Frequently Asked Questions (FAQs)

ACCESSING THE MINIMUM DATA SET SYSTEM

How do I obtain access to the MDS?

The protocol for setting up a new ID to access the MDS requires a written letter of authority. A letter of authority is a request made on Divisional letterhead which must be signed by an appropriate authority (i.e., your manager or the division head).

This letter must contain the following details (of the person for whom the MDS access is being requested):

1. Name
2. Email address
3. Contact telephone number

This letter must be faxed or scanned then emailed to:

Strategic Data Fax: (03) 9340 9090 or Email: support@boimhc.org

The same protocol applies if an MDS user no longer requires MDS access and needs to hand over their MDS access to another person. However, in this case it is advised that the new MDS user has a new password issued to protect the privacy and security of the division's data.

This process will also apply where a user requesting a password re-set has had a change of email address (since the original request for access was granted).

If a user is requesting a password re-set and has not changed their email address, this can be done without the need for a written letter of authority.

If your email address has changed it is important that you notify Strategic Data of this so that we can update your records. You must arrange for a letter of authority stating the change(s) and this must be then sent to Strategic Data via fax or scan/email.

NOTE: Passwords for accessing the MDS are not kept on our system for security reasons. If you have lost yours we will need to re-set this for you. Depending on which of the categories listed above you fall into you may or may not be required to produce a letter of authority to make this change.

Access to the MDS for Divisions participating in the T-CBT Pilot Program

Access to the MDS for divisions participating in the ATAPS T-CBT trial project involves three levels of access:

1. Division - this level of access allows full view and data entry of all divisional data in the MDS.
2. GP – this is for GPs only. Each GP is granted access to view, edit and enter their own patient data only.
3. AHP – this is for AHPs only. Each AHP is granted access to view, edit and enter their own patient data only.

The standard MDS access protocol applies to users requesting a new User ID, or change to an existing one for T-CBT Pilot participants.

I forgot my password. What do I do?

Passwords are not kept on our system for security reasons, therefore if you lose or forget your password we would need to re-set this for you and issue you with a new one.

Please email your request for a password re-set to : support@boimhc.org.

Please note: passwords will only be sent to the email address on our records. If your email address is different to this, you will require a written letter of authority from your division requesting this (refer above "How do I obtain access to the MDS?")

How do I get started using the MDS?

You should have a username and password emailed to you by Strategic Data. The Minimum Dataset is accessed on the web at the following address: http://boimhc.org/

Under ‘Minimum dataset database’ click on instructions to access information on how to use the database. Click on HERE to login to the database and your username and password to begin using the database.

Can we pass on the division's username and password to the division's IT person or evaluator if they are entering data?

Yes, this is fine as long as they understand that this is a position of trust and that the login details are to be used to enter data regarding BOiMH?? and division use.

Can GPs / Allied Health Providers (AHPs) access the MDS to enter data themselves?

Yes, GPs and AHPs can access the MDS to enter their data directly into the system. However, it is not possible to limit their data entry access to the select data fields that they would normally manage. For example, AHPs would normally only need to enter or edit ‘session’ data in the MDS. However, it is not possible to restrict their access to these fields only. Therefore, AHPs who access the MDS could potentially change ‘client’ and ‘referral’ data as well.

ENTERING DATA IN THE MINIMUM DATA SET SYSTEM

GENERAL

How often should I enter data into the Minimum Dataset?

Ideally, data should be entered into the Minimum Dataset as soon as it becomes available so that at any given time data can be downloaded nationally to provide an overall picture of service provision via the project. Data should be entered as frequently as is possible and reasonable but ideally should not lag by more than a month.

We are collecting additional data, such as a patient satisfaction survey. Is this supposed to be added to the Minimum Dataset and hence be given to the Commonwealth, or should we literally only report the minimum data?

