Add a SessionData Exchange web-based portal - User Task Card 10This task card explains how to add a sessionA session records what service was delivered on a particular date within a reporting period, the type of service delivered and which clients attended. Sessions are a critical part of the service record of a service provider and drive the reporting function of the Data Exchange.

Step 1 – Add a sessionThere are three different methods to add a session.

1. At the case creation point where a session is immediately added to a new case.

2. From the home screen, Add > .

3. From the home screen, Find > .

Method 1

Add a new Case – refer to User Task Card 9 to add a new case. Then select Add a session to this case’s hyperlink under the What can you do now? heading.

Figure 1 – “What can you do now?”

Method 2

At the Data Exchange web-based portal home page select under the Add menu.

Figure 2 – The Data Exchange home page

User Task Card 10 – Add a Session 1

At least one session must be recorded as occurring within a reporting period for the case and associated clients to be counted in reports.

For technical support, contact the Data Exchange help desk by email dssdataexchange.helpdesk@dss.gov.au or on 1800 020 283 Data Exchange

Method 3 At the Data Exchange web-based portal home page select + Case under the Find menu.

Selecting the Add + Session or Add + Case leads to the Find a case screen. Select the case to which you wish to add a session to.

Figure 3 - Find a case

Select the ADD SESSION button under Sessions associated with the case heading.

Figure 4 - Add a session to an existing case

Step 2 – Enter Session detailsThe Add a session - session details screen will appear.

User Task Card 10 - Add a Session 2

Figure 5 - Add a session - session details screen

Table 1 - Session details field descriptions (Refer Figure 5)

FIELD DESCRIPTION

Case ID This is the ID of the case that you are recording a session against

Session ID Enter the session ID if your organisation has a session identification system, or leave it blank for auto-generation.

Session date Record the date the session occurred. Enter today’s date or a date in the past.

Please note: Sessions cannot be entered for future dates or dates in a closed reporting period.

Service type Each session can only have one service type. Select the service type that best reflects the intent of the session. The service type choices are dependent on the program activity the case was created under and are to align with the program intent.

Number of unidentified clients attended session

This field should only be used to report group activities where it is not possible or practical to record each participant with their own client record. It should not be used to ‘bulk report’ services to individuals or small groups where it is possible to collect the details of each individual client. The Data Exchange Protocols requires service providers to report client level data, with aggregate reporting only permitted for services involving a large group of people or a whole community.

In most cases the number of unidentified clients should be left as 0.

This function is intended for large scale community events where it is not practical to record individual client details.

Please note: If the number of actual attendees at the session is greater than the number of expected attendees recorded against the case, you will need to go back to the case record and increase the number of clients expected to attend.

Interpreter present

Enter Yes if an interpreter was present. This includes an Auslan or other sign language interpreter for the hearing impaired.

Next Select Next to finish. The Add a session – Clients/support persons who attended screen will display.

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Step 3 – Add clients and support persons to the sessionThis screen will show all the clients associated with the case. When creating a session, only clients who attend the session are to be recorded.

Client is defined as an individual who received a service as part of a funded activity that is expected to lead to a measurable individual outcome.

Support Persons are persons who may be present at a service who do not meet the definition of a client. These could include carers of clients and family members such as young children. Although there is no requirement to record the details of support persons, organisations may wish to record participants as ‘support attendees’. Support attendees will not be counted as clients.

Note: To add a support person they first need to be created as a client record and then they can be selected as a support person attendee.

Select client(s) you wish to add to the session using the tick box next to the client record and click ATTACH SELECTED CLIENTS.

Select support persons (if any) you wish to add to the session using the tick box to the session and click ATTACHED SELECTED SUPPORT PERSONS.

Click NEXT >.

Figure 6 - Adding clients and support persons to the session

Step 4 – Review The last stage of creating a new session is the Review screen.

Check that the information for the session is correct. o Select < BACK to edit the details if needed. o If you are satisfied that the information is correct select SUBMIT.

A new session is now created.

Note: The system will automatically generate an alpha numeric session ID if you did not enter your own.

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Figure 7 - Add a session completed screenshot

Copy a sessionYou can copy a session if the session is going to be or has been repeated.

Find the Case. Select the COPY SESSION button located under Sessions associated with the case section.

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Figure 8 - Case screen

The Copy a session – Session details screen appears.

Figure 9 - Copy a session - Session details screen

Enter the new Session date and edit any other details that may have changed. Select NEXT.

The Copy a session – Clients/support persons attended screen appears.

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Figure 10 - Copy a session - Clients/support persons attended screen

Review and edit the clients that attended the session as the previous sessions attendees are already selected.

