NHSD Cntent Manager Reference Guide Natinal Health Services Directry Date: February 2016
Table f cntents Table f cntents... 2 NHSD Overview... 5 Intrductin... 5 Natinal Health Services Directry Structure... 5 Using the NHSD Cntent Manager... 7 Lgin t yur accunt... 7 Navigating the Cntent Manager... 8 Directry Cntent Requests (DCRs) Rles and wrkflw fr tasks... 9 Rles... 9 Wrkflw... 10 Tasks... 11 Organisatins... 15 Create a Tp Organisatin... 15 View r Edit yur Tp Organisatin Details... 15 Mandatry and Recmmended Fields fr a Tp Organisatin... 18 Cre Infrmatin... 18 Main Cntact Details... 19 Peple linked with this rganisatin... 19 Create Sub-Organisatin... 20 Intrductin... 20 Add Cre Infrmatin fr a sub-rganisatin... 23 Add Main Cntact Details fr a sub-rganisatin... 25 Add ther Cntact Details fr a Sub-Organisatin... 26 Add Facilities t a Sub-Organisatin... 28 Link Peple t an Organisatin... 29 Data Expsure... 31 Create Services fr a sub-rganisatin... 32 Mandatry and Recmmended Fields fr a Sub-Organisatin... 33 Cre Infrmatin... 33 Main Cntact Details... 33 Add Services... 34 Add a Service... 34 Main Cntact Details... 36 Other Cntact Details... 40 February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 2
Service Delivery Details... 40 Opening Hurs... 41 Peple Linked t the Service... 44 Eligibility Criteria... 46 Facilities... 47 Prgrams... 48 Target Grups... 50 Referral Infrmatin... 51 Assciatins and Languages... 52 Payment... 54 Data Expsure... 56 Mandatry and Recmmended Fields fr a Service... 57 Cre Infrmatin... 57 Main Cntact Details... 57 Other Cntact Details... 57 Service Delivery Lcatin... 58 Opening hurs... 60 Peple linked t this service... 60 Eligibility Criteria... 60 Facilities... 61 Prgrams... 61 Target Grups... 61 Referral Infrmatin... 61 Payment Optins... 61 Data Expsure... 62 Peple... 63 Create new persn... 63 Mandatry and Recmmended Fields fr a Persn... 68 Cre infrmatin... 68 Main Cntact Details... 68 Prfessinal Details... 68 Data Expsure... 68 Search... 69 Search fr an Organisatin... 70 Search fr a Persn... 71 February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 3
Search fr a Service... 71 Appendix A Data expsure and privacy settings... 72 Data expsure grups... 72 Persn Cnsent... 72 Basic... 72 Name... 73 Persn Identifier... 73 Prfessinal... 73 Default Cntact... 73 Other Cntacts... 73 Service Cnsent... 74 Basic... 74 Service Identifier... 75 Physical Address... 75 Referral fr Practitiners... 75 Other Cntacts... 75 Linked Peple... 75 Organisatinal Cnsent... 76 Basic... 76 Organisatin Identifier... 76 Other Cntacts... 76 Linked Peple... 76 February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 4
NHSD Overview Intrductin The Natinal Health Services Directry (NHSD) is a cmprehensive and cnslidated natinal directry f health and health related services. It enables health prfessinals and cnsumers t access reliable and cnsistent infrmatin abut services anywhere in Australia. The NHSD prvides a natinal platfrm t supprt ehealth initiatives, including secure electrnic messaging between health prvider rganisatins and facilitating referral pathways. The NHSD is a jint initiative f all Australian gvernments, develped and delivered by Healthdirect Australia. Natinal Health Services Directry Structure The illustratin belw shws an example f hw Organisatins may be structured in the new NHSD Cntent Manager and prvides an insight int hw infrmatin can be managed and maintained. Recrds are added and maintained using the fllwing hierarchical structure: Tp Organisatin February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 5
The basis f an rganisatin recrd is the tp level rganisatin which is a legal entity. The tp level rganisatin details including persnnel can nly be created by Healthdirect Australia in respnse t an applicatin t register frm an rganisatin. Organisatins can register at www.nhsd.cm.au/register r by emailing the NHSD Service Desk at nhsd@healthdirect.rg.au Once a tp rganisatin is created by Healthdirect Australia the nminated persnnel can edit the tp level rganisatin r create and manage subsequent recrds fr subrganisatins, services and peple. Sub-Organisatin Sub-rganisatins are created under tp level rganisatins and can represent different departments, divisins r lcatins within larger r mre cmplex rganisatinal structures such as a majr hspital. Multiple layers f Sub-Organisatin may exist under ne Tp Organisatin. Service A Sub-Organisatin can have ne r multiple services attached t it. A service cannt be attached t an Organisatin that has anther Organisatin attached t it. Services can nly be attached t the lwest Organisatin in the hierarchy. Adding each service that the rganisatin prvides allws the attributes f that service (e.g. pening hurs, cntact details, referral criteria) t be searchable and viewable t ther service prviders and cnsumers (if privacy settings allw). Peple Peple (practitiners r nn-practitiners) can be linked t Tp Organisatins, Sub- Organisatins and t Services. It is pssible fr a persn t have multiple ccupatins if they have different rles within an Organisatin. (E.g. they can be a Directr f Medical Services linked t an Organisatin and als a specialist practitiner linked t a specialist service prvided by the same Organisatin). February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 6
Using the NHSD Cntent Manager Lgin t yur accunt 1. T lg int the NHSD Cntent Manager enter yur username and passwrd. Depending n the size f yur rganisatin structure yu will see ne f tw entry screens. If yu manage a single rganisatin yu will see the fllwing entry screen. This screen presents a snapsht f the peple and services fr yur rganisatin. Frm this screen yu can navigate directly t peple and services recrds. The functinality fr managing these recrds is explained in the relevant sectins f this guide. Yu can als navigate t the ther main sectins f the NHSD Cntent Manager as explained belw. If yu manage multiple rganisatins and services yu will see the Dashbard which is the hme page fr the NHSD Cntent Manager and is available t all users f the NHSD. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 7
