Queensland Community Care Minimum Data Set Guidelines€¦ · Web viewUse this code if the...

Queensland Community Care Minimum Data Set Guidelines 1st edition – April 2018

Table of Contents

1. Introduction – Queensland Community Care Minimum Data Set Guidelines...................5

1.1 Background to Queensland Community Care.....................................................5

1.2 Objectives of Community Care Minimum Data Set (CCMDS).............................5

1.3 Purpose of the Queensland Community Care Minimum Data Set Guidelines....5

1.4 Changes from HACC MDS to CCMDS................................................................6

1.5 Reference Materials............................................................................................6

2. Overview of CCMDS.........................................................................................................6

2.1. Who needs to complete the Community Care Minimum Data Set (CCMDS)?. . .6

2.2. Who are QCC service users for MDS purposes?................................................7

2.3. What information is collected in CCMDS?...........................................................7

2.4. Collecting and reporting CCMDS........................................................................9

2.5. Reporting Periods..............................................................................................10

2.6. CCMDS Reportable Service Outputs................................................................10

3. Data collection details.....................................................................................................11

3.1. Recording CCMDS............................................................................................11

3.2. Recording of outputs in CCMDS.......................................................................13

3.2.1. Amount of assistance received with time includes:...........................................13

3.2.2. Amount of assistance received in quantity includes:.........................................14

3.2.3. Amount of assistance received in dollars includes:...........................................14

3.3. Structure of CCMDS..........................................................................................15

3.3.1. Service Users Profile.........................................................................................15

3.3.2. Service Users Service Type..............................................................................15

3.3.3. Carers Profile.....................................................................................................15

3.3.4. Carers Service Type..........................................................................................15

4. Information about the service user – personal details.....................................................16

4.1. Letters of name – First name, Family name/surname.......................................16

4.2. Date of birth.......................................................................................................17

4.3. Date of birth estimate flag..................................................................................17

4.4. Gender...............................................................................................................18

4.5. Country of birth..................................................................................................18

4.6. Main language spoken at home........................................................................19

4.7. Indigenous Status..............................................................................................19

5. Information about the service user – circumstances.......................................................19

5.1. Living arrangements..........................................................................................19

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5.2. Accommodation setting.....................................................................................20

5.3. Government pension/benefit status...................................................................22

5.4. DVA card status.................................................................................................23

5.5. Australian State/Territory identifier....................................................................23

5.6. Suburb/town/locality..........................................................................................24

5.7. Postcode............................................................................................................24

5.8. Functional status...............................................................................................25

5.8.1. Functional status – main items..........................................................................25

5.8.2. Functional status – additional items..................................................................27

6. Information about the carer – personal details................................................................29

6.1. Carer – existence of..........................................................................................29

6.2. Carer residency status.......................................................................................30

6.3. Relationship of carer to service user.................................................................30

6.4. Carer for more than one person........................................................................31

6.5. Carer’s first given name.....................................................................................32

6.6. Carer’s family name/surname............................................................................32

6.7. Carer - letters of name.......................................................................................33

6.8. Carer’s date of birth...........................................................................................33

6.9. Carer – date of birth estimate flag.....................................................................34

6.10. Carer’s gender...................................................................................................34

6.11. Carer’s Australian State/Territory Identifier.......................................................35

6.12. Carer’s suburb/town/locality..............................................................................35

6.13. Carer’s postcode...............................................................................................36

6.14. Carer’s country of birth......................................................................................36

6.15. Carer’s main language spoken at home............................................................36

6.16. Carer’s Indigenous Status.................................................................................37

7. Information about the service episode............................................................................37

7.1. Statistical linkage key information missing flag.................................................37

7.2. Source of referral...............................................................................................38

7.3. Date of entry into the Queensland Community Care service episode...............40

7.4. Date of last update............................................................................................41

7.5. Date of exit from CCMDS service episode........................................................41

7.6. Main reason for cessation of services...............................................................42

8. Information about the assistance provided.....................................................................44

8.1. Time is used to record amount of assistance for:..............................................44

8.2. Quantity is used to record amount of assistance for:........................................45

8.3. Cost is used to record the amount of assistance for:........................................45

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8.4. How to record and report amount of assistance received.................................46

8.4.1. Total amount of type of assistance received (time)...........................................46

8.4.2. Total amount of type of assistance received (quantity).....................................54

8.4.3. Total amount of type of assistance received (dollars).......................................55

8.4.4. Total assistance with goods and equipment received.......................................56

8.5. Service Amounts – Rounding up.......................................................................57

8.6. Date of receipt of assistance.............................................................................57

9. Glossary..........................................................................................................................58

10. APPENDIX......................................................................................................................59

10.1. Service Type and Output Definition...................................................................59

10.2. Load File Format...............................................................................................70

10.3. Code Table – Country of Birth (updated to include 2011 ABS data).................76

10.4. Code Table – Main Language Spoken at Home...............................................79

10.5. Code Table – Other...........................................................................................81

10.6. File Import Validation Rules...............................................................................85

10.7. Notification responses.......................................................................................95

10.8. National Electronic Form (NEF) funding source category.................................97

10.9. CCMDS Data – OASIS submission process.....................................................99

10.10. Hints and tips...................................................................................................100

10.11. Help & Support................................................................................................101

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1. Introduction – Queensland Community Care Minimum Data Set Guidelines

1.1 Background to Queensland Community Care

On 30 June 2012, in line with the National Health Reforms, the joint Commonwealth/State funded Home and Community Care (HACC) Program ceased.

From 1 July 2012, the Australian Government assumed funding and program responsibility for basic community care services for eligible people aged 65 years and over, or 50 years and over for Aboriginal and Torres Strait Islander people. These services are provided through the Commonwealth Home Support Programme (CHSP).

From 1 July 2012, state and territory governments assumed funding and program responsibility for services for eligible people aged under 65 years, or under 50 years for Aboriginal and Torres Strait Islander people. In Queensland, these services are delivered through Queensland Community Care (QCC).

QCC funds organisations to provide a broad range of low-intensity, basic maintenance and support services to people aged under 65, or under 50 for Aboriginal and Torres Strait Islander people, who have a disability or condition that affects their ability to carry out activities of daily living.

Prior to July 2016 organisations that received QCC funding were required to submit their Community Care Minimum Data Set (CCMDS) to the Commonwealth Government National Data Repository. Since July 2016 QCC funded organisations submit their CCMDS to the Online Acquittal Support Information System (OASIS).

1.2 Objectives of Community Care Minimum Data Set (CCMDS)

The objectives of the Community Care Minimum Data Set (CCMDS) are:

To facilitate the collection of performance data for organisations and service outlets funded by QCC.

To provide QCC with the data required for policy development, strategic planning and performance monitoring against agreed output/outcome criteria.

To assist QCC funded organisations to provide high quality services to their service users by facilitating improvements in the internal management of QCC funded service delivery.

1.3 Purpose of the Queensland Community Care Minimum Data Set Guidelines

These guidelines have been written to replace the Home and Community Care Program National Minimum Data Set User Guide Version 2.0.

These Guidelines are designed to assist QCC funded organisations and service outlets to accurately report the required information about their QCC service users and the services provided, at the end of each reporting period.

A Minimum Data Set reflects an agreement to collect and report the prescribed set of data elements that are clearly defined in these guidelines.

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These guidelines contain detailed definitions for each of the data elements that organisations are required to report consistently on an ongoing basis. They also contain definitions of some other data elements and concepts which, for various reasons, do not have to be reported by organisations in the CCMDS collection, but enable reporting of MDS data elements and therefore require a clear and agreed definition.

CCMDS is used by Community Care contract management to compare contracted service delivery with actual service delivery.

1.4 Changes from HACC MDS to CCMDS

Dataset Dataset does not include service users over 65 years of age.

File format CSV is the only acceptable file format.

Terminology Client in HACC MDS is service user in CCMDS

Service provider in HACC MDS is Service outlet in CCMDS

Additions to Codes

Main reason for cessation of service

Option 4 – service user moves to Residential Aged Care or National Disability Insurance Scheme.

Sex/Gender

Option 9 – Indeterminate/Intersex/Unspecified

Portal Data is submitted to Online Acquittal Support Information System (OASIS )

1.5 Reference Materials

Manual for Queensland Community Care Services

https://www.qld.gov.au/community/documents/community-organisations-volunteering/manual-for-qld-community-care-services.pdf

Service Agreement – Standard Terms

http://www.hpw.qld.gov.au/SiteCollectionDocuments/UpdateServiceAgreementStandardTerms.pdf

Service Agreement – Funding and Service Details for Community Care

https://www.communities.qld.gov.au/resources/funding/service-agreements/funding-service-details-community-care.pdf

2. Overview of CCMDS

2.1. Who needs to complete the Community Care Minimum Data Set (CCMDS)?

All funded QCC organisations or their individual service outlets must complete the CCMDS. Regardless of the level at which an organisation is funded, for CCMDS purposes, a service

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outlet is the level of the organisation responsible for direct service provision to service users. It is the organisation’s responsibility to manage the recording and reporting of service delivery outputs.

Sometimes QCC funded organisations may contract out or broker the assistance required by their service users to other service providers (QCC funded or non- funded organisations). Although the service outlet may not directly provide the assistance in these cases, the service outlet paying for the assistance to service users is considered responsible for that assistance and must report on those service users and the assistance they receive in their CCMDS collection.

The CCMDS only describes those activities of a QCC funded service outlet that are directly related or attributable to identifiable service users who receive QCC funded assistance from the service outlet. As such, the CCMDS does not describe all activities of a funded service outlet. Nor is it assumed that the service activities reported in a CCMDS collection by a service outlet accounts for all expenditure of QCC funds by the organisation.

Organisations funded to provide Information, Education and Training services are required to submit a report to the Department. They are not required to submit CCMDS.

2.2. Who are QCC service users for MDS purposes?

Service users are people who are aged under 65 years (aged under 50 for Aboriginal and Torres Strait Islander people) who have a disability or condition that affects their ability to carry out activities of daily living and their carers.

Information about service users and their carers is recorded on the same service user record. The service user or the carer or both can be receiving QCC services. Refer to the Manual for Queensland Community Care Services for details.

2.3. What information is collected in CCMDS?

Information is collected using the following data elements

Information about the Service User (personal details)

First given name

Family/surname

Letters of name

Date of birth

Date of birth estimated flag

Gender

Australian State or Territory

Suburb/Town/Locality

Postcode

County of birth

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Main language spoken at home

Indigenous status

Information about the Service User (circumstances)

Living arrangements

Accommodation setting

Government benefit/pension status

Department of Veterans’ Affairs (DVA) card status

Functional status

Functional status – additional items

Information about the Carer (if one exists)

Carer – existence of

Carer residency status

Relationship of carer to service user

Carer for more than one person

First given name

Family/surname

Letters of name

Date of birth

Date of birth estimated flag

Gender

County of birth

Main language spoken at home

Indigenous status

Australian State or Territory

Suburb/Town/Locality

Postcode

County of birth

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A service user may have more than one person who could be described as their carer. In CCMDS, only information about the carer who provides the most significant care and assistance will be recorded.

A carer can only access Respite Care and Counselling/Support, Information and Advocacy services.

Information about the QCC services

Statistical linkage key information missing flag

Source of referral

Date of entry into QCC services

Date of last update

Date of exit from QCC services

Main reason for cessation of QCC services

Information about outputs

Only actual deliverables can be reported. For example, ‘one trip’ will comprise actual travel time plus any time taken for administrative or other activities related to the trip. Outputs can be recorded in quantities other than hours (for example, Transport, Meals)

2.4. Collecting and reporting CCMDS

Organisations that receive funding for QCC services are required to collect CCMDS data on a quarterly basis for submission to the Online Acquittal Support Information System (OASIS) at https://secure.disability.qld.gov.au/ngo/login.aspx.

The CCMDS is a set of data items about service users, and the amount and type of assistance being provided. All data is de-identified to protect the privacy of individuals. The CCMDS dataset is identical to the former Home and Community Care (HACC) MDS.

Each service outlet is required to report CCMDS using the MDS ID provided in the Funding Schedule 1 of their Service Agreement. Multiple service outlets cannot report under a single MDS ID. These MDS IDs are vital in reporting MDS data against individual service outlets.

As per the Terms and Condition of the Service Agreement, CCMDS must be loaded into OASIS by the 28th day of the month following the collection period.

Organisations through their service outlets must report all services (outputs) delivered with QCC funding. This includes services delivered through contract flexibility.

CCMDS is uploaded into OASIS using a csv file generated by the service outlet that complies with the requirements of CCMDS. Only CSV file format will be accepted when data is uploaded through OASIS.

For funded organisations with no services delivered in any period, organisations must contact Community Care contract management for assistance in reporting.

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https://secure.disability.qld.gov.au/ngo/login.aspx

Service users who are aged 65 and over (aged 50 and over for Indigenous people) should not be included in the reporting of CCMDS. Service users aged 65 and over will be automatically rejected by OASIS however this does not apply to Indigenous people aged 50 and over.

Each reporting quarter is identified by a collection Identifier code, which is also mandatory in reporting CCMDS data.

2.5. Reporting Periods

CCMDS data is reported per calendar quarter. Submissions for a quarter will open in OASIS on the first day of the next quarter. Organisations are contractually required to submit data for each quarter by the 28th day of the month following the end of the quarter.

The “Data Collection Identifier” identifies the year and calendar quarter of the data, as per the example in the table below:

Data Collection Identifier Reporting Period Reporting

OpensSubmission Required

By

2018/1 1 Jan 2018 to 31 Mar 2018 1 Apr 2018 28 Apr 2018

2018/2 1 Apr 2018 to 30 Jun 2018 1 Jul 2018 28 Jul 2018

2018/3 1 Jul 2018 to 30 Sep 2018 1 Oct 2018 28 Oct 2018

2018/4 1 Oct 2018 to 31 Dec 2018 1 Jan 2018 28 Jan 2018

2.6. CCMDS Reportable Service Outputs

Queensland Community Care purchases 18 different outputs, grouped into eight service types. The service types, wherever possible, bring together outputs that:

are similar or complementary in the way they are delivered are broadly substitutable or have similar policy intent have the same unit of measure have a similar costing.

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The Service Agreement allows flexibility in the delivery of outputs within and across service types (for more information refer to the Manual for Queensland Community Care Services).

Service types Outputs

Service type 1:

Home care services

Domestic assistance

Personal care

Social support

Respite care

Other food services

Service type 2:

Coordinated care

Assessment

Client care coordination

Case management

Counselling/support, information and advocacy

Service type 3:

Clinical and specialist care

Nursing care Allied health care (received at home or centre)

Service type 4:

Centre based day care


Service type 5:

Home modification

Home modifications

Goods and equipment

Home maintenance

Service type 6:

Meals

Meals (received at home, centre or other)

Service type 7:

Transport

Transport

Note: Service type 8: Information, Education and Training (Statewide) is not reported through CCMDS.

3. Data collection details

3.1. Recording CCMDS

It is important that all the minimum data set is included and submitted in the service outlet’s CCMDS for each individual service user. Organisations are responsible for maintaining an appropriate system to capture the required information in their CCMDS reports. Please see the Load File Format in Appendix 3 for the required fields in CCMDS.

Agency Identifier refers to the service outlet’s MDS ID, consisting of 5 digits, starting with a number ‘3’.

The Data Collection Identifier identifies the submitted collection period. Future collection periods are not accepted in OASIS.

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Start Header Marker

Agency identifier

Data Collection Identifier

Transmission Number

Export File Portion

Number of Client Records

Following

End Header Marker

STARTHEADER2 39999 2017/1 2 3 2 ENDHEADER2

Start Client Marker

Letters of Name

Date of Birth

Gender

Carer - Letters

of Name

Carer - Date of

Birth

Carer - Gender

Respite Care

Social Support

End Client Marker

STARTCLIENT2 OMRIM 7/07/1971 2 MWREE 1/01/1955 2 20 30 ENDCLIENT2

STARTCLIENT2 REMOM 10/06/1965 1 REMAV 18/12/1957 1 18 32 ENDCLIENT2

The Transmission Number indicates the number of transmissions submitted for the service outlet for the quarter. The first transmission should have a number ‘1’. A service outlet can resubmit data for a quarter by using the Transmission Number to indicate that the file is a revision of previously submitted data. Transmission Numbers do not need to follow in a consecutive series, but each file for the same service outlet for the same quarter must use a Transmission Number that is greater than the previously submitted file.

Export File Portion – data for a service outlet for a quarter may be split into multiple portions, e.g. for reporting different locations for the same service outlet. Although a service outlet can resubmit data for a quarter by using and increasing Transmission Number, the portion number must remain the same as previously submitted file. Changing the Portion Number will add the data to the data already uploaded.

