a number 1 or 2 If data is 1 ee cae 30 CARER AVAILABILITY 31 CARER LETTERS OF NAME _ Alphanumeric XXXXX 3 CARER DATE OF BIRTH dd mm yyyy CARER DATE OF BIRTH Numeric ESTI MATE FLAG 35 CARER COUNTRY OF BIRTH 9999 6 CARER PREFERRED Numeric 9999 LANGUAGE unavailable use 9 Must be in prescribed SLK format e g X22X2 XXX22 222XX or blank Must be in prescribed date format Year of birth must not be before 1895 or blank N N foe Must be a number either 1 or 2 or blank Must be a number either 1 2 or 9 or blank Must be a valid country code If data is unavailable use 9999 3 Must be a valid language code If data is unavailable use 9999 Em 1 1 m EA CLIENT RECORD DATA TYPE PERRE SENT TION MI N SI ZE MAX VALI DATI ON RULES 89 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM CLIENT RECORD DATA TYPE ERRET TOUS MI N SI ZE MAX VALIDATION RULES NUMBER Reported once per client FORMAT SI ZE
64. ent accommodation not prison remand centre youth training centre Other Use this code if the client s accommodation setting does not fit any of the above Also use this code for clients living in an extended care or rehabilitation facility a palliative care facility or hospice or a hospital Not stated inadequately described Only use this code if it is not possible to find out the client s accommodation type ae See Accommodation setting in National HACC Data Dictionary v2 0 Data Dictionary page 96 DHS CCDS v1 2 item 1 32 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 income 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 relevant 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
65. eports the client If your agency uses its HACC funds to sub contract broker another agency to deliver services to your agency s clients your agency remains responsible for reporting on those clients to the MDS It does not matter whether or not the sub contracted agency itself receives HACC funds from the Department In the case of clients who receive services from the HACC Linkages sub program the agency that receives Linkages funding directly from DHS should report the services they have purchased out of the Linkages package If there is a maintenance of effort agreement with a council or other HACC provider the latter should also be reporting these clients and the services they receive If all agencies have followed the correct rules these client records should have the same statistical linkage key so that the total quantity of HACC services received can be estimated by the data repository Feedback to agencies 10 Once an agency s HACC MDS files are submitted to DHS the agency is notified that its files have been received As soon as the files have been processed by the data repository the agency is told whether the files were successfully validated or whether particular files or records need to be corrected or re submitted DHS Funded Agency Channel Your agency can visit the DHS Funded Agency Channel FAC a Web site to view a series of feedback reports on the MDS data files you have submitted The address for the
66. g responsibilities Therefore Respite 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 would normally be Planned Activity Group or Social Support The assistance type Counselling Support Information and Advocacy has been split into two according to whether the carer or the care recipient is regarded as the immediate beneficiary Thus if Mrs Smith is the ageing carer for her adult son John Smith it is possible that John Smith s client record will show that this family dyad received two service types i Respite and ii Counselling Support Information and Advocacy Carer If John Smith himself had attended direct counselling sessions a third service would be reported iii Counselling Support Information and Advocacy Care Recipient Agencies funded by the DHS Aged Care Support for Carers Program SCP should report against the relevant SCP assistance types Supplementary guidelines will be distributed to these agencies Functional status dependency HACC MDS v2 0 includes 15 data elements describing the care recipient s dependency functional status or need for assistance The data elements can be grouped as follows e Seven items on need for assistance with activities of daily living housework transport shopping taking medication handling money walking and mobility e A screening question plus four items on self care bat
67. he name as it would appear on an official document e g pension card Medicare card birth certificate or passport Some people use a variation on their name e g Betty instead of Elizabeth or a nickname or their middle name instead of their first name Make sure you record their formal first name for the HACC MDS Take care with unusual spelling Initials are not enough The statistical linkage key will not be formed properly and the record will be rejected Make sure you have not confused the surname with the given name Many overseas born people habitually put their surname first when filling in forms 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 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 See First given name in National HACC Data Dictionary v2 0 page Data Dictionary 44 HACC Program National MDS User Guide Version 2 0 Victorian modificati
68. he 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 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 position of a 2 should always correspond to the space that the missing letter would have had 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 Thus if the client is known to your
69. hing dressing eating and toilet use e One item each on communication memory and behaviour Who should report the dependency data DHS will inform individual HACC service providers about when they should begin to collect and report the dependency data Collecting the items is regarded as a by product of formal client assessment undertaken by HACC agencies In the long run these data items will be collected for all or most HACC clients Definition of primary assistance types The definitions of the assistance types have been revised One 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 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 The assistance type Case Planning Review and Coordination has been revised and renamed Client Care Coordination The method of counting Goods and Equipment has been amended Count the number of each type of equipment supplied Other new data elements Five new data elements are described Date of birth estimate flag DVA card status Date of entry into HACC service episode Date of exit from HACC service episode and Need for Interpreter Other changes to coding and definitions Version 2 0 incorporates changes to codes and definitions in a number of data elements These changes have been designed to
70. home e Surname family name e Indigenous status e Letters of name 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 person who provides the most significant help The MDS does not collect information on more than one carer 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 The relevant items are e Date of entry into HACC service e Source of referral episode e Date of last update e Main reason for cessation of services e Date of exit from HACC service episode E Information about the assistance provided Depending on the type of assistance this may be measured in units of time hours number of items or cost Privacy considerations Privacy considerations are covered by the HACC Confidentiality Statement provided to agencies by DHS Information collected for the MDS is covered by both Australian Government and Victorian Government privacy legislation Clients should be informed that some of the information provided to HACC agencies will be sent to the State and gt See note 3 above 13 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Australian governments for planning and statis
