NGO Web Data Entry System User Manual
Contents
1. NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 23 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Terminology PMO0228 Program for the Integration of Mental Health Data Aaa GRRL Solutions manaBnavora Solutions Delivery Group Information Directorate Group Information Directorate screen Field Meaning Activity Definition classification of the location where the activity took place mening Required mandatory Example value DM home Editing rules must be a list box value Comments Activity Start Definition the date and time the activity started Date Time Required mandatory Example value 25 02 09 11 03 Editing rules must be a valid date and time Comments 1 if the time is unknown enter 00 00 Sa Activity Definition the type of activity provided Type Required mandatory Example value 42 face to face consultation Editing rules must be a list box value Comments Date of Birth Definition the consumer s date of birth Required mandatory Example value 27 12 1946 Editing rules must be a valid date and time combination Comments 1 as this value must match the NHI this may force correction of the NHI record Date Record Definition the date and time this referral record was added or last Last altered Modif panied Required automatically generated Example value 25 02 09 08 04 Editing rules not applicable Comments 1 if the record2. Reset This is the same as Cancel Save Saves the activity record without submitting it This may result in the display of errors which will need to be corrected by editing next page Submit for This submits all unsubmitted data including any unsaved Processing added record See 3 3 Saving and Submitting Records Data for any unsaved add will be lost Record Key Click Editing of an activity is triggered by clicking the mouse over the activity see the previous page If this is triggered while an add activity is in progress all details of the unsaved add will be lost Working on 4 2 4 Edit Referral Part 1 Editing a Referral Usually go to By clicking Submit for Processing control switches to e 4 2 7 Referral Accepted by PRIMHD if no errors e 4 2 8 Referral Rejected by PRIMHD if an error is detected NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 17 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data mene Solutions Delivery Group Information Directorate 4 2 6 Edit Referral Part 3 Editing or Deleting an Activity The Add New Activity area in the 4 2 4 Edit Referral Part 1 Editing a Referral will be replaced by this area when editing an activity Edit Activity Activity ID NGOWEBACT000002701 Start Date Time ho 10 2008 Bhs 15 End Date Time fio to 2008 Bz O j45 Activity Type
3. T01 Mental health crisis attendances O H Activity Setting CR Community Residential Health Care Worker CPN indicates mandatory fields Save Delete Cancel Function Activity work can occur either e as editing or deleting an activity using the above screen A record is selected for this editing by clicking on the appropriate activity see the screen on the previous page or as adding a record see previous page This is allowable when if no record has been selected for editing Data Entry Mandatory fields are shown with an Notes Rules defining what values to enter if the actual time is unknown are given in section 5 1 Screen Fields on page 23 Editing or Activity s a appears ready to add a new activit Button PP A y Functions Delete After confirmation the record is flagged as to be deleted The record will be deleted when the referral is next submitted Once confirmed this decision cannot be reversed however one can load a new activity to match Save Saves the record without submitting it Errors may need to be corrected The edited record is closed and the screen appears ready to add a new activity Submit for Submits all unsubmitted data See 3 3 Saving and Submitting Processing Records Record Key Click Editing of an activity is triggered by clicking the mouse over the activity see 4 2 4 Edit Referral Part 1 Editing a Referral Get here from Working on 4 2 4 Edit Referral Pa
4. a Ganl esolution Ar Bo IBM Java Plug in 1 4 1 on n will confuse the true record v As As the kd Intel R GMA Driver same users must be very careful The tri 3 Internet Options ictions on using the above URLs to access the L PRIME Java Plugin tions on how to bookmark the URL as a favorite m 5 2 Need aset of s Keyboard Th E lightFrame 3 fat you need in the way of digital certificates PC m Screen pomp 5 E a New Office Document get aE Power Options G Open Office Document on an Printers and Faxes p pPlay N Program Updates Program Updates Set Program Access and Defaults QuickTime D winzip Regional and Language Options tom i Y Sy Scanners and Cameras GA Scheduled Tasks H gt os Favorites i l 7 gt 5 4 Logging on lt a gf Ue ee Network Connections gt ce teel te 5 le S ymantec LiveUpda 4 Printers and Faxes 43 System o un E Fackber aeons ees eB Taskbar and Start Menu _ EE Log Off tasherof i S l 3 User Accounts X 1 NGO WEE Wireless Network Setup Wizard G E Referrals PRIMM EPEE SW 2340 Display Plug and Play Monitor on Intel R 82915646 V 910GL Express Chipset Famih Color quality Highest 32 bit 1024 by 768 or bigger numbers are desirable NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 32 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH System and Technical Items PMO
5. End Date Time Deletion NGOWEBACT000002780 T01 CM 04 05 2009 12 12 04 05 2009 13 13 NGOWEBACT000002701 T01 CR 10 10 2008 15 15 10 10 2008 23 45 NGOWEBACT000002781 T02 co 04 05 2009 14 14 Yes 3 records found displaying 3 records from 1 to 3 Page 1 of 1 Function Shows the errors for a referral and its associated activities Data Entry This screen is not used for data entry Notes Button Edit Referral this enables editing by bringing up the main Functions screen As the following screens do not display the reported errors users may want to copy the errors before clicking this button Get here from submitting a referral which has errors see 4 2 4 Edit Referral Part 1 Editing a Referral and its following two sections clicking a record with an error on the 4 3 My Error Records Referrals with Errors Usually go to Edit Referral see above If a user does not want to edit this referral they should select a tab option or log off Other Comment To fit in with the full PRIMHD system the ids seem complex To help e referral ids have a REF in the middle of the id e activity ids have an ACT in the middle of the id A blue and white circle shows the data is unsubmitted or it has errors NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 20 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data Solut
6. HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data menace Solutions Delivery Group Information Directorate 4 Detailed Screens This is a web based application and all the work is done via the system s screens There is a sub section for each of the main screens 1 logging in 2 Referrals and activities 3 My Error Records working with error records 4 logging out In case you are just referring to this section please note that e 3 2 Screen Characteristics provides complementary information e Record Key Click means click on a record in the list e the self explanatory error messages are defined in the File Specification see Associated Documents e as well as the editing specified with the individual fields see 5 1 there are also commonsense editing rules like bed night activities cannot take place over the phone These are also defined more fully in the File Specification NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 11 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data CR Solutions Delivery Group Information Directorate 4 1 Logging In To log into the PRIMHD system click in the Username field and type your code that will have been supplied to you by the Ministry of Health System Administrators and your Password which appears as a series of dots rather t
