11.3. Frequently Asked Questions Change log

11.3.1. 30/7/2025

Added Questions from Clients

11.3.2. 06/05/2025

Removed user mobile device related questions

11.3.3. 16/12/2021

11.3.3.1. System - Data Entry FAQs

Updated How do I find or create a Client’s Statistical Linkage Key (SLK)?

11.3.3.2. System - Uploading data

Updated Why am I receiving an error saying ‘PMHC MDS does not support version 1’?

11.3.3.3. System - YES-PHN FAQs

Added a section YES-PHN survey

11.3.3.4. System - Access FAQs

Updated What is required for the Letter of Authority?
Added When is a Letter of Authority required?
Updated What internet browser should I use?

11.3.4. 29/04/2020

11.3.4.1. System - Access FAQs

11.3.5. 20/1/2020

11.3.5.1. System - Data Entry FAQs

Added the question How can I capture client services under the 2020 Australian Government Mental Health Response to Bushfire Trauma?

11.3.6. 28/10/2019

11.3.6.1. System - Development FAQs

Added a section Suggesting changes

11.3.7. 21/06/2019

11.3.7.1. System - Data Entry FAQs

Updated the question How do I enter a K10+, or K5, or SDQ?

11.3.8. 8/4/2019

11.3.8.1. System - Development FAQs

Updated the section Development of the PMHC Minimum Data Set

11.3.9. 14/3/2019

11.3.9.1. System - Uploading data

Added the question Why am I receiving an error saying I don’t have permission to upload organisation data?
Updated the question How do I fix upload file errors?
Moved error messages from the Upload User Guide to Uploading Data FAQs

11.3.9.2. System - Checking Data FAQs

Added the question How can I run a report?
Added the question How can I view the rules of a report?
Added the question What are the types of system reports?

11.3.9.3. System - Development FAQs

Updated the section Development of the PMHC Minimum Data Set

11.3.10. 11/9/2018

11.3.10.1. System - Access FAQs

Updated the question to How do I get started using the MDS?

11.3.10.2. System - Development FAQs

Updated the section Development of the PMHC Minimum Data Set

11.3.11. 23/7/2018

11.3.11.1. System - Development FAQs

Updated the question to Reporting - Development of the PMHC Minimum Data Set

11.3.12. 13/3/2018

11.3.12.1. Concepts Processes - Specific Data Items and Definitions

Added the question One episode of care at a time: We have clients who are receiving treatment at multiple programs and require multiple episodes with different ‘Principal Focus of Treatment Plan’. The PMHC MDS only allows one episode at a time for each client, defined at the level of the provider organisation. What do we do?

11.3.12.2. System - Development FAQs

Updated the question to Reporting

11.3.13. 19/1/2018

11.3.13.1. Concepts Processes - Outcome Measures FAQs

Fixed a spelling error in K5 for Aboriginal and Torres Strait Islander population

11.3.14. 22/12/2017

11.3.14.1. System - Development FAQs

Updated the question to Reporting

11.3.15. 08/12/2017

11.3.15.1. System - Data Entry FAQs

Added the question How can I close an episode?
Updated the question How do I enter a referral?

11.3.16. 20/11/2017

11.3.16.1. System - Data Entry FAQs

Updated the question How can I delete a record I incorrectly entered?
Updated the question How can I edit a record’s identifying key?

11.3.16.2. System - Upload FAQs

Updated the question How can I delete a record I have previously uploaded?

11.3.16.3. System - Development FAQs

Updated the question to YES-PHN Survey Reports

11.3.17. 03/10/2017

11.3.17.1. System - Data Entry FAQs

Updated the question Do I enter a Service Contact when a client doesn’t show up for the session?
Updated the question How do I enter a K10+, or K5, or SDQ?

11.3.17.2. System - Uploading data FAQs

Added the question I am receiving an upload error that has a code that is not in my records. What should I do now?
Added the question I am receiving an unknown error in my records. How can I fix this?

11.3.18. 12/9/2017

11.3.18.1. System - Uploading data FAQs

Added the section Should an upload file only contain new or changed data or should it contain all cumulative data from the start of service delivery?
Removed the section ‘Should an upload file include all service contacts and measures for an episode every time?’
Removed the section ‘Do I need to include all service contacts and measures for an episode in an file?’
Added the section Will valid data be accepted if there are errors in the file?

