Add a case

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Task card 9

A case is the first step in recording service delivery information within the Data Exchange. A case reflects how you deliver a service on the ground. Depending on the nature of your program, a case may relate to an individual, a couple, a family or a group of unrelated individuals.

A case captures where the service was or will be delivered, the program activity under which it was funded, and the client(s) who have or will attend this service.

Step 1 – Add a case

From the Data Exchange home page, select This is a screen shot of the Case icon found in the Data Exchange. under the Add menu.

Figure 1 – The Data Exchange home page

This image shows the data exchange home page with the Add a Case section highlighted

The Add a case – Case details screen will display.

Step 2 – Enter case details

Enter the case details.

Fields marked with an * are mandatory and must be completed before you can move to the next screen.

Figure 2 – Add a case – Case details screen

This image shows the add a case, case details screen where case information can be entered

Do not enter any personal information into the Case ID field, such as first or last names, Customer Reference Numbers (CRN) or My Aged Care reference numbers.
Table 1 – Case details field descriptions (Refer Figure 2)
FIELD DESCRIPTION
Case ID Enter the Case ID or leave it blank for numerical auto-generation.
Outlet Select the Outlet where the service is being delivered from. If a case is delivered across multiple locations, record the most frequently used office from where the case is delivered.

You will only see Outlets within your organisation to which your Administrator has provided you access.

Program activity Select the Program activity that the service is delivered under. If a client is receiving a service from within multiple programs then separate cases will need to be created for each program activity.
Total number of unidentified clients associated with case The “unidentified clients” field should only be used where it is not possible or practical to record each participant with their own client record.

If using this field, enter the total maximum number of clients that you expect to attend for the life of the case. For example, if you expect 300 people to attend this case, you would enter 300 in this field.

Note: If the number of actual attendees at the session level is greater than the number at the case level, you will need to edit the case record and increase the number of clients expected to attend before recording the session.

Next Select Next. The Add a case – Attach clients sceen will display.

Step 3 – Attach clients to a case

Figure 3 – Add a case – Attach clients screen

This image shows the attach clients screen where clients can be added to the case

Attach the relevant client(s) to the case.

This can be done using the Search clients field at the top of the screen, or by the Results section.

To attach a client:

Select the tick box next to the client’s name/profile, select ATTACH SELECTED CLIENTS and then select NEXT.

Refer to ‘Add a Client’, for more information on Tags.

Step 4 – Review

The last stage of creating a new case is the review screen:

Check the information for the new case is correct and select < BACK to edit the details if required.

Select SUBMIT if all the details are correct.

The new case is now created. A numeric Case ID will be created if no case ID has already been defined.

The Partnership Approach

If your organisation has opted-in the Partnership Approach you can record where the client was referred from and the reasons they are seeking assistance. To record this information select the REFERRAL SOURCE AND REASONS button in the Add a case – Finish screen.

Figure 4 – Add a case – Finish screen shot

This is a screen shot of the Add a case - finish screen with the partnership approach banner.

The Referral source and reasons screen will display.

Figure 5 – Add referral source and reasons screen

This image shows that add referral source and reason. It contains a drop down menu to select the client, a drop down menu for referral source and a collection of reasons for seeking assistance with Physical health as a primary reason and community participation and networks highlighted as the secondary reason.

Select the Referral source if desired, from the drop down list.

Select the Primary (main) Reason for seeking assistance. You can also add secondary (additional) reasons.

Select SAVE and the Referral source and reasons screen will display with the updated information.

More information on sessions, referrals and SCORE can be found in the Data Exchange Protocols and the Training resources tab.

Information on policy guidance on entering data into the Data Exchange for a program activity can be found in Appendix B.

Special Data Entry Fields

Additional information for sub-contracted or consortia arrangements

Sub-contracted or consortia arrangement

If you are delivering a program activity under a sub-contracted or consortia arrangement:

Select the Programme activity which shows the delivery partner’s name in brackets.

For example:

Figure 6 – Program activity showing as a sub-contracted or consortia arrangement

This image shows a programme activity shosing a sub-contracted or consotria arrangement with the programme activity highlighted. The programme activity has another organisations name in brackets after it indicating the organisation on whose behalf the services are being delivered.