Navigating the Cntent Manager Dashbard The Dashbard prvides a snapsht f latest news and events such as planned training activities. There is als an Alert Message sectin that is used t highlight such items as the date and time f planned maintenance when the system will be unavailable. Tasks The Tasks page lists all Directry Cntent Requests (DCRs) fr the Organisatin/s yu manage and is divided int three sectins: Saved Drafts, Submissins (visible t Editrs nly) and Apprvals (visible t Apprvers nly). Organisatins The Directry is cmprised f rganisatins that prvide services. This sectin allws yu t view and update yur rganisatin and service details. Peple This sectin enables yu t create and maintain the recrds fr the peple (practitiners and nn-practitiners) wh administer r deliver the services fr yur rganisatin. Reprts The Reprts feature is currently available fr administrative users nly. Supprt This sectin prvides access t supprt material fr the NHSD Cntent Manager. Search Yu can search fr rganisatins, peple and services in the NHSD using varius search criteria. Mve yur muse ver a menu ptin t select it. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 8
Directry Cntent Requests (DCRs) Rles and wrkflw fr tasks Rles Rles define what Peple can access and d in the NHSD Cntent Manager. Rles have a direct relatinship with the NHSD security system that cntrls permissins and access t the varius functins within the directry. Rle Descriptin Access Levels Editr Editrs have access t add r update infrmatin fr their rganisatin and submit Directry Cntent Requests t Apprvers. View Related Organisatins View Related Peple Edit Tp Organisatins Create/Update/Deactivate Sub- Organisatins Create/Update/Deactivate Service Create/Update/Deactivate Persn Link/De-Link Persn t Service Link/De-Link Persn t Organisatin Apprver Apprvers can apprve Directry Cntent Requests fr their Organisatins submitted by Editrs. Nte that peple can have bth Editr and Apprver rles. View Related Organisatins View Related Peple Apprve/Reject Directry Cntent Requests Organisatin Administratr (OA) The rle with the highest level f access fr a user within an Organisatin r Sub- Organisatin. Organisatin Administratrs f a Tp Organisatin will autmatically have the same access/rights t any Sub-Organisatins under the Tp Organisatin. This rle is assigned by Healthdirect Cntent Administratrs when establishing a Tp Organisatin. View Related Organisatins View Related Peple Edit Tp Organisatins Create/Update/ Deactivate Sub- Organisatins Create/Update/ Deactivate Service Create/Update/ Deactivate Persn Link/De-Link Persn t Service Link/De-Link Persn t Organisatin Apprve/Reject Directry Cntent Requests Invite a New User t Register Member This is a rle fr Peple listed in the NHSD that are linked t an Organisatin hwever these peple d nt have access t the NHSD Cntent Manager until they are invited t register. A member has n system access rights unless they are invited t register fr an accunt. Once they have a user accunt they have the access rights as defined by the Self rle. Self (Persnal Data Owner) Allws users t have access t update and apprve changes t their wn persnal data. View Related Organisatins View Related Peple Update/ Deactivate Persn (Self) Apprve Change Requests t wn recrd February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 9
Wrkflw All changes t cntent in the NHSD are referred t as Directry Cntent Requests (DCRs). DCRs are subject t wrkflw rules which drive the apprval prcess. The Apprval f a DCR leads t the publicatin f data. Wrkflw fr a Directry Cntent Request (DCR) Editr Start Lg in t the NHSD Cntent Manager Edit an Organisatin, Service r Persn recrd Submit the DCR Edit the draft and resubmit Rejected Apprver Lg in t the NHSD Cntent Manager Find the DCR n the Task sectin under Pending Apprval Apprve r Reject the DCR Apprved r Rejected? Apprved Cntent Published There are tw cre cntent management rles that wrk n Directry Cntent Requests: Editr and Apprver. The wrkflw prcess that is applied fr any ne task is dependent n the rle and type f actin yu need t perfrm. Fr example, if yu have an Apprver rle then yu will see hw many apprval tasks are pending n yur Dashbard. Yu will be able t access the details f the DCRs awaiting yur apprval frm the Tasks page. The wrkflw rules may vary fr different types f rganisatins. Fr example, in small rganisatins ne r tw peple may have all rles t create, edit and publish data and in this case the wrkflw rules facilitate duble-checking f the data accuracy befre final publishing. In large rganisatins with many sub-rganisatins the respnsibilities fr publishing may be distributed int different rles fr each functin. N matter what their rle, each cntent manager can track their wrk in the Tasks sectin. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 10
Tasks Tasks are created frm a Directry Cntent Request (DCR). The Tasks page lists all DCRs fr the Organisatin that are in draft, require apprval, have been apprved, rejected r cancelled. All DCRs have a unique identifier. 1. Click n Tasks in the Tp navigatin bar t display the Tasks screen. The available fields and actins are: Shw my recrds nly select this checkbx t see nly the DCRs assigned t yu. Select a DCR Mve the muse ver a DCR t highlight and select it. Submissins Search fr DCRs within the mst recent 30 day perid. Frm Date: Enter a date using the calendar drp dwn. Nte that the T Date will autcmplete t the current date T Date: Edit the date r leave it as is and select the Filter buttn t display DCRs fr the time perid selected 2. Click n the Request ID rw t view the details fr a DCR including: Mandatry sectins that are yet t be cmpleted and highlighted by a warning symbl, and Actins available t yu depending n yur cntent management rle. Yu will als see a Cmments tab where yu can make cmments r find cmments entered by previus Editrs r Apprvers f the DCR. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 11
The available fields and actins are: Cancel DCR select this if the DCR is n lnger required. A pp-up is displayed that requires a reasn fr cancellatin and t then cancel the DCR. Save Draft Save a Draft in rder t keep wrking n it at anther time. Validate Select this t check that all mandatry fields are cmplete. A warning symbl is displayed in the panel next t any sectins that are incmplete. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 12
Submit Select this t submit the DCR t the Apprver. The DCR will appear n the Apprver s Task page. When the Task is selected by the Apprver the fllwing screen is displayed. The available fields and actins are: Cancel DCR select this if the DCR is n lnger required. A pp-up is displayed that requires a reasn fr cancellatin and t then cancel the DCR. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 13