7. ID Definition user s identification code entered as they log on Required mandatory Example value MALTILDA Editing rules checked with the password by the security system Comments 1 this user ID must be loaded along with the correct password as the user logs into the system 2 the User ID is supplied by Data Management Services National Collections Team see 1 4 Help Contact them for help with getting a new user established the organisation must also request the removal of the access authority for all users that leave It must be loaded along with the correct password as they log into the system NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 28 of 36 MINISTRY OF NGO Web Data Entry System User Manual Terminology PMO0228 Program for the Integration of Mental Health Data ORE Solutions Delivery Group Information Directorate T 5 2 Glossary Term Activity PRIMHD describes all service provision to a consumer as an Activity Activities include services delivered to a consumer once an interaction happens between the consumer and the service provider A service may take a variety of forms such as but not limited to treatment and or support provided by a mental health and addiction inpatient facility or by a specialised mental health outpatient clinic either on healthcare sites or within the community or by a residential facility For example the service may be provided on a one to
8. NGOWEBREF000002240 DML8701 01 04 2009 NGOWEBREF000002241 DML8701 01 04 2009 NGOWEBREF000002242 LEF0952 01 04 2009 NGOWEBREF000002260 EVR3413 09 08 2008 10 04 2009 NGOWEBREF000002265 PTT8053 09 10 2008 NGOWEBREF000002266 MSZ3915 27 12 2008 NGOWEBREF000002267 MSQ6184 14 04 2009 NGOWEBREF000002268 LDQ9776 09 10 2008 NGOWEBREF000002280 PXQ8144 01 04 2009 NGOWEBREF0002200 ESA0583 08 07 2008 11 02 2009 Function From the list of referrals which match the search criteria select a referral to examine or work with Data Entry Notes Not applicable for results but the search functionality per 4 2 1 search Referrals Also Start Screen can start another search Button Functions Not applicable for results but the search functionality per 4 2 1 search Referrals Also Start Screen can start another search Record Key Click After a search returns values click the desired referral in the result screen Control transfers to 4 2 3 View Referral Get here from 4 2 1 Search Referrals Also Start Screen Usually go to To work with 4 2 3 Other Comments The page number selection facilities to view the search results are LM 4 2 3 5 gt The paired arrow functions are I4 to go to the first page its opposite symbol goes to the last page e 44 to go 5 pages left e to go one page left The blue and white circle on the left shows the activity record is unsubmitted or it has errors Also shown is the count of selected records 100
9. as they appear from left to right on the screen Selecting a tab is similar to pressing a button Referrals Why ErormkRecorgds Referrals This switches to the referral search screen where the user has the option of searching for an existing referral or creating a new referral My Error Records This lists all referrals with errors that need to be corrected and re submitted The current tab the user is working on is blue ie a different colour to the others Clicking one of the other tabs transfers control to that tab When transferring from one tab to another data may be lost 3 2 3 Record Key Click In some cases clicking on a specific record key eg a referral number transfers control to a new screen where the record can be viewed and possibly altered 3 2 4 Entering Data for Individual Fields As a record is created or updated individual field values are entered some fields have dropdown lists which list all possible values Date entries have a calendar dropdown Within that there are dropdowns for the month and year Fields with a double asterisk are mandatory and a value must be entered As well as the editing specified with the individual fields see 5 1 there are also commonsense editing rules like bed night activities cannot take place over the phone These are defined more fully in the File Specification see Associated Documents 3 2 5 Going to Another Field After completing a field the user c
10. go to The last search results do this by clicking the referral tab By clicking Submit for Processing control switches to e 4 2 7 Referral Accepted by PRIMHD if no errors e 4 2 8 Referral Rejected by PRIMHD if an error is detected Other Comment The blue and white circle shows the activity record is unsubmitted or it has errors NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 16 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data eRe Solutions Delivery Group Information Directorate 4 2 5 Edit Referral Part 2 Adding an Activity This repeats the Add New Activity area from the previous screen Edit Activity Activity ID NGOWEBACT000002701 Start Date Time o 10 2008 Bhs 15 End Date Time fio 10 208 Bz O j45 Activity Type T01 Mental health crisis attendances o de Activity Setting CR Community Residential Health Care Worker CPN indicates mandatory fields Save Delete Cancel Function Adding an activity record is possible when editing a referral and no activity record has been selected for editing Data Entry Mandatory fields are shown with an Notes Rules defining what values to enter if the actual time is unknown are given in section 5 1 Screen Fields on page 23 sled Cancel When adding a record the Cancel clears out the new uson activity record Functions
11. has not been updated this is the creation time End Date Time See Referral End Date Time or Activity End Date Time as appropriate NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 24 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Terminology PMO0228 Program for the Integration of Mental Health Data Aaa GRRL Solutions Delivery Group Information Directorate Healthcare Definition the identity of the responsible Healthcare worker Worker CPN associated with the activity The healthcare worker Common Person Number CPN is a unique lifetime identifier for all New Zealand which takes precedence over all other identifiers for workers providing health care services A healthcare worker will be identified with the use of a HPI Common Person Number HPI CPN Refer HISO HPI Data set 10005 and HISO HPI Code Set 10006 Required an optional entry which should be used if the correct value is known Some NGOs may elect to make it compulsory for their organisation s use Example value 94TYGR Editing rules the number must be in the format NNAAAA 2 digits followed by 4 alphabetic characters It must also have a matching HPI entry Comments 1 as more Health Care workers have their CPN allocated more activities will have this value recorded NHI Number Definition the National Health identity NHI number is used to identify the recipient of the referral and its activities PR
12. outpatient team housed and supported by MOH Ga GaS D I M Spo S Health Provider s f Health Providers Patient Management System mT Y Patient Management System E e a T i 5 amp y Data Capture A A lt _ lt GQ Data Capture Sid zl Ministry Of Heath Information e Will generate a referral e Will generate an activity e Will generate an activity e Will generate a discharge i PRIMHD Data data collection data collection data collection data collection Directorate Process Standard e May generate a legal e Will generate an outcome e May result in care plan e Will generate an outcome status collection collection refinement collection 4 e Will result in a care plan e May generate an outcome e May generate a legal e May generate a diagnosis collection status collection Diagnosis Issue issue code e May generate a diagnosis e May generate a diagnosis e May generate a legal issue code change or issue code change or Coding Standard Data Collection status collection confirmation confirmation e May generate a legal status collection Data Element_ NHI PRIMHD Code Standard Data Element Legal Status 7 tart Date ete Data Collection Data Collection Data Collection Data Element NHI Data Element Referral ID a 3 PRIMHD D ata Set Data Element Organisation Referral Referral n ri Data Element Referral Type Sta da d Data Element Referral Date Data Element Ref
13. record Unsaved data will be lost if the system or network etc fails Record Saving During a save the system provides the ID for any new record that passes the preliminary check The activity screen is refreshed and the record is listed with other corresponding records Save Errors If any errors are detected as a Save is attempted the errors are redisplayed on the screen below the offending field If there are save errors e the user can correct the errors or CANCEL the attempt to enter this data e the record will not be saved and the record will not be given an ID 3 3 2 Submitting a Referral and its Activities Submitting Records Saved records need to be submitted for PRIMHD processing Clicking Submit for Processing initiates for the selected referral e savesany unsaved record there can only be one at the most e checks the data for more errors eg an unknown NHI e provides the data for error free records to PRIMHD Activities will only be provided if the referral record is error free The referral record may have been submitted earlier PRIMHD then makes the records available for analysis and reporting Group Sizes The user can do a Submit for Processing after successfully saving each record However the submit option allows the group to process a batch of records for a referral before providing the data for PRIMHD processing Submit Errors Errors for the current referral are immediately displayed E
