PMHC-MDS User Documentation

The PMHC MDS User Documentation site has been divided into the roles available on the MDS. There are step by step instructions and screenshots to assist users with performing a specific task.

A Frequently Asked Questions guide is also available for each role.

Version 1.0.33

Getting Help

A dedicated Help Desk is available to support Primary Health Networks and Provider Organisations implementing PMHC in relation to the minimum dataset system. All enquiries should be directed to: support@pmhc-mds.com.

Table of Contents

• 1. Home, Sign-in & Passwords
  • 1.1. Accepting an invitation to become a PMHC MDS User
  • 1.2. Logging In
  • 1.3. Logging Out
  • 1.4. Updating your details
  • 1.5. Request your details be updated
  • 1.6. Passwords Requirements
  • 1.7. Password Expiry Notifications
  • 1.8. Forgotten or Expired Password
  • 1.9. Account Blocked
• 2. Organisations
  • 2.1. Viewing a PHN
  • 2.2. Searching for a Provider Organisation
  • 2.3. Viewing a Provider Organisation
  • 2.4. Adding a Provider Organisation
  • 2.5. Editing a Provider Organisation
  • 2.6. Inactivate a Provider Organisation
  • 2.7. Viewing an inactive Provider Organisation
  • 2.8. Deleting a Provider Organisation
• 3. Users
  • 3.1. Users Roles
  • 3.2. Finding a user
  • 3.3. Viewing a User’s details
  • 3.4. Editing a User’s details
  • 3.5. Adding a new user
  • 3.6. Adding an existing user
  • 3.7. Viewing Invitations
  • 3.8. Viewing a user’s invitation details
  • 3.9. Reissue an invitation
  • 3.10. Revoke a pending invitation
  • 3.11. Delete an invitation
  • 3.12. Viewing a user’s roles
  • 3.13. Editing a user’s roles
  • 3.14. Deleting a user
  • 3.15. User Auditing Tool
  • 3.16. Viewing all Organisational Users
  • 3.17. Assigning Extra Roles to an Organisational User
• 4. Upload
  • 4.1. Uploading a file
  • 4.2. Uploading a file in Test Mode
  • 4.3. Viewing Previous Uploads
  • 4.4. Viewing Upload Details
  • 4.5. Complete uploads
  • 4.6. Error messages
  • 4.7. Correcting upload errors
  • 4.8. Deletion of data via an upload file
• 5. Data Entry
  • 5.1. Client Data
    • 5.1.1. Clients
    • 5.1.2. Finding a Client
    • 5.1.3. Viewing a Client’s details
    • 5.1.4. Editing a Client
    • 5.1.5. Adding a New Client
    • 5.1.6. Deleting a Client
  • 5.2. Intake
    • 5.2.1. Viewing a Client’s Intakes
    • 5.2.2. Editing a Client’s Intakes data
    • 5.2.3. Adding a Client’s Intake data
    • 5.2.4. Closing a Client’s Intake
    • 5.2.5. Deleting an Intake
  • 5.3. Intake IAR-DST Measure
    • 5.3.1. Viewing a Client’s Measure for an Intake
    • 5.3.2. Adding an Client’s Measures for a Intake
    • 5.3.3. Editing a Client’s Measures for a Intake
    • 5.3.4. Deleting a Measure from a Intake
  • 5.4. Episodes
    • 5.4.1. Viewing a Client’s Episodes
    • 5.4.2. Editing a Client’s Episode data
    • 5.4.3. Adding a Client’s Episode data
    • 5.4.4. Closing a Client’s Episode
    • 5.4.5. Deleting an Episode
  • 5.5. Intake Episodes
    • 5.5.1. Viewing a Client’s Intake Episode
    • 5.5.2. Editing a Client’s Intake Episode data
    • 5.5.3. Adding a Client’s Intake Episode data
    • 5.5.4. Deleting an Intake Episode
  • 5.6. Service Contacts
    • 5.6.1. Viewing a Client’s Service Contacts for an Episode
