Add a session
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.
Step 1 – Add a session
There are three different methods to add a session.
- At the case creation point where a session is immediately added to a new case.
- From the home screen, Add >
- From the home screen, Find >
- 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?”
- At the Data Exchange web-based portal home page select under the Add menu.
Figure 2 – The Data Exchange home page
- 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
- Select the ADD SESSION button under Sessions associated with the case heading.
Figure 4 – 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
|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’.
- 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
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
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
The Copy a session – Session details screen displays.
Figure 9 – 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
- 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
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
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
|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.|
- 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
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
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
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
The items displayed in this box will be dependent on the service type selected, and includes:
- 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
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
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
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
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
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
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
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.