Add a client

Cover

Task card 8

A client record only needs to be created once, and can then be used and updated over multiple reporting periods.

Step 1 – Add a client

At the Data Exchange web-based portal home page, select This is a screen shot of the add a client icon found on the home page of the data exchange web-based portal. under the Add menu.

Figure 1- The Data Exchange home page

This image shows the Data Exchange home page with the Add Client box outlined in red. Click on box to add a client

The Add a client – Client details screen will display.

Step 2 – Enter client details

Enter the client details.

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

A client’s identifiable information (name, address and tags) is available only to your organisation to make navigation and data entry in the web-based portal easier.

Figure 2 – Add a client – Client details screen

This image shows the client details page. This page contains boxes for the Client ID, given name, family name, tick boxes for name provided is a pseudonym and estimated date of birth, the date of birth box with calendar function, gender box, tags box and tick boxes for client consent for DSS to collect personal inforamtion from providers for storage on the DSS Data Exchange and Consent for future survey research and evaluation. These last two boxes are pre ticked but can be deselected.

Do not enter any personal information on clients into the Client ID or Tags field, such as first or last names, Customer Reference Numbers (CRN) or My Aged Care reference numbers.

 

Table 1 – Add a client – Client details field descriptions (Refer Figure 2)
FIELD DESCRIPTION
Client ID Free text – if left blank a system generated number will be assigned in the web-based portal, beginning at 001.

If you have your own internal numeric or alpha-numeric client ID’s, you can enter that here.

Given name * Free text – limit of 30 characters. Enter the client’s first or given name.
Family name * Free text – limit of 30 characters. Enter ‘Unknown’ if you do not have the client’s surname.
Name provided is a pseudonym Tick this box if the client record is created using a pseudonym rather than the client’s legal name.
Estimated date of birth Select Estimated date of birth if a client’s date of birth is unknown. This will change the Date of Birth field to Estimated year of birth. Enter the client’s approximate year of birth (YYYY).
Date of birth * Date format of dd/mm/yyyy. You can type the date of birth or use the calendar function.
Gender * Select the gender that the client identifies as from the drop down list.
Tags Add any relevant tags to the client profile for easy searching.

Tags work as search filters. They are unique to your organisation and you can create as many as you need. To create a tag, type in the new tag name (without spaces) and select Add. This tag will then exist for future use.

Consent for organisation to collect and use personal information As many organisations seek consent for personal information, this box is pre-ticked.

Where client consent is not provided or withdrawn, this box can be un-ticked. Once creation of the client record is complete, only the Client ID will be visible to your organisation.

Refer to the Data Exchange Protocols for information on notification, consent and privacy.

Consent for future contact for survey / research / evaluation As many organisations ask their clients whether they’re interested in future surveys and research, this box is pre-ticked.

Where clients do not wish to participate, this box can be un-ticked.

A message will appear to alert you if any of these details are similar to another client record, and the matching record(s) will display at the bottom of the screen.

Figure 3 – Matching client record field

This is a screen shot of the matching client record screen.

Select the blue triangle This is a screenshot of the expander blue triangle. to expand the information to clarify if the clients are different.

Figure 4 – Matching client record expanded screen

This is a screen shot of the matching client record screen.

If the client matches, select CLIENT MATCHES.

If the client is a different person, select CONTINUE ADDING CLIENT>.

The Add a client – Residential address screen will display.

Step 3 – Enter residential address

Enter the address details.

Do not enter a client’s full address if it is a sensitive location such as a refuge or shelter.

Refer to the Data Exchange Protocols “Collecting the mandatory priority requirements.”

Figure 5 – Residential address fields

This image shows the Add a client residential address screen. The screen contains text boxes for Address line 1, address line 2, suburb or town, state and postcode. Only the suburb or town, state and postcode are mandatory fields and must be completed.

Table 2 – Add a client – Residential address field descriptions (Refer Figure 3)
FIELD DESCRIPTION
Address line 1 Street address.
Address line 2 Street address.

Where a client has no fixed address, these lines can be left blank. The suburb, state and postcode should reflect where the client comes from, or where they are accessing a service.