Start Header Marker

Agency identifier


Transmission Number

Export File Portion


Following

End Header Marker


Start Client Marker

Letters of Name Date of Birth Date of Birth

Estimate Flag Sex Country of Birth

Main Language Spoken at Home

STARTCLIENT2 NETAR 11/04/1957 2 2 1101 1201

STARTCLIENT2 LOILE 10/01/1963 2 2 1101 1201

Start Header Marker

Agency identifier


Transmission Number

Export File Portion


Following

End Header Marker


Start Client Marker

Letters of Name Date of Birth Date of Birth

Estimate Flag Sex Country of Birth


STARTCLIENT2 MAHIM 17/01/1970 2 1 1101 1201

STARTCLIENT2 SOCAH 02/10/1963 2 1 1101 1201

STARTCLIENT2 AN2ER 14/06/1967 2 2 1101 1201

Service user and carer (if one exists) will be recorded on the same row or record number.

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Service users can receive all outputs except for Respite care or Counselling/support, information and advocacy (carer) outputs.

A carer (if one exists) will only be able to receive Respite care or Counselling/support, information and advocacy outputs if recorded as a primary carer to the eligible service user. Where a service user did not receive a service during a period, and the carer receives services, the service user details will still need to be recorded in the same record number as the carer, unless the carer is a service user themselves.

3.2. Recording of outputs in CCMDS

3.2.1. Amount of assistance received with time includes:


Service type 1:

Home care services

Domestic assistance

Personal care

Social support

Respite care

Other food services

Service type 2:

Coordinated care

Assessment


Case management


Service type 3:

Clinical and specialist care

Nursing care

Allied health care (received at home or centre)

Service type 4:



Service type 5:

Home modification

Home maintenance

Individual occasions of service should be recorded to an accuracy of five minutes. Services delivered to the service user’s home and/or other settings and those delivered in a group setting such as a day care centre should be recorded separately. At reporting time, the amount of time each individual occasion of service has been delivered over the 3-month period should be totaled. Outputs should be reported in whole hours. If the total time is 30 minutes or more over a whole hour the time should be rounded to the next whole hour. If the

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total time is less than 30 minutes over a whole hour the time should be rounded to the previous whole hour.

3.2.2. Amount of assistance received in quantity includes:


Service type 5:

Home modification

Goods and equipment

Service type 6:

Meals

Meals (received at home, centre or other settings)

Service type 7:

Transport

Transport

The service outlet should record the total amount of Meals assistance received by the person during the reporting period as the total number of meals received, regardless of the number of deliveries involved in providing those meals.

The service outlet should record the total amount of assistance with Transport received by the person during the reporting period as the total number of one-way trips.

3.2.3. Amount of assistance received in dollars includes:


Service type 5:

Home modification

Home modification

The amount of assistance received by the service user should be recorded for each QCC service episode, that is, for each occasion on which the service user receives QCC funded Home Modification from the service outlet. Where the completion of a Home Modification job involves work on more than one day, the service outlet should record the details of the QCC service event (i.e. Date of receipt of assistance, Primary type of assistance received, Amount of assistance received (in dollars) and funding source (category) against the date on which the job was completed.

Where the service outlet has provided no assistance of a given type to the service user within the reporting period, the amount of assistance should be reported as zero.

Each funded service outlet is required to report CCMDS for service outputs delivered using QCC funding or generated fees.

Refer to the Manual for Queensland Community Carer Services for detailed information.

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3.3. Structure of CCMDS

3.3.1. Service Users Profile

Letters of

Name

Date of

Birth

Date of Birth

Estimate Flag

Gender Country of Birth


Indigenous Status

Australian State/Territory

Identifier

Suburb / Town /Locality Name

Postcode

Missing SLK Field

Living Arrangements

Government

Pension/Benefit Status

DVA Card

Accommodation Setting

Carer - Existence

Of

Date of Last Assessment

Source of

Referral

Date of Entry into

HACC Service Episode

Date of Exit from

HACC Service Episode

Main Reason

for Cessation

of Services

Functional Screening Instrument

Additional Functional

Dependency

3.3.2. Service Users Service Type

Domestic Assistance

Social Support

Nursing Care

Allied Health Care

Personal Care

Centre-Based

Respite CareMeals Other Food

Services Assessment

Case Management

Client Care Coordination

Home Maintenance

Home Modificatio

n

Provision of Goods

and Equipment

Formal Linen

ServiceTransport

Counselling/Support,

Information and Advocacy

3.3.3. Carers Profile

Carer - Letters

of Name

Carer - Date of

Birth

Carer - Date of

Birth Estimate

Flag

Carer - Gender

Carer - Country of Birth

Carer - Main Language Spoken at

Home

Carer - Indigen

ous Status

Carer - Australian

State/Territory Identifier

Carer – Suburb / Town / Locality name

Carer - Postcode

Carer Residency Status

Relationship of Carer to Care Recipient

Carer for More Than One Person

3.3.4. Carers Service Type

Counselling /Support, Information and Advocacy Respite Care

If a carer is also an eligible service user and requires services other than Respite care and/or Counselling/support, information and advocacy they are set-up as a service user as well as being the carer for the other service user.

Quarterly CCMDS data is uploaded by logging into the Online Acquittal Service Information System (OASIS) at https://secure.disability.qld.gov.au/ngo/login.aspx.

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4. Information about the service user – personal details

4.1. Letters of name – First name, Family name/surname

Definition: First given name is the care recipient’s first name that precedes the family name/surname

Recording of the person’s First name and Family name/surname is required in order to support the reporting of selected letters of that name in the CCMDS collection. The provision of these selected letters is necessary for the linkage of QCC service user records for statistical purposes only. As such it is important that service outlets have consistent processes for recording names.

Recording this element:

Record the name as it appears on legal or formal documents, e.g. Aged Pension card, Medicare card, Birth Certificate, Passport or other official documents.

Although a service user may have a preferred name or nickname, the First given name is the first formal personal name.

Indigenous service user’s names may change during periods of mourning. Record the name written on the service user’s identification card, such as Centrelink, etc.

It is important to record the person’s name accurately as selected letters are used to form the element Letters of name. Letters of name, together with Date of birth and Gender are used to create the statistical linkage key (SLK). Only the Letters of name is reported to protect the person’s privacy.

Letters of name is generally generated automatically by software used by the service outlet, but if manual records are kept use the procedure below.

Letters from the person’s Family name/surname should be provided first, followed by letters from the service user’s First given name. In the first three spaces record the 2nd, 3rd and 5th

letters of the person’s family name or surname. In the following two spaces record the 2nd

and 3rd letters of the person’s First given name.

For example: If the person’s name is Brown, Elizabeth (i.e. surname, first given name) theLetters of name data element should be reported as RONLI.

Non-alphabetic characters such as hyphens, apostrophes or blank spaces in a person’s name should be ignored when counting the position of each character.

Letters of name should always be five characters long. A number ‘2’ should be used to substitute any missing characters in the Letters of name.

For example: If a person’s name is Farr, Ben then the Letters of name field would be:AR2EN because the 2 is substituting for a missing 5th letter of the surname.

If a person’s surname is missing altogether, record 2s for all three spaces associated with the family name/surname. Similarly, if the person’s first name is missing altogether substitute 2s for the two spaces associated with the first given name.

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4.2. Date of birth

Definition: The Date of birth is the date on which the care recipient was born.

Reporting this element:

The Date of birth is the recorded date on which the service user is born. It is important to record the Date of birth as accurately as possible as it is part of the SLK.

Dates should be reported as an 8-digit number in the following format: dd/mm/yyyy, e.g.3rd July 1905 is reported as 03/07/1905. Year should always be recorded in its full 4-digit format. For days and months with a numeric value of less than 10, service outlets should use zeros to ensure that the date contains the required 8-digits.

If the actual date of birth of the person is not known, service outlets should calculate an estimated date of birth in the following way. If the age of the person is known, the age of the person should be used to derive the person’s year of birth. If the person’s age is not known, an estimate of the person’s age should be used to calculate an estimated year of birth. An actual or estimated year of birth should then be converted to an estimated date of birth according to the following convention: 01/01/estimated year of birth.

This data element should be reported for both service user and their carer, if applicable, at the beginning of each QCC service episode.

It is important that service outlets do not record estimated dates of birth by using ‘00’ for the day, month or year as this would not be considered a valid date by the system processing the data

Date of birth Description

Known age The age of person should be used to derive the person’s year of birth.

Unknown age An estimate of the person’s age should be used to calculate an estimated year of birth.

Known year of birth Convert the date of birth with estimated day and month.

Unknown year of birth Convert the date of birth with estimated year.

If date of birth is estimated, the Date of birth estimate flag should be recorded.

4.3. Date of birth estimate flag

Definition: The Date of birth estimate flag records whether or not the care recipient’s date of birth has been estimated.


This data element should be reported for the service user, and their carer if applicable, at the beginning of each QCC service episode. If you have estimated the date of birth make sure you record this in the Date of birth estimate flag element - Code 1.

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If the service user’s date of birth has been entered as 01/01 because the exact date of birth was not known, this should be recorded as Code 1.

Code Description

1 Estimated

2 Not estimated

4.4. Gender

Definition: The Gender of the service user is required for demographic analysis of service user and carer patterns of service utilisation in the QCC Program. The Gender of the service user is also used in conjunction with the service user’s Letters of name and Date of birth for record linkage purposes.


Coding for this data element is based on the biological distinction between male and female. Where uncertainty exists about the Gender of the person (e.g. for transvestites or transsexuals) the Gender to be recorded is to be based on the gender nominated by the person themselves.

Coding option 9 should only be used when the person has not provided this information upon request.

Code Description

1 Male

2 Female

9 Indeterminate/Intersex/Unspecified

Only use this code if it is not possible to find out from the person (or their carer) their sex or to make an informed judgement about it.

4.5. Country of birth

Definition: Country of birth refers to the specific country in which the service user was born.


For CCMDS, a 4-digit code is being used to report Country of birth.

This information does not change. Once you have recorded it, there is no need to alter it.

If the Country of birth cannot be identified by the service user, the code to use is 9999. A full list of Country of birth codes can be found in the Appendix.

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4.6. Main language spoken at home

Definition: The Main language spoken at home is the language spoken by the service user to communicate with family and friends.


For CCMDS a 4-digit code is used to report Main language spoken at home. A full list can be found in the Appendix.

If the person’s language is not one of those listed, then record “0000”. For non-verbal and makes use of sign language for communication, record “9700”. If the main language spoken at home cannot be identified by the service user, the code to use is “9999”.

4.7. Indigenous Status

Definition: Indigenous Status states whether or not a person identifies themselves as of Aboriginal and/or Torres Strait Islander origin.


This data element is required for reporting in the CCMDS collection. Non-Indigenous status should not be taken as default in the presence of no other evidence.

Code Description

1 Aboriginal but not Torres Strait Islander origin

2 Torres Strait Islander but not Aboriginal origin

3 Both Aboriginal and Torres Strait Islander origin

4 Neither Aboriginal nor Torres Strait Islander origin

9 Not stated/inadequately described

Only use this code if it is not possible to find out information about Indigenous status from the service user.

5. Information about the service user – circumstances

5.1. Living arrangements

Definition: Living arrangements records whether the service user lives alone, or with family members or with other people.


This information should be collected when an initial assessment of the service user is undertaken.

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If a service user’s living situation changes during the data collection period, report the most current knowledge of their living arrangements.

Code Description

1 Lives alone

This code includes service users who live in their own room or unit in boarding houses, retirement villages, hostels or other group environment.

2 Lives with family

Includes de facto and same sex relationships. Also use this code if the service user lives in a household which includes both family members and others.

3 Lives with others


Only use this code if it is not possible to find out the service user’s living arrangements.

This data element should be used to record the living arrangements of the service user while receiving services from the service outlet. If the person’s household includes both family and non-family members, the person should be recorded as living with family. ‘Living with family’ should be considered to include de-facto and same sex/gender relationships.

On occasion, difficulties can arise in deciding the living arrangements of a person due to their type of accommodation (for example, boarding houses, hostels, group homes, retirement villages, residential aged care facilities, etc.). In these circumstances the person should be regarded as living alone, except in those instances in which they are sharing their own private space/room within the premises with a significant other (e.g. partner, sibling, close friend, etc.).

Information provided by the service outlet about the service user’s Living arrangements will be considered to be at least as recent as the Date of last update reported for the person. This is in line with the request that service outlets assess and update the information they have about a person’s Living arrangements at the beginning of each CC service episode as well as at subsequent assessments/re-assessments within each CC service episode.

5.2. Accommodation setting

Definition: Accommodation setting records the type of place in which the care recipient lives.


If the service user resides in several types of accommodation during a data collection period, record the one that describes where they have lived most of the time.

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Private residence includes a wide range of dwelling types, such as houses, flats, units, caravans, mobile homes, boats, marinas, etc.

Code Description

1 Private residence – owned/purchasing

Use this code if the service user lives in a residence owned/being purchased by another member of the household.

2 Private residence – private rental

I.e. rented at market rates.

3 Private residence – public rental

Includes public authorities and community housing associations.

4 Independent living unit within a retirement village

5 Boarding house/private hotel

6 Short-term crisis, emergency or transitional accommodation facility

This code includes night shelters, refuges, or hostels for the homeless. This code also includes temporary shelter within an Aboriginal community. Use this code only if the service user has no other accommodation.

7 Supported accommodation or supported living facility

Includes domestic-scale supported living facilities and supported accommodation facilities. Also use this code for people living in retirement villages and receiving care services.

8 Institutional setting

Includes residential aged care facilities (hostels and nursing homes), and psychiatric/mental health community care facilities.

9 Public place/temporary shelter

10 Private residence rented from an Aboriginal Community

11 Other

Use this code if the service user’s accommodation setting does not fit into any of the above. Also use this code for the service user’s living in an extended care/rehabilitation facility, a palliative care facility/hospice or a hospital.


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Only use this code if it is not possible to find out the service user’s accommodation type.

5.3. Government pension/benefit status

Definition: Government pension/benefit records if the service user receives a pension or other benefit from the Australian Government.


If the service user receives several forms of Australian Government support, record the main one. If the service user has several forms of income, one of which is an Australian Government pension or benefit, then still record the relevant Australian Government pension.

Code Description

1 Aged Pension

2 Department of Veterans Affairs Pension

3 Disability Support Pension

4 Carer Payment (Pension)

5 Unemployment related benefits

6 Other Government pension or benefit

Use this code if the service user receives a form of Australian Government support which is not listed (i.e. is not an Aged Pension, Veteran Affairs Pension, Disability Support Pension, Carer Payment/Pension, or unemployment related benefit).

7 No Government pension or benefit

Use this code if the person receives no Australian Government pension or benefits, or receives a pension from overseas (but no Australian pension). This is also the code to use with all self-funded retirees.


Only use this code if it is not possible to find out the service user’s pension/benefit status.

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5.4. DVA card status

Definition: DVA card status records whether or not the service user is in receipt of a Department of Veterans’ Affairs entitlement, and the level of entitlement held by the person.


Code of 1, 2 or 3 in this data element should be present in any service user’s record with a code of 2 in Government pension/benefit status.

Code Description

1 DVA gold card

2 DVA white card

3 Other DVA card

4 No DVA card

This code should be used for service users who are not formally recognised by DVA as having any form of DVA entitlement, including those receiving the Aged Pension.


Only use this code if it is not possible to find out the service user’s DVA card status.

5.5. Australian State/Territory identifier

Definition: Australian State/Territory identifier records the State or Territory where the service user lives.


For each service user, record the State or Territory code which corresponds to where they live whilst receiving assistance from your service outlet.

Record where the service user lives, and not where the service outlet is located, or where a Day Centre is located at which the service user receives assistance.

The service user’s location information recorded under Australian State/Territory identifier, Suburb/Town/Locality and Postcode should relate to the same place.

The codes listed below are the only accepted values for reporting Australian State/Territory identifier under the CCMDS.

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Code Description

1 New South Wales

2 Victoria

3 Queensland

4 South Australia

5 Western Australia

6 Tasmania

7 Northern Territory

8 Australian Capital Territory

9 Other Territories Cocos (Keeling) Islands, Christmas Island and Jervis Bay Territory

Use this code if providing assistance to service users in one of the named “Other Territories”.

5.6. Suburb/town/locality

Definition: Suburb/town/locality records the geographic area in which the service user lives whilst receiving QCC services.


The service outlet should record the name of the suburb or town/city or locality in which the person lives while receiving services from the service outlet. A Suburb/Town/Locality may be a town, city, suburb or commonly used location name such as a large agricultural property or Aboriginal community. The Australian Bureau of Statistics has suggested that a maximum field length of 40 characters should be sufficient to record the vast majority of locality names.