Data from the Minimum Dataset will be used as the basis for periodic national evaluation reports, prepared by the national evaluation team for the commonwealth. The additional data that you are collecting will go into your local evaluation report but does not need to be added to the Minimum Dataset or given to the Commonwealth in raw data form.

What do I do If the GP / Allied Health Provider has not given an answer to one or more questions in the Minimum Dataset?

Divisions should make every effort to ensure that the data entered into the Minimum Dataset are as complete as possible. However, where information is unavailable, please leave the field blank. The aim is to minimise missing data as much as possible.

Where fields are consistently filled with the same response (e.g., zero for co-payment where the Division is not collecting a co-payment) can the Minimum Dataset be set to automatically fill this field with the same response each time information is entered and how can this be done?

Strategic Data can create a template to auto fill this information for you. Such customisations are outside of the Commonwealth funding for the Minimum Dataset so such modifications would be billable to your division and the exact cost would depend on the amount and type of customisations required. Contact the support team via e-mail to support@boimhc.org to discuss your requirements.

The minimum dataset came out after we started collecting the data and we don't have all the information that is required?

Please enter what ever data you have available.

Can I go back and enter information if I don’t have it at the time?

Yes, the minimum dataset allows you to go back and enter information at a later date.

PATIENT DATA

Should the question: 'How well does the person speak English?’ only be answered if the person has identified that they speak a language other than English, or should 'very good' be selected if they speak only English?

Please only answer this question if the person has identified that they speak a language other than English.

How is it determined whether the person is a low-income earner?

One of the key aims of the Better Outcomes in Mental Health Care initiative is to provide access to mental health care for people who would otherwise miss out. Low-income earners are therefore an important target group, and it is important that the Minimum Dataset provides enough information to determine whether access is being improved for this group. Gps frequently make judgements about patients’ ability to pay a co-payment when they seek care for other conditions. As in other cases, the gp might base the decision on whether the patient has a health care card or is on a pension, but may also choose to take other factors into account.

If children are seen by the Access to Allied Health Services projects, what happens to data on them with regard to the Minimum Dataset?

The Minimum Dataset largely mirrors the data that would be being collected by Divisions for administrative purposes. No names are supplied to the Minimum Dataset for evaluation purposes, and patients will not be identified by local or national evaluators. The issue is really about whether informed consent needs to be elicited from minors to receive services, and this is more an implementation question than an evaluation question.

When creating a new patient entry in the MDS there is a question on the highest level of Education completed. What option do I choose if a patient has completed less than Secondary:Year 10?

Patients who have completed Years 7, 8 or 9 should be included in the “Secondary: Year 10” response option so this encompasses Years 7 to 10 (in other words the response option should read “Secondary: Year 10 or below”).

More information for PATIENT DATA on MDS ONLINE HELP.

REFERRAL DATA

How do I add a new referral to a new patient?

You first need to complete the new patient data in order to enter referral data. Once this has been done you can then proceed to enter your referral data in the 'referral' section of the online form.

How do I add a new referral to an existing patient?

If entering data individually into the MDS When in your patient record in MDS scroll down to the 'referral' section. To the far right you will see a link "add new referral". Click on this link and this will enable you to add your new referral data against the existing patient. This will also enable you to enter new scores for any outcome measures you wish to record for sessions completed against this new referral.

If doing a bulk upload Simply add a new line entry into your 'Referral' file and assign a new referral code against an existing patient key.

When is it appropriate to add a new referral to an existing patient?

Refer MDS Online Help.

How can I change the referral type for a patient?

One of the limitations to the MDS is that once the 'referral type' has been selected for a record it cannot be changed once it has been saved. Each 'referral type' has its own set of associated data fields which are genererated once this field is set. Therefore we have intentionally disabled the edit function linked to this field to circumvent any accidental loss of data.

Therefore the only way to change a 'referral type' is to re-enter the entire record again with the correct 'referral type' and delete the incorrect record.

More information on [http://boimhc.org/bin/view/Main/BOiMHCChanges3x2#Referral_Type][Referral Type]]

Where can I obtain a referral form from?