71. ids Eating aids crockery cutlery plate guard Dressing aids button hook clothes tongs zip pull Washing aids bath rails hoist seat shower rails fitting seat Incontinence pad other urinary appliances colostomy bag bowel pad Toilet chair commode frame conventional toilet use aids Cooking aids excluding eating utensils special iron Other aids for self care B Support and Callipers splints belts braces neck collar corsets Mobility Aids Crutches walking frame stick white cane sonic beam etc Ankle knee strap built up shoe etc Transporter chair pusher tricycle Wheelchair manual or motorised Hoist patient lifter scooter ejector chair hard back chair made to measure chair Special bed cushions pillows for support C Communication Hearing aid Aids Teletext telephone attachment e g answering machine flashing light headpiece TTY telephone Writing aids mouthstick writing pad typewriter communication board Computers Kurzweil personal reader Speaking aids electrolarynx etc D Aids for Reading Contact lenses reading magnifying glasses Books braille large print talking books cassette machines Reading frame page turners other reading or sight aids Intercom other dwelling modification to aid communication Other aids for communication E Medical Care Breathing pump oxygen mask ventilator Aids Dialysis machine kidney functioning machine Heart stimulus machine pace
72. ient being reported the five LETTERS OF NAME composed of letters identified according to the steps outlined below or with allowed use of the digit 2 to replace missing letters For each Client about whom HACC MDS data is to be reported the Client s Family Name and First Given Name should have been recorded in full refer to HACC MDS v2 User Guide for more specific advice The Letters of Name is based on selected letters from the data items Family Name and First Given Name Basic Steps A Obtain required three letters from FAMILY NAME SURNAME B Obtain required two letters from FIRST GIVEN NAME C Concatenate results of Steps A and B to form LETTERS OF NAME 98 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Step A Letters from Family Name Three characters need to be derived from the FAMILY NAME to contribute to the LETTERS OF NAME To derive letters from FAMILY NAME SURNAME the basic steps are 1 Remove any non alphabetic characters from the FAMILY NAME i e remove spaces apostrophes hyphens full stops to form the resultant Family Name In the example of Mary Samson Figure 1 the FAMILY NAME is SAMSON There is no need to remove any non alphabetic characters in this case If the Client s FAMILY NAME were O Brien then the apostrophe would need to be removed leading to a resultant Family Name of OBRIEN If there are less than five letters in the resultan
73. if any of the following occur Files not in csv or xml format Files with incorrect collection period heading Files with incorrect agency ID The number of clients indicated in the record header does not correspond to the number of records in the file The agency will be asked to re submit the whole file 2 Rejected Client Records The VDR will delete a client record from the file if any of the following occur e The value or code in the following data items does not correspond to the prescribed codes or format letters of name date of birth Sex post code e No services are recorded for the quarter e More than 1000 hours or negative hours recorded for any of the service activities that are measured by hours e More than 300 meals or a negative number of meals recorded for meals delivered at home or at centre e Duplicate client records 3 Deletion of information within the client record The VDR will delete some information from a client record if any of the following occur e Incorrect date format in any date fields except for date of birth refer to above rule on Rejected Records e Incorrect value or code in any other data fields After these deletions the VDR will process the remaining records as normal The agency will be notified of the deletions and asked to fix the problem for future transmissions 4 Correction of information within the client record The VDR will correct some information in a client record if any of
74. is collected 12 The MDS is not meant to report all the staff time spent on service delivery nor all the funds expended in providing services Rather it is designed to collect sufficient information for planning and management purposes Below is the list of data elements collected in the HACC MDS v2 0 The elements are described further below A Information about the care recipient personal details e First given name e Residential locality e Surname family name e Postcode e Letters of name e Country of birth e Date of birth e Preferred language e Date of birth estimate flag e Indigenous status e Sex e Need for interpreter e Australian state territory identifier 3 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 4 Collected for the DHS Common Client Data Set HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 B Information about the care recipient circumstances e Living arrangements e Department of Veterans Affairs card status e Accommodation setting e Functional status e Govt benefit pension status C Information about the carer if one exists e Carer availability e Date of birth e Carer residency status e Date of birth estimate flag e Relationship of carer to care e Sex recipient e Carer for more than one person e Country of birth e First given name e Main language spoken at
75. l MDS User Guide Version 2 0 Victorian modification June 2006 The main differences between the National HACC MDS v2 and the Victorian modification are shown in Table 1 Table 1 Scope of Victorian modifications to National HACC MDS v2 Nature of difference National HACC MDS v2 Victorian modification Name changes Main Language Spoken at Preferred Language Home Carer Existence of Carer Availability Suburb town locality Residential locality Extra data elements Name of software Need for Interpreter Type of Assistance Up to 20 additional types 7 types of Allied Health plus other services Code set changes Functional Status Re ordering of items Accommodation setting 3 extra codes Source of Referral 3 extra codes Relationship of Carer Split by male female The documentation on the HACC MDS v2 available from DHS Victoria including the present document should be sufficient material for all relevant agencies and their software developers to create correctly formatted files Variation from the national HACC Data Dictionary As a result of these modifications the Victorian HACC User Guide does not entirely accord with the National HACC Data Dictionary Where there are differences such as in code sets agencies in Victoria should follow the Victorian HACC MDS v2 User Guide the present document This User Guide gives page number references to the National HACC Data Dictionary as found on th
76. ls 20 First given name Definition First given name is the care recipient s first name that precedes the family name surname Recording this element e tis important to record the client s name accurately because a few letters are taken from the first given name and family name to make a statistical linkage key This statistical linkage key keeps the client s data private when it is reported Although a client may have a preferred name or nickname the First given name is the first formal personal 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 Your client information system may also have room to record their preferred name as well