If you are directly funded to deliver the program activity only the name of the program activity will be shown. For example:

Figure 7 – Program activity delivered by directly funded organization

This image shows an example of where and organisation directly delivers a service.

Additional fields for the Family Law program cases

Parenting agreement outcome

This field only applies to the Family Dispute Resolution and Regional Family Dispute Resolution program activities. This field can be completed at the time of creating the case, or at a later stage through the edit case process.

Figure 8 – Additional Program activity specific information

this image shows the additional information required for the parenting agreement outcome under family dispute resolution

Select the Parenting agreement outcome.

Select the Section 60(l) certificate type.

Select Next to finish.

The +Add a case – Attach clients screen will display.

Additional fields for Commonwealth Home Support Programme (CHSP) cases

Referral source and reasons

Extra referral sources and reasons are available for CHSP. To record a client’s referral source and reason, open the existing case record and select the person silhouette (black).

Figure 9 – Case screen

This is a screen shot of the Case screen highlighting the person silhouette.

The Referral source and reason screen will display.

Figure 10 – Referral source and reasons screen

This is a screen shot of the Referral source and reasons screen.

Select EDIT REFERRAL SOURCE AND REASONS.

The Edit referral source and reasons screen will display.

Figure 11 – Edit referral source and reasons screen

This is an image of the Edit referral source and reasons screen.

Select from the Referral source and the Reasons for seeking assistance drop down list the applicable source and reason.

NOTE: There are CHSP specific Referral sources. These include the Linkages Program and the CoS program.

Select SAVE.

Extra Client profile information

CHSP specific client profile data requirements will only appear if a client is attached to a case that has a CHSP specific programme activity.

Once a client has added to the Data Exchange and attached to a CHSP specific programme activity case, a yellow exclamation mark will display next to their name indicating that extra client profile information needs to be added for this client.

Figure 12 – Case screen highlighting yellow exclamation mark

This is a screen shot of the Case screen highlighting yellow exclamation mark next to a clients name which indicates that extra client profile data needs to be entered.

Select the client’s name next to the yellow exclamation mark.

The Edit client details screen will display with the items that need to be completed.

Figure 13 – Edit client details screen

This is a screen shot of the Edit cilent details screen highlighting client data that must be added.

Scroll to the Programme specific client details section.

Figure 14 – Programme specific client details

This is a screen shot of the Programme specific client details section with the mandatory fields for: - Accommodation setting - Living arrangements - DVA card status - Extistence of care

All the fields found under the Programme specific client details section are mandatory.

Table 2 – Descriptions for CHSP programme specific client details fields
FIELD DESCRIPTION
Accommodation setting Select the Accommodation setting that best describes the client’s current status.
Living arrangements Select the Living arrangement that best describes the client’s current status.

If the client lives with others who are not accessing a service with your organisation they should be recorded as their current living arrangement status.

Example 1: A client attends a session alone and they reside with their partner; the Living arrangement selected is ‘Couple’.

Example 2: A client attends a session alone and they reside with a relative such as their 40 year old child; the Living arrangement selected is ‘Group (related adults)’.

Example 3: A client attends a session alone and they reside with non-related adults; the Living arrangement selected is Group (unrelated adults).

DVA Card status Select the Department of Veteran Affairs (DVA) card that the client is in receipt of.
Existence of carer Select either Yes or No.

Select SAVE.

Once the information has been added, the yellow exclamation mark will be replaced with a person silhouette (purple).

Figure 15 – Case screen with updated programme specific client data

This is a screen shot of the Case screen highlightingthe person silhoutte (purple)next to a clients name after the extra client information has been added.

Exiting a Commonwealth Home Support Programme client from a case

To record a client has exited from a CHSP case, open the existing case record and select the person silhouette (black).

Figure 16 – Case screen

This is a screen shot of the Case screen highlighting the person silhouette.

The Referral source and reason screen will display.

Figure 17 – Referral source and reasons screen

This is a screen shot of the Referral source and reasons screen.

Select EDIT REFERRAL SOURCE AND REASONS

The Edit referral source and reasons screen will display.

Figure 18 – Edit referral source and reasons screen

This is a screen shot of the Edit referral source and reasons screen highlighting the Reason for client leaving this case section.

Select from the Reason for client leaving this case drop down list the applicable exit reason.

Select SAVE.

More information on CHSP programmes can be found in the Commonwealth Home Support Programme Manual.