Generally speaking, GP referral forms have been created by the individual projects (they must align to the MDS fields).

There is a sample template on DoHA? website, which you can use : http://www.health.gov.au/internet/main/publishing.nsf/Content/9ECB627B553E6DB1CA2571F7000067B3/$File/GP%20Mental%20Health%20Care%20Plan.pdf

Alternatively, if you google mental health care plan (or Item 2710) referral templates, many Divisions have the forms they are using available on the web for you to browse.

SESSION DATA

Is the number of sessions limited to six in the Minimum Dataset? In our project we are allowing the service provider flexibility in how they utilise the total session time. The six-hour total is the same, but they can break it into shorter sessions and include phonecalls (to follow up homework activities etc), so there may be say twelve contacts/sessions rather than six. Will the system handle that?

The Minimum Dataset is able to handle this, as well as where upon review it is suggested that the patient have an additional six sessions. After you have entered details of six sessions, another screen with another six will appear and so on.

If the patient did not attend should this still be entered in the Minimum Dataset?

The National Evaluation is more focused on the outcomes of the Mental healthcare service provision; therefore we don't require data for non attendance.

How are ‘no shows’ entered?

There is a 'no show' checkbox which is an optional feature. You can tick this if you wish to track non-attendance for your divisional data collection purposes only. However, if you do so it is important to reference this data clearly as non attendances.

With regard to co-payment amount is this meant to be the fee paid by project to provider, or fee paid by project to provider plus patient contribution, or just patient contribution? If it is the latter, none of my providers receive a patient contribution so the total data would show zero.

The co-payment is the amount paid by the patient, so in many cases it will quite correctly be zero.

When collecting and comparing changes in outcome tool score as part of the local evaluation are divisions asking the AHP to administer the second outcome tool at the final FPS session or are GPs administering the second tool in the review phase of the 3 step?

This varies from one division to another. Some feel it is fairer if the GP administers the initial assessment and the allied health professional administers the final. Others feel it is easier if the allied health professional also administers the outcome tool at the final session. Others feel it is important that the same person administers the pre and post test. Divisions interested in incorporating this information into their evaluation should decide what suits their situation and be clear about the administration method when describing results.

GP and AHPRO Codes

How do I add a new GP or APHPRO code in the MDS?

To add a new GP code to the MDS go to the 'Referral' Section of the data entry screen. The first item is a drop down box which contains a current list of GPs for your division. To add a new GP code locate the box labelled 'New' which is directly to right of this . Simply type in your new GP code in this box. Next time you add a new patient to the system this new GP code will appear in the drop down list of GPs for you to select.

For AHPROs in the 'Sessions' section you will see a drop down box which lists current AHPROs for your division. To the right hand side of this you will see a box labelled 'New'. Simply type in the new AHPRO code in this box to create a new AHPRO for your division.

How do I change an existing GP or APHPRO code in the MDS?

Divisions can manage their own GP and AHPRO codes from within the Admin page of the MDS. Click on the Admin page then select either the GP List or AHPRO list link. Find the relevant GP/AHPRO name and within the box overwrite the existing code with the new code. This will replace the old code and link it throughout the database system.

You can also change GP and AHPRO names from within the data entry view in the system. Where you select the existing name you can overwrite it with the new code once selecting it in your data sheet.

Should GP and Allied Health Provider names be entered into the Minimum Dataset to identify them?

It is preferable that GP and Allied Health Provider names not be entered into the Minimum Dataset for reasons of confidentiality. An appropriate alternative is to assign a code to represent each of the GP/Allied Health Providers who are referring clients as part of the project. You can use any coding system of your choice (i.e. letters, numbers, initials, etc.); the idea is just for you to be able to distinguish one provider from another when looking up data after it has been entered.

More information for GP/AHPRO CODES on MDS ONLINE HELP.

OUTCOME MEASURES

How do I include Outcome Measures in the MDS?