The service user’s location information recorded under Australian State/Territory identifier, Suburb/town/locality and Postcode should relate to the same place.

5.7. Postcode

Definition: Postcode records the postcode for the area in which the service user lives whilst receiving QCC services.


The service outlet should record the postcode for the address at which the person resides while receiving services from the service outlet. The postcode should not relate to a postal address different from the physical address at which the person is residing.

Most service outlets have service users who live in areas covered by a small number of postcodes. This means an error with postcode is possible.

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The Australia Post postcode book is constantly changing. Service outlets should use the most up-to- date postcode book available for the CCMDS reporting period. The Australia Post Postcode website also contains up-to-date postcode information, refer to http://auspost.com.au/postcode.

5.8. Functional status

5.8.1. Functional status – main items

Definition: This element records the extent to which the service user is able to perform selected activities of daily living; and whether they have memory or behavioural problems.

It is intended to identify areas in which a person requires assistance with daily living and quantifies the extent to which the person needs other people to enable them to carry out normal activities of daily living in their home and in the community.

This element records the service user’s capabilities in the respective activities. The rating for each item should be based on information from the service user as well other relevant sources e.g. carer(s), family, and service outlets.


It is recommended that the service user’s functional status be assessed at the start of a service episode either at intake or following initial assessment, and reassessed when the service user’s circumstances change or when there is some reason to believe the person’s need for assistance has changed.

Rate what the person is capable of doing rather that what they do. For example, if there were no shops nearby or does not use any medication, rate the person based on what the person would be capable of doing if the item was relevant to their situation.

In assessing capability, take into account not only physical function but also cognition (such as problems caused by dementia, an intellectual disability, chronic conditions or mental health) and behaviour (such as unpredictable or challenging behaviour).

A service user able to complete a task with verbal prompting should not be rated as independent (and therefore should be rated as a 2).

Rate the person’s functional status with current aids and appliances in place.

Items 1 - 5 are not relevant to children or adolescents.

For item 6 (walking), service users in a wheelchair should be rated as 2 if they are independent, or 1 if they are not wheelchair independent.

Questions about memory and behaviour should not be asked directly of the service user. Your ratings on these items should reflect all the available information, including your interview/observation of the person, service user notes, referral letter, and information from carer(s), friends, relatives and referring agencies.

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Housework - Can you do housework? Code

Without help (can clean floors etc.)? 3

With some help (can do light housework but need help with heavy housework?)

2

Are you completely unable to do housework 1

Not stated/inadequately described 9

Transport – Can you get to places out of walking distance? Code

Without help (can drive your own car, or travel alone on buses or taxis) 3

With some help (need someone to help you or go with you when travelling) 2

Are you completely unable to travel unless emergency arrangements are made for a specific vehicle like an ambulance

1


Shopping – Can you go out shopping for groceries or clothes? Code

Without help (taking care of all shopping needs yourself)? 3

With some help (need someone to go with you on all shopping trips)? 2

Are you completely unable to do any shopping 1


Medication – Can you take your own medicine? Code

Without help (in the right doses at the right time)? 3

With some help (able to take medication if someone prepares it for you and/or reminds you to take it)?

2

Are you completely unable to take your own medicines? 1


Money – Can you handle your own money? Code

Without help (write cheques, pay bills, etc.)? 3

With some help (manage day-to-day) buying but need help with managing your chequebook and paying bills)?

2

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Are you completely unable to handle money? 1

Not stated/inadequately described? 9

Walking – Can you walk? Code

Without help (except for a cane or similar) 3

With some help from a person or with the use of a walker, or crutches, etc.? 2

Or are you completely unable to walk? 1


Bathing/showering – Can you take a bath or shower? Code

Without help? 3

With some help (e.g. need help getting into or out of the tub? 2

Or are you completely unable to bathe? 1


Memory problems or confusion - Does the person have any memory problems or get confused

Code

Yes 2

No 1


Behavioural problems - Does the person have behavioural problems for example, aggression, wandering or agitation?

Code

Yes 2

No 1


5.8.2. Functional status – additional items

Definition: This element records the extent to which the service user is able to perform selected activities of daily living.


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If Functional status (main data element) is reported, the communication item of this element should be reported in CCMDS and the following items should also be reported in CCMDS.

Communication – Do you ever need help to communicate (to understand or be understood by others)?

Code

No 3

Yes, sometimes 2

Yes, always 1


Dressing – Can you dress yourself? Code

Without help 3

With some help 2

Are you completely unable to dress yourself? 1


Eating – Can you eat? Code

Without help 3

With some help 2

Are you completely unable to eat without help? 1


Toileting – Can you manage the toilet? Code

Without help 3

With some help 2

Are you completely unable to manage the toilet without help? 1


Getting out of bed/moving around – Do you ever need help to get out of bed, Code

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or move around at home (or places away from home)?

No 3

Yes, sometimes 2

Yes, always 1


6. Information about the carer – personal details

6.1. Carer – existence of

Definition: Carer – existence of identifies whether a service user receives informal care assistance from another person or not.

A Carer is a person such as a family member, friend or neighbour, who provides regular and sustained care and assistance to another person without payment other than a pension or benefit.

The definition excludes formal care services such as care or assistance provided by paid workers or volunteers arranged by formal services.


Report this element for all care recipients.

A service user may have several carers who share the caring role. This element does not reflect the number of carers, simply whether the service user has a carer or not.

If care is shared between both parents or multiple carers, record code 1.

The focus of this element is on the existence of informal arrangements with family members, friends and neighbours. If the service user has no-one in the role of family carer or other unpaid or informal carer, record code 2 (has no carer). Do not record the existence of a paid carer, such as a QCC funded worker or a privately funded personal care worker, or a formally arranged volunteer carer.

Code Description

1 Has a carer

2 Has no carer


Only use this code if it is not possible to find out if the service user has a carer or not.

6.2. Carer residency status

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Definition: Carer residency status identifies whether or not the carer lives with the person for whom they care.


Record this element for all service users with carer s.

To obtain an answer to this element:Ask a service user: “Does your carer live with you?”

If the answer is yes, record code 1 (co-resident carer), meaning the service user and carer share a home; if the answer is no, record code 2 (non-resident carer), meaning the service user and carer live separately.

A co-resident carer is a person who provides care and assistance on a regular and sustained basis to a person who lives in the same household. A non-resident or visiting carer is a person who provides care and assistance on a regular and sustained basis to someone who lives in a different household.

If a service user has both a co-resident (e.g. a spouse) and a visiting carer (e.g. a daughter or son), the coding response to Carer residency status should be related to the carer who provides the most significant care and assistance related to the service user’s capacity to remain living at home. The expressed views of the service user and/or their carer(s) or significant other should be used as the basis for determining which carers should be considered to be the primary or principal carers in this regard.

A young service user, cared for equally by his/her parents, and all co-resident, will have a response of code 1 (co-resident carer).

A service user may stay over at the carer’s home, or the carer may stay over at the service user’s home, but the carer is not co-resident. The response in this situation would be code 2 (non-resident carer).

Code Description

1 Co-resident carer

2 Non-resident carer


Only use this code if it is not possible to find out the residency status of the carer.

6.3. Relationship of carer to service user

Definition: Relationship of carer to service user records the relationship between the carer and the person for whom they care.


Record this element for all service users with carer s.

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A QCC service user may have more than one family member or friend providing them with care and assistance. In such circumstances, the data element Relationship of Carer to service user relates to the carer who is identified as providing the most significant amount and type of care and assistance.

To record an answer to this element, complete the sentence:For a service user: “The carer is their mother / husband / parent / spouse / etc.”

Spouse/partner includes married, de facto and same sex partners who are carers.

Other relative (code 5) allows for the wide range of family members who may be involved in a caring role with the service user. This code includes family members not listed in the codes elsewhere (e.g. uncles, aunts, nephews, nieces, cousins, grandparents, grandchildren, step children, and so on).

Code Description

1 Spouse/partner

2 Parent

3 Son or daughter

4 Son-in-law or daughter-in-law

5 Other relative

This code includes family members not listed in the codes elsewhere (e.g. uncles, aunts, nephews, nieces, cousins, grandparents, grandchildren, step children, etc.).

6 Friend/neighbour


Only use this code if it is not possible to find out the relationship of the carer and care recipient.

6.4. Carer for more than one person

Definition: Whether a primary carer is providing assistance on a regular and sustained basis to more than one care recipient.


It is important to record this element for all carers.

The simplest way to collect this information is to ask the carer:

“Do you care for more than one person with a disability or chronic illness?”

Code Description

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1 Yes

2 No


Only use this code if it is not possible to find out if the carer is caring for more than one person.

6.5. Carer’s first given name

Definition: First given name is the first name that precedes the carer/’s family name/surname.


It is important to record the carer’s name accurately as selected letters are used to form the element Letters of name. Together with Date of birth and Gender are used to create the statistical linkage key. Only the Letters of name is reported to protect the person’s privacy.

Although a carer may have a preferred name or nickname, the First given name is the first formal personal name.

Record the name as it would appear on legal or formal documents, e.g. Aged Pension card, Medicare card, Birth Certificate, Passport or other official documents.

Indigenous carer’s names may change during periods of mourning. Record the name written on the service user’s identification card, such as Centrelink, etc.

Letters of name is generally done automatically by the software used by the service outlet, but if manual records are kept use the procedure below.

6.6. Carer’s family name/surname

Definition: The carer’s Family name or surname is the part of the name that identifies which family they belong to.


It is important to record the carer’s family name/surname accurately as selected letters are used to form the element Letters of name together with Date of birth and Gender are used to create the statistical linkage key. Only the Letters of name is reported to protect the person’s privacy.

Make sure that you capture the name that the carer uses as their Family name/surname. Take care if your carer traditionally places their family name before their given name when writing their full name.

6.7. Carer - letters of name

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Definition: A specific combination of letters selected from the carer’s Family name/surname and their First given name to assist with record linkage. A record linkage key utilising letters of name, date of birth and gender is used to keep each carer’s data private once it has been reported.


It is important to record the carer’s name accurately as selected letters are used to form the element Letters of name together with Date of birth and Gender are used to create the statistical linkage key. Only the Letters of name is reported to protect the person’s privacy.

6.8. Carer’s date of birth

Definition: The Date of birth is the date on which the carer was born.


The Date of birth is the recorded date on which the carer is born. It is important to record the Date of birth as accurately as possible as it is part of the SLK.

Dates should be reported as an 8-digit number in the following format: dd/mm/yyyy, e.g. 3rd July 1905 is reported as 03/07/1905. Year should always be recorded in its full 4-digit format. For days and months with a numeric value of less than 10, service outlets should use zeros to ensure that the date contains the required 8-digits.

If the actual date of birth of the person is not known, service outlets should calculate an estimated date of birth in the following way. If the age of the person is known, the age of the person should be used to derive the person’s year of birth. If the person’s age is not known, an estimate of the person’s age should be used to calculate an estimated year of birth. An actual or estimated year of birth should then be converted to an estimated date of birth according to the following convention: 01/01/estimated year of birth.

This data element should be reported for both the service user and their carer, if applicable, at the beginning of each QCC service episode.

If date of birth is estimated, the Date of birth estimate flag should be recorded.

Date of birth Description

Known age The age of person should be used to derive the person’s year of birth.

Unknown age An estimate of the person’s age should be used to calculate an estimated year of birth.

Known year of birth Convert the date of birth with estimated day and month.

Unknown year of birth Convert the date of birth with estimated year.

.6.9. Carer – date of birth estimate flag

Definition: The Date of birth estimated flag records whether or not the carer’s date of birth has been estimated.

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This data element should be reported for the carer, at the beginning of each QCC service episode. If the date of birth is estimated, then Code 1 is to be recorded.

If the carer’s date of birth has been entered as 01/01 because the exact date of birth was not known, this should be recorded as Code 1.

Code Description

1 Estimated

2 Not estimated

6.10. Carer’s gender

Definition: The biological gender of the carer


The gender of the carer is required for demographic analyses and patterns of service utilisation in the QCC Program. The gender of the person is also used in conjunction with the person’s Letters of name and Date of birth for record linkage purposes.

Coding for this data element is based on the biological distinction between male and female. Where uncertainty exists about the Gender of the person (e.g. for transvestites or transsexuals) the Gender to be recorded is based on the gender nominated by the person themselves.

Coding option 9 should only be used when the person has not provided this information upon request.

Code Description

1 Male

2 Female

9 Indeterminate/intersex/unspecified

Only use this code if it is not possible to find out from the carer their gender.

6.11. Carer’s Australian State/Territory Identifier

Definition: Australian State/Territory identifier records the State or Territory where the carer lives.

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For each carer record the State or Territory code which corresponds to where they live whilst receiving assistance from your service outlet.

Record where the carer lives, and not where your service outlet is located.

For most service outlets, all/most carers will reside in the one State or Territory.

Code Description

1 New South Wales

2 Victoria

3 Queensland

4 South Australia

5 Western Australia

6 Tasmania

7 North Territory

8 Australian Capital Territory

9 Other Territories, Cocos (Keeling) Islands, Christmas Island and Jervis Bay Territory

Use this code if providing assistance to service users in one of the named “Other Territories”.

6.12. Carer’s suburb/town/locality

Definition: Suburb/town/locality records the geographic area in which the carer lives whilst receiving QCC services.


The service outlet should record the name of the suburb or town/city or locality in which the person lives while receiving services from the service outlet. A Suburb/Town/Locality may be a town, city, suburb or commonly used location name such as a large agricultural property or Aboriginal community. The Australian Bureau of Statistics has suggested that a maximum field length of 40 characters should be sufficient to record the vast majority of locality names.

The carer’s location information recorded under Australian State/Territory identifier, Suburb/town/locality and Postcode should relate to the same place.

6.13. Carer’s postcode

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Definition: Postcode records the postal code for the area in which the carer lives whilst receiving QCC services.


Record the Postcode of the address at which the carer lives whilst receiving assistance from the service outlet.

Most service outlets have carers who live in areas covered by a small number of Postcodes. This means you can notice an error with Postcode quite easily.

The Australia Post postcode book is constantly changing. Service outlets should use the most up-to- date postcode book available for the CCMDS reporting period. The Australia Post Postcode website also contains up-to-date postcode information, refer to http://auspost.com.au/postcode.

6.14. Carer’s country of birth

Definition: Country of birth refers to the country where the carer was born.


Country of Birth refers to the specific country in which carer is born. For CCMDS a 4-digit code is being used to report country of birth.

This information does not change. Once you have recorded it, there is no need to alter it.

If the Country of birth cannot be identified by the service user, use the code 9999. A full list of Country of birth codes can be found in the Appendix 10.3.

6.15. Carer’s main language spoken at home

Definition: Carer’s main language spoken at home is the language spoken by the carer to communicate with family and friends.


This is the main language spoken on a regular basis to communicate with other residents of their home, friends and regular visitors.

For CCMDS a 4-digit code is used to report the main language spoken at home. A full list can be found in the Appendix 10.4.

If the person’s language is not one of those listed, record “0000”. For ‘non-verbal’ and ‘makes use of sign language for communication’, record “9700”. If the main language spoken at home cannot be identified by the service user, use the code “9999”.

6.16. Carer’s Indigenous Status

Definition: Indigenous Status states whether or not a person identifies themselves as being of Aboriginal and/or Torres Strait Islander origin.


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http://auspost.com.au/postcode

It is important to record Indigenous status for all service users.

This data element is required for reporting in the CCMDS collection. Non-Indigenous status should not be taken as default in the presence of no other evidence.

Code Description

1 Aboriginal but not Torres Strait Islander origin

2 Torres Strait Islander but not Aboriginal origin

3 Both Aboriginal and Torres Strait Islander origin

4 Neither Aboriginal nor Torres Strait Islander origin


Only use this code if it is not possible to find out information about Indigenous status from the service user.

7. Information about the service episode

7.1. Statistical linkage key information missing flag

Definition: Statistical linkage key information missing flag records whether or not the care recipient’s Letters of name, Date of birth and Gender have been substituted for the carer’s, or vice versa.


This element records whether service user or carer Letters of name, Date of birth and Sex have been substituted to enable the acceptance of a record by OASIS.

The business rules of the QCC Online Acquittal Service Information System (OASIS) require the service user’s Statistical linkage key for a record to be populated. It is mandatory that service outlets report the service user’s and carer’s (if there is one) Letters of name, Date of birth and Sex fields. In cases where either the service user’s or the carer’s details are not obtainable, one can be substituted for the other. This element records the Letters of name, Date of birth and Gender fields transmitted by a service outlet.

Substitute information should only be used if it is not possible to obtain the relevant details. For example, service outlets providing services to carers may not be able to obtain information about the person being cared for.