14. to define the collection of minimally required core data elements for an integrated mental health and addiction services national collection The PRIMHD project s purpose also is to provide a secure information access and reporting through consistent use of benchmarking standards and key performance indicators to underpin decision support and policy development b data about the value of mental health services to support workforce development activities including cultural relevance to enhance the mental health knowledge base and to improve health outcomes for consumers NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 34 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Background Information PMO0228 Program for the Integration of Mental Health Data ORE Solutions Delivery Group Information Directorate 7 5 PRIMHD Objectives The primary objective of PRIMHD is to provide integrated Mental Health interventions service activities and outcomes information for decision support and monitoring of strategy and policy formation for Mental Health in New Zealand A by product of this will be local benefits around benchmarking and ability to use the local data for planning and service improvement The project objectives are to Merge MHINC and MH SMART data items into a single new integrated national collection Fill the gaps identified in the current Mental Health data collections Crea
15. value Comments Referral ID Definition the Referral ID is a unique identifier that identifies a consumer s referral record This uniqueness applies to all PRIMHD referrals ie not just those submitted by this web system Required automatically generated by the system as the record is saved This unique identifier is generated by a combination of e the prefix NGOWEBREF which is common for all this system s data entry e aunique number implemented for each new activity entered for this system by any NGO Example value NGOWEBREF0000145 Editing rules not applicable Comments 1 this cannot be modified 2 freeform entry on search screen is allowed 3 it may be helpful for the NGO to store this key with their records Referral Start Date Time Definition the date and time the referral started Required mandatory Example value 25 02 09 11 01 Editing rules must be a valid date and time Comments 1 recorded as date and time 2 when used as a search parameter time is not entered 3 if the time is unknown record 00 00 Referral To Definition records where the consumer is referred to Required conditional must be supplied whenever the Referral End Code and the Referral End Date are supplied Example value NR No further referral Editing rules must be a list box value Comments NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 27 of 36 MINISTRY OF NGO Web D
16. 0228 Program for the Integration of Mental Health Data Solutions Delivery Group Information Directorate MANATU HAUORA 6 4 2 Font Size Use windows explorer view text size to choose a medium or smaller font Referrals PRIMHD Microsoft Internet Explorer provided by Ministry of Health 35 a jal x Fie Edit View Favorites Tools Help a Toolbars b TN p fs AY jack J i E 2 Q k err p gt Search 5g Favorites a A hee 4 Lad 2 Address a Explorer Bar Imhd_ngo referralsSearch faces v Go Links Go To d x Refresh F5 Largest Encoding gt Larger Medium ae Smaller Privacy Report Full Screen le My Error Records 6 5 Timeout The system has a Timeout function which logs a user out after an hour without activity Any record currently being edited added will be discarded NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 33 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Background Information PMO0228 Program for the Integration of Mental Health Data ORE E Solutions Delivery Group Information Directorate 7 Background information This section provides further background information for those who would like to know more 7 1 Why is the Consumer s Sex and Date of Birth Captured Given that is absolutely essential that the correct NHI Number is used this system requires the consumer s sex and date of birth is
17. 9 E Editing rules not applicable Comments 1 this is set up as the NGO s system is configured by DMS 2 1 Password Definition user unique and password used for checking authority to 4 1 access the system Required mandatory Example value Editing rules Comments 1 the full rules re security of use supplied as the user is set up apply 2 see the training manual re how to handle a missing password Referral End Definition the reason the referral ended 4 2 3 ode Required conditional must be supplied whenever the Referral To and the Referral End Date are supplied Example value DR Ended Routinely Editing rules must be a list box value Comments Referral End Definition the data and time a referral ends 4 2 3 Date Time mE Required conditional must be supplied whenever the Referral To and the Referral End Code are supplied Example value 25 02 09 08 23 Editing rules Must be a valid date and time combination Comments 1 if the time is unknown use 23 59 NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 26 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Terminology PMO0228 Program for the Integration of Mental Health Data MANAT HAUORA Solutions Delivery Group Information Directorate Screen Field Meaning Section Referral Definition the referral source ran Required mandatory Example value GP Editing rules must be a list box
18. Adding an ACTIVILY ccccccccseccceeeeceeeeseeeeseeesseeeeeeeesaees 17 4 2 6 Edit Referral Part 3 Editing or Deleting an Activity ccccccccseceeeeeeeeeeeeees 18 4 2 1 Referral Accepted by PRIMHD cccccsccceeeceeeeceececeeeeceeeecueeceueeseueessaeesaass 19 4 2 8 Referral Rejected by PRIMHD cccccsseccseecceeeceececeeeecaeeecueeceueeseueesseeenaees 20 4 3 My Error Records Referrals with Errors ccccccceecceeeeeeeeeeeeeeceeeeseeeeseeesseeeseeeeeaees 21 Fa WSOC OU iret tees sce eset see naatieceeance EEE E T EE 22 WTI Y yao scare eran terse ee neces os eee ec eens E conser seteae 23 S G ON al lt 0 eee ee re ee nee 23 De 1 oS ae ee ee re eee ener ee 29 6 System and Technical Items ccccccccsscccssceceeeecseecceeeceeecaueeseeseseeceueessueeseaesseeessaeess 31 6 1 Prerequisites for System USE cccccccececesceceeeecseeceececeuceceueeceeeeeeseueesaueesseeeseeesaas 31 6 2 Changing Personnel and Organisation Details cccccccccsseceeeeeeeeeeeeeeeeeeeeseeeeaes 31 6 3 Getting Reports e ee ene ee eee nee ree 31 DA OCEM SOUD ae ee ee a ee eee ee ee eee ee eee eee eee 32 6 4 1 I OO IN ae esoteric cee a AARONA ASE 32 6 4 2 FN IO a steers ce nes eee aoe we ee dees ese E EE ee dante neteweeeaereseeouaes 33 Se umm TINGO Manone ene re ae er eee eee ee 33 T BACK GMOUNG IMTONMAUON sacs sec cecaosiect sito nestneiednaebantdadtesccerinalna
19. For all other enquiries please contact Support Referrals Vy Error Records Search Referrals Referral id 002 Oraanisation Id G00059 E Team Code NHI Number Referral Start Date ES For example 26 10 2008 Search Clear Cancel New Function Get a referral to work with Data Entry Notes Clicking on a field can result in a dropdown of previously used entries Wild card entry is possible for referral id In the above screen shot 002 was used as a wildcard entry in the search and so all the organisation s referrals containing 002 were returned See 4 2 2 Search Screen Results Search Triggers a search for all referrals meeting the specified criteria Uses wild card criteria with a blank meaning all values So a search with all blanks returns all referrals for an organisation Not Applicable for starting a search Get here from 1 4 1 Logging In or 2 At anytime by clicking the Referrals tab NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 13 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data ates Solutions Delivery Group Information Directorate 4 2 2 Search Screen Results After a search is executed results appear below the preceding screen s search entry Referral Search Result 4 44 4 2 gt b gt Dl Referral Id lt Team Code NHI Number Referral Start Date Referral End Date