Recall Draft This ptin is available fr peple with bth Editr and Apprver rles. Select this t set the status f the DCR back t Draft. Apprve Select this apprve and publish the DCR Reject select this t reject the DCR. A pp-up is displayed that requires a reasn fr the rejectin and t then reject the DCR. The status is set t Draft and the reasn is then available t the Editr in the Cmments tab. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 14
Organisatins In the directry a tp rganisatin is the peak entity f the rganisatin hierarchy. This may be an rganisatin with many sub-rganisatins. Create a Tp Organisatin Organisatins need t cmplete an applicatin prcess fr inclusin in the directry. The details fr a tp rganisatin are first validated and then created by Healthdirect Australia cntent administratrs. This is t ensure duplicate r inapprpriate rganisatins are nt added t the directry. Once the tp rganisatin is created, the designated cntent managers fr that rganisatin can then edit the tp rganisatin and create its sub-rganisatins, services and peple. The applicatin t register an rganisatin can be fund n the NHSD website: www.nhsd.cm.au/register View r Edit yur Tp Organisatin Details Yu can select yur tp rganisatin t create sub-rganisatins and services. Select Organisatins frm the main menu t view the list f rganisatins that yu manage. Select the tp rganisatin yu want t view r edit frm the list f rganisatins. All Tp Organisatin in the list are highlighted in bld text. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 15
The available fields and actins are: View Hierarchy Select this t view the rganisatinal hierarchy as in the example belw Change Status Status f rganisatin recrd in the NHSD. Depending n the status f rganisatin, it may/may nt be available in search results. The default status when creating rganisatins is Active. Active status The rganisatin details (including service details) are displayed in Search results. Inactive status The rganisatin is inactive and des nt appear in public search results hwever it will still appear in search results within the NHSD Cntent Manager. Yu can chse t make an rganisatin temprarily inactive if yu d nt want the data t appear in public search results. The rganisatin can be easily set t Active when required. Archived status The rganisatin is archived. Only an NHSD Administratr can recver an archived rganisatin - Cntact nhsd@healthdirect.rg.au fr assistance. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 16
View Change Histry fr this rganisatin by selecting the View Change Histry buttn which displays infrmatin abut the changes made t the rganisatin including: i. Last Mdified date ii. User Name iii. Actin iv. Cmment Edit click n the Edit buttn t update the rganisatin recrd. Active Request This buttn ptin is displayed if there is an active DCR. Clicking n Active Request buttn will pen the Tasks sectin where the active request can be viewed and edited (pending access rights). Create sub-rganisatin Select this t create a new sub-rganisatin attached t the tp rganisatin (see the sectin Create Sub Organisatin). February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 17
Mandatry and Recmmended Fields fr a Tp Organisatin Cre Infrmatin Field Name Mandatry r Recmmended Descriptin Search ABR Yes ABR validatin is Mandatry fr a Tp Organisatin t ensure it is a legal business entity and nt already listed in NHSD. Only ne identifier r name is required fr ABR validatin (ABN, ACN r ARBN). ABN ACN ARBN Organisatin Name One f these fields is Mandatry This infrmatin is aut - ppulated frm ABR Search. Manual entry/edit is disabled Aut ppulated frm ABR. Manual entry disabled An Australian Business Number (ABN) is a unique 11 digit number that identifies yur business t the gvernment and cmmunity. An Australian Cmpany Number (ACN) is a unique 9 digit number issued by the Australian Securities and Investments Cmmissin (ASIC) t every cmpany registered under the Cmmnwealth Crpratins Act 2001. An Australian Registered Bdy Number (ARBN) is a 9 digit number allcated by Australian Securities and Investments Cmmissin (ASIC) when a bdy is registered with them ther than as a cmpany, fr example, freign cmpanies and registrable Australian bdies. Legal Entity Name f this Tp Organisatin aut-ppulated frm ABR recrd. Lcatin Aut ppulated frm ABR. Manual entry disabled Lcatin details f this Tp Organisatin aut-ppulated frm ABR recrd. Legal Structure Aut ppulated frm ABR. Manual entry disabled Legal structure f this Tp Organisatin aut-ppulated frm ABR recrd. Funding Surce Organisatin Type Recmmended Mandatry Add Funding Surce/s fr this Tp Organisatin. Multiple funding surces can be selected. If the funding surce required is nt listed, cntact nhsd@healthdirect.rg.au. Select ne r mre Organisatin Types frm the list prvided. If the rganisatin type required is nt listed, cntact nhsd@healthdirect.rg.au. Descriptin Recmmended Use the free text bx belw t add a descriptin fr this Tp Organisatin. Status Mandatry Status f this rganisatin recrd in the NHSD. The default status fr new rganisatins added will be active. Fr mre infrmatin abut recrd status cntact nhsd@healthdirect.rg.au. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 18
Main Cntact Details Field Name Mandatry r Recmmended Descriptin Cntact Type At least ne f the cntact types must be specified with its value Details f at least ne Cntact Type must be added. N privacy settings are applied t Main Cntact details. Physical Address Fr detailed infrmatin abut entering a Physical Address refer t the sectin Hw t enter a Physical Address n page 37. Peple linked with this rganisatin Field Name Mandatry r Recmmended Descriptin Peple Recmmended Search fr and link peple t the rganisatin. Once linked, peple can be assigned rles enabling view, edit r apprve capability fr this rganisatin and any rganisatins belw it. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 19
Create Sub-Organisatin Intrductin Sub-rganisatins are created under tp rganisatins and can represent different departments, divisins r lcatins within larger r mre cmplex rganisatinal structures such as a majr hspital. Multiple layers f sub-rganisatin may exist under ne tp rganisatin. Services are added t the lwest level f sub-rganisatin. The expandable and cllapsible panels enable yu t enter data as shwn in the example belw. Main Cntact Details; such as PO Bx address, website r phne number as shwn in the example belw. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 20