Code Description

1 Service user SLK information is correct

Use this code if the service user’s letters of name, date of birth and sex are reported correctly and there is no carer

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2 Both service user and carer SLK information is correct

Use this code if both the service user’s and carer’s letters of name, date of birth and sex are reported correctly.

3 Service user SLK information has been replaced by the carer SLK information

Use this code if it has not been possible to obtain the service user’s letters of name, date of birth and sex, and the carer’s details have been used instead.

4 Carer SLK information has been replaced by the service user SLK information

Use this code if it has not been possible to obtain the carer’s letters of name, date of birth and sex, the service user’s details have been used instead, and assistance has been recorded for the carer.

7.2. Source of referral

Definition: Source of referral identifies the person or organisation that referred the service user to your agency.


This data element is required for reporting in the CCMDS collection. Service outlets are required to report the Source of Referral that is related to the service user’s most recent entry into a QCC service episode.

The best time to record the Source of referral information is when the service user is referred to the service outlet, or during the first contact with the service user or during an initial assessment. It may be difficult to obtain this information later.

Service outlets may find it useful to make a list of the service outlets from which they most frequently receive referrals and note the corresponding Source of referral code.

Information provided by the service outlet about the person’s Source of Referral will be considered to relate to the same QCC service episode as the Date of entry into QCC service episode reported for the person.

Code Description

1 Self

The service user has referred themselves to the CC funded organisation.

2 Family, significant other, friend

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The service user was referred to the CC funded organisation by a family member, friend or neighbour.

3 GP/medical practitioner – community based

Excludes referrals from GPs or medical practitioners in a hospital.

4 Aged Care Assessment Team / Community Care Access Point

5 Community nursing or health service

6 Hospital

Excludes referrals from psychiatric hospitals or specialist psychiatric wards or hospitals within hospitals.

7 Psychiatric/mental health service or facility

This code includes psychiatric hospitals, and psychiatric wards and facilities within hospitals, as well as community-based mental health services and community care units for people with mental illness and psychosocial difficulties.

8 Extended care/rehabilitation facility

9 Palliative care facility/hospice

Includes services and facilities specifically structured to provide palliative care in either community or institutional settings.

10 Residential aged care facility

11 Aboriginal health service

12 Other medical/health service

13 Other community-based service

Includes referrals from schools.

14 Law enforcement service outlet

Includes referrals from police and other law enforcement service outlets.

15 Other

Use this code if the source of referral does not fit into any of the categories listed above.


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Only use this code if it is not possible to find out the source of referral.

7.3. Date of entry into the Queensland Community Care service episode

Definition: The Date of entry into the QCC episode identifies the date on which the service user started receiving QCC funded assistance.


Date of entry into a QCC service episode is defined in terms of an episode of assistance funded by the QCC program. It is essential in terms of program accountability to provide an indication of the intensity of services provided by the QCC program and the length of stay within the program for the service users.

Dates should be reported as an 8-digit number in the following format: dd/mm/yyyy.

Generally, the Date of entry into the QCC service episode is the earliest date on which the service user or carer received services for the current service episode and should be reported as follows:

• For on-going service users, there is no need to re-enter the date, the system will use the existing Date of entry into the QCC service episode.

• For new service users in the reporting period, report the first Date of receipt of assistance.

• For service users who exited from a service episode and entered a new service episode during the same reporting period, report the Date of receipt of assistance for the new service episode.

In cases of one-off assistance, such as minor home maintenance provided to a service user on one day, or a service user who received an assessment but has not received further assistance, the Date of entry into QCC service episode will be the same as the Date of exit from QCC service episode (and both dates will be the same as the Date of receipt of assistance for that QCC service event).

The Date of entry into QCC service episode need not relate to the same QCC service episode as the Date of exit from QCC service episode reported for the service user. This is because a service user may have exited from a QCC service episode during a CCMDS reporting period and then re-entered during the same reporting period and remains a service user at the end of the reporting period.

7.4. Date of last update

Definition: The Date of last update identifies the last date on which information about the service user was updated by the service outlet.


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This element describes the last date on which the service outlet reviewed and updated the information they have recorded about the service user’s characteristics and circumstances.


This element is important in the CCMDS linkage process. If there is a difference in service user details when records are linked, details associated with the latest update are taken as the most accurate.

Service outlets are advised to check their service users’ details and update if necessary when undertaking an assessment or re-assessment of their situation and needs.

Date of last update should be updated whenever assessment as a primary service type is recorded. However, recording Date of last update is not dependent on an assessment under the primary service type being recorded. Information about the service user or their circumstances can be reviewed and updated without assessment as a primary service type being recorded.

Only the latest update is to be reported at the end of a collection period. For reporting purposes, it does not matter if the latest update occurred during the current collection period or previously.

7.5. Date of exit from CCMDS service episode

Definition: The Date of exit from the QCC service episode identifies the date on which the service user stopped receiving QCC service funded assistance.


This is the date on which a period of delivery of QCC service funded assistance to the person ends.

Date of exit from QCC service episode (in conjunction with Date of entry into QCC service episode) gives some indication of length of stay of service users in the QCC program and the intensity of service provision.


The Date of exit from QCC service episode is the latest Date of receipt of assistance for a person no longer receiving services.

Over a period of time a service user may have entered and exited a service outlet on more than one occasion, or received multiple completed services within a reporting period. In these cases, report the latest Date of exit from QCC service episode recorded for the service user.

The Date of exit from QCC service episode applies to the last services provided to the care recipient or carer. For example, if a care recipient ceased receiving services but the carer continued with respite or counselling (carers) services then the service episode would not be considered to have ended. In this case ongoing services could only be provided if the carer was a QCC eligible service user.

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In the absence of information that a person is a continuing service user, the service outlet should record a Date of exit from QCC service episode if six-weeks have elapsed with no service provision since the latest recorded Date of receipt of assistance.

7.6. Main reason for cessation of services

Definition: The Main reason for cessation of services states why a service user no longer receives help from your service outlet.


This element should be reported for all service users who stopped receiving services during the current reporting period. That is, it should be reported for all service users with a recorded Date of exit from QCC service episode.

Where the service user has ceased to receive services for more than one reason, the main or primary reason for the cessation of service should be recorded.

You may have a service user who receives several short periods of assistance from your service outlet and at the end of each assistance period they are discharged. If this occurs several times within the collection period then report Main reason for cessation of services for the last such period of assistance.

Code Description

1 Service user no longer needs assistance – improved status

Use this code if the service user is able to manage without any formal assistance, e.g. they are managing on their own, or with the help of informal carers (family or friends), or only needed temporary assistance.

2 Service user no longer needs assistance from the service outlet – improved status

Use this code if the service user no longer needs assistance from your service outlet but does need some formal assistance from another service outlet. For example, a person’s condition has improved and they no longer require nursing care but need formal assistance from other service provider(s).

3 Service user’s needs have not changed but service outlet cannot or will no longer provide assistance

Use this code if there is a change because of the service outlet, e.g. the service outlet has ceased to provide assistance to the service user because of the service outlet’s resource limitations, or the service outlet no longer considers it safe for the service outlet’s workers (or volunteers) to continue to assist the service user.

4 Service user moved to residential aged care / National Disability

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Insurance Scheme.

5 Service user moved to other institutional setting

6 Service user moved to other community-based service

Use this code if the service outlet can no longer provide the necessary assistance because the person’s dependency or need for assistance has increased and they are referred to a more appropriate source of community care, including a Community Aged Care Package provider or a Community Options (or Linkages) project.

If the person’s increased level of need for assistance/dependency has resulted in admission to a residential aged care facility (nursing home or hostel) code 4 should be used.

7 Service user moved out of area

Use this code if the service outlet ceases to assist the person because their residential location has changed, and not because of any change in the person’s need for assistance.

8 Service user terminated service

Use this code if it was the person’s choice to cease services and not because of any service outlet assessment of need or change in the person’s external circumstances. That is, if the person had not made this choice they would have continued to receive assistance from the service outlet.

9 Service user died

10 Other reason

Use this code only if the primary reason for ceasing services was not any of the above.


Only use this code if the reason for ceasing services is not known.

8. Information about the assistance provided

The CCMDS requires you to report the total amount of assistance the service user receives over the reporting period. You are required to report a separate total for each of the types of assistance provided by QCC funding.

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As no single unit of measurement is appropriate to all types of assistance, service outlets will be required to report total amounts using a unit of measurement appropriate to the type of assistance.

Depending on the type of assistance the service user has received you will need to record the amount in terms of time using hours and minutes (or fraction of hour), or quantity using a frequency or number, or cost using dollars.

8.1. Time is used to record amount of assistance for:

Domestic assistance

Social support

Nursing careReceived at home

Received at centre/other

Allied health careReceived at home


Personal care

Assessment

Centre-based day care

Other food services

Respite care

Home maintenance



8.2. Quantity is used to record amount of assistance for:

MealsReceived at home


Transport Transport refers to assistance with

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transportation either directly (e.g. a ride in a vehicle provided or driven by a service outlet worker or volunteer) or indirectly (e.g. taxi vouchers or subsidies).

Goods and equipment

Self-care aids, support and mobility aids, communication aids, aids for reading, medical care aids, car modifications, other goods/equipment).

The amount of assistance received by the person on a QCC service episode (measured by quantity).

Amount of assistance received (quantity) is used in conjunction with “Date of receipt of assistance”, “Primary type of assistance received”, “Service delivery setting” and “Funding source category” to describe a CC service event which involves the receipt of any of the types of assistance which are measured in quantity within the CCMDS.

The amount of assistance with Meals should be recorded as the number of meals that the service user receives on each service delivery event (regardless of what constitutes a meal). At times a service user may have several meals delivered at the same time (e.g. frozen meals). In these instances, the number of meals delivered at the same time should be recorded.

The amount of assistance with Transport should be recorded as a number of one-way trips for each service delivery event. A single trip should be recorded for each QCC service user whether they are transported individually or in a group. For each reporting period add up how many one-way trips have been delivered to each service user and report that total number.

When indirect transport assistance is provided (e.g. taxi vouchers) this should also be recorded in terms of the number of one way trips received by the service user through the provision of the indirect assistance.

8.3. Cost is used to record the amount of assistance for:

Home modificationMinor home modification

Major home modification

For any QCC service event involving Home Modifications the service outlet should record the amount of assistance received by the service user in whole dollars. The amount should represent either the total cost if the project was fully funded by the QCC program, or the QCC contribution to the total cost.

In the reporting period, these costs may include both the labour costs and the material cost or only some part of this. Do not include service user contributions.

8.4. How to record and report amount of assistance received

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Record each type of assistance and how much of each type of assistance received by the service user, or if a carer exists, to the service user and carer, each time you deliver a service to them. Record the amount of assistance received on a given day accurately.

If a number of types of assistance are received by the service user in a single visit, the question to ask is: “What was the main type of assistance received by this service user on this occasion?” or “What was the main purpose for helping the service user on this occasion?”

In most cases, record only the primary type of assistance or main purpose of the visit. If the worker performed two functions you can record each of these services separately, making sure you do not count the time twice.

If two care recipients each share the benefits of some assistance, then the amount may be recorded for one of them, or shared equally between them. Service outlets should make a judgement about which way reflects the real situation for the service users.

Sum the amounts of assistance provided to the service user for each of the types of assistance. This gives a collection total for each assistance type.

Total amounts i.e. the 3-month aggregates are reported rounded up to the next hour, whole number, or dollar amount. However, individual occasions of service should be recorded to an accuracy of five minutes. Be sure to count separately the services delivered in the service user’s home setting and those delivered in a group setting such as a day centre. This is because for Meals, Nursing Care and Allied Health, separate totals are reported as follows:

Total Amount of Nursing Care Received at Home

Total Amount of Nursing Care Received at a Centre or other setting

Total Amount of Allied Health Received at Home

Total Amount of Allied Health Received at a Centre or other setting

Total Amount of Meals Received at Home

Total Amount of Meals Received at a Centre or other setting. Report the totals at the end of the collection period

8.4.1. Total amount of type of assistance received (time)

Service outlets are required to set up systems to accurately record/report QCC services.

For each reporting period you will need to calculate a total for each of the types of assistance (listed below) that have been measured in hours and minutes (some software systems may record time as hours and fraction of hours).

Record how much of the assistance types measured by time have been delivered to a service user on a given occasion of service.

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Record the amount in hours and minutes (or fraction of an hour) on each occasion. It is a good idea to record amounts of such assistance as accurately as possible, or in multiples of 5 minute intervals.

Totals are reported at the end of the collection period (3 months) as whole hour. If recording manually, total the hours and minutes for an assistance type over the collection period and round it up to the next whole hour.

Separate records of services need to be maintained for service users who occasionally or regularly receive either nursing care or allied health at a site other than home. This is because at reporting time your service outlet will need to report for each service user who received either nursing care or allied health:

Total nursing care received at home

Total nursing care received at a centre or other setting

Total allied health received at home

Total allied health received at a centre or other setting

Assistance Description and guide to reporting type

(see full service type definitions in Appendix)

Domestic Assistance Domestic assistance is normally provided in the home, and includes services such as dishwashing, house cleaning, clothes washing, shopping (unaccompanied) and bill paying. Domestic assistance is normally provided at home.

Domestic assistance can have benefits for all members of a household. Generally, if one member of a household is receiving domestic assistance and a second member is later assessed as eligible for Community Care, the second member would not receive a separate domestic assistance service.

Social Support Social support refers to assistance provided by a companion (paid worker or volunteer), either within the home environment or while accessing community services, which is primarily directed towards meeting the person’s need for social contact and/or accompaniment in order to participate in community life. Social support activities includes: assisting with shopping, friendly visiting services, assistance with letter writing and paperwork, support to go to local services, such as the dentist or post office, telephone based monitoring services, and support to participate in local clubs or interest groups.

A staff member providing Social support may sometimes provide some other help while attending the service user

For example, service user Geoffrey receives social support

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fortnightly to provide company and help him with doing paperwork and other needs. The regular service provider John usually helps Geoffrey with some minor chores, such as hanging washing on the line, or wiping the kitchen bench. The primary purpose of the service provided by John to Geoffrey is social support, and is recorded as such (not as domestic assistance).

Any other service which is provided to the service user may have social support benefits. However, it is only the assistance times which are specifically aimed at delivering social support which should be recorded this way.

For example, service user Grace receives domestic assistance weekly. Grace enjoys the company of her regular service provider Joan and they usually have a cup of tea together. The primary purpose of the service provided by Joan is domestic assistance, and is recorded as this (not as social support).

Any social support provided to the service user in a group-based environment at or from a fixed base facility away from their residence is recorded as centre-based day care.

Outings are recorded as social support if they are not part of centre-based day care excursions.

Nursing Care at Home

Nursing Care at a Centre or Other Settings

Nursing care is defined as health care provided to a service user by a registered or enrolled nurse

Nursing care can be delivered in the service user’s home or in a centre or other location.

If a nurse attends a service user to provide nursing care, and also provides some other help (e.g. social support, respite for the carer, or personal care) then the service outlet records this as primarily nursing care. If a nurse attends a service user to provide a service which is not nursing care (e.g. social support or to act as a substitute carer) but incidentally provides some nursing care, then the service outlet records this as primarily social support.

Allied Health Care at Home

Allied health consists of a wide range of specialist services, including podiatry, occupational therapy, physiotherapy, social work, etc.

A service outlet may record each type of allied health separately for its own operational and service delivery

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Allied Health Care at a Centre or Other Setting

purposes. But at reporting time, a total for all allied health assistance to a service user is calculated.

Physiotherapy, occupational therapy or other allied health provided by a service outlet to an individual service user at a day centre, should be recorded separately to the allied health received at home.

Allied health assistance (not part of a centre-based care program)

Personal Care Personal care is normally provided in the home, and includes helping the service user with daily self-care tasks (e.g. eating, bathing, grooming etc.). It may include medication monitoring.

In special situations personal care assistance may be delivered at a centre because it is not feasible to deliver the service in the service user’s home. This may be because the service user is homeless, itinerant or living in a temporary shelter and the centre is able to provide the shower and washing facilities required for service user care.

Assessment Assessment refers to comprehensive assessment and re-assessment activities that are directly attributable to individual care recipients. Only service outlets that are specifically funded for the output can undertake a comprehensive assessment.

While most service outlets will undertake some form of assessments, the extent and nature of assessment activities will vary from service outlet to service outlet, and across different service outlet types.

Not all these activities are necessarily undertaken face-to-face.

It is a good idea to record as much of the CCMDS data as possible during initial intake. A critical data collection point in terms of recording basic information about the service user’s characteristics and circumstances (i.e. Date of birth, Gender, Main language spoken at home, Carer - existence of, Accommodation setting, etc.).