20. IMHD uses the term consumer for recipient Required mandatory Example value DFG4086 Editing rules 1 must be 3 characters followed by four digits 2 when submitted to PRIMHD e the NHI number must be registered in the NHI system e the sex and date of birth entered for this consumer must match the NHI record Comments the user must enter the correct value these NHI Numbers can be obtained from 0800 855 151 users should check and if necessary correct the NHI held sex and date of birth values NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 25 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Terminology PMO0O0228 Program for the Integration of Mental Health Data Aaa GRRL Solutions Delivery Group Information Directorate Organisation Definition the Organisation identifier from the Health Practitioner 4 ID Index the HPI Organisation ID will be used to define the organisation providing service This is a unique lifetime identifier for an organisation assigned by the HPI system which takes precedence over all other identifiers for organisations providing health care services An organisation is the entity that provides services of interest to or is involved in the business of the health care service provision There may be a hierarchical parent child relationship between organisations Required automatically generated by the system configured for the NGO Example value GO005
21. MINISTRY OF HEALTH MANATU HAUORA Programme for the Integration of Mental Health Data NGO Web Data Entry System User Manual Prepared By Information Directorate Date 21 May 2009 Version 1 0 MINISTRY OF NGO Web Data Entry System User Manual HEALTH PMO0228 Program for the Integration of Mental Health Data Aa RIGA Solutions Delivery Group Information Directorate Document Control Document Project Programme for the Integration of Mental Health Data Information PMO0228 Programme for Integration of Mental Health Data PRIMHD Project Stage 7 0 Project in Progress amp Project Reporting PRIMHD Technical Documents Author s Author s Terry Ashcroft sews fa Document Date Version Description of Changes History 10 03 09 Draft for peer review by Tim Mepham 1 0 V 0 0 0 0 0 30 04 09 Another set of screen changes 12 05 09 Another set of screen changes and reorganization of presentation 21 05 09 p10 Rima Associated Documents File Specification http www nzhis govt nz moh nsf pagesns 507 HISO Integrated Mental Health Data Process http www hisac govt nz moh nsf pagescm 7472 Standard HISO PRIMHD Code Set http www hisac govt nz moh nsf pagescm 7472 HISO PRIMHD Data Set http www hisac govt nz moh nsf pagescm 7472 Software Training Manual for NGOs Using to be advised Web Based Forms Document Name Ministry Title Information Directorate Group Contributors Mich
22. a Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 5 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH System Overview PMO0228 Program for the Integration of Mental Health Data ORE Solutions Delivery Group Information Directorate 2 System Overview The section about the NGO Web Data Entry System explains e that this system is part of PRIMHD e this system s purpose e this system s availability e the user s responsibilities 2 1 This System is a part of PRIMHD The NGO Web Data Entry System is a part of PRIMHD PRIMHD is the Programme for the Integration of Mental Health Data PRIMHD The purpose and objectives for this program are defined in sections 7 4 and 7 5 An essential requirement of this system is that Non Government Organisations NGOs provide mental health data NGOs can supply their data to PRIMHD via e this NGO Web Data Entry System or e electronic extracts not many NGOs use this method which is defined in other documentation 2 2 Purpose This system s purpose is to enable NGOs to enter their PRIMHD data via the internet 2 3 System Availability The targeted system availability is 24 hours per day 7 days a week Support for queries and assistance will be available during normal office hours Two or more users from the NGO can use the system at the same time but each user must each work on separate referrals 2 4 User Responsibilities PRIMHD requires everyone to mee
23. all its teams must be registered in PRIMHD This requires the NGO to work with the Ministry s DMS PRIMHD support team to record NGO and team details establish connections to the PRIMHD system etc This process normally takes one month It can be initiated by the NGO seeking assistance see 1 4 Help 2 the NGO s site must have PCs that e have a broadband intranet connection e are connected to the PRIMHD system see above e run Microsoft s XP SP2 operating system or later e Windows Explorer Version 6 0 or later browser 3 the user must e belong to an authorised team see point 1 above e have an individual user ID and password see the next sub section e have completed training The maintenance of the team records is done by the Ministry s Data Management Services National Collections Team This team must be requested to revoke a user s authorisation when they leave their organisation or cease data entry and review duties 6 2 Changing Personnel and Organisation Details It is necessary to complete a Health Secure Change of Details Form if any personal or organisation details change from those supplied on the original application forms Changes to details fall into the following two categories e Personnel changes e g change of name e Organisation changes e g change of address or change of authorised signatories To get forms etc see 1 4 Help 6 3 Getting Reports Although this system is for data entry you can get o
24. an use the tab key or the mouse to go to another field 3 2 6 Records Requiring Attention Where a list of referrals or activities is displayed a blue and white circle in the left hand column of the record indicates the referral is saved but either it needs to be submitted or it has submit errors 7p eg NGOWEBACTO0000166 T02 ED 13AABW 2009 01 08T07 00 00 NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 8 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH System Concepts PMO0228 Program for the Integration of Mental Health Data ORE Solutions Delivery Group Information Directorate 3 3 Saving and Submitting Records There are two slightly different business requirements 1 to save each record as its data is entered This also subjects the record to some preliminary editing 2 to submit a referral and its activities for PRIMHD processing This includes the application of the standard PRIMHD editing ie the same as applied to data loaded electronically from a DHB 3 3 1 Saving Each Record Saving a Record Saving a record initiated by clicking the SAVE button does a preliminary edit check of the entered data eg checks for missing mandatory fields If there are no errors the record is stored for the submit processing Each record must be saved before work on another record can be started Alsoa user can only start an activity after first entering and saving its referral
25. ata Entry System User Manual HEALTH Terminology PMO0228 Program for the Integration of Mental Health Data MANAT HAUORA Solutions manaBnavora Solutions Delivery Group Information Directorate Group Information Directorate Definition the consumer s sex 4 2 3 Required mandatory Example value F Female Editing rules 1 must be a list box value 2 must match the NHI value Comments 1 ifthe NHI entry is wrong then this must be corrected Start Date See Referral Start Date Time or Activity Start Date Time as Time appropriate Team Code Definition the code for the NGO s team that the user is entering the referral and activity data Required mandatory Example value 7316 Editing rules the team code must be one of the codes allocated to the organisation Comments 1 team records including this number are managed by Data Management Services National Collections Team see 1 4 Help To Be Definition A yes in this field shows this activity will be deleted when Deleted the referral is next submitted The activity record then disappears Required set when an activity is being edited and Delete is clicked Example value Yes appears if record is to be deleted Editing rules When the delete key is pressed confirmation that the delete is required is requested Comments 1 A confirmed delete request cannot be reversed However a reversal can be achieved by entering the details again as a new activity User