Other Cntact Details; gruped by cntact purpse, such as Legal, General Enquiry, Emergency Cntact. Facilities; such as parking and access t public transprt as shwn in the example belw. Peple assciated with yur rganisatin; bth practitiners and nn-practitiners. Data Expsure; that determines what infrmatin abut the rganisatin is expsed t the public and within yur rganisatin. Services; that yu ffer t the public r ther rganisatins as shwn in the example belw. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 21
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Add Cre Infrmatin fr a sub-rganisatin Select the Create Sub-Organisatin buttn t display data entry panels and fields in edit mde. Select the tp panel t add sme basic infrmatin abut the rganisatin. Yu d nt need t cmplete the ABN, ACN and ABRN fr a Sub-Organisatin if it is nt a separate legal business entity t the Tp Organisatin. Mandatry fields are Blue and Recmmended are Orange The available fields and actins are: Organisatin Name The rganisatin business r trading name can be entered here. Lcatin Lcatin details fr the sub-rganisatin are aut-ppulated frm ABR database if an ABR search is perfrmed. It is nt pssible t manually enter this data. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 23
Legal Structure Legal structure f the sub-rganisatin as per the ABR recrd. Chse frm the drpdwn list prvided. The legal structure is aut-ppulated frm the ABR database if an ABR search is perfrmed. ABN This is ptinal. An Australian Business Number (ABN) is a unique 11 digit number that identifies yur business t the gvernment and cmmunity. Enter an ABN if this subrganisatin has a different ABN t the tp-rganisatin. Use the Search ABR ptin t preppulate details frm the ABR database. N ABN If the sub-rganisatin des nt have an ABN select the N ABN checkbx. ACN This is ptinal. An Australian Cmpany Number (ACN) is a unique nine-digit number issued by the Australian Securities and Investments Cmmissin (ASIC) t every cmpany registered under the Cmmnwealth Crpratins Act 2001 as an identifier. ARBN This is ptinal. An Australian Registered Bdy Number (ARBN) is a nine digit number allcated by ASIC when a bdy is registered with them ther than as a cmpany, fr example, freign cmpanies and registrable Australian bdies. Other Names Other names (such as Business name, Trading name, Abbreviated name, Knwn as) can be specified fr each rganisatin and these names can help with the search f yur rganisatin. Identifiers Organisatin Identifiers are unique identifiers that can be allcated t uniquely distinguish an rganisatin. Multiple identifiers can be cnfigured fr each rganisatin. Organisatin Type Organisatin Type that best describes yur rganisatin. Multiple rganisatin types can be selected frm the list prvided. If yur rganisatin type is nt available, cntact nhsd@healthdirect.rg.au Funding Surce Funding Surces fr this entity. Multiple funding surces can be selected frm the list prvided. If yur funding surce is nt available, cntact nhsd@healthdirect.rg.au Organisatin Status Status f rganisatin recrd in the NHSD. Depending n the status f rganisatin, it may/may nt be available in search results. The default status when creating rganisatins is Active. Active status The rganisatin details (including service details) are displayed in Search results. Inactive status The rganisatin is inactive and des nt appear in public search results hwever it will still appear in search results within the NHSD Cntent Manager. Yu can chse t make an rganisatin temprarily inactive if yu d nt want the data t appear in public search results. The rganisatin can be easily set t Active when required. Archived status The rganisatin is archived. Only an NHSD Administratr can recver an archived rganisatin - Cntact nhsd@healthdirect.rg.au fr assistance. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 24
Descriptin A free-text descriptin abut the rganisatin can be entered int the Descriptin bx. Add Main Cntact Details fr a sub-rganisatin Select the panel Main Cntact Details and the fllwing default details are displayed. The default display cntains the mandatry and recmmended set f cntact details that will be displayed t NHSD users s that they can easily cntact and find yur rganisatin. The available fields and actins are: Add anther cntact type Use the drp dwn list t select an additinal cntact type Delete Selectin Bx Click the bx n the left f the item t select a cntact type and display the garbage can which yu then click t delete the item. Pririty Use the Up and Dwn arrws t priritise the rder f display when the data is presented t custmers using the NHSD Cntent Manager. Type This is a display field. Detail Enter the details fr the type f cntact. Physical Address Fr detailed infrmatin abut entering a Physical Address refer t the sectin Hw t enter a Physical Address n page 37. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 25
Add ther Cntact Details fr a Sub-Organisatin Select the panel Other Cntact Details and the fllwing default details are displayed. Other cntact details include useful infrmatin that may assist NHSD users such as phne numbers fr after-hurs services, emergency cntact details, cmplaints r general inquiries. The available fields and actins are: Add new cntact purpse Use the drp-dwn list t select ne r mre cntact purpses. Adding a cntact purpse allws gruping f cntact types accrding t their intended purpse, e.g., General Enquiry, Cmplaints, Emergency Cntact. Once a cntact purpse is selected, ne r mre cntact types can be added t it. The available fields and actins are: Delete The garbage can symbl is a delete functin. In this case yu can delete the cntact purpse withut adding any further details. Add anther cntact type Use the drp dwn list t select an additinal cntact types. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 26
The available fields and actins are: Delete Selectin Bx Yu can tick the bx t the left f a cntact type t display the garbage can which yu then click t delete the selectin. Pririty Use the Up and Dwn arrws t priritise the rder f display when the data is presented t ther NHSD Cntent Manager users. Type This is a display field. Detail Enter the details fr the type f cntact. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 27