Centre-based Day Care Centre-based day care refers to assistance provided to the service user to attend/participate in group activities and is conducted in a centre-based setting. It includes group excursions/activities conducted by centre staff but held away from the centre.

Centre-based day care includes the social support provided

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in a group environment and also light refreshments, excursions, excursion-associated transport and personal assistance (e.g. help with toileting) involved in attendance at the centre.

Social support assistance provided to a service user through structured activities in a group environment (but not including counselling/support, information and advocacy services) is to be recorded as centre-based day care when it is provided at a fixed-base facility.

Social support assistance delivered individually to the service user at a centre will be recorded as social support.

The service outlet which provides these centre-based services will record them as hours and minutes for the service user. This time is counted from when the service user arrives at the centre until their departure.

Any service outlet which delivers nursing care, allied health or delivers a formal meal to an individual service user at a centre will record this under the relevant type of assistance delivered at a centre.

If service outlet A provides a full-day program of social support activities to its service user Samuel, and has a formal lunch meal delivered for Samuel by service outlet B, and service outlet C provides some allied health to Samuel individually at the centre (e.g. 30 minutes duration) then these service outlets will record this situation as follows for Samuel:

Service outlet A records 4 hours centre-based day care

Service outlet B records 1 meal at a centre

Service outlet C records 30 minutes (or 0.5 hours) allied health at Centre

If a service outlet provides transport to/from a centre they will record the transport assistance separately to the centre-based day care assistance.

Any transport provided as part of an excursion or activity within the centre’s program will not be counted as a separate transport service.

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If a day centre provides the necessary facilities so that personal care, domestic service and other types of assistance can be delivered to the individual service user, then a service outlet may separately record and report these itemised services for each receiving service user. They will be recorded as personal care, domestic care for each receiving service user.

Other Food Services Other food services means any assistance provided during preparation/cooking of a meal at the service user’s home. It also includes advice on nutrition, food storage or preparation. It does not cover the delivery of a meal prepared elsewhere.

Record the provision of any services which fit the definition of other food services using hours and minutes (or fraction of hour) as the unit of measure.

Respite Care Respite care is assistance provided to carers so they may have relief from their caring role and pursue other activities or interests.

Respite care should only be recorded if there is a carer reported on the CCMDS record. If the care recipient has no carer then the service type is not respite care.


Client care coordination and case management are distinct activities on the same continuum of service delivery. Service user care coordination is a less intensive form of case management.

Client care coordination focuses on coordination activities undertaken to facilitate access to QCC services for service users who need help to gain access to more than one output, for example, QCC special needs group service users. The assistance to access services is often short term.

Client care coordination involves the following activities: implementing the care plan, liaising with service providers in the same or another service outlet dealing with the same service user; advocacy to ensure that the service user has access to the range of services required; and monitoring and reviewing the care plan or service plan.

Client care coordination is an activity carried out by identified service outlet staff. Not all service outlets are funded to provide Client care coordination.

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It is an activity directly attributable to individual service users and is unlikely to be provided to every service user on every occasion of service.

Client care coordination service activity does not include administrative work (e.g. drawing up rosters, processing accounts, or completing time sheets), personnel management, or attendance at staff meetings or training programs.

Case Management Case management comprises active assistance received by a service user from a formally identified service outlet worker (case manager or care coordinator) who coordinates the planning and delivery of a suite of services to the individual service user. (Where service delivery involves more than one service outlet, only the activities of the agreed case manager should be recorded against this type of assistance.)

Case management is generally targeted to service users with complex needs. It may be short term, periodic or ongoing.

A service user receiving case management will be receiving multiple services typically from more than one service outlet.

The case manager will carry out the same range of activities as the care coordinator (for implementing the care plan; liaison with service outlets; advocacy to ensure that the service user has access to the range of services required; and monitoring and reviewing the care plan or service plan).

The additional key elements of case management are: Arranging additional services needed by the service user by means of brokerage, purchase of services, or ‘maintenance of effort’ agreements between service outlets; organising case conferences if needed; actively monitoring for any change of service user or carer circumstances; advocacy and casework (particularly where there is social isolation, cognitive impairment or carer stress); and liaison with other (non-QCC) services involved with the service user (such as the GP).

Home Maintenance Home maintenance refers to assistance with the maintenance and repair of the person’s home, garden or yard to keep their home in a safe and habitable condition.

Home maintenance includes minor dwelling repairs and maintenance, such as changing light bulbs, minor carpentry and painting, or replacing tap washers as well as some

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more major dwelling repairs such as installing a new roof, replacing guttering or roof retiling. Home maintenance also includes garden maintenance, such as lawn mowing and the removal of rubbish.

If the work is undertaken by a contractor on a fee-for-service basis then record an estimate of the time spent.

Counselling/Support, Information and Advocacy (service user)

Counselling/support, information and advocacy covers a number of supportive services to help service users and carers deal with their situation. It includes dementia support and counselling, and Carer support and counselling, normally provided on a one-to-one basis.

Counselling/Support, Information and Advocacy (carer)

Counselling/support, information and advocacy (service user) refers to assistance with understanding and managing situations, behaviours and relationships associated with the person’s need for care, including advocacy and the provision of advice, information and training. This also refers to assistance with understanding and managing situations, behaviours and relationships associated with the caring role, including advocacy and the provision of advice, information and training.

The service types are typically provided as one-on-one counselling, advice, and information but can be provided in a group setting. Record counselling/support/information/advocacy type of assistance for a service user whether it was conducted one-on-one, or in a group setting, for the benefit of a single named service user.

Use counselling/support, information and advocacy (service user) if provided primarily for the person requiring care services and counselling/support, information and advocacy (carer) if the carer is the main recipient of the assistance.

It also includes professional support to carers in accessing and using general community services (advocacy) and one-to-one training or advice given to the carer to assist them, as well as the provision of information.

This type of assistance does not include:

o group activities conducted by a QCC service outlet where individual service user records are not routinely kept;

o education, information or training provided by a QCC

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service outlet to another organisation, group or service outlet (QCC or non-QCC);

o advice or information provided by telephone advice or referral services on an ad hoc basis to members of the community; or

o advocacy undertaken on behalf of groups (e.g. advocating for the rights of younger people with disabilities) which is not directly associated with the needs and situation of an individual service user.

8.4.2. Total amount of type of assistance received (quantity)

For each reporting period you will need to calculate a total for each of the types of assistance that have been measured in quantity. These assistance types are described below.

Record how much of the assistance types listed below have been provided to a service user on a given occasion of service.

Record the amount in whole numbers: number of meals, number of formal linen services, number of one-way transport trips.

Use work sheets or tally sheets (on paper or in a computer system) to record each item of assistance to the service user. Note down the date of the meal/trip service each time it is delivered.

At reporting time (if using a manual system), add up how many of each assistance type has been provided to the service user. Report the total for each service user for each assistance type.


Meals Provided at Home Refers to those meals which are prepared and delivered to the service user. It does not include meals prepared in the service user's home.

It is important to count separately the meals provided to a service user at home, and the meals provided at a Centre (or other setting). Separate totals must be reported for each case.

Meals Provided at Centre or Other Setting

The CCMDS does not ask about the quality of the meals provided, or the numbers of special diets provided, or whether the service user ate or enjoyed the meal. This information may be required for operational and quality management purposes but is not part of the CCMDS reporting requirements.

Formal Linen Services Formal linen service is not purchased in Queensland.

Transport Transport refers to assistance with transportation either

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directly (e.g. a ride in a vehicle provided or driven by a service outlet worker or volunteer) or indirectly (e.g. taxi vouchers or subsidies).

Transport is counted as the number of one-way trips. A trip from home to the shops is counted as one trip. The return journey is another transport trip.

A single trip should be recorded for each CC service user whether they are transported individually or in a group.

If a worker collects a service user from home and drops them off at a shopping complex and then picks them up from the complex, this counts as 2 one-way trips.

For each reporting period add up how many one-way trips have been delivered to each service user and report that total number.

8.4.3. Total amount of type of assistance received (dollars)

Home Modification is the only type of assistance measured in dollars in CCMDS.

Keep a work sheet for all home modification expenditure so that the total for a service user can be calculated at reporting time.

Any costs for modifications passed to the service user or another service outlet will not be reported by your service outlet under the CCMDS.

If you have recorded the time it took to do the work, then convert this to an estimated cost (in dollars) using a reasonable hourly rate for the worker.

At reporting time, calculate the total spent from QCC funds on behalf of the service user, and report it rounded up to the next whole dollar.


Home Modification Home modification refers to structural changes to the service user’s home so they can continue to live and move safely about the house. It will often include the fitting of rails, ramps, alarms or other safety and mobility aids.

Home modification does not include repairs to the house but does include explicit changes to improve safety or accessibility for the service user.

If a service user receives any home modification

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assistance it is reported as a cost in dollars. This is home modification work which is paid for from your service outlet’s QCC funds. These costs may include both the labour costs and the materials cost (or only some part of this).

8.4.4. Total assistance with goods and equipment received

Each time an item of equipment or goods is provided to the service user, it should be recorded in one of the categories listed below.

It does not matter if the service outlet lends or purchases the item for the service user, it will still be recorded using these categories.

Do not report equipment purchased for home modifications under this item.

If a service user is issued with a walking stick, and later with a walking frame, both in the category of Support and Mobility Aid, this will be reported as:

Support and Mobility Aid 2

If a service user was issued with a walking stick and later a hearing aid in the same reporting period, this would be reported as:

Support and Mobility Aid 1Communication Aid 1

Where the service outlet has provided no assistance of a given category to the service user within the reporting period, the amount of assistance should be reported as 0.


Self-Care Aids These aids assist the service user in their day-to-day routines of cooking/eating and personal hygiene. Examples include special crockery/cutlery, bath rails/shower rails, buttonhooks, bowel and urinary appliances, etc.

Support and Mobility Aids These aids assist the service user with ease of mobility as well as supportive mechanisms while at rest. Support aids include callipers, splints, special beds, cushions/pillows etc., while mobility aids include belts, braces, crutches, wheelchairs (manual and motorised) etc.

Communication Aids These aids help the service user with their inter-personal interaction and are inclusive of telephone attachments, writing aids, speaking aids (electrolarynx), intercom, etc.

Aids for Reading These are reading-specific aids provided to service users and comprise of items like magnifying/reading glasses, braille books, reading frames, etc.

Medical Care Aids Aids in this category assist service users with specific

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medical conditions. Included are breathing pumps, pacemakers, Ostomy/stoma appliances, etc.

Car Modifications These aids allow service users access to safe and comfortable transportation, either as the driver or passenger of the vehicle. They are inclusive of accelerator/brake/mirror and other driver related controls as well as other modifications like automatic transmission and room for wheelchair, etc.

Other Goods/Equipment Includes any goods and equipment not included in the categories above

8.5. Service Amounts – Rounding up

Assistance is collected as parts of hours or minutes, dollars and cents amounts, etc. But when you total up all the amounts of assistance delivered for any assistance type, only the overall total amount is to be rounded-up on the CCMDS exported file. Avoid rounding up each instance of assistance/service episode – it is only the aggregate total at the end of the three-month collection period that is to be rounded up.

8.6. Date of receipt of assistance

The date on which the service user receives assistance from the service outlet.

This is not required for reporting in the CCMDS collection. However, this is necessary for calculating and reporting the total assistance received by a service user during a reporting period, as it identifies which QCC service events (and associated amounts and types of assistance received) should be included. In addition, the first and last Date of receipt of assistance in any period of QCC assistance to a service user (i.e. a QCC service episode) are required to be reported as the Date of entry into QCC service episode and the Date of exit from QCC service episode.

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9. Glossary

DCDSS Department of Communities, Disability Services and Seniors

OASIS Online Acquittal and Support Information System

CCMDS Community Care Minimum Data Set

Service Outlet Responsible for the direct provision of QCC funded assistance to service users and their carers

Service User

People who are under 65 years (aged under 50 years for Aboriginal and Torres Strait Islander people) who have a disability or condition that affects their ability to carry out activities of daily living

Service Episode A period of time during which the service user or their carer receives QCC funded assistance from a service outlet

Service Event An instance or occasion of QCC funded assistance received by a QCC service user from a service outlet

Service delivery setting - Home

The setting in which the person receives assistance from the service outlet on a service delivery event.

Should be used when nursing care, allied health care or meals are provided to a person in the place where they reside. Home should be considered to encompass any place where the person is living during the period of service receipt from the agency, irrespective of whether that place is a private residence, community facility or institutional setting.

Service delivery setting – Centre/other

Refers to the provision of nursing care, allied health care or meals to people in non-residential centre based settings such as day centres, senior citizen’s centres, community health centres, medical clinics, multipurpose centres and community support centres. This category also includes provision of nursing care, allied health care and meals to people in an everyday location such as a school or workplace and any which are not considered to be the person’s home for the purposes of the CCMDS. It also includes the receipt of nursing care, allied health care or meals assistance within the private home of a paid care provider.

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10. APPENDIX

10.1. Service Type and Output Definition


Service type 1: Home Care Service

Home care services are recorded in the CCMDS as number of hours

Domestic assistance

Domestic assistance helps service users with domestic tasks, including:

cleaning dishwashing clothes washing and ironing unaccompanied shopping.

Domestic assistance is normally provided in the home.

Domestic assistance can have benefits for all members of a household. Generally, if one member of a household is receiving domestic assistance and a second member is later assessed as eligible for QCC, the second member would not receive a separate domestic assistance service.

Personal care

Personal care provides assistance with daily self-care tasks in order to help a service user maintain appropriate standards of hygiene and grooming, including:

eating bathing toileting dressing grooming getting in and out of bed moving about the house.

Hairdressing is not considered a QCC service.

Personal care is normally provided in the home. In some cases, personal care may be provided in a centre, for example, when a service user may be homeless or living in a temporary shelter.

Personal care services that are provided to service users as part of centre-

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based day care should be recorded as centre-base day care, unless the services are over and above what would normally be provided to help service users attending the centre.

Service outlets are responsible for ensuring that workers have appropriate training to carry out personal care. For example, a Certificate III in aged/community care or equivalent is desirable.

Social support

Social support assists a service user to participate in community life through meeting their need for social contact and accompaniment. Activities include:

assistance with shopping friendly visiting services assistance with letter writing and paperwork support to go to local services, such as the dentist or post office telephone based monitoring services support to participate in local clubs or interest groups.

Social support is usually provided one on one but may be provided to more than one person at a time. Travel time with the service user is included in the time spent providing social support.

Outings are recorded as social support if they are not part of centre-based day care excursions.

Respite Care

Respite care is assistance received by a carer from a substitute carer who provides supervision and assistance to the care recipient. The carer may or may not be present during the delivery of the service. Respite care is provided to give carers relief from their caring role.

Where a carer receives an explicit individual QCC funded service from the service outlet, the time spent receiving this service will be recorded using the appropriate assistance type. If a substitute carer is required to enable the Carer to receive these individual services, then the substitute care will be recorded as Respite Care.

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Other Food Services

Other food services refers to assistance with preparing and cooking a meal in a service user’s home, and includes providing advice on nutrition, storage and food preparation. It does not cover the delivery of a meal prepared elsewhere.

Shopping for food is recorded as domestic assistance.

Funded organisations providing Other food services must ensure they comply with all legislative requirements relating to food services and handling.

Service type 2: Coordinated Care

Coordinated care is recorded in the CCMDS as number of hours

Assessment

The Assessment output refers only to comprehensive assessment, which is an in-depth assessment with a service user who has more complex support needs. The service user’s support needs can still be met within the low intensity service levels available through QCC, but the comprehensive assessment helps the service outlet to better respond to their complex needs. The information collected through a service user’s Ongoing Needs Assessment (ONI) and optional profiles will determine the need for a comprehensive assessment.

Only service outlets that are specifically funded for the Assessment output can undertake a comprehensive assessment.

What is not included in the Assessment output?

Initial assessment: All funded organisations undertake some level of screening and assessment to establish service user eligibility. This is known as initial assessment, which includes assessment activities associated with:

screening for eligibility the assessment of need for assistance determining the most appropriate service response prioritisation of need.

Initial assessment is not recorded in the CCMDS.

Specialist assessment: This is carried out when a service user requires a specialist service response. It is not recorded in the CCMDS as Assessment but as the output that is delivered. For example, when a podiatrist conducts an assessment, the time taken is recorded under the Allied Health Care

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output.


Client care coordination focuses on coordination activities undertaken to facilitate access to Queensland Community Care services for people who need help to gain access to more than one output. It is a specialised intervention that is often short term. Client care coordination is a less intensive form of case management.

Client care coordination involves the following activities:

implementing the care plan liaising with multiple service outlets dealing with the same service user advocating to ensure that the service user has access to the range of

services required monitoring and reviewing the care plan or service plan.