It is possible to upload Outcome Measure data using the bulk upload process, and it is also possible to enter data manually for these measures using the MDS online form. For the latter you will need to select the specific measures used by your division. You can do this yourself by following these instructions:

1. In the MDS click on the 'Admin' button. 2. Click on the 'Measure List' link. 3. In the column titled 'Show' click on the box for the measures you wish to include for your division. 4. Scroll down to the end of the page and click on 'Save Measures'.

After successfully completing these steps your selected outcomes measures will automatically appear on the online form next time you undertake your data entry.

(At this stage, providing this data is optional and therefore uploading this data is only necessary for the specific measures used by your division.)

When treatment resumes after a patient's outcome measure scores have been recorded how do I record the new scores to capture additional sessions?

Once the 'before' and 'after' outcome measure scores have been recorded it is assumed that the treatment has been finalised. Therefore any further sessions must be recorded against a new referral, however, the existing patient key should be maintained.

How do I enter a new referral?

Where can I find more information on the Outcome Measures used in the MDS?

There is general information available on the internet from a variety of sources. Please find a list below of some websites which may be of use:

DASS 21 & 42

• http://www.psy.unsw.edu.au/Groups/Dass/over.htm
• http://www.psy.unsw.edu.au/Groups/Dass/pub.htm

HONOS

• http://www.rcpsych.ac.uk/crtu/healthofthenation.aspx
• http://www.gpcare.org/outcome%20measures/outcomemeasures.html
• http://www.crufad.com/phc/honos.htm

HONOSCA (Children & Adolescents)

• http://www.rcpsych.ac.uk/researchandtrainingunit/honos/childrenandadolescents.aspx

Kessler 10

• http://www.gpcare.org/outcome%20measures/outcomemeasures.html
• http://www.shiregps.org.au/gp-resources.php
• http://www.crufad.com/K10/printk10.html

Edinburgh Post Natal Depression Scale

• http://www.shiregps.org.au/gp-resources.php

SF-12

• http://www.gpcare.org/outcome%20measures/outcomemeasures.html
• http://www.crufad.com/phc/sf-12.htm

Strengths and Difficulties Questionnaire (for children & adolescents))

• http://www.sdqinfo.com/ba3b.html

N.B. The questionnaire asks about symptoms over the past 6 months. It is suggested that a post-treatment this is amended to capture symptoms over the past month only.

Also, we have several evaluation reports which critically assess some of these measures, including HoNOS?, HoNOSCA?, HoNOS65?+, K10, SDQ, MHI, LSP and more. These reports can be downloaded HERE

How do I view reports on before and after scores (of outcome measures)?

There is no automatic report that generates this data for you. However, you can easily access this data for your division via the 'download' data feature in the MDS.

1) Click on the 'download' button from the top menu in MDS. 2) In the 'referral' section, select the date range you wish to download. 3) Click on the 'include measures' box just under the date range in the referral section. (if you don't click on this the measures won't be included in the download) 4) Click on download then save the file to your drive.

This will produce a .csv file which you can then view and sort through either via MS Excel or another spreadsheet or database.

UPLOADING DATA FROM OTHER DATABASES (Excel, Access, etc.)

I have already collected a large amount of data and entered it into another database (e.g., Excel, Access), what should I do now that the Minimum Dataset is available?

It is important that all Divisions running the Access to Allied Health Services projects use the Minimum Dataset in order to provide a National picture of who is accessing services through the project and what services are being provided. If you find that entering all of the data into the Minimum Dataset is too burdensome, you are able to utilise a portion of your evaluation funds to pay someone to do the data entry. Please note that you will need to provide this person with some brief training in how to use the Minimum Dataset. There is some functionality for Data Upload if your Division has an alternative means of collecting and storing the Minimum Dataset data, for example Excel or Access. Information on this procedure can be found at http://ahpilots.strategicdata.com.au/ under ‘Minimum dataset database’ click on here. Contact the support team via e-mail to support@boimhc.org to discuss your requirements.