Add Facilities t a Sub-Organisatin The Facilities available at a Lcatin, such as wheelchair access, enable cnsumers searching the NHSD t determine their preferred service based n their needs. Select Facilities Select the Add buttn t display a list f facilities ptins Chse ne r mre facilities frm the checkbx list Select Next t mve n t the Peple linked t this rganisatin sectin February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 28
Link Peple t an Organisatin This sectin describes hw t link Peple t an rganisatin. Only peple already listed in the directry can be linked t an rganisatin r service. Select Add Peple t display the Peple search bx This will allw yu t search fr, and select, peple already listed in NHSD t display the search screen. Nte that if the persn yu need t add is nt in the list then yu need t g t the Peple sectin t create a new persn recrd. Be sure t save the sub-rganisatin recrd yu are wrking n first. Type details f the persn yu want t search fr and select Search peple t display the search results as in the example screen belw. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 29
Select the persn yu want t link t the rganisatin and click OK. An example result is shwn belw. Click n Rle t display the Add Rle selectin pp-up. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 30
Select the rle fr this persn. Refer t sectin Rles n page 9 fr mre infrmatin. Nte that a Rle must be allcated and that nly Healthdirect can assign the Organisatin Administratr rle. a. Select Member fr a persn with n data management rle b. Select Editr fr a persn wh needs a data management editing rle c. Select Apprver fr a persn wh needs a data management apprver rle. d. Select bth Editr and Apprver fr a persn wh needs a cmbined data management editing and apprver rle. The fllwing example shws a user with bth Apprver and Editr rles. Select Next t mve n t the Data Expsure sectin. Data Expsure Data expsure enables cntrl ver the data that is made available t internal (registered users f NHSD) and external users that search the database. Select the Data Expsure tab and the fllwing default details are displayed. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 31
Select the rganisatin infrmatin t be expsed t the General Public. The default setting is basic infrmatin nly. The type f data that can be expsed is set against fur type f data and includes: a. Basic; such as the rganisatin name and address. b. Organisatin Identifier; such as health sectr identifiers. c. Other cntact details; such as After Hurs cntact details d. Linked peple; such as name and ccupatin details. Nte that a persn has cntrl ver their wn data expsure settings which will verride settings at the rganisatin and service level. Select the rganisatin infrmatin t be expsed t My Organisatin. This infrmatin can be viewed by anyne linked t yur rganisatin. The default setting is all infrmatin types. Refer t Appendix A fr mre infrmatin n Data Expsure. Create Services fr a sub-rganisatin One r mre services can be created fr a sub-rganisatin. Service infrmatin can be searched and viewed by cnsumers and ther service prviders (pending privacy settings) s it is imprtant that details are added fr each f the services prvided by the rganisatin. Fr a full explanatin f Services see the sectin Add Services. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 32
Mandatry and Recmmended Fields fr a Sub-Organisatin Cre Infrmatin Field Name Mandatry r Recmmended Descriptin Sub- Organisatin Name Funding Surce Organisatin Type Optinal can be aut ppulated frm ABR can be manually verwritten r entered Recmmended Mandatry Enter a name fr this Sub-Organisatin. This culd be a Business r Trading name. Add Funding Surce/s fr this Sub-Organisatin. Multiple funding surces can be selected. If the funding surce required is nt listed, cntact nhsd@healthdirect.rg.au Select ne r mre Organisatin Type/s frm the list prvided. If the rganisatin type required is nt listed, cntact nhsd@healthdirect.rg.au Descriptin Recmmended Use the free text bx belw t add a descriptin fr this Sub- Organisatin. Status Mandatry defaulted t "Active" Status f this Sub-Organisatin recrd in the NHSD. The default status fr new Sub-Organisatins added will be active. Fr mre infrmatin cntact nhsd@healthdirect.rg.au Main Cntact Details Field Name Mandatry r Recmmended Descriptin Physical address PO Bx At least ne f these fields must be prvided but bth are recmmended if available. Physical address f the rganisatin. Physical Address Fr detailed infrmatin abut entering a Physical Address refer t the sectin Hw t enter a Physical Address n page 37. PO Bx may be selected if the physical address f the rganisatin is nt t be displayed/made available publicly. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 33
Add Services Services are the cre infrmatin in the NHSD. Service details are added under the main menu item called Organisatins. Services can nly be added t a sub-rganisatin. This sectin describes all the steps that can be cmpleted t give a service a rich descriptin that will aid cnsumers wh search the NHSD fr service infrmatin. Add a Service 1. T add a service yu need t be in the prcess f adding r editing a sub-rganisatin 2. Frm the Services panel select Add New Service and yu are taken t a new sectin with a number f panels t cmplete. The first panel requires cre infrmatin be entered fr the Service. Nte that if this is already a service attached the rganisatin recrd yu can use the Cpy Service functin t cpy details frm the existing service t this new service. Select the Service frm the drp dwn list and click Cpy Service. The fllwing details are cpied: All cntact details Service delivery lcatin Opening hurs Eligibility criteria Facilities February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 34
The first panel requires cre infrmatin be entered fr the Service. The available fields and actins are: Service Name Add a specific name fr the service int the Service Name field. Service Type Search and select a Service Type frm the list prvided. If unsure f what service type t select please cntact nhsd@healthdirect.rg.au Service Status Select the status frm a drpdwn list. The default status when creating new services is Active. Active The service are displayed in Search results. Inactive The service is inactive and des nt appear in public search results hwever it will still be visible t NHSD Cntent Manager users. Yu can chse t make a service temprarily inactive if yu d nt want the data t appear in public search results. The rganisatin can be easily set t Active when required. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 35