Not all service outlets are funded to provide client care coordination. Client care coordination does not include administrative work associated with delivery of other service types, personnel management, or attendance at staff meetings or training programs.

Case Management

Case Management is generally targeted at service users with complex needs. It may be short term or ongoing.

Case management involves the coordinated planning and delivery of a suite of services to the individual service user by a formally identified case manager. Case management differs from client care coordination in that the service is targeted to service users with complex care needs. Case management may be short term, episodic or ongoing.

A service user receiving case management will be receiving multiple services, typically from more than one service outlet. The case manager will carry out the same range of activities as the care coordinator (for example, implementing the care plan, liaison with other service outlets), but the additional elements of case management could include arranging additional services needed by the service user, organising case conferences, actively monitoring for any change in the service user’s or carer’s circumstances, advocacy and casework, and liaison with other non-QCC services involved

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with the service user.

Case management, as an output, does not refer to the routine coordination of services. This activity should be recorded against the output provided to the service user (for example coordination of home help services is recorded as domestic assistance). Some service users may receive multiple services such as domestic assistance, social support and meals; but this is not considered to be case management as there is no complexity relating to the provision of services.


Counselling/support, information and advocacy refers to assistance with understanding and managing situations, behaviours and relationships associated with the service user’s need for care or with the caring role.

It includes:

support and counselling on a one-on-one or group basis professional support given to individual service users in accessing and

using general community services (advocacy) one-on-one training or advice given to a service user to assist them in

coping with their situation, as well as the provision of information (for example, about other services available in the area).

This type of assistance does not include:

group activities where individual records are not routinely kept education, information or training provided to another organisation,

group or agency advice or information provided by telephone advice or referral services

on an ad hoc basis to members of the community advocacy undertaken on behalf of groups (for example, advocating for

the rights of younger people with disabilities) that is not directly associated with the needs and situation of an individual service user.

Service type 3: Clinical and specialist care

Clinical and specialist care is recorded in the CCMDS as number of hours

Nursing Care

Nursing care refers to professional care from a registered or enrolled nurse. It includes time spent recording observations of a service user, where this is considered to be part of the nurse’s duty of care.

Nursing care can be delivered in the service user’s home, or in a centre or other location.

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Nursing Care should not be used for activities undertaken by registered or enrolled nurses who belong more clearly to one of the other types of assistance. For example, if a nurse provides personal care as the primary focus of an occasion of service, then the type of assistance to be recorded is Personal Care.

If a nurse attends a service user to provide nursing care, and also provides some other help (e.g. social support, respite for the carer, or personal care) then the service outlet records this as primarily Nursing Care.

If a nurse attends a service user to provide a service which is not nursing care (e.g. social support or to act as a substitute carer) but incidentally provides some nursing care, then the service outlet records this as primarily Social Support or Respite Care.

Service provision may be more costly when delivered by a nurse rather than some other staff members. The CCMDS focuses on service user experience of the assistance event and not cost of service delivery. Professional judgement should be used to decide the balance between nursing and other assistance types.

Allied health care (received at home or centre)

Allied health care refers to clinical care provided by appropriately qualified allied health care professionals. It includes a wide range of specialist services, such as podiatry, occupational therapy, physiotherapy, social work, speech pathology and advice from a dietician or nutritionist.

Allied health care provided to an individual service user:

at a day centre should be recorded as allied health care at a centre or other setting

at home should be recorded as allied health care received at home.

Allied health care provided to a group:

at a venue other than a centre or person’s home, and which is not part of a centre based day care program, should be recorded as allied health care at other setting

as part of a centre based day care program should be recorded as centre based day care.

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The allied health care output cannot be used to provide transport to and from allied health care appointments.

If an Agency provides physiotherapy, occupational therapy or other allied health assistance to an individual at a day centre, then this is recorded separately to the allied health received at home.

Allied health assistance (not part of a Centre-based care program) provided to a group of service user s at venue other than a centre or person’s home, should be recorded as Allied health at other setting.

If an Allied Health agency provides a session of stretching exercises or occupational therapy to a group of service users at a Centre, this will be recorded as part of the centre-based centre program of activities.

Consumables such as pressure bandages that are provided as part of the allied health service should be calculated into the cost of delivering an allied health service. They do not come under the goods and equipment output.

Service type 4:


Centre based day care is recorded in the CCMDS as number of hours


Service type four – Centre based day care is recorded in the MDS as number of hours.

Centre based day care includes:

attendance/participation in structured group activities designed to develop, maintain or support the capacity for independent living and social interaction, which are conducted in, or from, a centre based setting

group excursions/activities conducted by centre based staff but held away from the fixed centre

support provided in a group environment, and also meals and light refreshments, excursions, excursion-associated transport and personal care (for example, help with toileting) involved in attendance at the centre

transport to and from the centre (if applicable)

If the service outlet provides transport to and from a service user’s home to the centre, it is recorded separately as transport in the MDS. If a formal meal is provided (for example, lunch), it is recorded in the MDS as a meal by the service outlet that provides it.

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Outputs such as allied health care or personal care provided to individual service users at the centre that are outside of normal centre based day care activities should be recorded separately by the provider of the service.

Service type 5: Modification Services

Home modification is recorded in the CCMDS as a cost in dollars

Home modification

Minor & Major Home Modification

Home modification refers to structural changes to a service user’s home so they can continue to live and move safely about the house.

Home modification is reported in the MDS as a cost in dollars. These costs may include all or part of the costs of labour and materials, administration and assessments, including by an occupational therapist.

Note: The former HACC program policy requiring service users to pay 50 per cent of the cost of major modifications is rescinded. The standard Queensland Community Care fees policy (refer Chapter 4 of the “Manual for QCC services”) applies. The previous HACC Home Modification Service Program Specifications document is also rescinded.

Minor modifications are small, low cost interventions that consist of adding aids and equipment to the existing structure of a home to improve accessibility and safety. This may include grab rails, hand rails, shower rails, appropriate tap sets, installation of emergency alarms and other minor renovations.

Major modifications involve significant structural changes such as lift installations (including stair lifts and water lifts), ramp installations and complex bathroom modifications.

Service outlets need to ensure compliance with any relevant legislation and standards, including obtaining council approvals (if required), and use of appropriately qualified tradespeople.

A qualified occupational therapist should assess the service user’s needs and recommend major modifications.

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Service users receiving specialist disability services may access Queensland Community Care major home modification services in accordance with the standard eligibility and prioritisation criteria.

The service user generally owns and is responsible for ongoing maintenance and repair after the installation of equipment. However, if required to support a service user, an extended warranty and/or pre-paid maintenance plan may be included in the cost of the home modification service.

Home modifications should be considered only if it is likely that a service user will be able to remain living independently in the longer term.

Generally, major modifications to rental properties would be considered only if the service user intends to remain living in the property long term (minimum two (2) year lease) and has permission from the landlord or body corporate to undertake the modifications. Modifications not funded include works that are the legislated responsibility of a body corporate or landlord, or works to return a modified rental to its original state.

Goods and equipment is recorded in the CCMDS as number of goods provided

Goods and equipment

Goods and equipment refers to the loan or purchase of goods and equipment to assist service users to cope with a functional limitation and maintain their independence.

QCC does not generally purchase the goods and equipment output because complementary programs exist, such as the Medical Aids Subsidy Scheme (MASS).

Items purchased must remain the property of the funded organisation.

Goods and equipment is recorded in the CCMDS as number of goods provided.

Goods and Home maintenance

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equipment is recorded in the CCMDS as number of hours

Home maintenance refers to assistance with the maintenance and repair of a service user’s home, garden or yard to keep their home in a safe and habitable condition.

Home maintenance involves basic maintenance such as changing light bulbs, replacing tap washers, minor roof repairs, and minor carpentry and painting.

Garden maintenance includes lawn mowing and rubbish removal to ensure that the immediate surrounds of the home are safe and accessible. Any other gardening or yard work is beyond the scope of home maintenance.

Home maintenance is recorded in the CCMDS as number of hours. If the work is undertaken by a contractor on a fee-for-service basis, then record an estimate of the time spent.

Service type 6: Meals

Meals is recorded in the CCMDS as number of meals provided

Meals (received at home, centre or other)

Meals as an output refers to meals that are prepared and delivered to the service user. It does not include meals prepared in the service user’s home.

Funded organisations providing food services must comply with all legislative requirements relating to food services and handling.

Meals on Wheels services receive an annual lump-sum contribution to the cost of preparing meals. For these services there is no requirement to prepare a set or minimum number of meals with the funding.

Service type 7: Transport

Transport is recorded in the CCMDS as number of one-way trips

Transport

Assistance with transport can be provided either directly or indirectly. Direct transport services are those where the ride in the vehicle is provided by a worker or a volunteer. Indirect transport services include rides provided through vouchers or subsidies. Transport services must be provided by a person with an appropriate licence.

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Transport assists service users to access services in their local community, such as the post office, bank, pharmacy and general practitioner. QCC does not provide patient transport services (including for day surgery, chronic medical treatment, hospital admission and discharge). These are provided through other government agencies, primarily Queensland Health.

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10.2. Load File Format

Issues/QueriesBusiness Unit Email

Phone Number

General Queries regarding CCMDS

Community Care [email protected] 3097 0106

Issues with loading CCMDS into OASIS

Support to resolve rejections

System Performance Help Desk

[email protected] 3224 6461

Reset of Password.

OASIS is used by Child Safety, Communities and Community Care. Please advise the help desk that you from a Community Care funded organisation

Information Services Help Desk

[email protected] 1300847435

A service outlet submits data to the department for a quarter as a CSV file that contains the fields listed below. No field name headings are included in the submitted data.

The Header section of the data load contains the fields:Field Name Sample Data Mandatory/

OptionalFormat

Start Header Marker STARTHEADER2 MandatoryAgency Identifier 33828 Mandatory Must be five characters (MDS ID)Data Collection Identifier 2014/3 Mandatory YYYY/Q

CCMDS quarters numbers are calendar year. This is the same protocol as HACC MDS.

1 (January-March)2 (April –June)3 (July – September)4 (October – December)

E.g. July-September 2016 would be 2016/3

Transmission Number 3 MandatoryExport File Portion 1 Mandatory Alphanumeric

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mailto:[email protected]


Number of Service User Records 57 Mandatory IntegerEnd Header Mark ENDHEADER2 Mandatory

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The Service User section of the data contains the fields:

Field Name Sample Data Mandatory/ Optional

Format

Start Client Marker STARTCLIENT2 MandatoryLetters of Name OLENG Mandatory Alphanumeric – must be five characters

Family name/surname 2nd, 3rd and 5th letters followed by letters from the service user’s First given name. 2nd and 3rd letters.If the Surname is less than 5 letters and/or the First given name is less than 3 letters, use the number 2 as the place holder. Non-alphabetic characters (E.g. hyphens (as in Lee-Archer) apostrophes (as in O’Mara) or blank spaces (as in Eu Jin) should be ignored when counting the position of each character.

Family name/surname JOLIE-PITT First given name ANGIELetters of name: OLENGFamily name/surname O’ B R I E N First given name L I Letters of name: BREI2Family name/surname H U A, First given name J OLetters of name: UA2O2

Date of Birth 15/11/1944 Mandatory Date DD/MM/YYYYDate of Birth Estimate Flag 2 Mandatory Code: Date of birth estimate flagGender 2 Mandatory Code: SexCountry of Birth 1101 Mandatory Code: Country of birthMain Language Spoken at Home 1201 Mandatory Code: Main language spoken at homeIndigenous Status 4 Mandatory Code: Indigenous statusAustralian State/Territory Identifier 3 Mandatory Code: Australian State/Territory identifierSuburb/Town/ Locality Name MOUNT ISA Mandatory AlphanumericPostcode 4825 Mandatory NumericMissing SLK Field 2 Mandatory Code: Statistical linkage key information

missing flagLiving Arrangements 2 Optional Code: Living arrangementsGovernment Pension/ Benefit Status

1 Mandatory Code: Government pension/benefit

DVA Card 4 Optional Code: DVA card statusAccommodation Setting 1 Mandatory Code: Accommodation settingCarer – Existence Of 1 Mandatory Code: Carer – existence ofCarer – Letters of Name BREI2 Optional –

Mandatory if carer exists

Alphanumeric – must be five charactersFamily name/surname should be provided first, 2nd, 3rd and 5th letters followed by letters from the service user’s First given name. 2nd and 3rd letters.

If the Surname is less than 5 letters and/or the First given name is less than 3 letters, use the number 2 as the place holder.

Non-alphabetic characters (E.g.

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Format

hyphens (as in Lee-Archer) apostrophes (as in O’Mara) or blank spaces (as in Eu Jin) should be ignored when counting the position of each character.

Family name/surname O’ B R I E N First given name L I Letters of name: BREI2Family name/surname N G – R O B B, First given name J OLetters of name: GRBO2

Carer – Date of Birth 17/10/1939 Optional – Mandatory if carer exists

Date DD/MM/YYYY

Carer – Date of Birth Estimate Flag 2 Optional – Mandatory if carer exists

Code: Date of birth estimate flag

Carer – Gender 1 Optional – Mandatory if carer exists

Code: Sex

Carer – Country of Birth 1101 Optional Code: Country of birthCarer – Main Language Spoken at Home

1201 Optional Code: Main language spoken at home

Carer – Indigenous Status 4 Optional Code: Indigenous statusCarer – Australian State/Territory Identifier

3 Optional Code: Australian State/Territory identifier

Carer – Suburb/Town/Locality name MOUNT ISA Optional AlphanumericCarer – Postcode 4825 Optional NumericCarer Residency Status 1 Optional Code: Carer residency statusRelationship of Carer to Service User

1 Optional Code: Carer relationship

Carer for More Than One Person 2 Optional Code: Carer for more than one personCounselling /Support, Information and Advocacy – total Time (Hours)

0 Optional Numeric

Respite Care – Total Time (Hours) 0 Optional NumericDate of Last Assessment 24/03/2009 Optional Date DD/MM/YYYYSource of Referral 5 Mandatory Code: Source of referralDate of Entry into Community Care Service Episode

24/03/2009 Optional Date DD/MM/YYYY

Date of Exit from Community Care Service Episode

Optional Date DD/MM/YYYY

Main Reason for Cessation of Services

Optional Code: Reason for cessation

Domestic Assistance – Total Time (Hours)

0 Mandatory Numeric

Social Support – Total Time (Hours)

0 Mandatory Numeric

Nursing Care Received at Home – Total Time (Hours)

0 Mandatory Numeric

Nursing Care Received at Centre – Total Time (Hours)

0 Mandatory Numeric

Allied Health Care Received at Home – Total Time (Hours)

0 Mandatory Numeric

Allied Health Care Received at 0 Mandatory Numeric

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Format

Centre – Total Time (Hours)Personal Care – Total Time (Hours) 0 Mandatory NumericCentre-Based Respite Care – Total Time (Hours)

0 Mandatory Numeric

Meals Received at Home – Total (Number Meals)

0 Mandatory Numeric

Meals Received at Centre – Total (Number Meals)

0 Mandatory Numeric

Other Food Services – Total Time (Hours)

0 Mandatory Numeric

Assessment – Total Time (Hours) 0 Mandatory NumericCase Management – Total Time (Hours)

0 Mandatory Numeric

Client Care Coordination – Total Time (Hours)

0 Mandatory Numeric

Home Maintenance – Total Time (Hours)

7 Mandatory Numeric

Home Modification – Total Cost (whole $)

90 Mandatory Numeric

Provision of Goods and Equipment 000000001000000003000

Optional May be in one of the following formats: - Blank field- Contain a single “0”- Contain 21 digits

When data is provided and is not a zero value, there must be 21 digits in his field.The 21 digits represent the quantity of items delivered for seven types of aids. The quantity for each type of aid is reported as a three-digit number and must be provided in the following order:

AidsSelfCare AidsSupportMobility AidsCommunication AidsReading AidsMedicalCare AidsCarModifications AidsOtherGoods

Example: The sample data provide represents a quantity of 1 for AidsCommunication and a quantity of 3 for AidsCarModifications

Eg AidsSelfCare – “000” AidsSupportMobility – “000” AidsCommunication – “001” AidsReading – “000” AidsMedicalCare – “000” AidsCarModifications - “003“ AidsOtherGoods – “000”

21 digit code = 000000001000000003000

If no good and equipment delivered leave field blank or a single 0 is sufficient.