77. lso defines certain data elements and concepts which are not reported via the MDS but which must be built into an agency s data collecting system in order to support the elements that are actually reported An example is the client s full name which needs to be collected by the service provider but which is not reported to government HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 The definitions in the national HACC Data Dictionary are more detailed than those provided in this Guide and are presented in an internationally accepted standard format The entries in the Data Dictionary are intended to be used as a reference in cases where more information is needed to clarify the meaning of a particular data element Victoria s modification of HACC MDS v2 The Victorian Government jointly funds the HACC Program with the Australian Government The Department of Human Services DHS is responsible for HACC Program administration in Victoria During 2005 the Department developed a DHS Common Client Data Set CCDS in order to improve uniformity in the data items collected in key DHS funded services Data collections that are consistent with the DHS Common Client Data Set Behind the scenes CCDS version 1 ensures that the core data elements in the following data sets have consistent definitions and code sets e The HACC Minimum Data Set version 2 e The Aged Care Assessment Program MDS version 2 e
78. maker Ostomy appliances stoma appliances but colostomy bag is Cat A Other aids for medical care F Car Hand controls for accelerator brake etc Modifications Handles lifters ramps etc Mirrors power steering power windows Other car modifications automatic transmission room for wheelchair G Other Goods or e Any goods and equipment not included in the categories above Equipment HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 70 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Transmission Protocol HACC MDS v2 0 Victoria 71 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Transmission Protocol HACC MDS v2 0 Victoria A Data Transmission Standard Victorian HACC MDS version 2 csv format 1 Submission File Name Format Purpose to uniquely identify a submission file received by the RRHACS Data Repository CCCCCCCAAAAAYYYYNTTXX FFF where CCCCCCC COLLECTION IDENTI FER AAAAA AGENCY IDENTIFIER YYYYN DATA SUBMISSION IDENTIFIER TT TRANSMISSION NUMBER XX EXPORT FILE PORTION FFF FILE EXTENSION i e CSV or XML Example Agency ID 1234 submits a single portion file for the J uly Aug Sept quarter starting 1 J uly 2006 for a single time in CSV format i e Data Submission ID 20063 Transmission No 1 Export File Portion 1 Thus the Submission File Name HACC12342006311 CSV D
79. mation 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 in National HACC Data Dictionary v2 0 page 131 Data Dictionary See Date of receipt of assistance in National HACC Data Dictionary v2 0 page 135 See HACC service episode on page 159 59 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 60 Main reason for cessation of services Definition The Main reason for cessation of services states why a client no longer receives help from your agency This element is a modified combination of the v1 element Main CCDINGCHANGE reason for cessation of services and the v1 element 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 has received several short periods of assistance from your agency and has been discharged more than once during the quarter In this case repor
80. ment would be expected to undertake both group i and group ii activities Client care coordination and case management are distinct activities on the same continuum Client care coordination can be regarded as a less intensive form of case management It focuses on coordination activities undertaken to facilitate access by people from Special Needs Groups such as people from culturally or linguistically diverse backgrounds Aboriginal people or people with dementia 65 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Property maintenance Provision of goods and equipment Counselling support information and advocacy Care Recipient Counselling support information and advocacy Carer Other assistance types HACC Response Service next 6 items HRS Registered Client HRS Confirmation Call 66 Care coordination is often short term It 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 carried out by identified agency staff Not all service providers will be funded to undertake it It is an activity directly attributable to individual clients and is unlikely to be provided to every client on every occasion of se
81. nce provided by the HACC program over the 3 month reporting period Two units of measurement are used depending on the type of assistance gt time in hours and minutes or fractions of an hour or gt quantity or number Time is used to record amount of assistance for the following assistance types e Domestic assistance home care e Volunteer social support e Nursing care received at home e Nursing care received at centre e Allied health care received at home e Allied health care received at centre e Personal care e Assessment e Planned Activity Group e Respite care e Property maintenance e Client care coordination e Case management e Counselling support information and advocacy care recipient e Counselling support information and advocacy carer Quantity is used to record amount of assistance for e Number of Meals received at home e Number of Meals received at centre e Number of items of Goods and equipment self care aids support and mobility aids communication aids aids for reading medical care aids car modifications other goods equipment HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Counting hours of service On each occasion record how much of each type of HACC assistance was received by the client or by the carer if the HACC service was provided to the carer Be as accurate as is reasonable Generally you should record only the primary type of a
82. nd Taiwan 21 Dec 1999 Data Dictionary 52 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Carer s preferred language Definition The Preferred Language or 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 e 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 the 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
83. nee eee eee ene a E 15 Reporting is 3 MONthIY 0 c cece eee nee eee nanan ea Ea 15 Changes from HACC MDS V1 0 cscceesceeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeaseaeaeeoeaseeeaeeonaneee 15 Recording care recipient and carer details c cece eee cnet eee eae ee teeta ea eed 15 Assistance types for Carers cce cece eee eee eran e eee nee nee tate 16 Definition of primary assistance types 0 cceceeee eee eee eee ee eee eee teen a teeta ened 16 Other new data eleMent 0 cece cece e ee eee eee enna nee eaten senate e neta 17 Other changes to coding and definitions c cece eee eee eee ee eee teeta eee tenes 17 Layout of the data elements in the User Guide csccsscsseseeeeeeeeeneeneeneeeeeaeeas 19 Data collection details 20 A Care recipient personal details ccccseeeeseeeeseeeeeeeeeeeeeeeeeeueeeeueeeeuseeaesenans 20 First GIVEN NAME e ekak ao apra e ids bende vel gu r Aa Aa haa ENa A E Ea ahai 20 Surname family NaAMe sssssssssrsrsssssrrrrsssrrrrrsrsrrrrnnnsrerrnnnererrnanessrenannesrenan 21 Letters Of Name reene eee ac bes ee ee ea nsiey caus eed ec y la wexd anion Pewee E a AEE ozone 22 Date Of DIE iLook stud tras Reh pasate lave a TA E a E A EE S A tea A 23 Date of birth estimate flag cece cece eee ne eee nett ene ne ed 24 SOX EE sedi suter viseavia ties te cudisdesceeel enue ian dauh ck vi sameeate scenes Peek e peel eeerenein ch eae 25 SLK Missing fl