    • 5.6.2. Editing a Client’s Service Contacts for an Episode
    • 5.6.3. Adding a Client’s Service Contact data
    • 5.6.4. Duplicating a Client’s existing Service Contact data
    • 5.6.5. Deleting a Service Contact
  • 5.7. Outcome Collection Occasions
    • 5.7.1. Viewing a Client’s Outcome Collection Occasions for an Episode
    • 5.7.2. Editing a Client’s Outcome Collection Occasions for an Episode
    • 5.7.3. Adding a Client’s Outcome Collection Occasion data
    • 5.7.4. Generate a Client’s Outcome Collection Occasion Self Service Link through the Online Measures Self Service System (OMSSS)
    • 5.7.5. Deleting an Outcome Collection Occasion
  • 5.8. Collection Occasion Measures
    • 5.8.1. Viewing a Client’s Measures for a Collection Occasion
    • 5.8.2. Adding an Client’s Measures for a Collection Occasion
    • 5.8.3. Editing a Client’s Measures for a Collection Occasion
    • 5.8.4. Deleting a Measure from a Collection Occasion
  • 5.9. Practitioners
    • 5.9.1. Finding a Practitioner
    • 5.9.2. Viewing a Practitioner
    • 5.9.3. Editing a Practitioner
    • 5.9.4. Adding a Practitioner
    • 5.9.5. Deleting a Practitioner
    • 5.9.6. Inactive Practitioners
    • 5.9.7. Viewing a Practitioner’s Clients
    • 5.9.8. Viewing a Practitioner Providing Client Services
• 6. Reports
  • 6.1. How to produce a Standard report
  • 6.2. Data Sources for reports
    • 6.2.1. All PMHC Program Types
    • 6.2.2. The Way Back (PMHC subset)
    • 6.2.3. hAPI (headspace)
  • 6.3. Filter by Tag
  • 6.4. Types of Standard reports
    • 6.4.1. Category A: Monitoring progress of MDS implementation
    • 6.4.2. Category B: Monitoring overall service delivery
    • 6.4.3. Category C: Monitoring implementation of stepped care
    • 6.4.4. Category D: Key Performance Indicators
    • 6.4.5. Category E: Reports for data managers to monitor data supply
    • 6.4.6. Category G: Cohorts of interest
    • 6.4.7. Category I: Monitoring Intakes
  • 6.5. Wayback report
• 7. Data Extract
  • 7.1. How to request an organisation’s data
  • 7.2. How to download a requested extract
  • 7.3. Dates explained for Data Extract
  • 7.4. Data Extract Specification
    • 7.4.1. PMHC 4.0
    • 7.4.2. headspace 2.0 (PMHC extension)
    • 7.4.3. The Way Back 3.0 (PMHC extension)
    • 7.4.4. SURVEY 1.0 (YES-PHN Results)
    • 7.4.5. Include data from all specifications (includes extensions)
  • 7.5. Data extract options
    • 7.5.1. Include data without associated dates
    • 7.5.2. Include all data associated with matched episodes
• 8. Tools
  • 8.1. SLK
    • 8.1.1. Generate a Client’s SLK
    • 8.1.2. Video training module - Statistical Linkage Key (SLK)
  • 8.2. YES-PHN
    • 8.2.1. Download Completed Episodes
    • 8.2.2. Uploading an invitations file
    • 8.2.3. Uploading a file in Test Mode
    • 8.2.4. Viewing Previous Uploads
    • 8.2.5. Viewing Upload Details
    • 8.2.6. Complete uploads
    • 8.2.7. Error messages
    • 8.2.8. Correcting upload errors
    • 8.2.9. Example Self Service Link Screens
  • 8.3. User Auditing Tool
    • 8.3.1. Auditing Users
    • 8.3.2. Finding a User
    • 8.3.3. Changing a users roles or removing access
• 9. Environments
  • 9.1. Production
  • 9.2. Developers
• 10. Frequently Asked Questions
