Mental Health Provider Reporting

The page provides a summary of provider’s PHN reporting requirements and some helpful information on preparing their data and using the Primary Mental Health Care Minimum Data Set (PMHC-MDS) and Access to Allied Psychological Services Minimum Data Set (ATAPS-MDS) portals.

Counsellor with client

Prepare your data

Populate your PMHC-MDS templates or use the PHN Provided data guide

Upload to the PMHC-MDS

Follow the user guides to upload to the PMHC-MDS portal

Upload to the ATAPS MDS

For existing clients referred prior to 1 July 2017 follow the user guides to upload to ATAPS-MDS

Folio Checklist

Log into the PHN Folio and complete your checklist

Folio Upload

Upload a copy of your PMHC-MDS and if applicable your ATAPS MDS templates to the PHN Folio uploader


Central Queensland, Wide Bay, Sunshine Coast PHN commissions a range of mental health service providers to deliver Commonwealth-funded mental health services.

As one of these providers, you will be aware that there are some changes coming up, particularly around the Mental Health Minimum Data Set, and the way you are required to collect and upload client data.
Your current PHN reporting templates will no longer be used instead you will be required to complete your reporting in alignment with departmental requirements.

That is:

PMHC-MDS requirements for all new referrals seen after the 1st July 2017

and

ATAPS- MDS requirement for all referrals seen prior to 1st July 2017

You will also need to continue to complete your anecdotal reporting through the PHN Folio Checklists and provide a copy of the uploaded PMHC-MDS and ATAPS- MDS reports via the Folio upload facility.
In the future once the ATAPS-MDS reporting is finalised the PMHC-MDS PHN reporting features are built the reporting burden will decrease.

With this change Providers should find they are doing far less data manipulation than previously with the PHN reporting templates.

The first time you upload to the PMHC-MDS you need to upload the practitioner sheet, you will only need to upload this in the future if you have a practitioner joining or leaving your organisation.

Every month you will need to upload the following sheets:

  • Clients
  • Episodes
  • Service Contacts

And depending on which clients were seen and assessed the assessments will need to be added into the appropriate sheet below:

  • K5- For indigenous clients
  • K10+ for Clients over 18
  • SDQ for Clients under 18 (K10+ can be used for under 18 at practitioner’s discretion)

If you do not see any clients who are indigenous in the reporting period then you will upload a blank K5 sheet, if you do not see any clients under 18 then you will upload a blank SDQ sheet. (Keeping rows 1 and 2 intact and untouched with sample data from three (3) and beyond removed).

The ‘practitioners’ sheet only needs to be uploaded when there is a change to your practitioner’s circumstances, for example a new practitioner started, a practitioner leaves their organisation or any of them have completed their cultural awareness training since the last update.

The system is very sensitive and requires data formats to be perfectly matched. You can use the data specification from the PMHC-MDS portal or you can use the PHN Templates and Guides documents to help you enter your information correctly.

Tips on the PMHC-MDS templates and uploading

When you are using the department templates do not remove the first row that shows the Version number as this is a required part of the format.

Do not change the name of the titles or the order of the titles as this is how the system reads and matches the data.

You can delete the sample data from the third row downwards and enter your own data from row three (3) down.

You may choose to use the department templates available on the PMHC-MDS site or you can use the templates in the PHN Templates and Guides document.

When using the PHN Templates and Guides document  and you have completed filling out your Clients, Episodes, Service Contacts,K10+, K5, SDQ then Practitioners sheets you can either:

  1. Worksheet Upload Option

Delete the Instruction sheet, all guide sheets and ‘about’ sheet (all blue tabs) spreadsheet and rename to the reporting month followed by the file format ‘Excel Workbook (.xlsx)’.

The filename convention of the Excel file doesn’t matter as long as it has the file extension .xlsx as per PMHC-MDS instructions.

Upload this file only containing the required sheets.

The order of the sheets is important they must remain as Clients, Episodes, Service Contacts,K10+, K5, SDQ then Practitioners.

or

  1. Individual CSV Upload Option

Create a folder for the current month on your computer

  1. Make a copy of the required sheets in a new book (Right click on the tab name and ‘move or copy’ þ Create a copy and choose a new book as the copy location)
  2. Save each of the new books as the required name e.g. ‘practitioners’ and choose .csv as the file type
  3. These are the versions you will upload to the PMHC-MDS portal (in a zipped file. View instructions) and also to the PHN Folio system as per your usual checklist and previous template reporting processes.

If you need more information than what is provided in the guide sheet you can look up each column field in the MDS Data Specification.

The PMHC-MDS user guide is also available for assistance in using the PMHC-MDS

The following files/worksheets can be uploaded to the PMHC MDS

Table 9
Summary of files to upload
File Type CSV filename Excel worksheet name Required
Client clients.csv Clients Required
Episodes episodes.csv Episodes Required
Service Contacts service-contacts.csv Service Contacts Required
K10+ Collection Occasions k10p.csv K10+ Required
K5 Collection Occasions k5.csv K5 Required- if no assessments this period submit with blank data
SDQ Collection Occasions sdq.csv SDQ Required- if no assessments this period submit with blank data
Practitioners practitioners.csv Practitioners Required for first upload and when practitioner information changes. Optional otherwise
The first row in each file/worksheet should include the following rows:

Version 1.0

The second row should contain the column headings as defined for each file type. The third and subsequent rows should contain the data.

Data elements for each file/worksheet are defined at Record formats.

Each item is a column in the file/worksheet. The ‘Field Name’ should be used for the column headings. The columns must be kept in the same order. Do not change the tab names.