26. banasduntdnecskiedentadaantaenstencndssiouene 34 7 1 Why is the Consumer s Sex and Date of Birth Captured cece ceeeeeeeeeeeeeeees 34 7 2 Authority for Collection of Health Information ccccccccecceceeeeseeeeeeeseeeeseeeeseeeaes 34 Tad Collection Methods iste ceedesccnutatncicusccnncnmeceisuaisdeextrwooeiSrikiedakextenyspenieie sotiextenoomtyetewacmunen venareus 34 14 TRE Purp se OF PRIMHD sepentencicnscencteewtnewsuwents uaener denkiencrexsansseanieu e aA Ea 34 TD PRIMAD Objectives rs o2ceuscncosasieiescbenteeses denen edewxtuscehd sane a E aa ENEE a UEAN 35 7 6 PRIMHD Generic Information LifeCycle cc eccccecccsececeeeceeeeseeeeaeeeseeeeseeeeseeeeaes 36 NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 4 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Introduction PMO0228 Program for the Integration of Mental Health Data ORE Solutions Delivery Group Information Directorate 1 introduction This introduction covers e the purpose of this user manual and its structure e assumptions e how to get updates and more help 1 1 Manual Purpose and Structure This manual s purpose is to provide supporting information for trained users of PRIMHD s NGO Data Entry System This is not a training manual Rather this manual is a reference document structured to present most material only once The major sections are e Section 3 System Concepts e Section 4 D
27. cestbaxeners 8 3 2 1 Sl Sih DUON Secon csc cece sve cate EE AE EE AEE 8 3 2 2 Gl OCI QS rxys asec eels cesses TE se oe eae ee sana E NEE 8 3 2 3 Record Key CICK glassed suite xs eateninbrtanaide besesaut enaena EEEE AEA EE a aE Eaa 8 3 2 4 Entering Data for Individual Fields ccccccccccecccseceeeeeeseeeeseeeeseeeseeeeseeeeseeeeeay 8 3 2 5 Going to Another Field cccccccccescccseecceeecesceceusecaueesaueeseeseeecsueessueeseeeeseeesaas 8 3 2 6 Records Requiring Attention cccccccccceeceeeeseeeseeeseeeseeeseeeseeeseeeseeeseeeseeeeeeenees 8 3 3 Saving and Submitting RecordS ccc ceccceeeeceeeeceeeeeeeeeae cess eeseeeeseeeeseeesseeesaeeesaees 9 3 3 1 Saving Each Record sosida e EE Ea EEEE EAEE E 9 3 3 2 Submitting a Referral and its Activities 2 0 0 0 ecccccccesececeeeeseeeeseeeeaeeeseeeeseeeesees 9 i 2 VORTON eee ee em ene re ee E On ee ee ee ee ee eee 10 a Ree r2 E pel go E E ee ene eee ee ee E ee eee ee ee eee re eee 11 A 972 909 eaa E EAA E T ne E E E E 12 A ARO asea a E AE E TEO 13 4 2 1 Search Referrals Also Start Screen cccccsececceeseeecceeseeeseeseeeseenseesseeeeeeens 13 4 2 2 Search Screen RESUMS sui csaseicescoes vests wceascescesndaavansewase case loucsveu seed sonevanceuawesecsateanns 14 AAS VIEW ROIN al ooreis a E r aa E 15 4 2 4 Edit Referral Part 1 Editing a Referral ccccccccsecceseceseeeseeeeseeeeeeeeseeeesaees 16 4 2 5 Edit Referral Part 2
28. e Required has options of mandatory optional conditional or automatically generated e unless specifically stated the editing rules are applied as the data is saved or submitted different rules at different times e the section reference point to the screen on which the data is first seen or modified It is only given for the error screens if that field is unique Activity End Definition the date and time the activity ended Date Ti eee Required conditional required as record is initially saved for all non bed night activities Example value 25 02 09 08 10 Editing rules must be a valid date and time combination Comments 1 if the time is unknown use 23 59 Activity ID Definition the Activity ID is a unique identifier that identifies a single Activity Record for the consumer This uniqueness applies to all PRIMHD activities ie not just those submitted by this web system Required automatically generated by the system as the record is saved This unique identifier is generated by a combination of e the prefix NGOWEBACT which is common for all this System s data entry e aunique number implemented for each new activity entered for this system by any NGO Example value NGOWEBACT0000482 Editing rules Not applicable Comments 1 as itis system generated it cannot be modified 2 NGO s may wish to add this ID to their own records 3 freeform entry on search screen is allowed
29. elle Golding Applications Trainer Relationship Management Group Reviewers Angus NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 2 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH PMO0228 Program for the Integration of Mental Health Data ANAO RIGA Solutions Delivery Group Information Directorate Document Sign off Tony Griffiths Angela Pidd Team Leader Data Management Services Team Leader PRIMHD National Rollout Team National Collections Information Directorate Information Directorate aT ET eee aa seeeal eae eeeradaces This signature indicates that the Team Leader is This signature indicates that the Team Leader satisfied with the quality of this document in is satisfied with the quality of this document in terms of terms of e Completeness e Completeness e Testability e Usability Confidentiality The information contained in this document is proprietary to the Ministry of Health This document must not be used reproduced or disclosed to others except employees of the recipient of this document who have the need to know for the purposes of this assignment Prior to such disclosure the recipient of this document must obtain the agreement of such employees or other parties to receive and use such information as proprietary and confidential and subject to non disclosure on the same conditions as set out above The recipient by retaining and using this document agrees to the above r
30. erral Source etc r r from National Collection to Organisation Reporting and Analysis This diagram shows the overall PRIMHD data flows The NGO system deals with a subset of this information It has been taken from the HISO Integrated Mental Health Data Process Standard see Associated Documents NGO Web Data Entry System User Manual 21 May 2009 Version 1 0 Terry Ashcroft Page 36 of 36
31. estrictions and shall protect the document and information contained in it from loss theft and misuse NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 3 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH PMO0228 Program for the Integration of Mental Health Data ANAO RIOR Solutions Delivery Group Information Directorate Table of Contents T ATO WGI eean E A E EA E AE AA EI EE EAEE 5 1 1 Manual Purpose and Structure ccc cccccccccceeceseeeeeeeeseeeeseeeeseeesseeeseeeeseeeeseeeeeeesaeeess 5 MZ PAS SUNOS aoa deseo eerie E sae doce eee potencies aemneedocec secu snne ac seeeen dar eociamnsesenc aecesnee eases 5 1 3 Updates to this Manual and Supporting Documentation cccccecceceeeeeeeeeeeeeeaeeees 5 1E PROUD ele etter E P E E comets E A raise seoanetsseet E E O ET 5 VU I VS sesser lesen aeteoee nie tock ne aiaa RaRa i aeai A aAA Eaa 6 2 1 This System is a part of PRIMHD ccc cc eccceeeeceeeeseeeeseeeeaeeesaeeeseeeeseeeeaeeeseeess 6 UO E E E E E EE EE E NE E E E E ET 6 A9 OVEM AVIADI irasi aisean aa ea aa aaa araia aiai aiii 6 2 4 User Responsibilities cccccccccsecccsseeceeeceeeeceeecaeecsuceceueessueesaeessaeessusessaeesseesaueessaeens 6 3 OVSEC OMC CES sames cre anien Sn VRO AEE EA EIEEE EEE 7 31 Key Daa Koms seresa eron EEEE EAER ETE Eaa t T 32 Soren CMALACIEIISUCS acceedccuscvsed sossecasttednnceseccsaneubesseddunssseasUedsenecenenceieetesuncdonase
32. etailed Screens e Section 5 Terminology e Section 6 System and Technical Items 1 2 Assumptions This user manual assumes the user has e a full understanding of referrals activities and PRIMHD coding e worked through the Training Manual for NGOs Using the Web Data Entry see Associated Documents page 2 e the users have their own relevant browser training and reference material e system access as stated in section 6 1 Prerequisites for System Use It is also assumed that e as the error messages are self explanatory they will not be covered in this manual They are also defined in the File Specification see Associated Documents e this manual will be distributed in a folder along with the Training Manual and other supplementary information like common codes a reminder of the need to be training each user must use their user id 1 3 Updates to this Manual and Supporting Documentation This manual supporting documentation and any updates are available see Associated Documents 1 4 Help Help can be obtained from the Ministry of Heath Information Directorate s Help Desk For help with adding a new user understanding the system a data problem etc please email primhduserinterface moh govt nz Clicking the support link at the top of the screen automatically opens an email to this address For help with technical problems eg system availability or network problems please phone 0800 505 125 NGO Web Dat
