Add a session

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Task card 10

A session records what service was delivered on a particular date within a reporting period, the type of service delivered and which clients attended. Sessions are a critical part of the service record of a service provider and drive the reporting function of the Data Exchange.

At least one session must be recorded as occurring within a reporting period for the case and associated clients to be counted in reports.

Step 1 – Add a session

There are three different methods to add a session.

  1. At the case creation point where a session is immediately added to a new case.
  2. From the home screen, Add >Add a session button
  3. From the home screen, Find >Find a case button

Method 1

  • Add a new Case – refer to Task card 9 – Add a case
  • Then select >Add a session to this case’s hyperlink under the What can you do now? heading.

Figure 1 – “What Can You Do Now?”

This is an image of the What can you do now? heading where you will find the Add a session to this case link.

Method 2

  • At the Data Exchange web-based portal home page select Add a session button under the Add menu.

Figure 2 – The Data Exchange home page

This image shows the Data Exchange home page with the add a session section circled in red

Method 3

  • At the Data Exchange web-based portal home page select + Case under the Find menu.
  • Select the Add + Session or Add + Case to display the Find a case screen.
  • Select the case to which you wish to add a session to.

Figure 3 – Find a case

This image shows the 'Find a case' screen. From here you can select which case you wish to view.

  • Select the ADD SESSION button under Sessions associated with the case heading.

Figure 4 – Add a session to an existing case

This image shows the 'add a sessions to an existing case' screen. From here you can add a session to an existing case.

Step 2 – Enter Session details

The Add a session – session details screen will display.

Figure 5 – Add A Session – Session Details Screen

This image shows the Add a session - session details screen. In this screen you will enter session details.

Table 1 – Session Details Field Descriptions (Refer Figure 5)
FIELD DESCRIPTION
Case ID This is the ID of the case that you are recording a session against
Session ID Enter the session ID if your organisation has a session identification system, or leave it blank for auto-generation.
Session date Record the date the session occurred. Enter today’s date or a date in the past.

Note: Sessions cannot be entered for future dates or dates in a closed reporting period.

Service type Each session can only have one service type. Select the service type that best reflects the intent of the session. The service type choices are dependent on the program activity the case was created under and are to align with the program intent.
Number of unidentified clients attended session This field should only be used to report group activities where it is not possible or practical to record each participant with their own client record. It should not be used to ‘bulk report’ services to individuals or small groups where it is possible to collect the details of each individual client. The Data Exchange Protocols requires service providers to report client level data, with aggregate reporting only permitted for services involving a large group of people or a whole community.

In most cases the number of unidentified clients should be left as 0.

This function is intended for large scale community events where it is not practical to record individual client details.

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

Interpreter present Enter Yes if an interpreter was present. This includes an Auslan or other sign language interpreter for the hearing impaired.
Next Select Next to finish. The Add a session – Clients/support persons who attended screen will display.

Step 3 – Add clients and support persons to the session

This screen will show all the clients associated with the case. When creating a session, only clients who attend the session are to be recorded.

Client is defined as an individual who received a service as part of a funded activity that is expected to lead to a measurable individual outcome.

Support persons are persons who may be present at a service who do not meet the definition of a client. These could include carers of clients and family members such as young children. Although there is no requirement to record the details of support persons, organisations may wish to record participants as ‘support persons’.

To add a support person, a client record first needs to be created and then they can be selected as a support person attendee.

Support persons will not be counted in reports.

  • Select client(s) you wish to add to the session using the tick box next to the client record and select ATTACH SELECTED CLIENTS.
  • Select support persons (if any) you wish to add to the session using the tick box to the session and select ATTACH SELECTED SUPPORT PERSONS.
  • Select NEXT >.

Figure 6 – Adding Clients and Support Persons to the Session

This is an image showing the Adding clients and support persons to the session screen.

Step 4 – Review

The last stage of creating a new session is the Review screen.