Organisatin Name Display field based n the details entered in Cre Infrmatin fr a sub-rganisatin. Organisatin ID Display field based n the details entered in Cre Infrmatin fr a subrganisatin. Organisatin Status Display field based n the details entered in Cre Infrmatin fr a sub-rganisatin. Descriptin A descriptin f the service that is displayed n user search results. Please enter a service descriptin t prvide cnsumers and ther service prviders with mre detailed infrmatin abut the service. Searchable Terms/Keywrds Type terms that will aid the user in finding yur service. The mre terms yu add the mre relevant user search results will be. Main Cntact Details The main cntact details may be the same as fr the rganisatin t which this service is attached in which case yu can cpy the details frm the rganisatin. Hwever if the cntact details are different fr the service they can be entered here. The available fields and actins are: Cpy cntact details frm Org. Cpy the cntact details frm the parent rganisatin fr this service. Add anther cntact type Add cntact types by clicking n the drpdwn list and selecting the type yu require. An example is presented belw. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 36
Pririty Use the Up and Dwn arrws t priritise the rder f display when the data is presented t custmers using the NHSD Cntent Manager. Delete Selectin Bx Click the bx n the left f the item t select a cntact type and display the garbage can which yu then click t delete the item as shwn in the example belw. Type This is a display field. Detail Enter the details fr the type f cntact. Hw t enter a Physical Address The physical address is an imprtant part f the NHSD as it is used t lcate rganisatins and services bth in text and n a map when presenting search results t users. There are tw ways t enter a physical address: Search address When yu enter a Physical Address yu are presented with a pp-up that facilitates searching fr the address against a cmprehensive natinal standard addressing database. Enter address manually With this ptin yu can manually type the address details. These details are nt checked against the natinal address database and latitude and lngitude are nt autmatically added. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 37
The Physical Address functin wrks in the same way wherever it is used in the NHSD Cntent Manager. Enter the address yu wuld like t search fr and select Search address t display the results as in the example screen belw. Select the address yu need and they will be entered against the Physical Address type in the Main Cntact Details panel as shwn belw. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 38
Alternatively yu can chse t enter the address manually. The fields fr this screen are described in the sectin Physical Lcatin n page 58.Yu must cmplete the mandatry fields The detail yu enter are nt checked against the natinal address database and latitude and lngitude are nt autmatically added. If yu require assistance please cntact the NHSD Service Desk: nhsd@healthdirect.rg.au February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 39
Other Cntact Details Select Next t mve n t the Other Cntact Details sectin and the fllwing default details are displayed. The available fields and actins are: Add new cntact purpse Click the buttn t display a list f cntact purpses. Fr example, After Hurs as in the screen belw. The available fields and actins are: Add anther cntact purpse Click the buttn t display a list f cntact types. Fr example, fr After Hurs yu may want t specify a different phne number. Service Delivery Details Select Next t mve n t the Service Delivery Details sectin and the fllwing default details are displayed. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 40
The available fields and actins are: Select Delivery Methd Physical, Virtual (Online r Phne), Hme Visit. The Physical lcatin is displayed by default. If Physical is selected, an address must be entered, if Virtual r Hme Visit are selected, a cverage area must be entered. Physical Lcatin - when yu enter a Physical Address yu are presented with a pp-up that facilitates searching fr the address against a cmprehensive natinal address database that als supplies latitude and lngitude values which are used t lcate yur delivery lcatin n a map in search results. Alternatively yu can chse t enter the Address manually hwever if yu d the latitude and lngitude values will nt be autmatically entered. NHSD des nt recmmend entering latitude and lngitude values manually. Fr detailed infrmatin abut entering a Physical Address refer t the sectin Hw t enter a Physical Address n page 37. Virtual when yu enter a Virtual service yu must chse if it is a phne r nline internet based service. Yu must als define a valid cverage area defined as Natinal r State based. Fr a State-based service yu can als refine the cverage area by Suburb. Hme Visit when yu enter a Hme Visit service yu must define a valid cverage area fr the service as Natinal r State based. Fr a State-based service yu can als refine the cverage area by Suburb. Nte that if yur service has mre than ne lcatin type, fr example physical and hme visit, yu must define a Service fr each type. Yu can take advantage f the Cpy Service functin when creating details f the secnd Service. Opening Hurs Select Next t mve n t the Opening Hurs sectin and the fllwing default details are displayed. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 41
The available fields and actins are: Add New Click the buttn t display a calendar. The available fields and actins are: Time Zne Select the time zne fr the service. If the service has a cverage area that crsses multiple time znes, select Multiple frm the list. Weekly Opening Times Select the days and set the hurs fr pening times. Mnday t Sunday Select a day r a number f days by clicking n the day. Hurs Set the pening hurs fr the selected days February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 42
Add new time slt Click the Add new time slt buttn t add anther time slt fr the same set f days. Open 24 hurs Click this selectin bx if yu service is pen 24 hurs a day: On the day r days selected Public Hlidays Select the Public Hlidays n which yur service is Open and Edit the pening hurs. Nte that if yu d nt select any Public Hlidays the default display will be that the service is clsed n Public Hlidays. The fllwing screen is an example f the cmpleted Opening Hurs sectin. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 43