33. gt Start Date Time 10 10 2008 fp 15 15 End Date Time 20 04 2009 Ey 10 10 indicates mandatory fields Save Cancel Submit for Processing Add New Activity Activity ID Start Date Time End Date Time Activity Type Activity Setting Health Care Worker CPN indicates mandatory fields Save Reset Cancel Activities Select one for editing VV Fi Activity ID Activity Type Activity Setting aa Fela He dared Start Date Time End Date Time To Be Deleted NGOWEBACT000002701 T01 CR 10 10 2008 15 15 10 10 2008 23 45 1 records found displaying 1 records from 1 to 1 Page 1 of 1 Edit a referral This includes deleting the referral This screen is also used for editing activities see the next page Data Entry Mandatory fields are shown with an NOLES Rules defining what values to enter if the actual time is unknown are given in section 5 1 Screen Fields on page 23 Referral Button Function o O Button Cancel The Referral Cancel transfers the user back to the 4 2 3 Functions View Referral screen All work since the last save is lost Save Saves the referral record without submitting it This may result in the display of errors which will need to be corrected Submit for Submits all unsubmitted data See 3 3 Saving and Submitting Processing Records Record Key Click Editing of an activity is triggered by clicking the mouse over the activity Get here from 4 2 3 View Referral Usually
34. han letters Click on Login to enter the system P H D Programme for the Integration of Mental Health Data Password a Forgot Password The Forget Password functionality is still to be introduced The first time the system is accessed a screen will appear prompting you to change your password User ami_2 s password has expired Change password for ami_2 e Input old password e Input new password e Confirm new password Change Password Enter your old password and your new password and then reconfirm your new password and click Change Password This confirmation screen will appear If a user just ceases to use the screens they will eventually be logged out in this case they will be prompted to log on again when they go to use the system It is important and necessary that passwords must e be kept confidential at all times e not be shared NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 12 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data menace Solutions Delivery Group Information Directorate 4 2 Referrals This section has a series of screens 4 2 1 Search Referrals Also Start Screen This search screen appears after the user has logged on or clicked the referral tab P R MH Drrosramme for the Integration of Mental Health Data For technical support please call 0800 505 125
35. ht hand side of all screens Click on this to log out ee ee T ee 82 PRM H D Programme for the integration of Mental Health Data For technical support please call 0600 505 125 for all other enquiries please contact Support Referrals My Error Records This screen confirms the log out PM H D Programme for the Integration of Mental Health Data For technical support please call 0600 505 125 for all other enquiries please contact Support You Have Been Logged Out You have been successfully logged out of the system The system will log users out when they have not used the system for an hour NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 22 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Terminology PMO0O0228 Program for the Integration of Mental Health Data AA RIOR Solutions Delivery Group Information Directorate 5 Terminology This section on terminology contains e 5 1 Screen Fields e 5 2 Glossary It is expected readers will generally refer to this section as they query a screen Where a term is referred to in another definition then the term appears in e bold and italics if a screen field e bold and non italics if a glossary term 5 1 Screen Fields In this table e names in brackets after the field name show the implied association e unless specifically stated the value can be modified at a later date Of course the validation rules would still apply
36. ient is also known as a Health Care User HCU or patient Each recipient has a unique code called HCU HCU ID NHI or NHI code ap Referral The Referral also Known as the Referral Discharge can be a 1 request for management of a problem or provision of a service e g a request for an investigation intervention or treatment notification of a problem with the hope expectation or imposition of its management e g an exit summary in a setting which imposes care support responsibility on the consumer The common factor in all referrals is a communication whose intent is the transfer of care support in part or in whole request to a mental health and addiction service team The request can be made by 1 the consumer or their family whanau or other significant person or 2 from one team to another In this case the requesting team may or may not transfer responsibility 3 via another agency All these requests shall be recorded as a new referral To ensure information on un met demand is not lost declined request must also be recorded Within a referral a particular team will be allocated responsibility for the consumer This team will be responsible for ensuring that a comprehensive assessment has been completed or assessment information is received and that all activities associated with the team s referral are recorded Where two or more teams have a joint treatment with a consumer then each team w
37. ions Delivery Group Information Directorate MANATU HAUORA 4 3 My Error Records Referrals with Errors This screen appears after selecting the My Error Records tab Referrals My Error Records My Error Records 30 records found displaying 10 records from 1 to 10 Page 1 of 3 Last Modified Referral Id NHI Number REFMOHEWV011000120 CDU8527 2009 03 06T 14 15 53 REFMOHEWV011000121 SST8572 2009 03 06T 15 33 37 REFMOHEWV011000087 GDN6208 2009 03 07T10 03 21 NGOWEBREF0000269 RDC1743 2009 03 09T 10 09 48 REFMOHEWV011000441 AZQ3616 2009 03 09T 11 45 23 NGOWEBREF 0000406 MZQ8294 2009 03 09T 13 41 36 NGOWEBREF 0000442 ABC1234 2009 03 09T15 16 31 NGOWEBREF0000443 DYJ7054 2009 03 09T 15 50 17 NGOWEBREF0000281 CSL4446 NGOWEBREF0000461 RFY3370 This tab displays all the NGO referrals with submit errors The error may be in an associated activity record Data Entry None Notes Button None Functions Record Key Click Brings up the referral for viewing 4 2 3 View Referral Get here from Clicking MY Errors Tab Usually go to See Record Key Click NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 21 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data Solutions Delivery Group Information Directorate MANATU HAUORA 4 4 Logging Out Users should always try to log out The red log out icon is on the top rig
38. loaded to help verify this number 7 2 Authority for Collection of Health Information The Ministry of Health s mandate to collect health information is set out in legislation in particular in section 22 of the Health Act 1956 section 139A of the Hospitals Act 1957 the Cancer Registry Act 1993 and the Health Practitioners Competence Assurance Act 2003 The collection storage and use of health information is also governed by the Privacy Act 1993 the Health Information Privacy Code 1994 and the Accident Insurance Act 1998 7 3 Collection Methods All hospitals and NGOs that receive government mental health and alcohol and other drug funding are contractually required to send timely accurate and complete data to PRIMHD including publicly funded hospitals e specialist inpatient mental health facilities community mental health services alcohol and other drug services e residential and supported accommodation services Note Since some psychogeriatric services are funded by the Disability Services Directorate rather than the Mental Health Directorate not all DHBs report psychogeriatric information It is the responsibility of healthcare providers to ensure timely collection of data at each site Data sent to Information Directorate is expected to reflect all activities occurring for all patients during the previous month s start and end dates 7 4 The Purpose of PRIMHD The overarching purpose of the PRIMHD process is