  • Check that the information for the session is correct.
    • Select < BACK to edit the details if needed.
    • If you are satisfied that the information is correct select SUBMIT.

A new session is now created.

Note: The system will automatically generate an alpha numeric session ID if you did not enter your own.

Figure 7 – Add a Session completed screenshot

This is an image of the the Add a session - Finish screen.

Copy a session

You can copy a session if the session is going to be or has been repeated.

  • Find the Case.
  • Select the COPY SESSION button located under Sessions associated with the case section.

Figure 8 – Case screen

This is an image of the Case screen showing Sessions associated with the case and the Copy session button.

The Copy a session – Session details screen displays.

Figure 9 – Copy a Session – Session details screen

This is an image of the Copy a session - Session details screen.

  • Enter the new Session date and edit any other details that may have changed.
  • Select NEXT.

The Copy a session – Clients/support persons attended screen displays.

Figure 10 – Copy a session – Clients/support persons attended screen

This is an image of the Copy a session - Clients/support person attended screen where you will need to select and attach clients to the session.

  • Review and edit the clients that attended the session as the previous sessions attendees are already selected.
  • Select NEXT.

The Copy a session – Review screen displays.

Figure 11 – Copy a Session – Review screen

This image shows the copy a session review page

Review the details:

  • If you are satisfied that the information is correct select SUBMIT.

A new session is now created.

The Partnership Approach (optional additional information)

Figure 12 – The Partnership Approach banner

The Partnership Approach Banner

If your organisation has opted-in to the Partnership Approach you can record additional information against a session. To record referrals you made within a session click on the REFERRALS TO OTHER SERVICES button. To record outcome assessments undertaken in this session click on the SCORE ASSESSMENTS button in the Partnership Approach banner on the Add a session – Finish screen. Step 5 – Referral source and reasons

  • Select REFERRALS TO OTHER SERVICES

The Referral source and reasons screen will display.

  • Select ADD REFERRAL TO OTHER SERVICES

Figure 13 – Add referral to other services screen

This is an image of the Add a referral to other services screen.

Table 2 – Add referral to other services field descriptions (refer Figure 13)
FIELD DESCRIPTION
Client Select the client that you wish to record a referral for.
Referral type Select if the referral was internal or external to your organisation.
Referral purpose(s) Select the category(s) the best reflects why you referred this client to another service. You can select more than one.
Save Select Save.
  • The Referrals to other services screen will display that the referral added has successfully saved.
  • Select Add referral to other services again to add another referral.
  • Select < BACK to return to the Sessions screen.

Special Data Entry fields

Commonwealth Home Support Programme (CHSP) specific data

Extra data will need to be entered for CHSP clients at the Add a session – Session details screen.

1. Assistance with Care and Housing programme activity only

When the Assistance with Care and Housing programme activity is selected the Add a session – Session details screen will display.

Figure 14 – Add a session – Session details screen

This is a screen shot of the Add a session - session details screen for the Assistance with Care and Housing program activity.

Amount of assistance provided field

When a Service type is selected in the Assistance with Care and Housing programme activity, the mandatory field of Amount of assistance provided will display.

Figure 15 – Add a session – Session details screen highlighting the Amount of assistance provided field

This is a screen shot of the amount of assistance provided field on the add a session - session details screen.

The amount of assistance provided is recorded in hours and minutes as appropriate.

Example 1: A session has been delivered for a client under the service type of Advocacy – Financial and Legal. The time of the session was 1 hour and 30 minutes and shown below:

Figure 16 – Amount of assistance provided – Advocacy – Financial and Legal

this screen shot displays the amount of hours and minutes spent on a session for a single client as 1 hour and 30 minutes.

2. Care Relationship and Carer Support, and Community and Home Support programme activities

When a Service type is selected, the mandatory fields of Fees charged and Amount of assistance provided will display as appropriate.

Figure 17 – Add a session – Session details screen highlighting the Fees charged and Amount of assistance provided fields

This is a screen shot of the add a session session details screen highlighting the fees charged and amount of assistance provided field.