A flag to indicate the client is homeless is available in the extended demographic details as part of the Partnership Approach information.

Suburb / Town * Free text – limit of 20 characters. Enter the suburb/town.
State * Select the state from the drop down list.
Postcode * Free text – limit of six characters. Enter the postcode.

Select Next >.

The system will verify that the address details are valid. If the details are unable to be validated, alternative address options will be shown. Select the closest match.

The Add a client – Demographic details screen will display.

Step 4 – Enter demographic details

Enter the demographic details.

Figure 6 – Add a client – Demographic details screen

This image shows the add a client demographic details screen. The screen contains mandatory text boxes for country of birth, main language spoken at home, aboriginal or Torres Straight Islander status and tick box options for clients impairments, conditions or disabilities. Each field is marked with a red asterisk to indicate that these are mandatory data fields.

Table 3 – Add a client – Demographic details field descriptions (Refer Figure 4)
FIELD DESCRIPTION
Country of birth * Select or scroll through the list of countries to populate the field. Alternatively, type the first few letters of the country and it will go to that section of the list.
Main language spoken at home * Select or scroll through the list of languages to populate the field. Alternatively, type the first few letters of the language and it will go to that section of the list.
Is the client of Aboriginal or Torres Strait Islander origin?* Select as the client identifies from the drop down list.
Impairments, conditions or disabilities * Tick the box(s) as the client identifies. More than one box can be selected. If the client has not identified as having impairment or chooses not to disclose that information, select None.

Medical documentation is not required. More information about which disabilities and impairments fall into which categories can be found in the Data Exchange Protocols.

Select Next >.

The Review screen will display.

Step 5 – Review

The review screen allows you to check that the information you have entered is correct.

Select < Back to edit information.

Select Submit if you are satisfied with the information.

The finish screen will display and advise that the client record has been successfully added.

If you did not enter a unique Client ID of your own, one is automatically generated and will appear on this screen.

Figure 7 – Add a client Finish screen

This image shows the add a client finished page. This page shows all the information which has been entered into the client record and also contains a dark blue banned with the words Extended demographic details. This banner allows the user to enter the Partnership Approach area and enter extra details about the client.

Partnership Approach

The Partnership Approach is an extended data set within the Data Exchange that organisations can choose to report on. If you are unsure whether your organisation is participating in the Partnership Approach, consult your Grant Agreement Manager from your funding agency.

Once a client record has been created, you can enter Partnership Approach information by selecting EXTENDED DEMOGRAPHIC DETAILS on the banner shown in Figure 6.

Figure 8 – Partnership Approach banner

This is a screen shot the the Extended Demographic banner which is part of the Partnership Approach.

If a client record has existed for some time and you wish to add the Extended demographic details, you can edit the client profile at any time, regardless of reporting period.

Figure 9 – Add extended demographic details screen

This image shows the Extended Demographic details page. The page contains a drop down menu for Homeless indicator, text boxes more household composition, main source of income, a drop down menu for income frequency, a text box Approximate gross income, drop down menues for month of first arrival in Australia, year of first arrival in Australia, Year of first arrival in Australia, visa type and ancestry.

Enter details that are relevant to the client and the service(s) they are accessing.

None of these fields are mandatory. Users can complete some or all fields, and can edit this information at any time.

Table 4 – Add Extended demographic details field descriptions (Refer Figure 9)
FIELD DESCRIPTION
Homeless Indicator Select Yes or No.
Household Composition Select an answer from the drop down list.
Main Source of Income Select an answer from the drop down list.
Income Frequency Select an answer from the drop down list. If you enter a value for this field, you will also need to enter a value for Approximate gross income.
Approximate gross Income Free text number field (whole dollars only).
Month of first arrival in Australia Select an answer from the drop down list. If you enter a value for this field, you will also need to enter a value for Year of first arrival.
Year of first arrival in Australia Select an answer from the drop down list.
Visa type Select an answer from the drop down list.
Ancestry Select an answer from the drop down list.

Select SAVE.

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