Peple Linked t the Service Select Next t mve n t the Peple linked t this service sectin and the fllwing default details are displayed. The available fields and actins are: Add New Peple Click Add New Peple t display a pp-up windw that lets yu search fr peple already listed in the NHSD. The available fields and actins are: Peple Name Type a First and/r Surname Occupatin Chse an ccupatin grup Suburb/Pstcde Chse a suburb r pstcde State Chse a Sate r pstcde February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 44
Reset remve the entered criteria and start again The screen belw shws a sample set f search results. The available fields and actins are: Selectin Click the grey circle next t the persn yu want t link t the service. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 45
Eligibility Criteria Chse frm a list f ptins that specify eligibility criteria fr the service including whether an appintment is required.. The available fields and actins are: Add New Eligibility Criteria Select frm a drpdwn list t add criteria and a descriptin. The example belw shws that Appintments are required t access a service. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 46
Facilities Facilities are service access features that benefit yur custmers such as wheelchair access, parking, r baby change facilities. The available fields and actins are: Add New Facility Select frm a drpdwn list t add ne r mre facilities.. The example belw shws the facilities selected. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 47
Prgrams Sme services are prvided thrugh prgrams. Select any prgrams that are applicable t this service. If the prgram type required is nt listed, cntact nhsd@healthdirect.rg.au. A service may nly exist because it is funded by a prgram. The available fields and actins are: Add Select frm a drpdwn list t add a prgram. The example belw shws that facilities available. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 48
February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 49
Target Grups Sme services are targeted r have a special interest in, r fcus n, nminated grups even when the service is still available t everyne. The available fields and actins are: Add new target grups Select frm a ppup list t add a target grup. The example belw shws the target grups selected. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 50
Referral Infrmatin Tw types f referral infrmatin can be prvided. Yu can prvide referral infrmatin t ther Health Practitiners wh might refer peple t yur service. This infrmatin is nly available t Health Practitiners and is nt available t the public. Yu can als prvide referral infrmatin t the public t prvide infrmatin that may be useful t members f the public t knw befre they attend yur service. The available fields and actins are: Add new referral infrmatin fr Health Practitiner Use. Add new referral infrmatin fr Public Use. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 51
Assciatins and Languages Service prviders can select the languages spken at a service lcatin. The available fields and actins are: Add new assciated grup Select frm a ppup list t add an assciated grup. In the ppup yu can refine the displayed list by entering filter text such as the first wrd r a knwn wrd frm the grup name. Add new language Select frm a ppup list t add a language fr the assciated grup. In the ppup yu can refine the displayed list by entering filter text such as the first letter frm the language name. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 52
The example belw shws the service ptins selected. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 53
Payment Service prviders can detail infrmatin abut the funding surce fr a service, such as a Gvernment funded service, and prvide details abut payment ptins. The available fields and actins are: Add new funding surce Select frm a ppup list t add a funding surce. In the ppup yu can refine the displayed list by entering filter text such as the first wrd r a knwn wrd. The available fields and actins are: Add new payment ptins Select frm a ppup list t add payment ptins. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 54
In the Descriptin field yu can add mre detailed infrmatin abut the payment ptin selected. Fr example, Bulk billing nly available Mnday t Friday and fees apply n weekends. The example belw shws the payment details selected. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 55
Data Expsure Data expsure enables cntrl ver the data that is made available t internal (registered users f NHSD) and external users that search the database. Select the rganisatin infrmatin t be expsed t the General Public. The default setting is basic infrmatin nly. The type f data that can be expsed is set against fur type f data and includes: a. Basic; such as the service name, service type, main cntact details and pening hurs. b. Service Identifier; such as health sectr identifiers. c. Physical Address; as entered in the Service Delivery Lcatin sectin. d. Referral fr Practitiner; referral infrmatin intended fr practitiners. e. Linked Persn; details f peple that are linked t the service. Nte that a persn has cntrl ver their wn data expsure settings which will verride settings at the rganisatin and service level. f. Organisatin Identifier; such as health sectr identifiers. Select the rganisatin infrmatin t be expsed t My Organisatin. This infrmatin can be viewed by anyne in yur rganisatin. Refer t Appendix A fr mre infrmatin n Data Expsure. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 56
Mandatry and Recmmended Fields fr a Service Cre Infrmatin Field Name Mandatry r Recmmended Descriptin Service Name Mandatry Specify a name fr this service. Service Type Mandatry Select a Service Type classificatin fr this service frm the list prvided. If yu are unsure f what t select, cntact nhsd@healthdirect.rg.au Service Status Mandatry Status f this service recrd in the NHSD database. The default status fr new Services added will be active. Fr mre infrmatin cntact nhsd@healthdirect.rg.au Descriptin Recmmended Add a service descriptin in the free text bx belw t prvide mre infrmatin abut this service. Searchable Terms Recmmended Enter specific terms r keywrds t assist search f the NHSD t find this service. Terms/keywrds entered shuld relate specifically t this service. These terms are nt intended fr public display. Main Cntact Details Field Name Mandatry r Recmmended Descriptin Cntact Type Recmmended At least ne cntact type is recmmended nting that a lcatin must be added int the Service Delivery Lcatin sectin Other Cntact Details Field Name Cntact Purpse Mandatry r Recmmended Recmmended Descriptin Select a cntact purpse and then add ne r mre cntact types. The cntact purpse defines what the cntact details listed under it are intended t be used fr, eg General Enquiry, Admissins, Cmplaints. Multiple cntact purpses can be added. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 57