What do I do if I have collected the data in Excel or Access?

See the online MDS documentation regarding uploads. Note that the data upload method of submitting data exposes you to more risk of data loss since it relies on the user to be aware of more issues with the data submission process. This feature is best used where a software/database developer is engaged to extract data from an existing system, converting it into a format suitable for upload. If you don't already have a satisfactory system that can be modified to export the required upload files, consider using the online data entry interface thoroughly before making your decision. You can ask further questions about the process by emailing support@boimhc.org.

More information for UPLOADS on MDS ONLINE HELP.

CAPTURING ADDITIONAL DATA

We are collecting information in addition to that which the Minimum Dataset requires and would like to streamline our data entry process by including all information in a single database, can the Minimum Dataset handle this?

It is possible to engage Strategic Data who maintain the Minimum Data Set to make specific additions to accommodate your site specific requirements. This work is outside the Commonwealth funding arrangements so there will be a cost to your division for such work. Contact the support team via e-mail to support@boimhc.org to discuss your requirements.

What do we do with the extra information that we have collected?

Some divisions have commissioned Strategic data to design extra fields to capture this information which is specific to the division. Strategic data has done this at a cost to the division. This data will be invaluable for your own evaluations if you wish. Some of your division's evaluation budget can be used for this. This has been approved by the Commonwealth.

It seems that the data being collected is quite limited, would it not be useful to collect more detailed information?

The development of the Minimum Dataset balanced the ideal against what was realistic, given that any additional data item places extra burden on those collecting and entering data. Additional information can be collected and reported in the local evaluations and additional fields can be added to the Minimum Dataset for this purpose.

What are the options where the information collected does not fit into the available fields?

The options here are to select the closest available category, in this case year 10 equivalent. Where it is available, "other&" should be selected if the response does not fit any of the categories provided, for example, ICD-10 diagnostic categories. Where you find that you are receiving a number of these responses and wish to capture them for the purposes of your local evaluation, you can have the dataset modified by adding additional response categories. This can be done by Strategic Data at a cost. Contact the support team via e-mail to support@boimhc.org to discuss your requirements.

DATA REPORTING AND ANALYSIS

Are Divisions required to conduct any analyses of the data entered in the Minimum Dataset?

Divisions are not required to conduct any analyses of Minimum Dataset data for the purposes of the National Evaluation, but may wish to do so as part of their Local Evaluations.

CHECKING DATA

Each individual division is responsible for checking their data in the MDS to confirm its accuracy and completion. It is advisable that this review is undertaken regularly to ensure data integrity and avoid widespread errors.

A high level review can be undertaken using the automated reports available in the ‘admin’ function of the MDS.

Alternatively, for greater precision and to access to your data in full, you can download your data. More information on using the automated reports and downloading your data.

DOWNLOADING DATA

How do I download data from the MDS?

There are two ways you can extract your data from the MDS: 1) By using the 'download' feature, and 2) By using the automated reports in the ‘admin’ section of the MDS

Using the Download feature:

This feature enables you to select your data by date range and by type of data (e.g., ‘patient’, ‘referral’ or ‘session’). Once selected you can then download your data to your pc and import it into your preferred program to undertake your analysis. There are many programs which you can use to do your analysis, and these include (but not limited to): Excel, Access, SPSS, etc.

How to download data from the MDS

1. From within the MDS click on the 'download' tab
2. Go to the section you wish to download (i.e., patient, referral or sessions). In the ‘referral’ section you have the option to include 'measures' (this is the outcome measure data) and also to include ‘extra’ (additional fields such as ‘referral type’ and ‘diagnostic categories’). The sessions data also has the option to select ‘extra’ data fields in your download as well.
3. Select the date range which you wish to download
4. Click on the 'download' or 'view' buttons to access your data. ('Download' will give you the option to either open up a .csv file or to save it to your pc. The 'view' option will display the data on your screen. This method is only recommended for smaller amounts of data as it can be difficult to read on screen.)