11.3.19. 30/8/2017

11.3.19.1. System - Data Entry FAQs

Updated the question What is the best way to manage the client key?
Updated the question Can you suggest a best practice approach to managing client keys?
Updated the question How will the Master Client Index work?
Added the question How do I find or create a Client’s Statistical Linkage Key (SLK)?
Added the question How do I enter a referral?
Added the question How do I enter a K10+, or K5, or SDQ?
Added the question Do I enter a Service Contact when a client doesn’t show up for the session?
Added the question If the client is referred elsewhere (e.g. not suitable for this service) should this be recorded?
Added the question I have an error message but no idea what it means or how to fix it. What should I do?
Added the question How do I find what my Practitioner Key is?
Added the question How do I find what the Episode Key, Service Contact Key and Outcome Collection Occasion Key is?
Added the question How can I delete a record I incorrectly entered?
Added the question How can I edit a record’s identifying key?

11.3.19.2. System - Development FAQs

Updated the section Development of the PMHC Minimum Data Set

11.3.19.3. System - Upload FAQs

Added the question ‘Do I need to include all service contacts and measures for an episode in an file?’
Added the question How can I edit a record I have previously uploaded?
Added the question How can I view my uploaded data?
Added the question How can I delete a record I have previously uploaded?
Added the question How do I upload the individual CSV files?
Added the question How do I fix upload file errors?
Added the question How do I fix data errors in an upload?
Added the question Has my data uploaded if my file has an error status?

11.3.20. 28/7/2017

11.3.20.1. System - Development FAQs

Updated the section Development of the PMHC Minimum Data Set

11.3.21. 26/6/2017

11.3.21.1. System - Development FAQs

Updated the section Development of the PMHC Minimum Data Set
Removed the question What features will be included in Stage Two development?
Added the section Reporting

11.3.22. 21/6/2017

11.3.22.1. System - Development FAQs

Updated the question to YES-PHN Survey Reports

11.3.23. 6/7/2017

11.3.23.1. System - Data Entry FAQs

Added the question to Why is an episode showing as uncommenced?

11.3.23.2. System - Development FAQs

Added the question to YES-PHN Survey Reports
Added the question to Master Client Index

11.3.23.3. System - Upload FAQs

Added the question to How can I review why the status of my upload file shows error?

11.3.24. 1/5/2017

11.3.24.1. System - Data Entry FAQs

Refined the answer to Can I go back and enter information if I don’t have it at the time?

11.3.25. 10/3/2017

11.3.25.1. Concepts Processes - Outcome Measures FAQs

Refined the answer to MHNIP outcome measures

11.3.25.2. Concepts Processes - Scope FAQs

Added the question Are services previously delivered under MHNIP expected to collect the PHMC MDS?

11.3.25.3. System - Access FAQs

Added the question Are services previously delivered under MHNIP expected to collect the PHMC MDS?
Refined the answer to What can a user see in the MDS?
Added the question What should I do if a user didn’t receive the email invitation?
Added the question Can I add an existing user to another PHN or Provider Organisation?
Added the question Why did I get this message when inviting a user - ‘An error occurred: Inviting user failed: An outstanding PMHC MDS invite exists’?
Added the question What should I do if a user didn’t receive the email invitation?
Refined the question I’m a third-party software developer developing software to assist with uploading data to the MDS. Can I have an account to test my data uploads?

11.3.25.4. System - Data Entry FAQs

Added the question Can I enter fictitious data as a part of testing?
Added the question Where do I enter MHNIPS data collection?
Added the question Can the PMHC MDS capture and record additional data?
Added the question Why can’t we use the SLK as the client key?

11.3.25.5. System - Uploading FAQs

Added the question How can I view my uploaded data?

11.3.26. 8/2/2017

Made the ‘Department response to issues raised by PHNs’ document the Concepts and Processes Frequently Asked Questions subsection in the online Frequently Asked Questions
Moved the current Frequently Asked Questions section into the System Frequently Asked Questions subsection in the online Frequently Asked Questions