84. nt New element New element New element New element New element HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Layout of the data elements in the User Guide Each page in the Guide follows a similar structure Name of data element Definition A brief definition of the data element This flag highlights any coding changes reporting changes and new CONES elements included in the HACC MDS since the previous User Guide Version 1 5 vic Reporting this element e The section provides general information on the data element e t 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 a Code Change e There is also particular information to assist in coding Cross reference to the full description in the National HACC Data Dictionary The Dictionary is published as Part 2 of the National HACC MDS V2 User Guide Web address Data Dictionary http www health gov au internet wcms publishing nsf Content hacc mds_v2 htm Cross reference to the DHS Common Client Data Set CCDS v1 2 19 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Data collection details A Care recipient personal detai
85. null 50 voL SOCIAL SUPPORT hours 9999 RJJ Must be a number or null 51 NURSI NG RECEIVED AT HOME hours 9999 ESES Must be a number or null 52 NURSI NG RECEIVED AT CENTRE hours 9999 EDES Must be a number or null 53 PODIATRY AT HOME hours 9999 99 1 6 Must be a number or null 54 OCCUPATIONAL THERAPY AT HOME hours 9999 99 ESES Must be a number or null 55 SPEECH PATHOLOGY AT HOME hours 9999 99 EFES Must be a number or null 56 pr ETETICS AT HOME hours 9999 99 EREA Must be a number or null 57 PHYSIOTHERAPY AT HOME hours 9999 99 RAES Must be a number or null Pele le lele fle lelele 58 AUDIOLOGY AT HOME hours 9999 99 EAEE Must be a number or null COUNSELLING AT HOME hours 9999 99 1 6 Must be a number or null ALLIED HEALTH CARE RECEIVED AT HOME Numeric 9999 Must be a number or null TOTAL TIME Hours 61 PODIATRY AT CENTRE hours 9999 99 Ea Must be a number or null 62 OCCUPATIONAL THERAPY AT CENTRE hours 9999 99 A Must be a number or null 63 SPEECH PATHOLOGY AT CENTRE hours 9999 99 TATE Must be a number or null PHYSIOTHERAPY AT CENTRE hours 9999 99 EARLE Must be a number or null AUDIOLOGY AT CENTRE hours 9999 99 EN Must be a number or null COUNSELLING AT CENTRE hours 9999 99 Pa Must be a number or null DIETETICS AT CENTRE hours 9999 99 a fe Must be a number or null 91 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006
86. 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 preferred language 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 preferred language 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 in National HACC Data Dictionary v2 0 page 170 All language codes are in Appendix B in National HACC Data Dictionary v2 0 page 223 CCDS item 22 Codeset Source ABS Australian Standard Classification of Languages ASCL Catalogue 1267 0
87. on June 2006 Carer s surname Definition The carer s family name or surname is the part of the name that says which family they belong to 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 because a few letters are taken from the first given name and surname to make a statistical linkage key The statistical linkage key protects the carer s privacy when the data is reported The success of the key depends on the accuracy of each agency dealing with the person e Record the name as it would appear on an official document e g pension card Medicare card birth certificate or passport e Take care with unusual spelling 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 use during this period See Family name surname in National HACC Data Dictionary v2 0 Data Dictionary page 139 45 HACC Program National MDS User Guide Version 2 0 Victorian modification June 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 p
88. ord 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 give the full home 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 same place See Suburb town locality in National HACC Data Dictionary v2 0 Data Dictionary Page 204 50 HACC Program National MDS User Guide Version 2 0 Victorian modification June 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 that applies to the carer s home address If the carer lives with the client the postcodes should be the same Check these details when reviewing or re assessing the client or carer If not provided as a drop down list by your software system use the Australia Post booklet of Postcodes or the back of the telephone book or go to the Web site below The carer s location inform
89. ot must be filled with the digit 2 forming a resultant First Given Name of J 02 Select the 2 and 3 letters from the resultant First Given Name letters In the example of Mary Samson Figure 1 the letters to select from MARY are AR For a client with resultant First Given Name of JO the selected letters will be O2 For a client with resultant First Given Name of SUELAYNE the selected letters will be UE 99 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Step C Concatenate the Selected Letters The LETTERS OF NAME is a combination of the selected three letters from FAMILY NAME SURNAME followed by the selected two letters from FIRST GIVEN NAME In the example in Figure 1 the LETTERS OF NAME is AMOAR AMO from SAMSON AR from MARY AMOAR For a client with name JO WANG the LETTERS OF NAME is AN202 AN2 from WANG O2 from JO AN2O2 Single Name Only Available If either the FAMILY NAME SURNAME or the FIRST GIVEN NAME is completely absent then the relevant part of the LETTERS OF NAME is replaced by a string of digits of value 2 to indicate Not Stated If a client only had the name ALISTAIR as their FAMILY NAME then their LETTERS OF NAME would be LIT22 based on LIT from ALISTAIR 22 to represent absent FIRST GIVEN NAME LIT22 Initial Onl
90. red to a more appropriate source of community care including a Community Aged Care Package provider or a Community Options Linkages provider If the person s increased need for assistance has resulted in admission to residential aged care nursing home or hostel code 4 should be used 7 Client moved out of area Use this code if your agency has ceased to assist the person because their residential location has changed and not because of any change in the person s need for assistance HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Code Description Client 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 any change in the person s external circumstances That is use code 8 if the person would have continued to receive assistance if they had chosen to continue Client died Other reason Use this code only if the circumstances do not reasonably fit any of the above Not stated inadequately described Only use this code if the reason for ceasing services is not known igi See Main reason for cessation of services in National HACC Data Data Dictionary Dictionary v2 0 page 173 61 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 62 Counting the assistance provided For each client you are required to report a separate total for each of the types of assista
