Add a session

Task card

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

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

Step 1 – Add a session

There are three different methods to add a session.

  1. At the case creation point where a session is immediately added to a new case.
  2. From the home screen, Add >
  3. From the home screen, Find >
Method 1
  • Add a new Case – refer to Task card 9 – Add a case
  • Then select Add a sessionto this case’s hyperlink under the What can youdo now? heading.

Figure 1 – “What Can You Do Now?”

Method 2
  • At the Data Exchange web-based portal home page select under the Add menu.

Figure 2 – TheData Exchange home page

Method 3
  • At the Data Exchange web-based portal home page select + Caseunder the Find menu.
  • Select the Add + Sessionor Add + Caseto display the Find a case screen.
  • Select the case to which you wish to add a session to.

Figure 3 - Find a case

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

Figure 4 - Add a session to an existing case

Step 2 – Enter Session details

The Add a session - session details screen will display.

Figure 5 - Add A Session - Session Details Screen

Table 1 - Session Details Field Descriptions (Refer Figure 5)

FIELD / DESCRIPTION
Case ID / This is the ID of the case that you are recording a session against
Session ID / Enter the session ID if your organisation has a session identification system, or leave it blank for auto-generation.
Session date / Record the date the session occurred. Enter today’s date or a date in the past.
Note: Sessions cannot be entered for future dates or dates in a closed reporting period.
Service type / Each session can only have one service type. Select the service type that best reflects the intent of the session. The service type choices are dependent on the program activity the case was created under and are to align with the program intent.
Number of unidentified clients attended session / This field should only be used to report group activities where it is not possible or practical to record each participant with their own client record. It should not be used to ‘bulk report’ services to individuals or small groups where it is possible to collect the details of each individual client. The Data ExchangeProtocols requires service providers to report client level data, with aggregate reporting only permitted for services involving a large group of people or a whole community.
In most cases the number of unidentified clients should be left as 0.
This function is intended for large scale community events where it is not practical to record individual client details.
Note: If the number of actual attendees at the session is greater than the number of expected attendees recorded against the case, you will need to edit the case record and increase the number of clients expected to attend before recording the session.
FIELD / DESCRIPTION
Interpreter present / Enter Yes if an interpreter was present. This includes an Auslan or other sign language interpreter for the hearing impaired.
Next / Select Next to finish. The Add a session – Clients/support persons who attended screen will display.

Step 3 – Add clients and support persons to the session

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

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

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

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

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

Figure 6 - Adding Clients and Support Persons to the Session

Step 4 – Review

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

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

A new session is now created.

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

Figure 7 - Add a Session completed screenshot

Copy a session

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

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

Figure 8 - Case screen

The Copy a session – Session details screen displays.

Figure 9 – Copy a Session - Session details screen

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

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

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

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

The Copy a session – Review screen displays.

Figure 11 - Copy a Session - Review screen

Review the details:

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

A new session is now created.

The Partnership Approach (optional additional information)

Figure 12 - The Partnership Approach banner

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

  • SelectREFERRALS TO OTHER SERVICES

The Referral source and reasons screen will display.

  • SelectADD REFERRAL TO OTHER SERVICES

Figure 13 - Add referral to other services screen

Table 2 - Add referral to other services field descriptions (refer Figure 13)

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

Special Data Entry fields

More information regarding Commonwealth Home Support Programme (CHSP) counting rules can be found in the Appendix B of the Data Exchange Protocols. Information on the CHSP Organisation Overview report is available on the Department of Health website.

More information on sessions, referrals and SCORE can be found in the Data Exchange Protocolsand the Training resourcestab.

For technical support; contact the Data Exchange Helpdesk by email or on 1800 020 283 between 08.30am - 5.30pm (AEST/AEDT) Monday to Friday.

Task card - Add a session / 1