Formal Linen Service – Total 0 Mandatory Numeric

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Format

(Number of Deliveries)Transport – Total (Number of One-way Trips)

0 Mandatory Numeric

Counselling/Support, Information and Advocacy – total Time (Hours)

0 Mandatory Numeric

Functional Screening Instrument:HouseworkTransportShoppingMedicationMoneyWalkingBating-ShoweringMemory ProblemsBehavioural Problems

222221222 Optional Codes in order:Functional statusFunctional statusFunctional statusFunctional statusFunctional statusFunctional status Functional statusFunctional status – memory/behaviourFunctional status – memory/behaviour

Additional Functional Dependency:CommunicationDressingEatingToiletingMobility

12122 Optional Codes in order:Functional status – additionalFunctional statusFunctional statusFunctional statusFunctional status – additional

Time Taken to Collect Client Information (Minutes)

20 Mandatory Numeric

End Client Marker ENDCLIENT2 Mandatory Alphanumeric

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10.3. Code Table – Country of Birth (updated to include 2011 ABS data)

Code Description Code Description1101 Australia 6103 Macau (SAR of China)1102 Norfolk Island 6104 Mongolia1103 Australian External Territories, nec 6105 Taiwan1199 Australian External Territories, nec 6201 Japan

1201 New Zealand 6202 Korea, Democratic People’s Republic of (North)

1301 New Caledonia 6203 Korea, Republic of (South)1302 Papua New Guinea 7101 Bangladesh1303 Solomon Islands 7102 Bhutan1304 Vanuatu 7103 India1401 Guam 7104 Maldives1402 Kiribati 7105 Nepal1403 Marshall Islands 7106 Pakistan1404 Micronesia, Federated States of 7107 Sri Lanka1405 Nauru 7201 Afghanistan1406 Northern Mariana Islands 7202 Armenia1407 Palau 7203 Azerbaijan1501 Cook Islands 7204 Georgia1502 Fiji 7205 Kazakhstan1503 French Polynesia 7206 Kyrgyz Republic1504 Niue 7207 Tajikistan1505 Samoa 7208 Turkmenistan1506 Samoa, American 7211 Uzbekistan1507 Tokelau 8101 Bermuda1508 Tonga 8102 Canada1511 Tuvalu 8103 St Pierre and Miquelon1512 Wallis and Futuna 8104 United States of America1513 Pitcairn Islands 8201 Argentina1599 Polynesia (excludes Hawaii), nec 8202 Bolivia1601 Adélie Land (France) 8203 Brazil1602 Argentinian Antarctic Territory 8204 Chile1603 Australian Antarctic Territory 8205 Colombia1604 British Antarctic Territory 8206 Ecuador1605 Chilean Antarctic Territory 8207 Falkland Islands1606 Queen Maud Land (Norway) 8208 French Guiana1607 Ross Dependency (New Zealand) 8211 Guyana2101 Channel Islands 8212 Paraguay2102 England 8213 Peru2103 Isle of Man 8214 Suriname2104 Northern Ireland 8215 Uruguay2105 Scotland 8216 Venezuela2106 Wales 8299 South America, nec2107 Guernsey 8301 Belize2108 Jersey 8302 Costa Rica2201 Ireland 8303 El Salvador2301 Austria 8304 Guatemala2302 Belgium 8305 Honduras2303 France 8306 Mexico2304 Germany 8307 Nicaragua2305 Liechtenstein 8308 Panama2306 Luxembourg 8401 Anguilla

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Code Description Code Description2307 Monaco 8402 Antigua and Barbuda2308 Netherlands 8403 Aruba2311 Switzerland 8404 Bahamas2401 Denmark 8405 Barbados2402 Faeroe Islands 8406 Cayman Islands2403 Finland 8407 Cuba2404 Greenland 8408 Dominica2405 Iceland 8411 Dominican Republic2406 Norway 8412 Grenada2407 Sweden 8413 Guadeloupe2408 Aland Islands 8414 Haiti3101 Andorra 8415 Jamaica3102 Gibraltar 8416 Martinique3103 Holy See 8417 Montserrat3104 Italy 8418 Netherlands Antilles3105 Malta 8421 Puerto Rico3106 Portugal 8422 St Kitts and Nevis3107 San Marino 8423 St Lucia3108 Spain 8424 St Vincent and the Grenadines3201 Albania 8425 Trinidad and Tobago3202 Bosnia and Herzegovina 8426 Turks and Caicos Islands3203 Bulgaria 8427 Virgin Islands, British3204 Croatia 8428 Virgin Islands, United States3205 Cyprus 8431 St Barthelemy

3206 Former Yugoslav Republic of Macedonia (FYROM) 8432 St Martin (French part)

3207 Greece 8433 Bonaire, Sint Eustatius and Saba3208 Moldova 8434 Curacao3211 Romania 8435 Sint Maarten (Dutch part)3212 Slovenia 9101 Benin3213 Serbia and Montenegro 9102 Burkina Faso3214 Montenegro 9103 Cameroon3215 Serbia 9104 Cape Verde3216 Kosovo 9105 Central African Republic3301 Belarus 9106 Chad3302 Czech Republic 9107 Congo3303 Estonia 9108 Congo, Democratic Republic of3304 Hungary 9111 Côte d’Ivoire3305 Latvia 9112 Equatorial Guinea3306 Lithuania 9113 Gabon3307 Poland 9114 Gambia3308 Russian Federation 9115 Ghana3311 Slovakia 9116 Guinea3312 Ukraine 9117 Guinea-Bissau4101 Algeria 9118 Liberia4102 Egypt 9121 Mali4103 Libya 9122 Mauritania4104 Morocco 9123 Niger4105 Sudan 9124 Nigeria4106 Tunisia 9125 Sao Tomé and Principe4107 Western Sahara 9126 Senegal4108 Spanish North Africa 9127 Sierra Leone4111 South Sudan 9128 Togo4199 North Africa, nec 9201 Angola4201 Bahrain 9202 Botswana

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Code Description Code Description4202 Gaza Strip and West Bank 9203 Burundi4203 Iran 9204 Comoros4204 Iraq 9205 Djibouti4205 Israel 9206 Eritrea4206 Jordan 9207 Ethiopia4207 Kuwait 9208 Kenya4208 Lebanon 9211 Lesotho4211 Oman 9212 Madagascar4212 Qatar 9213 Malawi4213 Saudi Arabia 9214 Mauritius4214 Syria 9215 Mayotte4215 Turkey 9216 Mozambique4216 United Arab Emirates 9217 Namibia4217 Yemen 9218 Réunion5101 Burma (Myanmar) 9221 Rwanda5102 Cambodia 9222 St Helena5103 Laos 9223 Seychelles5104 Thailand 9224 Somalia5105 Viet Nam 9225 South Africa5201 Brunei Darussalam 9226 Swaziland5202 Indonesia 9227 Tanzania5203 Malaysia 9228 Uganda5204 Philippines 9231 Zambia5205 Singapore 9232 Zimbabwe5206 East Timor 9299 Southern and East Africa, nec

6101 China (excludes SARs and Taiwan Province) 9998 Other, Not Elsewhere Classified

6102 Hong Kong (SAR of China) 9999 Not Stated, Inadequately Described

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10.4. Code Table – Main Language Spoken at Home

Code Description Code Description8000 Aboriginal Languages 6505 Malay9202 Afrikaans 5102 Malayalam3901 Albanian 2501 Maltese4201 Amharic 7104 Mandarin4202 Arabic (including Lebanese) 9303 Maori (Cook Island)3902 Armenian 9304 Maori (New Zealand)4203 Assyrian (including Aramaic) 5205 Marathi2901 Basque 9205 Mauritian Creole3401 Belorussian 9306 Nauruan5201 Bengali 5206 Nepali6501 Bisaya 1401 Netherlandic3501 Bosnian 1503 Norwegian3502 Bulgarian 9501 Papuan Languages6101 Burmese 4102 Pashto7101 Cantonese 4103 Persian2301 Catalan 3602 Polish6502 Cebuano 2302 Portuguese3503 Croatian 5207 Punjabi3601 Czech 3904 Romanian1501 Danish 3402 Russian1201 English 9308 Samoan3201 Estonian 3505 Serbian9301 Fijian 5208 Sindhi3202 Finnish 5211 Sinhalese2101 French 3603 Slovak1101 Gaelic (Scotland) 3506 Slovene1301 German 9208 Somali9302 Gilbertese 2303 Spanish2201 Greek 9211 Swahili5202 Gujarati 1504 Swedish7102 Hakka 6506 Tagalog (Filipino)4204 Hebrew 5103 Tamil5203 Hindi 5104 Telugu6201 Hmong 7105 Teochew7103 Hokkien 6507 Tetum3301 Hungarian 6402 Thai6503 Ilokano 4205 Tigrinya6504 Indonesian 6508 Timorese1102 Irish 9311 Tongan2401 Italian 8400 Torres Strait Islander Languages7201 Japanese 4301 Turkish5101 Kannada 3403 Ukrainian6301 Khmer 5212 Urdu5204 Konkani 6302 Vietnamese7301 Korean 1103 Welsh4101 Kurdish 7106 Wu6401 Lao 1303 Yiddish

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Code Description Code Description3101 Latvian 0000 Other Languages, nec

3102 Lithuanian 9700 Non Verbal (incl. sign languages e.g. Auslan, Makaton)

3504 Macedonian 9999 Not stated/Inadequately described

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10.5. Code Table – Other

Accommodation SettingCode Description1 Private residence—owned/purchasing2 Private residence—private rental3 Private residence—public rental4 Independent living unit within a retirement village5 Boarding house/private hotel6 Short-term crisis, emergency or transitional accommodation facility7 Supported accommodation or supported living facility8 Institutional setting9 Public place/temporary shelter10 Private residence rented from an Aboriginal Community11 Other99 Not stated/inadequately described

Australian State/Territory IdentifierCode Description1 New South Wales2 Victoria3 Queensland4 South Australia5 Western Australia6 Tasmania7 Northern Territory8 Australian Capital Territory

9Other Territories Cocos (Keeling) Islands, Christmas Island and Jervis Bay Territory)

Carer - existence ofCode Description1 Has a carer2 Has no carer9 Not stated/inadequately described.

Carer for more than one personCode Description1 Yes2 No9 Not stated/inadequately described

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Carer RelationshipCode Description1 Spouse/partner2 Parent3 Son or daughter4 Son-in-law or daughter-in-law 5 Other relative 6 Friend/neighbour9 Not stated/inadequately described

Carer residency statusCode Description1 Co-resident carer2 Non-resident carer9 Not stated/inadequately described

Date of birth estimate flagCode Description1 Estimated2 Not estimated

DVA card statusCode Description1 DVA gold card2 DVA white card3 Other DVA card4 No DVA card9 Not stated/inadequately described

Functional statusCode Description1 Completely unable2 With some help3 Without help9 Not stated/inadequately described

Functional status - memory/behaviourCode Description1 No2 Yes9 Not stated/inadequately described

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Functional status - additionalCode Description1 Yes, always2 Yes, sometimes3 No9 Not stated/inadequately described

Gender (renamed from ‘Sex’)Code Description1 Male2 Female9 Indeterminate/Intersex/Unspecified

Government pension/benefitCode Description1 Aged Pension2 Department of Veterans’ Affairs Pension3 Disability Support Pension4 Carer Payment (Pension)5 Unemployment related benefits6 Other Government pension or benefit7 No Government pension or benefit9 Not stated/inadequately described

Indigenous statusCode Description1 Aboriginal but not Torres Strait Islander origin 2 Torres Strait Islander but not Aboriginal origin 3 Both Aboriginal and Torres Strait Islander origin 4 Neither Aboriginal nor Torres Strait Islander origin9 Not stated/inadequately described

Living ArrangementsCode Description1 Lives alone2 Lives with family3 Lives with others9 Not stated/inadequately described

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Reason for cessationCode Description1 Service User no longer needs assistance—improved status2 Service User no longer needs assistance from agency—improved status

3Service User’s needs have not changed but agency cannot or will no longer provide assistance

4

Service User moved to residential aged care or National Disability Insurance Scheme

5 Service User moved to other institutional setting6 Service User moved to other community-based service7 Service User moved out of area 8 Service User terminated service 9 Service User died10 Other reason99 Not stated/inadequately described

Source of ReferralCode Description1 Self2 Family, significant other, friend3 GP/medical practitioner - community based4 Aged Care Assessment Team5 Community nursing or health service6 Hospital7 Psychiatric/mental health service or facility8 Extended care/rehabilitation facility9 Palliative care facility/hospice10 Residential aged care facility11 Aboriginal health service12 Other medical/health service13 Other community-based service14 Law enforcement agency15 Other99 Not stated/inadequately described

Statistical linkage key information missing flagCode Description1 Service User SLK information is correct2 Both Service User and carer SLK information is correct3 Service User SLK information has been replaced by the carer SLK information4 Carer SLK information has been replaced by the Service User SLK information

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10.6. File Import Validation Rules

File Header Data (File Rejected)Rule ID

Condition Error Message System Action

V-001

The header record in the CSV file must have the wording “STARTHEADER2” at the beginning of the first line of data in the CSV file and end with “ENDHEADER2”. If the file contains any other wording this rejection error occurs.

This submission does not include a valid header record. CSV files header record must start with “STARTHEADER2” and end with “ENDHEADER2”. Your export file cannot be accepted. Please make the indicated changes and re-submit.

Reject file

V-002

The file header must contain 7 fields with correctly formatted data in each field.

(Note that the file header may contain additional blank fields after the required 7 fields and be accepted.)

Incorrect number of data fields within the header record. The header must contain 7 data fields. Your export file cannot be accepted. Please make the indicated changes and re-submit.

Reject file

V-003

The Agency ID in the Header Record is invalid. This may be caused by:

- Agency ID does not exist or is not currently active as a “CCMDS ID” for a Service in OASIS that is associated with the Organisation under which the user is logged in

Note that the data provided as the “Agency ID” in the CCMDS data file is stored as the “CCMDS ID” against a ‘Service’ in OASIS.

The ‘agency ID’ field specified in the header record is not registered or is not valid. Your submission cannot be accepted at this time. Please confirm with your department representative that your agency is registered and valid and re-submit.

Reject file

V-004

The Data Collection ID listed in the submission file Header Record is for a quarter that is in the future.

This field indicates the year and quarter that the data is being reported for. Quarters are numbered across a calendar

The ‘Data Collection Identifier’ specified in the header record is not available for CCMDS reporting. Your export file cannot be accepted.

Reject file

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Rule ID


year:

2016/1 = Jan 2016 to Mar 2016. Reporting opens 1 Apr 2016.

2016/2 = Apr 2016 to Jun 2016. Reporting opens 1 Jul 2016.

2016/3 = Jul 2016 to Sep 2016. Reporting opens 1 Oct 2016.

2016/4 = Oct 2016 to Dec 2016. Reporting opens 1 Jan 2017.

V-005

The Data Collection Id listed in the submission file Header Record is in an incorrect format.

The ‘Data Collection Identifier’ specified in the header record must be in the form YYYY/N. Your export file cannot be accepted. Please make the indicated changes and re-submit.

Reject file

V-006

The file submitted has an alpha character in the Transmission Number field of the Header Record instead of the required numeric character.

The ‘transmission number’ field in the header record must be a numeric value.

Reject file

V-007

The file submitted has an invalid Transmission Number in the Header record.

The Transmission number for a revision file must be greater than the previous file for the same portion, quarter, financial year, Agency (BIS Provider Group) and Service (BIS Provider).

The ‘transmission number’ field of the header record must be a numeric value that is greater than the previous transmission number submitted for your Agency for this period and portion. Your export file cannot be accepted.

Reject file

V-008

The file submitted has an alpha character in the Number of Service Users field in the Header Record instead of the required numeric character.

The ‘number of Service User records’ field of the header record must be a numeric value. Please make the indicated changes and re-submit.

Reject file

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Rule ID


V-009

The file submitted has a different value in the Number of Service User records field in the Header compared to the actual number of Service User records.

The ‘number of Service User records following’ field in the header record is inconsistent with the number of Service User records received. Please make the indicated changes and re-submit.

Reject file

V-010

The file submitted has a correct Header Record but the Service User records are invalid because there are no Service User records in the file or there is a problem with the format of all of the Service User records.

This submission does not include any valid Service User records. Your file cannot be accepted.

Reject file

V-011

The file submitted contains one or many Service User records where the Service User date of birth indicates that the Service User age was 65 or over on the first day of the reporting quarter.

Invalid Service User record cannot be accepted – aged over 65 for the reporting quarter.

Accept file

Reject invalid records

V-012

The file submitted contains one or many Service User records where the Service User date of birth is later than the last date of the reporting quarter.

Invalid Service User record cannot be accepted – date of birth is after the reporting period.

Accept file


V-013

The file submitted has a correct Header Record but the Service User SLK (letters of name) submitted has been incorrectly formatted. This data must contain five characters and can be alphanumeric.

The Service User SLK identifier is not in the correct format. Please review the record in your file. This is a required field. This Service User record will not be accepted.