  • 10.1. Concepts and Processes Frequently Asked Questions
    • 10.1.1. Questions about the scope of the MDS
    • 10.1.2. Questions about Specific Data Items and Definitions
    • 10.1.3. Questions about Standard Outcome Measures
    • 10.1.4. Questions about privacy protections and patient consent
    • 10.1.5. Questions about Unique Identifiers and ‘Keys’
    • 10.1.6. Questions about PHN access to the Data Warehouse
    • 10.1.7. Questions about Implementation and Support
    • 10.1.8. Miscellaneous Questions
  • 10.2. System Frequently Asked Questions
    • 10.2.1. Accessing the PMHC Minimum Data Set
    • 10.2.2. Entering data in the PMHC Minimum Data Set
    • 10.2.3. Uploading data
    • 10.2.4. Capturing additional data
    • 10.2.5. Checking data
    • 10.2.6. Storing data relating to the minimum dataset system
    • 10.2.7. YES-PHN survey
    • 10.2.8. Development of the PMHC Minimum Data Set
    • 10.2.9. PMHC mailing list
    • 10.2.10. Getting Help
  • 10.3. Frequently Asked Questions Change log
    • 10.3.1. 16/12/2021
    • 10.3.2. 29/04/2020
    • 10.3.3. 20/1/2020
    • 10.3.4. 28/10/2019
    • 10.3.5. 21/06/2019
    • 10.3.6. 8/4/2019
    • 10.3.7. 14/3/2019
    • 10.3.8. 11/9/2018
    • 10.3.9. 23/7/2018
    • 10.3.10. 13/3/2018
    • 10.3.11. 19/1/2018
    • 10.3.12. 22/12/2017
    • 10.3.13. 08/12/2017
    • 10.3.14. 20/11/2017
    • 10.3.15. 03/10/2017
    • 10.3.16. 12/9/2017
    • 10.3.17. 30/8/2017
    • 10.3.18. 28/7/2017
    • 10.3.19. 26/6/2017
    • 10.3.20. 21/6/2017
    • 10.3.21. 6/7/2017
    • 10.3.22. 1/5/2017
    • 10.3.23. 10/3/2017
    • 10.3.24. 8/2/2017
• 11. User Guide Change log
  • 11.1. 22/08/2024
  • 11.2. 2/08/2024
  • 11.3. 24/07/2024
  • 11.4. 29/04/2024
  • 11.5. 17/10/2023
  • 11.6. 12/10/2023
  • 11.7. 3/10/2023
  • 11.8. 21/09/2023
  • 11.9. 01/08/2023
  • 11.10. 26/06/2023
  • 11.11. 05/06/2023
  • 11.12. 31/03/2023
  • 11.13. 01/09/2022
  • 11.14. 21/8/2022
  • 11.15. 15/8/2022
  • 11.16. 27/6/2022
  • 11.17. 31/05/2022
  • 11.18. 27/05/2022
  • 11.19. 16/12/2021
  • 11.20. 3/12/2021
  • 11.21. 25/11/2021
  • 11.22. 1/11/2021
  • 11.23. 31/08/2021
  • 11.24. 25/06/2021
  • 11.25. 18/3/2021
  • 11.26. 24/02/2021
  • 11.27. 12/02/2021
  • 11.28. 9/2/2021
  • 11.29. 7/12/2020
  • 11.30. 21/10/2020
  • 11.31. 20/9/2020
  • 11.32. 27/08/2020
  • 11.33. 29/04/2020
  • 11.34. 16/4/2020
  • 11.35. 23/1/2020
  • 11.36. 6/9/2019
  • 11.37. 14/8/2019
  • 11.38. 16/7/2019
  • 11.39. 21/06/2019
  • 11.40. 14/3/2019
  • 11.41. 19/11/2018
  • 11.42. 11/9/2018
  • 11.43. 23/7/2018
  • 11.44. 13/3/2018
  • 11.45. 19/1/2018
  • 11.46. 22/12/2017
  • 11.47. 08/12/2017
  • 11.48. 20/11/2017
  • 11.49. 25/10/2017
  • 11.50. 23/10/2017
  • 11.51. 03/10/2017
  • 11.52. 25/9/2017
  • 11.53. 25/8/2017
  • 11.54. 28/7/2017
  • 11.55. 20/7/2017
  • 11.56. 11/7/2017
  • 11.57. 30/6/2017
  • 11.58. 14/6/2017
  • 11.59. 26/5/2017
  • 11.60. 18/5/2017
  • 11.61. 15/3/2017
  • 11.62. 10/3/2017
  • 11.63. 24/2/2017
  • 11.64. 8/2/2017

Data Specifications

The PMHC MDS Data Specification documentation site defines what data items are collected in the PMHC MDS, what file formats are accepted for upload and associated reporting requirements - available at https://docs.pmhc-mds.com/#data-specifications.

Download this document as a PDF.