39. ne and or regular reports on your data Please email Data Enquiries MOH to initiate a request NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 31 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH System and Technical Items PM0O0228 Program for the Integration of Mental Health Data Solutions Delivery Group Information Directorate MANATU HAUORA 6 4 Screen Setup If the user requires help with their screen set up or browser they must work with the suppliers of their PC and software However these screen shots may help 6 4 1 Screen Resolution On aPC from the start menu settings control panel display ig NGO WEB Data Entry User Manual 0 1a doc Microsoft Word eae iaj x Final St Accessibility Options P a eB Char Char Che Arial 10 B Z U E Add Hardware El e A aS Add or Remove Programs E ae k o 5 Os a SGay s BAS 5 g Administrative Tools 2 Edit View Insert Format Tools Table InfoMap gy Automatic Updates Type a question for help e Bo Serie beads bade pase bide bad 1 16 l A ll be not appear in the true record Eile e it A grunt Mail Need to see Tony about what is involved Maybe Mouse Network Connections y Phone and Modem Options a Foig 2 Pr Change the appearance of your desktop such as the a ro i screen saver colors font sizes and screen ki and maintained z M
40. on all subsidised prescriptions These collections are available for reporting management and operational purposes Users include DHBs researchers and Ministry staff Consumer This is the PRIMHD term for the person accessing mental health services See NHI Data Management Services the Ministry of Health area charged with the ongoing support and operation of various health systems including PRIMHD The Health Practitioner Index HPI is the central source of core information about all registered practitioners The HPI system helps identify and provide information on practitioners health workers organisations and facilities Ministry Ministry of Health Non governmental organisation These organisations hold contracts with DHB s or the Ministry of Health to provide mental health services The National Health Index which has an entry for each consumer The NHI generally refers to a consumer as a recipient Each consumer has a unique code called the NHI Number Programme for the Integration of Mental Health Data PRIMHD is pronounced as primed NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 29 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEAL Terminology PMO0228 Program for the Integration of Mental Health Data AAT ORE Solutions Delivery Group Information Directorate Recipient The recipient of Ministry funded health care PRIMHD uses consumer instead of recipient The recip
41. one basis as part of a group session via telephone or audio visual links An activity may also include support services such as assistance with housing or employment Activities can be provided by a variety of different teams including teams that would normally operate in the community or outpatient setting providing services to consumers within an inpatient or residential setting Activity information collected relates to the type of service provided the mental health and addiction team and healthcare worker that provided the service the service setting the start and end date and time of the activity Activities set in outpatient clinics or within the community are generally measured in terms of contacts with the consumer In inpatient and residential settings duration is generally measured in bed nights A bed night is a bed occupied at midnight If a bed is held for the recipient but unoccupied it is to be given an activity type of on leave As the user saves a record this system automatically allocates an Activity ID Each activity is associated with its relevant referral by use of the Referral ID This definition is an NGO orientated overview of an activity For a full definition see sections 2 1 to 2 2 2 of the HISO Integrated Mental Health Data Process Standard see Associated Documents Collection A national set of data particular to a specific part of the heath sector eg Pharms holds information
42. ons None Record Key Click Get here from by submitting a referral without errors see 4 2 4 Edit Referral Part 1 Editing a Referral and its following two sections Usually go to The referrals tab or else log off NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 19 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data Solutions Delivery Group Information Directorate MANATU HAUORA 4 2 8 Referral Rejected by PRIMHD Referrals My Error Records Referral Rejected by PRIMHD Referral NGOWEBREF000002460 has been submitted and rejected by the PRIMHD system with the following errors Edit Referral Referral Record Errors Error Error Title Error Message Reference 3 Record ID Invalid The Referral End Date Time is before the Activity End Date Time or Classification End Date NGOWEBREF 000002460 RM P42 34 Data Time or Collection Occasion Date Invalid Data The Activity End Date Time is after the Referral End Date Time NGOWEBACT000002780 RM P52 16 Referral Details NGOWEBREF000002460 G00059 E 7315 OPF3051 F Female 10 10 1984 CM Adult community mental health services CS Community Support Service DR Ended routinely 10 10 2008 15 15 20 04 2009 10 10 Date Record Last Modified 12 05 2009 12 35 Activities Activity ID Activity Type Activity Setting Health Care Worker CPN Start Date Time
43. ould have their own referral to record separate activities A referral must be closed when the team is no longer providing services to the consumer The PRIMHD Referral Discharge ID Referral ID is a unique identifier that identifies a Referral Discharge episode for a consumer and is the primary key that links the relevant activities As the user saves a record this system automatically allocates a Referral ID Each activity is associated with the one referral by use of the Referral ID It may be useful for the NGOs to add these IDs to their own records This is an NGO orientated overview of a referral For a full definition see sections 2 1 to 2 2 2 of the HISO Integrated Mental Health Data Process Standard see Associated Documents Team An NGO group that conducts a treatment programme for a consumer Within this manual the user is the person responsible for entering the NGO s data NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 30 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH System and Technical Items _PMO0228 Program for the Integration of Mental Health Data Solutions Delivery Group Information Directorate MANATU HAUORA 6 System and Technical Items Prerequisites for this document are for the reader to e have a their user log on details set up e completed training 6 1 Prerequisites for System Use In order for an individual to use this system 1 the NGO and
44. ral can access services for a mental health or alcohol and drug use issue 2 ateam conducts the referral 3 each referral consists of some activities 4 areferral may cause a referral to another team Consumer Consumer aka Recipient Health Care User HCU or patient This diagram shows these relationships A consumer may access services for a mental health or alcohol amp drug issue A Team conducts A referral may referrals The health care team O lt A Referral includes all generate referrals within the NGO activities for a consumer to other teams by the one NGO Team Each referral has associated activities Activity A particular activity for or with the consumer by the NGO team A record is required for each referral or activity Also a referral record must be created and saved before any corresponding activity records can be created NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 7 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH System Concepts PMO0228 Program for the Integration of Mental Health Data RE Solutions Delivery Group Information Directorate 3 2 Screen Characteristics This section describes common screen characteristics 3 2 1 Screen Buttons Different screens have different buttons eg SAVE Submit for Processing and Search Generally these are described with each screen 3 2 2 Screen Tabs There are these tabs sub screens They are listed
45. rrors for other submitted referrals can be examined and fixed using the My Error Records tab In order to meet the requirement for accurate data all data must be submitted and errors must be cleaned up NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 9 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH System Concepts PMO0228 Program for the Integration of Mental Health Data RENT RAG Solutions Delivery Group Information Directorate 3 4 Workflow During each user session the flow of work consists of 1 logging in must be done the data work which can include any number of these items 2 creating a new referral and some associated activities 3 editing an existing referral and its activities This could include adding extra activities as well as deleting the referral or selected activities 4 selecting a referral record with errors for further action then 5 logging out should be done At various times records can be saved or submitted Some validation is done as part of the save and more as part of the submit This is detailed in 3 3 Saving and Submitting Records This diagram illustrates expands on the above by showing the detailed record handling except for deletion Key User System Brobees User