Automated Reports available in the MDS:

These can be accessed via the ‘Admin’ tab in the MDS.

Data Summary Page This provides a breakdown of patient and session numbers tabulated by financial year and number of sessions. Please note: Sessions are linked with Referral dates, and therefore will appear in the financial year in which the associated referral took place. More information on the MDS Online Help/Data Summary Page

Report Page This provides basic frequency data for various items collected. More information on the MDS Online Help/Report Page

How do I view before/after K10 data?

This data is linked to the referral data therefore you will need to download only this data to view the before and after measures. You can download this data by following these steps:

1. From within the MDS click on the 'download' tab
2. Go to the 'referral' section and click on the 'Include measures' box
3. Select your date range which you wish to download
4. Click on the 'download' or 'view' buttons to access your data.

This will download your data for the period you wish to view and it will include the before/after measures (which is attached to the referral).

How do I report on 'referral types' during this financial year ?

There is no automated report that will produce these figures for you, so you would need to this manually by downloading your division's data from the MDS.

Instructions:

1. Click on the download button in the MDS
2. In the 'referral' section select the date period you wish to download
3. Check the 'extra' box before clicking on the 'download' button (this will include referral types so that you can filter your data e.g., General ATAPS referrals, Perinatal referrals, etc).

Once you download your data you can import or open this file through your preferred analysis tool (e.g., Excel, Access, SPSS, etc).

A full list of the 'referral type' codes can be found on the BOiMHC?.org site (BoiMHC Changes)

ACCESSING DATA IN THE MINIMUM DATA SET

Will Divisions be able to access the Minimum Dataset at any time? Is it possible to get back information for our own records using the Minimum Dataset, if so how do we go about doing that?

Divisions will be able to access their Minimum Dataset data at any time even after entering information. Be sure that you keep a record of Patient Keys (unique identifiers) so that you can look up specicific patient information already entered into the Minimum Dataset. There are links patient.csv, session.csv and datadict.csv in the data download section of the Main Page. It extracts only your own Divisions’ information. This can be imported into other programs (e.g., Excel, SPSS) and you can manipulate the data for your internal use.

Will Divisions have access to all of the data that is entered into the Minimum Dataset?

Each Division can only view data that has been entered by that Division, not all data enered by Divisions.

Can more than one staff member at the Division access the Minimum Dataset?

The username and password provided to the Division can be used by more than one Divisional staff member to view the Minimum Dataset at the same time, however only one person can make changes to the data at a time, and you should take care not to enter data about the same patient at the same time.

STORING DATA RELATING TO THE MINIMUM DATA SET SYSTEM

After entering data in the MDS how long should I store my hardcopy and/or electronic files?

There is no set time limit, however, it is recommend that you archive this data and keep it secure for at least two years. As with all electronic data (including MDS) there is a risk of corruption - whether it is due to a system bug or human error. Therefore it is always good to have the original data as a backup to either check details against or re-enter, if needed.

CONTACTS & FURTHER INFORMATION

Who do I contact for information regarding the Better Outcomes in Mental Health Care (BOiMHC?) Minimum Data Set?

For all enquiries regarding the Better Outcomes in Mental Health Care (BOiMHC?) project please send your email enquiry to:

support@boimhc.org

All Minimim Data Set database system enquiries will be attended to by a our Help Desk.

For assistance with evaluation support:

If you are in QLD, NSW, WA, ACT, contact Fay Kohn, University of Melbourne email: support@boimhc.org

If you are in VIC, SA, TAS, NT, contact Justine Fletcher, University of Melbourne email: support@boimhc.org

What do I do if I have read the instructions but find that I require further assistance in using the Minimum Dataset?

Questions regarding the Minimum Dataset can be directed to the following central email address that allows queries to be viewed by all members of the evaluation team: support@boimhc.org