The items displayed in this box will be dependent on the service type selected, and includes:

  • Cost
  • Time
  • Resources
  • Quantities (cumulative or non-cumulative)

Fees charged (client contribution) field

When the Care Relationship and Carer Support or Community and Home Support programme activities is selected, the Add a session – Session details screen will display and includes a Fees charged (client contribution) field. This item is captured as a dollar figure and is cumulative of the total of the fees charged for the session for all participants

Example 1: A client is having a hand rail installed as part of their modifications. The total cost is $200 and the client contribution is $50. The organisation should:

  • Enter the total cost of the service (i.e. $200) in the Total cost field.
  • Enter the client contribution (i.e. $50) in the Fees charged field.

The organisation will need to manually calculate their contribution by subtracting the Fees charged from the Total cost (i.e. the organisation has used $150 of their CHSP funding to provide the hand rail).

Figure 18 – Fees charged and Amount of assistance provided fields – Home Modifications

This is a screen shot showing $50 in hte Fees charged field and $200 in the Total cost field for a handrail installation where the total cost was $200.

Example 2: A social support group session has occurred. The cost for each client to attend the one hour session is $10. Four clients paid $10 and one client paid $0. The total number of attendees was five; the total Fees charged was $40. The Amount of assistance recorded in this example is non-cumulative and shown below as a quantity of 1 hour and 0 minutes.

While this doesn’t accurately reflect the total fees per client, it accurately reflects the amount of fees collected by the organisation.

Figure 19 – Fees charged and Amount of assistance provided fields – Social Support Group

This screen shot displays the amount of $40 in the Fees charged field for a social support group where 5 clients attended and only four paid the $10 fee.

Some other examples are below:

Example 3: Two clients are receiving services for the service type of Minor Home Maintenance and Repairs. The cost is $3000 with 6 hours and 30 minutes spent on maintenance and repair for each client. The amount of assistance is recorded separately for each individual in this example and is shown below:

Figure 20 – Amount of assistance provided – Minor Home Maintenance and Repairs

This is a screen shot displaying the total of minor home maintenance and repairs for example one showing cost of $3000 with 6 hours and 30 minutes spent maintenance and repair.

Example 4: Three clients are in the same session for the service type of Meals at Home. They have received one meal each. The amount of assistance recorded in this example is cumulative and shown below as a quantity of three meals.

Figure 21 – Amount of assistance provided – Meals at Home

This screen shot displays the amount of assistance for three clients receiving one meal each as a quantity of 3.

Example 5: Five clients are in the same session for the service type of Direct Transport. The transport includes pick up and drop off to and from their respective homes. The amount of assistance recorded in this example is non-cumulative and shown below as a quantity of two – one trip for pick up and one trip for drop off of all clients.

Figure 22 – Amount of assistance provided – Direct Transport

This is a screen shot displaying the non cumulative total of 2 for 5 clients who have been picked up and dropped off by direct transport.

Example 6: One client receives a service for a session for the service type of Visiting. The session is one hour in length. The Amount of assistance recorded in this example is a quantity of 1 hours and 0 minutes.

Figure 23 – Amount of assistance provided – Visiting

This is a screen shot showing "amount of assistance provided" with 1 hour and 0 minutes completed

Example 7: Ten clients are in the same group session for the service type of Social Support Group. The session is four hours in length for the group, and each client should be added to the one session. The Amount of assistance recorded in this example is non-cumulative and shown below as a quantity of 4 hours and 0 minutes.

Figure 24 – Amount of assistance provided – Residential Day Respite

This is a screen shot showing "amount of assistance provided" with 4 hours and 0 minutes completed

Note: If there are different sessions held on the same day, for the same service type and attended by clients individually, these would be recorded as separate sessions with the individual Amount of assistance provided for each client.

For more information on CHSP programmes, refer to the Commonwealth Home Support Programme Manual.

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