All files must be internally consistent. An example of what this means is that for every row in the episode file/worksheet, there should be a corresponding client in the client file/worksheet.

It also means that for every episode included in an upload file, you must include ALL service contacts and measures for that episode.

Any service contacts and measures that are not included will result in the episode records being removed from the PMHC MDS.

Date

All date formats should be recorded without / . or – in between

For example 09/09/9999 would need to be entered as 09099999

 Choice

Any choice fields need to be entered in blanks and numerical values only.

The data specification and the PHN Templates and Guides show you the corresponding numeral.

For example:

If the client is female I would only enter the numeral ‘2’ in the cell

1.Male

2.Female

3.Other

0.Not stated/Inadequately described


 

Organisation key

Central Queensland, Wide Bay, Sunshine Coast PHN key is PHN306.

Provider Key

The Provider Key uses a convention of the PHN key and the first three letters of the providers name followed by a count, if another organisation joins the PHN with the same three letters they will have 02 as their count.

For example Artius Pty Ltd

PHN306ART01

Organisation Path

The Organisation Path includes the PHN Key and the Provider Key separated by a colon.

For example Artius Pty Ltd

PHN306:PHN306ART01

Client Key

Each Client record needs to be assigned a unique key in order to facilitate adding/updating/deleting each item when uploading data. Once assigned, this key cannot change.

These keys managed by the Provider Organisation, however, they need to be unique across the PHN in order to ensure that there is single key for a client within the PHN.

To ensure this is unique the client key starts with the PHN key followed by the provider organisation key then CL for client followed by the client number which can be system generated by your software or usual method you don’t need to follow the 01, 02 numbering convention but these numbers must be unique.

For example Artius Pty Ltd

PHN306:PHN306ART01CL01

PHN306:PHN306ART01CL02

When reporting the organisation path is already included in the first column of every report so this already identifies the PHN and Provider so the client key cell only needs to show the naming convention from CL onwards.

organisation_path client_key slk
PHN306:PHN306ART01 CL01 ee12371ef32e847f3ea6a36adcb0050bfbc2ff84
PHN306:PHN306ART01 CL02 Y6D675D85QB6EAPE48TZYDWWS2WZP1G7

 

 

 

 

Practitioner Key

These keys managed by the Provider Organisation need to demonstrate which practitioner provided the service.

They need to be unique across the provider organisation. The recommended format is with the prefix P.

In the example below it shows three different practitioners.

organisation_path practitioner_key practitioner_category atsi_cultural_training
PHN306:PHN306ART01 P01 8 3
PHN306:PHN306ART01 P02 2 1
PHN306:PHN306ART01 P03 2 1

 

 

Episode Key

These keys managed by the Provider Organisation need to demonstrate an episode of care for a single client.

They do not need to be unique across clients. Each new client would have a first episode or care and perhaps a second or third episode of care.

The recommended format is with the prefix E.

In the example below it shows that Client 01 has had two episodes of care.

organisation_path episode_key client_key episode_end_date
PHN306:PHN306ART01 E01 CL01 18062016
PHN306:PHN306ART01 E02 CL01 16082016

 

Service Contact Key

These keys managed by the Provider Organisation need to demonstrate a service contact or a visit.

They do not need to be unique across clients. They could be system generated if your software allocates a visit Id or could be represented as visit or service contact one=01, visit or service contact two =02 etc.

In the example below it shows that Client 01 has had two service contacts under their first episode of care.

organisation_path service_contact_key episode_key practitioner_key service_contact_date
PHN306:PHN306ART01 SC01 E01 P01 13022016
PHN306:PHN306ART01 SC02 E01 P01 18032016

 

Outcome Occasion Key

These keys managed by the Provider Organisation need to demonstrate an assessment occasion.

They do not need to be unique across clients. They could be system generated if your software allocates a record id for each assessment or could be represented as assessment one=01, assessment two =02 etc.

In the example below it shows that Client 01 has had two assessments done under their first episode of care.

organisation_path collection_occasion_key episode_key measure_date
PHN306:PHN306ART01 CO01 E01 12022016
PHN306:PHN306ART01 CO02 E01 25042016
You will need to set up a statistical linkage key (SLK) for all clients reported into the system.

Go to the PMHC-MDS

Under the SLK tab you will find a generator tool.

Type in the patient details (there is a date of birth format prompt that disappears when complete date is recorded)

Click Generate key

Click Copy to clipboard (If this doesn’t work use keyboard shortcut Ctrl C to copy and Ctrl V to Paste to save this information)

You can choose to store this information in the patient file of your clinical or billing software or create a master spreadsheet of patient details including Client key and SLK- it is advised to password protect this file and limit access to only those that are accountable for reporting in your organisation.

Statistical Linkage Key Generator

Clients referred prior to the 1st July 2017 will still continue to be reported into the ATAPS-MDS, this will continue until the referral expires or the episode of care is complete.

As existing providers you will be familiar with the process of uploading your three csv files to the ATAPS-MDS portal.

Every month you will still need to upload the following sheets into the ATAPS-MDS Portal:

  • Patients
  • Referrals
  • Specialists

Data specification and templates can be found here.

As per your usual reporting process, you are required to complete the Folio checklist and upload a copy of your

PMHC-MDS

and

ATAPS-MDS sheets into the PHN Folio System.

This is in addition to your anecdotal reporting via the Folio Checklist.

You should be familiar with this process as an existing provider.

If you do need support please contact contracts@ourphn.org.au.

Please note that there is a wealth of training and resources provided by ‘Strategic Data’ covering data requirements and using the PMHC-MDS.