91. rescribed date format Year of birth must not be before 1895 or blank Must be a number either 1 or 2 or blank ITEM CLIENT RECORD DATA TYPE REPRESENTATIONAL MINSIZE MAX NUMBER Reported once per client FORMAT SI ZE 11 COLLECTION IDENTI FER Alphanumeric AAAAAAA literally HACC VERSION IDENTIFIER NUMERIC 999 3 literally 200 RECORD TYPE Alphanumeric _ AAAAAA literally CLIENT LETTERS OF NAME Alphanumeric XXXXX 5 0 m oO DATE OF BIRTH dd mm yyyy 1 DATE OF BIRTH ESTIMATE FLAG 18 COUNTRY OF BIRTH 19 PREFERRED LANGUAGE NEED FOR INTERPRETER INDIGENOUS STATUS i Must be a number either 1 2 3 4 or 9 Must be a valid country code If data is unavailable use 9999 Must be a valid language code If data is unavailable use 9999 1 Must be a number either 1 2 or 9 1 Must be a number either 1 2 3 4 or 9 1 Must be a number Vic 2 STATE TERRITORY IDENTIFIER Numeric 74 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM CLIENT RECORD DATA TYPE REPRESENTATIONAL MINSIZE MAX VALI DATION RULES NUMBER Reported once per client FORMAT SI ZE RESIDENTIAL LOCALITY Alphanumeric AAA 1 Must be a valid suburb town locality or blank RESIDENTIAL POSTCODE Numeric 9999 4 Must be a valid postcode If data is unavailable use 9999 or 4 LIVING ARRANGEMENT Numeric 1 1 Must be a valid code If data is unavailable use
92. rivate once it has been reported NEWEEVENT This information about carers was not collected in HACC MDS v1 0 Reporting this Element Letters of name are generally extracted automatically by the software used by the agency but if you are submitting the MDS on paper forms use the procedure below 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 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
93. rposes it does not matter if the latest update occurred during the current collection period or previously See Date of last update in National HACC Data Dictionary v2 0 page Data Dictionary 443 HACC Program National MDS User Guide Version 2 0 Victorian modification June 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 NWA Previously agencies were not required to report this element Reporting this element Dates should be reported in the following format dd mm yyyy e g 1st July 2005 is written as 01 07 2005 If the person is no longer receiving HACC services the Date of exit from HACC service episode is the latest 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 reporting period In these cases report the latest Date of exit from HACC service episode 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 service provided to the care recipient or to the carer For example if a care recipient ceased receiving personal care but the carer continued receiving respite then the service episode would not be considered to have ended In the absence of positive infor
94. rres Strait Islander g 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 See Indigenous status in National HACC Data Dictionary v2 0 page 163 Data Dictionary GGDS item 18 30 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 B Care recipient circumstances Living arrangement 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 li
95. rsonal care 30 minutes or 0 5 hours and e Domestic assistance 30 minutes or 0 5 hours In the case of domestic assistance and property maintenance it is likely that the whole household benefits from one occasion of service For example suppose an older couple are both registered as HACC clients and are supplied with one hour of home care a week In this case you have the choice of two ways of recording e Either split the hour and record 30 minutes on the husband s record and 30 minutes on the wife s record or e Record the whole 60 minutes on the husband s record or on the wife s Just make sure that the time is not double counted For other services such as meals it is always necessary to record the number of meals received by each individual If two workers were involved in assisting one client at the same time e g two staff assisting with bathing you should record only the time taken from the client s point of view That is two staff providing one hour of Personal Care is only one hour even if the staffing costs were double Group activities When several people attend a Planned Activity Group or any other group event you should record the time each individual spent at the event Thus if 10 people are ina PAG lasting 3 hours each client record will show 3 hours of PAG The number of staff running the group is irrelevant Travel time for staff or clients is not counted However if the members of a Plann
96. rth but no other details you should record the day and month as 1st January Thus if a person has a year of birth of 1942 but doesn t know any other details the date of birth should be 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 have reported their year of birth correctly e g 1896 Data Dicti onary ee of birth in National HACC Data Dictionary v2 0 23 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Date of birth 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 Ifthe 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 See Date of birth estimate flag in National HACC Data Dictionary Data Dictionary v2 0 page 127 DHS CCDS v1 2 item 10 24 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Sex Definition The biological sex of the care recipient Reporting this element
97. rvice It 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 Property Maintenance refers to general repair and care of a client s home or yard It may include handyman work repairs lawn mowing rubbish removal and repairs to roof or guttering It includes modifications or renovations to help the client cope with a disabling condition Examples are the installation of grab rails ramps shower rails special taps and emergency alarms If the work is undertaken by a contractor on a fee for service basis then record an estimate of the time spent Goods and equipment may be bought for a client or lent to the client in order to help with mobility communication reading personal care or health care In Victoria only agencies funded to provide Linkages packages are authorised to spend HACC funds on goods and equipment This assistance type covers a number of supportive services to help care recipients deal with their situation It includes one to one counselling advice and information This assistance type covers a number of supportive services to help carers deal with their situation It includes one to one counselling advice and information This type of assistance does not include activities conducted by a HACC agency where individual client records are not routinely kept education information
98. rvices via email The business rules of the Data Repository require the care recipient s statistical linkage key SLK in each record to be populated If there is no valid SLK for the care recipient the data repository will reject the record Thus it is mandatory that agencies populate the data fields for the care recipient s Letters of name Date of birth and Sex code Some agencies who provide services to carers may not immediately have the required information about the person being cared for In these cases for technical reasons you must populate the care recipient s SLK with the same data as the carer s SLK There is a flag to indicate that this has been done Over time you should attempt to gather the true details letters of name etc pertaining to the care recipient as well as the carer While it is very desirable that information about both the care recipient and carer be collected in some instances it may not be possible or appropriate to complete all data elements 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 Program National MDS User Guide Version 2 0 Victorian modification June 2006 Recording is continuous HACC MDS data recording is continuous You should keep an up to date record on each client and the assistance provided to them Record those services which have actually been delivered not the plann