46. rt 1 Editing a Referral Usually go to By clicking Submit for Processing control switches to e 4 2 7 Referral Accepted by PRIMHD if no errors e 4 2 8 Referral Rejected by PRIMHD if an error is detected Deleting an Cancel Cancel clears out the new activity record and the screen NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 18 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data Solutions Delivery Group Information Directorate MANATU HAUORA 4 2 7 Referral Accepted by PRIMHD Referrals My Error Records Referral Accepted by PRIMHD Referral NGOWEBREF000002266 has been successfully submitted and accepted by the PRIMHD system Referral Details NGOWEBREF000002266 G00059 E 7315 MSZ3915 M Male 30 11 1963 PD Paediatrics Start Date Time 25 12 2008 18 29 End Date Time Date Record Last Modified 12 05 2009 14 09 Activities Activity ID Activity Type Activity Setting Health Care Worker CPN Start Date Time End Date Time Deletion NGOWEBACT000002277 i WV 26 12 2008 18 00 27 12 2008 20 45 NGOWEBACT000002323 05 NV 05 04 2009 11 20 NGOWEBACTO000002541 i Ch 10 01 2009 10 15 11 01 2009 15 16 3 records found displaying 3 records from 1 to 3 Page 1 of 1 This screen confirms the acceptance of an error free submitted referral Data Entry This screen is not used for data entry Notes Button Functi
47. s Not Applicable Cancel Transfers the user back to the search screen Delete After confirmation the referral and all its associated activity records are deleted Edit Transfers to editing of a referral 4 2 4 Edit Referral Part 1 Editing a Referral 4 2 2 Search Screen Results Usually go to either e 4 2 4 Edit Referral Part 1 Editing a Referral using Edit or e another referral by clicking the referral tab This displays the last search results A blue and white circle on the left shows the activity record is Other Comment unsubmitted or it has errors NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 15 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH Detailed Screens PMO0228 Program for the Integration of Mental Health Data Solutions Delivery Group Information Directorate MANATU HAUORA 4 2 4 Edit Referral Part 1 Editing a Referral ayer T O S7000 PR MHDrrosramme for the Integration of Mental Health Data g For technical support please call 0800 505 125 For all other enquiries please contact Suppor Referrals My Error Records Edit Referral Referral ID NGOWEBREF000002460 Organisation ID Team Code 7315 NHI Number QPF3051 Sex Fema i Date of Birth 10 10 1984 BD For example 26 10 2008 Referral From CM Adult community mental health services Referral To CS Community Support Service Referral End Code DR Ended routinely
48. t their responsibilities For the NGO data entry the user responsibilities are to 1 load data by 20 of the following month All data should be provided by the 20th day of the following month for example January 2008 data would be required by 20 February 2008 Providers may submit data more frequently as appropriate 2 accurately enter data While the system can often detect invalid values it is not always possible to detect that an incorrect valid value has been used eg the system can detect if a non existent NHI number has been used but not that somebody else s number has been used 3 be trained in the use of this system 4 be able to use their web browser The user must be competent with their own browser NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 6 of 36 MINISTRY OF NGO Web Data Entry System User Manual HEALTH System Concepts PMO0228 Program for the Integration of Mental Health Data ORE Solutions Delivery Group Information Directorate 3 System Concepts This section defines the key concepts that underpin the use of the system 1 key data items 2 screen characteristics 3 saving and submitting records 4 work flow 3 1 Key Data Items This system s data is about consumers referrals activities and teams Although these items are described in 5 2 Glossary users are assumed to be familiar with them The relationships between this data is also important 1 aconsumer via refer
49. te an episodic view of the Mental Health data e Work with the sector to create a new national standard of well defined and accepted set of data definitions common code sets validation rules and business rules including privacy regarding information capture and use Create the minimum data information standard that shows Mental Health services interventions and outcomes activities from both NGO and DHB perspectives NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 35 of 36 HEALTH Background Information NGO Web Data Entry System User Manual EAL PMO0228 Program for the Integration of Mental Health Data MANATU HAUORA Solutions Delivery Group Information Directorate 7 6 PRIMHD Generic Information Lifecycle PRIMHD MENTAL HEALTH GENERIC DATA COLLECTION LIFECYCLE Referral Receipt amp Processing Assessment Activity Discharge Data Collection Consumer is consulted and need The referral is received by a Consumer is seen by MH Team Consumer receives care in Consumer is discharged from PRIMHD data set data extracts for a Mental Health Service Mental Health Service Provider and admitted into an inpatient or inpatient residential or community inpatient or residential service or from DHB and NGO systems Referral is Identified assigned to a Mental Health Team residential service or accepted by setting community outpatient team provided to the national system and Prioritised a community
50. the number of pages 10 and the page being displayed 1 The user can click on a page number to go directly to that page The referral colour banding is e Dark Blue the last referral looked at e Light Blue the referral result the cursor is positioned on NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 14 of 36 MINISTRY OF HEALTH MANATU HAUORA NGO Web Data Entry System User Manual Detailed Screens PMO0228 Program for the Integration of Mental Health Data Solutions Delivery Group Information Directorate 4 2 3 View Referral Referrals My View Referral Referral End Code Start Date Time End Date Time Date Record Last Modified Activities Activity ID P HD Programme for the Integration of Mental Health Data For technical support please call 0800 505 125 For all other enquiries please contact Support Error Records NGOWEBREF000002460 7315 OQPF3051 F Female 10 10 1984 CM Adult community mental health services CS Community Support Service DR Ended routinely 40 10 2008 15 15 20 04 2009 10 10 29 04 2009 09 32 Edit Delete Cancel Activity Type Activity Setting Health Care Worker CPN Start Date Time 1 records found displaying 1 records from 1 to 1 Page 1 of 1 Data Entry Notes Button Functions Display the referral and its activities End Date Time To Be Deleted Also leads to editing or deletion of the referral and its activitie
51. ystem Process Process _ User logs on gi User decides to eto Finish sedans el KES Decision lt yaen Ta D Decision Go to By User By System p gt Add a re Edit arecord Correct errors Submitecords CLES ire Nets on et Select a referral or Click a referral on SOUS records referral use the add activity Serer cain My Errors screen for the selected part of the edit referral screen y g y referral A This andthis S A maximum of one _ Unsaved Foreach record per user Record l saved record y 4 pe le Next Field Update a field aa a Save ss Errors 7 Yes y This record is not No saved or submitted pee Click Save to but the other records Records gt save record are submitted Record saved Submitted _ activity fields 0 _ 7 Ma cleared Record saved Noerrors lt o o M4 i Mt Save Errors fields cleared ee a a y Yes Submit Errors n error Click Cancel p A M ka me System clears fields Record error No record unsaved 2 marked _ ma Click Cancel ma No b Advice of K successful submission There is more detail in e section 4 Detailed Screens e section 5 Terminology e section 6 System and Technical Items NGO Web Data Entry System User Manual 21 May 2009 Vers 1 0 Terry Ashcroft Page 10 of 36 MINISTRY OF NGO Web Data Entry System User Manual
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