Select NEXT.

The Copy a session – Review screen appears.

Figure 11 - Copy a session - Review screen

Review the details:

If you are satisfied that the information is correct select SUBMIT.

A new session is now created.

The Partnership Approach (optional additional information)Figure 12 - The Partnership Approach banner

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If your organisation has opted-in to the Partnership Approach you can record additional information against a session. To record referrals you made within a session click on the REFERRALS TO OTHER SERVICES button. To record outcome assessments undertaken in this session click on the SCORE ASSESSMENTS button in the Partnership Approach banner on the Add a session– Finish screen.

Step 5 – Referral source and reasons Click on REFERRALS TO OTHER SERVICES

The Referral source and reasons screen will display.

Click on ADD REFERRAL TO OTHER SERVICES

Figure 13 - Add referral to other services screen

Table 2 - Add referral to other services field descriptions (Refer Figure 13)

Client Select the client that you wish to record a referral for.

Referral type Select if the referral was internal or external to your organisation.

Referral purpose(s)

Select the category(s) the best reflects why you referred this client to another service. You can select more than one.

Save Select Save.

The Referrals to other services screen will display that the referral added has been successfully saved.

Select Add referral to other services again to add another referral. Click < BACK button to return to the Sessions screen.

Special Data Entry fields

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User Task Card 10 - Add a Session 9

Commonwealth Home Support Programme (CHSP) specific dataExtra data will need to be entered for CHSP clients at the Add a session – Session details screen.

1. Assistance with Care and Housing Program Activity onlyWhen the Assistance with Care and Housing program activity is selected the Add a session – Session details screen will display.

Figure 14 – Add a session – Session details screen

Amount of assistance provided fieldWhen a Service type is selected, an Amount of assistance provided field will appear.

Figure 15 – Add a session – Session details screen highlighting the Amount of assistance provided field

The amount of assistance provided is recorded in hours and minutes as appropriate.

Example 1: A session has been delivered for a client under the service type of Advocacy – Financial and Legal. The time of the session was 1 hour and 30 minutes and shown below:

Figure 16 – Amount of assistance provided – Advocacy – Financial and Legal

2. Care Relationship and Carer Support, and Community and Home Support Program Activities only

Fees charged (client contribution) fieldWhen the Care Relationship and Carer Support or Community and Home Support program activities is selected the Add a session – Session details screen will display and includes a Fees charged (client contribution) field. This item is captured as a dollar figure and is cumulative of the total of the fees charged for the session for all participants

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Figure 17 – Add a session – Session details screen highlighting Fees charged (client contribution) field

The amount entered should include the whole amount the client was charged including components such as a service fee, administration fee, etc., and GST.

The amount of $0 should be entered if you don’t charge a fee for a service. The entered values are to be in 'whole dollars' only (e.g. $100). If you enter the dollars and cents, the system will

round this to the nearest dollar (e.g. $100.55 will be rounded up to $101).

Example 1: A client is having a hand rail installed as part of their home modifications. The total cost is $200, with the organisation contributing $150 and the client contributing $50. $50 is entered into the Fees charged field and $200 is entered into the Total costs field.

Figure 18 – Fees charged and Amount of Assistance provided fields

Amount of assistance provided field

When a Service type is selected, an Amount of assistance provided field will appear.

Figure 19 - Add a session - Session details screen highlighting Amount of assistance provided field

The items displayed in this box will be dependent on the service type selected, and includes: Cost Time Resources Quantities (cumulative or non-cumulative)

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Some examples are below:

Example 1: Two clients are in the same session for the service type of Minor Home Maintenance and Repairs. The cost is $3000 with 8 hours and 30 minutes spent on maintenance and repair for each client. The amount of assistance recorded in this example is cumulative and shown below:

Figure 20 - Amount of assistance provided – Minor Home Maintenance and Repairs

Example 2: Three clients are in the same session for the service type of Meals at Home. They have received one meal each. The amount of assistance recorded in this example is cumulative and shown below as a quantity of three meals:

Figure 21 - Amount of assistance provided - Meals at Home

Example 3: Five clients are in the same session for the service type of Direct Transport. The transport includes pick up and drop off to and from their respective homes. The amount of assistance recorded in this example is non-cumulative and shown below as a quantity of two – one trip for pick up and one trip for drop off of all clients.

Figure 22 - Amount of assistance provided – Direct Transport

For further information on CHSP programs, please refer to the Commonwealth Home Support Programme Manual.

For detailed information on sessions, referrals and SCORE, please refer to the Data Exchange Protocols Document