Accept file


V-014

The file submitted has a correct Header Record but the Carer SLK (letters of name) submitted has been incorrectly formatted. This data must contain five characters and can be

The Carer SLK identifier is not in the correct format. Please review the record in your file. This is a required field. This Service User record will not be accepted.

Accept file


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Rule ID


alphanumeric.

V-015

The file submitted has a correct Header Record but the date of birth for the Service User is invalid. The cause of this rejection error could be not enough characters in the field or the wrong format.

The date of birth for the Service User must be in the format DD/MM/YYYY. This is a required field. This Service User record will not be accepted.

Accept file


V-016

The file submitted has a correct Header Record but the date of birth for the Carer is invalid. The cause of this rejection error could be not enough characters in the field or the wrong format.

The date of birth for the Carer must be in the format DD/MM/YYYY. This is a required field. This Service User record will not be accepted.

Accept file


V-017

The file submitted has a correct Header Record but the Postcode field for the Service User is invalid. The cause of this rejection error would be due to the field containing less than or more than four characters.

The ‘postcode’ field for the Service User must contain 4 digits. This is a required field. This Service User record will not be accepted.

Accept file


V-018

The file submitted has a correct Header Record but the Postcode field for the Carer is invalid. The cause of this rejection error would be due to the field containing less than or more than four characters.

The ‘postcode’ field for the Carer must contain 4 digits. This is a required field. This Service User record will not be accepted.

Accept file


V-019

The file submitted has a correct Header Record but the Service User gender field is invalid.

The ‘gender’ field for the Service User contains an invalid reference value. This is a required field. This Service User record will not be accepted.

Accept file


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Rule ID


V-020

The file submitted has a correct Header Record but the Carer gender field is invalid.

The ‘gender’ field for the Carer contains an invalid reference value. This is a required field. This Service User record will not be accepted.

Accept file


V-021

The file submitted has a correct Header Record but the Service User State field is invalid

The ‘State’ field for the Service User contains an invalid reference value. This is a required field. This Service User record will not be accepted.

Accept file


V-022

The file submitted has a correct Header Record but the Carer State field is invalid

The ‘State’ field for the Carer contains an invalid reference value. This is a required field. This Service User record will not be accepted.

Accept file


V-023

The file submitted has a correct Header Record but one or many Service User records have a zero value for all services reported.

Your submission contained blank and/or partial records. These were ignored during processing.

Accept file


V-024

The file submitted has a correct Header Record but the value contained in one or many service delivery fields where the unit of measure is “Hours” (listed below) for one or many Service User records contains more than 1000 hours.

Domestic Assistance Other Food Services Social Support- Respite Care for Carer Nursing Care Received at

Home Nursing Care Received at

Centre Assessment Case Management Allied Health Care Received

at Home Allied Health Care Received

This Service User record contains an invalid total for <Service delivery field name>. This field can only contain a maximum of 1000 hours. This Service User record will not be accepted. Please make the necessary changes and re-submit.

Accept file


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Rule ID


at Centre Counselling – Service User Counselling – Carer Personal Care-Service User Care Coordination Centre-Based Day Care Home Maintenance

V-025

The file submitted has a correct Header Record but the value contained in one or many service delivery fields where the unit of measure is “Number” (listed below) for one or many Service User records contains more than 300.

Meals Received at Centre Meals Received at Home Transport

The <Service delivery field name> value exceeds 300 occurrences of the service. This Service User record cannot be accepted. Please review this record and resubmit the file.

Accept file


V-026

The file submitted contains one or many Service User records where the ‘Missing SLK Field’ value is “3” (Service User SLK information has been replaced by the carer SLK information) but the data provided for the Service User in Letters of Name, Date of Birth and Sex does not match the data provided for the Carer.

Invalid Missing SLK Service User record/s rejected. The following Service User records have been marked as missing Service User details but the data provided is not an exact match for the Carer details. Missing SLK Service User records must match the Letters of Name, Date of Birth and Gender data provided for the Carer.

Accept file


V-027

The file submitted contains one or many Service User records where the ‘Missing SLK Field’ value is “4” (Carer SLK information has been replaced by the Service User SLK information) but the data provided for the Carer in Letters of Name, Date of Birth and Sex does not match the data provided for the Service User.

Invalid Missing SLK Service User record/s rejected. The following Service User records have been marked as missing Carer details but the data provided is not an exact match for the Service User details. Missing SLK Carer records must match the Letters of Name, Date of Birth and Sex data provided for the Service User.

Accept file


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Rule ID


V-028

A value provided for service delivery is invalid, as it does not contain a numeric value.

<<Value inserted by Data Load program>> field of the Service User record contains invalid data. This field may only contain numeric values. This Service User record will not be accepted.

Accept file


V-029

A codetable value for a mandatory field is invalid.

If a field that uses a codetable contains a value of “0” which is not a valid codetable value, this will be considered a blank field.

The ‘<field name>' field for the Service User contains an invalid reference value. This is a required field. This Service User record will not be accepted.

Accept file


CCMDS Data (File and Record Accepted)Existing Code

Condition Error/Warning Message Action

V-035 In the ‘lettersofname’ field, one or many records are displaying the numbers 22222 for the Service User or Carer to substitute the missing/blank values when an SLK is generated.

Your submission contained blank and/or partial Service User or Carer records (i.e. ‘Letters of Name’ field does not contain valid data). This field has been recorded for this Service User record. Please review and correct this data before your next submission.

Accept file

Accept records

Accept invalid field

V-036 The file submitted has a correct Header Record but the date of last assessment field is not in the correct format.

The ‘date of last assessment’ field of the Service User record is not an acceptable date. This field must be in the form format DD/MM/YYYY. This field has not been recorded for this Service User record.

Accept file

Accept records

Reject invalid field

V-037 The file submitted contains one or many Service User records where the ‘Date of Last Assessment’ field is earlier than the Service User ‘Date of Birth’.

The ‘date of last assessment’ field of the Service User record is not an acceptable date. This date must not be earlier than the Service User’s date of birth. This field has not been recorded for this Service User

Accept file

Accept records


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Existing Code


record.

V-038 The file submitted contains one or many Service User records that have a date value in the Date Of Last Assessment field that is after the last date of Collection Period the file has been submitted for. For example if a file is submitted for Quarter 1 in 2016 the last date for the period is 31/03/2016 so the Date Of Last Assessment must be either less than or equal to the 31/03/2016 and any dates after the 31/03/2016 are invalid.

The ‘date of last assessment’ field must pre-date or be the same as the end of the involved Collection Period. The conflicting data items will not be recorded for this Service User record.

Accept file

Accept records


V-039 A code table value for an optional field is invalid.

The ‘<<field name>>’ field of the Service User record contains an invalid reference value. This field has not been recorded for this Service User record.

Accept file

Accept records


V-040 The file submitted contains one or many Service User records that have the Carer Existence Of with a value of ‘2’ meaning no Carer exists; Carer Residency Status in this case should not contain any value and should be blank.

If CARER – EXISTENCE OF = 2 (i.e. there is no carer) then no response is required to CARER RESIDENCY STATUS. The conflicting data items will not be recorded for this Service User record.

Accept file

Accept records


V-041 The file submitted contains one or many Service User records that have the Carer Existence Of with a value of ‘2’ meaning no Carer exists; Relationship Of Carer To Service User in this case should not contain any value and should be blank.

If CARER – EXISTENCE OF = 2 (i.e. there is no carer) then no response is required to RELATIONSHIP OF CARER TO SERVICE USER. The conflicting data items will not be recorded for this Service User record.

Accept file

Accept records


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Existing Code


V-042 The file submitted contains one or many Service User records that have the Carer residency Status with a value of ‘1’ meaning the Carer is a Co-resident Carer so Living Arrangements cannot equal ‘1’ indicating the Service User lives alone.

If CARER RESIDENCY STATUS = 1 (co-resident carer) then the LIVING ARRANGEMENT’S response is not expected to be 1 (Lives alone). The conflicting data items will not be recorded for this Service User record.

Accept file

Accept records


V-043 The file submitted contains one or many records where the Carer has a Date Of Birth prior to 01/01/1900. Dates prior to 01/01/1900 are valid but this warning is just to alert the user of the date in case it was entered incorrectly.

The date of birth field for this Carer record is prior to 01/01/1900. If this is correct please ignore this warning otherwise please correct this before your next submission.

Accept file

Accept records


V-044 The file submitted contains one or many Service User records that have the Carer Existence of with a value of ‘1’ indicating the existence of a Carer but no Carer details have submitted in the file for the indicated Service User. If a Carer exists then Carer SLK data should be sent.

The “Does the Service User have a Carer?” field for this Service User record = 1 “Has Carer” but you have not provided the Carers SLK or have not recorded a value against assistance types “Respite” or “Counselling/Information/Advocacy”.

Accept file

Accept records


V-045 The file submitted contains one or many Service User records that have the Carer Existence of with a value of ‘2’ indicating there is no Carer but Carer details have been submitted in the file for the indicated Service User. If a Carer does not exist then Carer SLK data must not be sent.

The “Does the Service User have a Carer?” field for this Service User record = 2 “Has no Carer” but you have provided the Carers SLK or have recorded a value against assistance types “Respite” or “Counselling/Information/Advocacy”. The “Does the Service User have a Carer?” field for this Service User record has been changed to = 1 “Has Carer”

Accept the data

Change the value to ‘1’ and provide warning

V-046 The file submitted contains one or many records where at least one of the functional screening

Answers to one or more Functional Screening questions have been submitted for this Service User

Accept file

Accept

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Existing Code


questions have been answered but not all have been completed. Business rules state that if any of the Functional Screening questions are answered then all must be answered.

record. If one of the Functional Screening Questions has been answered then all questions must be answered. In addition the Additional Functional Screening Questions must also be answered. The invalid data will not be recorded for this Service User record.

records


V-047 The file submitted contains one or many records where at least one of the Additional Functional Screening questions has been answered but not all of them. If one is answered then all must be.

Answers to one or more Additional Functional Screening questions have been submitted for this Service User record. If one of the Additional Functional Screening Questions has been answered then all questions must be answered. The invalid data will not be recorded for this Service User record.

Accept file

Accept records


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10.7. Notification responses

Notification Scenarios Notification Email Subject Notification Email Message

Scenario 1

In instances where the upload was successful with no errors or rejections detected

OASIS Notification – Successful load of CCMDS Data for <SPID Name>

Please be advised that the CCMDS file uploaded on the Oasis website for <SPID Name> (<MDS ID>) for <Reporting Period> under reference number BIF <BIF number> has been processed, with all records successfully loading.

Scenario 2

In instances where the upload was successful but also contained errors or rejections ONLY for service users over the age of 65 at the start of the reporting period.

OASIS Notification – Successful load of CCMDS Data for <SPID Name>

Please be advised that the CCMDS file uploaded on the Oasis website for <SPID Name> (<MDS ID>) for <Reporting Period> under reference number BIF <BIF number> has been processed, however not all records were accepted.

Your data contained record(s) for service users over the age of 65 at the commencement of the reporting period. While these records are not reportable to the department and have been rejected, there is no further action required from you for this reporting period.

Scenario 3

In instances where the upload was successful but contained records that were rejected for reasons OTHER than for service users over the age of 65 at the start of reporting period.

OASIS Notification – Records Rejected: Immediate Action Required: Load of CCMDS Data Submission for <SPID Name>

Please be advised that the CCMDS file uploaded on the Oasis website for <SPID Name> (<MDS ID>) for <Reporting Period> under reference number BIF <BIF number> has been processed, however not all records were accepted. Your data contained record(s) that were rejected as they did not meet the data validation criteria.

Scenario 4

In instances where the upload was successful but contained errors that did not prevent the record from being rejected.

OASIS Notification – Errors Detected: Action Required: Load of CCMDS Data Submission for <SPID Name>

Please be advised that the CCMDS file uploaded on the Oasis website for <SPID Name> (<MDS ID>) for <Reporting Period> under reference number BIF <BIF number> has been processed, however your data contained information that does not conform to the data validation criteria and generated errors in the upload.

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Scenario 5

In instances where the upload in instances where the result is a combination of Scenarios 3 and 4.

OASIS Notification – Records Rejected and Errors Detected: Immediate Action Required: Load of CCMDS Data Submission for <SPID Name>

Please be advised that the CCMDS file uploaded on the Oasis website for <SPID Name> (<MDS ID>) for <Reporting Period> under reference number BIF <BIF number> has been processed, however not all records were accepted. Your data contained record(s) that were rejected as they did not meet the data validation criteria.

In addition, your data contained other information that does not conform to the data validation criteria and generated errors in the upload.

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10.8. National Electronic Form (NEF) funding source category

The source of funding for the delivery of assistance to the person.

Service delivery events which are either fully or partly funded by the QCC program (i.e. either 1 or 2 in Funding source category) are considered to be QCC service events for the purposes of the CCMDS.

CCMDS is designed to collect information about all QCC service users and their carers from a QCC funded service outlet during a specified period. Many QCC funded service outlets also receive funding from other sources. A QCC funded service outlet may, on one occasion, provide assistance to a person with QCC funds and, on another occasion, provide assistance to the same person with other funds or with both QCC and other funds.

This data element is not required for reporting in the CCMDS collection. The data element Funding source category should be used to identify service users who have received QCC funded assistance during a reporting period; and to identify service delivery events which have been funded through the QCC program. Service outlets will only be required to report on service users who have received QCC funded occasions of service within the reporting period in the CCMDS collection. Moreover, service outlets should only use service delivery events which were either fully or partly QCC funded (i.e. QCC service events) in determining the total QCC funded assistance that the service user has received during the reporting period.

In order to be able to identify which of their service user should be included in a CCMDS collection, a service outlet that is not solely funded by the QCC program will need to be able to identify service users who have received QCC funded assistance during the reporting period. Even when QCC is the only program source of funding for a service outlet, there may be instances when a particular service event for an individual service user is not funded by the QCC program (e.g. DVA, contract fees, etc.). By recording the Funding source category for each occasion of assistance provided, the service outlet will be able to identify QCC service users and the amounts and types of QCC funded assistance they have received from the service outlet during a reporting period.

A service user of a QCC funded service outlet who has not received any QCC funded assistance from that service outlet during a specified reporting period should not be included in a CCMDS collection.

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A service user of a QCC funded service outlet who is reported in ‘Other funds’ will not be included in the collection of CCMDS.

Code Description

1 HACC funds only

Should be used when the service delivery event is solely funded by the QCC program. QCC funds include fees and contributions paid by QCC service users.

2 HACC and other funds

Should be used when the service delivery event is funded by QCC program and some other source (including compensation payments, etc).

3 Other funds only

Should be used when the service delivery event is solely funded by a source other than the QCC program. When this is selected, no service user will be extracted on the CCMDS report.

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10.9. CCMDS Data – OASIS submission process

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10.10. Hints and tips

If a carer is QCC eligible as a “care recipient” or a “service user” and requires services other than respite care or counselling/support, information and advocacy, it is recorded in CCMDS.

If a number of types of assistance received by the service user in a single visit, the question to ask is:

o “What was the main type of assistance received by this service user on this occasion?”

o “What was the main purpose for helping the service user on this occasion?”

If the assistance provided is for Domestic Assistance, 2 workers had separate tasks, each do 1 hour of work, this is recorded as 2 hours because the tasks takes 2 hours to complete.

If the assistance is for Personal Care, 2 workers are required to provide assistance (e.g. shower, etc.) the service user only experience 30 minutes of service. This is a high cost but it is not 60 minutes of service because 2 workers were required.

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10.11. Help & Support

Collection & Reporting Period

CCMDS Data

Collection Identifier

CCMDS Reporting

Period

CCMDS Reporting

Opens

CCMDS Submission Required By

CCMDS Quarters

QCC Financial Quarters

2018/11 Jan 2018 to 31 Mar 2018

1 Apr 2018 28 Apr 2018 Quarter 1 Quarter 3

2018/21 Apr 2018 to 30 Jun 2018

1 Jul 2018 28 Jul 2018 Quarter 2 Quarter 4

2018/31 Jul 2018 to 30 Sep 2018

1 Oct 2018 28 Oct 2018 Quarter 3 Quarter 1

2018/41 Oct 2018 to 31 Dec 2018

1 Jan 2019 28 Jan 2019 Quarter 4 Quarter 2

Contact Support

OASIS log-in Page https://secure.disability.qld.gov.au/ngo/login.aspx

OASIS Helpdesk Phone 1300 847 435

OASIS Helpdesk [email protected]

(OASIS access, technical issues)

Provider Reporting [email protected]

(OASIS loading data, data error assistance)

Community Care Contract Management Phone (07) 3097 0106

Community Care Contract Management CCMDS Mailbox

[email protected]

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Date post:	03-Dec-2018
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