99. s Postcode Living arrangement Govt Pension benefit status DVA entitlement Accommodation Carer availability Carer country of birth Carer preferred language Carer indigenous status Carer postcode Carer residency status Carer for more than one person Source of referral Carer s data items will be cross checked with Carer Availability Status 1 before auto populating the blank fields 97 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Statistical Linkage Key Format HACC MDS v2 0 and v2 01 Vic The format of the statistical linkage key is a string comprising 14 characters with positions set as follows Position Formar DerivedFrom 1 3 A combination of alphabetic characters FAMILY and or the digit 2 NAME SURNAME 4 5 A combination of alphabetic characters FIRST GIVEN NAME and or the digit 2 Numeric characters comprising a valid DATE OF BIRTH date string Numeric value comprising any of 1 2 3 4 or 9 but no other digit accepted The three parts of the statistical linkage key are to be extracted from Agency HACC MDS Systems as individual components and reported as three individual components according to the Victorian HACC MDS v2 0 Data Transmission Standard The three components are Letters of Name in turn derived from the Client s Family Name and First Given Name Date of Birth and Gender Deriving Letters of Name Agencies MUST provide for each cl
100. s known use it to derive the 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 Data Dictionary See Date of birth in National HACC Data Dictionary v2 0 page 125 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 48 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 Ifthe 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 ore See Date of birth estimate flag in N
101. ssistance or main purpose of the visit e g one hour of personal care Note that the hours of each HACC service type delivered to all your agency s clients during the quarter should reconcile to the funded activities and targets in your agency s DHS Service Agreement For example if your agency was funded to provide only Planned Activity Groups it would appear anomalous to record that staff had provided some Personal Care to people attending a PAG Such anomalies should be investigated to see whether the assistance types are being correctly recorded or whether the agency s service agreement should be amended to reflect what is actually being provided If more than one type of assistance was received by the client in the course of 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 of the visit on this occasion Generally the answer will be obvious from the nature of the service and the staff who provided it If it was planned for the worker to carry out two different functions during the visit you can record each of these services separately but make sure you do not count the time twice For example If a client receives an hour of service from your agency and it was planned that this would comprise a mix of personal care say assistance with dressing and domestic assistance room cleaning then this could be recorded as e Pe
102. t Main reason for cessation of services for the most recent period of assistance 1 Client no longer needs assistance improved status Use this code if the client is now able to manage without any formal assistance e g if they are managing on their own or with the help of family or friends or if they only needed temporary assistance 2 Client no longer needs assistance from your agency improved status Use this code if the client no longer needs assistance from your agency but does need assistance from another agency For example a person s condition has improved and they no longer require nursing care from your agency but they need personal care from another agency 3 Client s needs have not changed but your agency cannot or will no longer provide assistance Use this code if your agency has ceased delivering services to the client because of the agency s resource limitations or because the agency no longer considers it safe for staff or volunteers to continue to assist the client If the client s level of need or dependency has increased and the person has been referred to another agency or program code 6 should be used Client moved to residential aged care Client moved to other institutional setting Client moved to other community based service Use this code if your agency can no longer provide the necessary assistance because the person s dependency or need for assistance has increased and the person has been refer
103. t Family Name fill the remaining empty spots up to the fifth place with the digit 2 If the stated FAMILY NAME is WANG the 5 spot must be filled with digit 2 forming WANG2 as resultant Family Name Select the 2 3 and 5 letters from the resultant Family Name letters In the example of Mary Samson Figure 1 the letters to select from SAMSON are AMO For a client with WANG2 as the resultant Family Name the selected letters will be AN2 For a client with OREILLY as the resultant Family Name the selected letters will be REL Step B Letters from First Given Name Two characters need to be derived from the FIRST GIVEN NAME to contribute to the LETTERS OF NAME To derive letters from FIRST GIVEN NAME the basic steps are F Remove any non alphabetic characters from the FIRST GIVEN NAME i e remove spaces apostrophes hyphens full stops to form the resultant First Given Name In the example of Mary Samson Figure 1 the FIRST GIVEN NAME is MARY There are no non alphabetic characters to remove in this case If the Client s FIRST GIVEN NAME were SUE LAYNE then the resultant First Given Name is SUELAYNE with the full stop and space both removed If there are less than three letters in the resultant First Given Name fill the remaining empty spots with the digit 2 until the third spot is filled If the FIRST GIVEN NAME is J O the third sp
104. t be a number or nui 4 Must be a number or nui 4 Must be a number or nui 4 Must be a number or nui HSAP Assertive Outreach hours 123 HSAP Care Coordination hours Numeric 94 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM CLIENT RECORD DATATYPE REPRESENTATIONAL NUMBER FORMAT OPHR Group Social Support hours 9999 SRS Care Coordination hours 9999 SRS Group Social Support hours 9999 END CLIENT MARKER Alphanumeric AAAAAAAAAX literally ENDCLIENT MIN SI ZE MAX SI ZE VALIDATION RULES Must be a number or null Must be a number or null Must be a number or null EWEX i a 4 must be a number or nui eae aa aid 95 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 B HACC MDS Version 2 Validation Rules for Victoria 1 Invalid submissions An MDS file will be deemed an invalid submission and rejected by the Victorian data repository VDR if any of the following occur Files not in csv or xml format Files with incorrect collection period heading Files with incorrect agency ID The number of clients indicated in the record header does not correspond to the number of records in the file The agency will be asked to re submit the whole file 2 Rejected Client Records The VDR will delete a client record from the file if any of the following occur e The value or code in the following dat
105. t be supplied for all records It may be generated automatically by the software supporting your data collection Three items of data underlie the Client Statistical Linkage Key SLK Letters of name Date of birth and Sex Any record submitted without this information will be rejected as invalid by the HACC data repository The HACC MDS version 2 collects information to support two possible SLKs one for the client one for the carer Both should be supplied if available But if only the Carer SLK information is available you can copy the Carer SLK information into the blank fields used to generate the Client SLK The record will then be accepted as valid You should supply substitute information only if your agency is unable to obtain the relevant details For example some agencies that mainly provide respite services to carers may not have obtained the necessary details about the aged or disabled person being cared for Other agencies may have full details about the aged or disabled client and know that the client has a carer but may not have yet collected details about the carer s name and date of birth Over time your agency should attempt to supply SLK information for both the client and the carer if there is a carer If there is more than one possible carer choose the principal carer Code Description Client SLK information is correct and there is no carer Use this code if the care recipient s Letters of name Date of bir
106. task with verbal prompting should not be rated as independent and therefore should be rated as a 2 Rate the person s functional status when using current aids and appliances 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 meaning they can handle corners etc otherwise rate 1 Questions 14 and 15 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 and observation of the person notes referral letter and information from carers friends relatives and referring agencies Record Code 9 for unanswered items Please note that the set of items on Functional Status is not meant to limit the screening and assessment tools used by agencies except to the extent that the 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 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 37 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006
107. th and Sex are reported correctly and there is no carer i e Carer availability code 2 Both Client SLK and Carer SLK are correct Use this code if both the care recipient s and carer s Letters of name Date of birth and Sex are reported correctly Carer SLK information has replaced missing Client SLK Use this code 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 used instead 4 Client SLK information has replaced missing Carer SLK Use this code if there is a carer but it has not been possible to obtain the carer s Letters of name Date of birth and Sex so the care recipient s details have been used instead Check that the item Carer Availability code 1 See SLK Missing flag in National HACC Data Dictionary v2 0 Data Dictionary page 202 26 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Country of birth Definition Country of birth refers to the country where the care recipient was born Reporting this element On a paper record 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 On a computerised client record system use a look up table or drop down list to find the right 4 digit code for the person s Country of birth Alternatively use a printed list of th
108. tical purposes This information is de identified before transmission Clients can choose not to have their information included in the MDS Assistance types Any service you deliver to a care recipient or carer that involves some HACC dollars or DHS Aged Care Support for Carers dollars is to be included in the HACC MDS reporting If no HACC or SCP funds are involved then the service is not reported under the HACC MDS but your agency may need to record this information for other purposes The assistance you provide to a HACC client is recorded and reported according to the types of assistance described in this User Guide The assistance may be provided by paid staff or by volunteers Both are to be recorded under the HACC MDS Collecting vs reporting the data 14 Information to be recorded by your agency The term recording HACC MDS information refers to information that an agency keeps 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 Information to be reported by your agency The term reporting HACC MDS information refers to a sub set of the HACC information that an agency keeps At the end of a 3 month collection period this information is assembled and the amounts of assistance to the client are added up One person in your agency should make sure this information is sent to the Victorian Department of Human Se
109. ting change Name change Name change No change 17 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 18 Main language spoken at home Accommodation setting Preferred language Accommodation setting Name and coding change Coding change MDS v1 5 vic MDS v2 0 vic Comment Reason for HACC client status Relationship of carer to care recipient Source of referral Main reason for cessation of service Relationship of carer to care recipient Source of referral Main reason for cessation of service Omitted Coding change Coding change Coding change Primary type of assistance received Total assistance with goods and equipment received MDS v1 5 vic Primary type of assistance received Total assistance with goods and equipment received MDS v2 0 vic Definitional and coding changes Changes to reporting amounts Comment Date of birth estimate flag SLK Missing Flag DVA entitlement Functional status Need for interpreter Carer s letters of name Carer s date of birth Carer s date of birth estimate flag Carer s country of birth Carer s preferred language Carer s Indigenous status Carer for more than one person Date of entry into HACC service episode Date of exit from HACC service episode New element New element New element New element New element New element New element New element New eleme
110. 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 help from other people to enable them to carry out normal activities of daily living NEWITEM This information was not collected in MDS v1 0 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 and observations made as part of an assessment process as well other relevant sources e g carers 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 people may not for example do the housework because their carer does it for them yet be quite capable of undertaking it themselves In rating an item that is irrelevant for example when there are no shops in the vicinity or when the person does not use any medication the score should be based on what the person would be capable of doing if the item were 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
111. ts who exited from a service episode and entered a new service episode during the same reporting period the Date of Entry should be the same as the first 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 received 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 remaining a client at the end of the reporting period See Date of entry into HACC service episode in National HACC Data
112. ull PROVISION OF GOODS AND EQUIPMENT Numeric Self Care Aids PROVISION OF GOODS AND EQUIPMENT Numeric 1 Supporting and Mobility Aids PROVISION OF GOODS AND EQUIPMENT Numeric 9 Communication Aids Must be a number or null Must be a number or null Must be a number or null Must be a number or null Must be a number or null 3 Must be a number or null Ww Must be a number or null 1 3 Must be a number or null 79 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 ITEM CLIENT RECORD DATA TYPE REPRESENTATIONAL MIN MAX VALI DATION RULES NUMBER FORMAT SI ZE 3 PROVISION OF GOODS AND EQUIPMENT Numeric Must be a number or null Aids for reading O a 83 PROVISION OF GOODS AND EQUIPMENT Numeric 1 3 Must be a number or null Medical Care Aids PROVISION OF GOODS AND EQUIPMENT Numeric 1 Car modifications EA be a number or null PROVISION OF GOODS AND EQUIPMENT Numeric 1 3 Must be a number or null Other goods equipment COUNSELLING SUPPORT INFORMATION Numeric 9999 1 Must be a number or null AND ADVOCACY CARE RECIPIENT hours 87 COUNSELLING SUPPORT INFORMATION Numeric 9999 1 Must be a number or null AND ADVOCACY CARER hours FUNCTIONAL STATUS Housework 9 Must be 1 2 3 or 9 89 FUNCTIONAL STATUS Transport Numeric 9 1 Must be 2 2 3 or9 90 FUNCTIONAL STATUS Shopping Mummers SS MUSED 2 Sir 91 FUNCTIONAL STATUS Medication Numeric 9
113. ve 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 See Living arrangements in National HACC Data Dictionary v2 0 Data Dictionary 29 188 DHS CCDS Item 20 31 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Accommodation 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 has had more than one type of accommodation during the data collection period record the type that describes where they have lived most of the time Private resid
114. ved in a community centre It does not include meals prepared in the client s home record this as Domestic Assistance It does not include meals served as part of a Planned Activity Group Respite Care is assistance provided to carers so they may have relief from their caring role and pursue other activities The motivation defines the activity a substitute carer is enabling the usual carer to have time out Respite can be provided in the client s home or in the community It can be provided in the form of planned regular respite emergency respite or occasional respite It may involve the substitute carer accompanying both the usual carer and the care recipient on an outing or holiday Respite Care should only be reported if a Carer is recorded in the MDS A HACC assessment is more than a mere client registration process It is a broad based assessment or re assessment of an individual s need for community support services Needs for both HACC and non HACC services are identified plus an assessment of strengths and abilities Completion of the Functional Status items should form part of the assessment at some stage of the agency s contact Re assessments are a critical opportunity to review and update the information on the client record The Date of last update should be changed accordingly Case management refers to the assistance received by a client with complex care needs from a formally identified agency worker generally
115. y care Reporting this element e Record this element for all clients with carers i e Carer availability has a code of 1 e To obtain an answer to this element Ask a client 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 0 Not applicable 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 See Carer residency status in National HACC Data Dictionary v2 0 Data Dictionary Page 119 DHS CCDS item 6 41 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 42 Relationship
116. y for Name If you have only recorded an initial for the Client s name eg for their First Given Name attempt to obtain the Client s full name If you are unable to expand on the single initial recorded for the Client s First Given Name or Full Name then treat it as a missing name That is replace the missing part of their name with a string of 2s eg If the Client s First Given Name is recorded as J and it is not possible to expand it then 22 will be recorded for the required first given name part of Letters of Name Examples of Family Name Components The table below shows examples of the three characters obtained from example client Family Names Recorded FAMILY Resultant Family Name Selected LETTERS OF NAME Characters FAMILY NAME SAMSON SAMSO eee ee Table 1 Selected Letters of Family Name 100 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 Examples of First Given Name Components The table below shows examples of the two characters obtained from example client First Given Names Recorded FIRST Resultant First Given Selected LETTERS OF GIVEN NAME Name FIRST GIVEN NAME AR a a Table 2 Selected Letters of First Given Name Examples of Letters of Name Component LETTERS OF NAME is composed of the selected letters of the FAMILY NAME and the FIRST GIVEN NAME The table below shows the results of the three step process previously outlined for ex
117. y has opened or ought to have opened a proper client record Thus you should include people attending an ongoing group funded by HACC or the Support for Carers program such as a Planned Activity Group a social support group participants in exercise groups run by Allied Health professionals or a carers support group with a definite membership whether short term or ongoing Note that the members of a carers support group are included via client records in the name of the aged or disabled care recipient Counting anonymous clients If your agency has a regular client whose personal details are not fully known it is still possible to create a valid client record For example you may run a drop in centre in which a particular client is known only as John A record in this anonymous format may also be appropriate when a client is not satisfied with the privacy conferred by the normal de identified statistical linkage key SLK See the data item Letters of name in this User Guide on how to create an SLK in these circumstances Anonymous SLKs should be treated as a last resort because very little demographic analysis can be performed on such records Over time you should try to collect the basic details about each such individual letters of name true date of birth sex It is important that the existence of marginalised groups such as homeless people should not be invisible to the HACC Program What information
118. y including cornering e Completely unable to walk If in a wheelchair rate 1 if the 1 person is not independent but must be pushed 7 Mobility Do you ever need help to get in or out of a bed or chair bed chair e No help needed 3 transfers e Needs some help but not heavy lifting 2 e Major help needed 38 HACC Program National MDS User Guide Version 2 0 Victorian modification June 2006 8 Self care Do you need assistance with any areas of self care such as screen bathing dressing eating or toileting e No gt skip the 4 self care items and go to Q13 2 e Yes proceed to the 4 self care items 9 12 1 9 Bathing Can you take a bath or shower e Without help 3 e With some help e g need help getting in or out of the tub 2 e Completely unable to bathe without help 1 10 Dressing Can you dress yourself e Without help 3 e With some help e g help with buttons etc but can put on some 2 garments alone e Completely unable to dress 1 11 Eating Can you eat e Without help 3 e With some help e g help cutting up food spreading butter 2 pouring drink e Completely unable to eat without help e g spoon feeding 1 12 Toilet use Can you manage the toilet includes on and off dressing and wiping e Without help 3 e With some help 2 e Completely unable to manage the toilet without help e g 1 ne

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