Service Delivery Lcatin Physical Lcatin Fr detailed infrmatin abut entering a Physical Address refer t the sectin Hw t enter a Physical Address n page 37. Field Name Flat Type and number Mandatry r Recmmended Recmmended Descriptin The type f flat and number used t identify a lcatin such as Suite Number. Level Type and Number Recmmended The type f level and number f the level in a multi-level building Building Name Recmmended The name f the building if it is used as part f lcatin details. Street Number Recmmended The number f the building in the street Lt Number Recmmended The lt number if it is used as part f the lcatin details. Street Name Mandatry The name f the street. Street Type Mandatry The street type such as parade r clse r street. Street Name Suffix Recmmended The suffix fr a street name that may be added t clarify the lcatin such as East r West. Suburb / Pstcde Mandatry The suburb f the lcatin. State Mandatry Autmatically added by the system. Cuntry Mandatry Autmatically added by the system. Latitude Optinal Autmatically added by the system when the Search functin is used. Can be manually added but this is nt recmmended. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 58
Lngitude Optinal Autmatically added by the system when the Search functin is used. Can be manually added but this is nt recmmended. Hme Visit Field Name Cverage Area fr Hme Visit Mandatry r Recmmended Mandatry when delivery methd is Hme Visit Descriptin The area cvered by the service. Australia wide State One f these is Mandatry when delivery methd is Hme Visit Applies the service t all Australian States The State r States in which the service is delivered. Suburbs The Suburbs in the service is delivered. Ge Area Name Recmmended A name can be given t the gegraphical area cvered by the service. Ge Area Descriptin Recmmended A descriptin can be added t prvide mre detail abut the gegraphical area. Virtual Lcatin Field Name Mandatry r Recmmended Descriptin Type Mandatry Virtual Lcatin Type defines the specific delivery as Online (website) r Phne number. Detail Mandatry Enter the specific cntact infrmatin int the Detail bx fr the Virtual Lcatin Type selected, eg phne number, website address. Cverage Area Mandatry Defines the bundary area fr the selected Delivery Methd. Cverage area can be natinal, state r suburb based. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 59
Australia wide State One f these is Mandatry when delivery methd is Hme Visit Applies the service t all Australian States The State r States in which the service is delivered. Suburbs The Suburbs in the service is delivered. Ge Area Name Recmmended A name can be given t the gegraphical area cvered by the service. Ge Area Descriptin Recmmended A descriptin can be added t prvide mre detail abut the gegraphical area. Opening hurs Time Zne Mandatry The time zne where the service is available. If the cverage area includes suburbs acrss time znes, its value shall be set t Multiple. Public Hlidays Aut-ppulated t Clsed by default Descriptin required Weekly Opening Mandatry Select ne r mre week days and enter the required pening hurs. Click n the Add buttn t add anther set f pening hurs fr the same day/s. Frm Time and T Time Mandatry Peple linked t this service Add New Peple Recmmended Search fr and link peple t this Service. Eligibility Criteria Add New Service Eligibility Recmmended except fr appintments If access t the service is restricted (e.g., t wmen nly), select the relevant eligibility criteria type frm the ptins prvided. If access t the service is unrestricted (ie available t all-), d nt February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 60
Criteria which is Mandatry. select any eligibility criteria. Cnditin Recmmended/C nditinal Chse an ptin frm the list prvided t indicate there is an eligibility criteria applied t this service. Appintment requirement Mandatry Select frm the list prvided t indicate whether appintments are required fr this service. Add Catchment Mandatry (nly if Accessibility f Catchment has been selected) Define the catchment bundary area and related ptins fr this service. Area can be natinal, state r suburb based. Facilities Add Facilities Recmmended Add facility r accessibility ptins available at the service lcatin. Multiple facilities can be selected. Prgrams Add Prgrams Recmmended Select any prgrams that are applicable t this service. If the prgram type required is nt listed, cntact nhsd@healthdirect.rg.au Target Grups Add new Target Grups Recmmended Select any specific grups that the service is targeted t. If the target grup required is nt listed, cntact nhsd@healthdirect.rg.au Referral Infrmatin Enter Referral Infrmatin Recmmended Referral infrmatin can be added fr either general public use r health practitiner use. If referral details are the same fr bth grups, please enter int bth fields. Payment Optins Payment Optins Mandatry Select the payment ptin/s that applies t this service. Additinal infrmatin can be added in the Descriptin field. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 61
Data Expsure Data Expsure Recmmended Decide the level f detail t be published abut the service. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 62
Peple This sectin describes hw t create and maintain the recrds fr the practitiners and nnpractitiners that deliver the services fr yur rganisatin. A persn can be a have medical r nnmedical ccupatin, deliver multiple services and can be linked t multiple rganisatins. Clinical ccupatins are all verified thrugh an NHSD validatin prcess. A persn/practitiner needs t have been created in the directry befre they can be linked t an rganisatin r service. The fllwing sectin cvers hw yu can create a persn, link and unlink a persn, update r delete a persn. Create new persn 1. Select Peple frm the tp navigatin bar menu 2. Select Create New Persn t display the fllwing screen and tabs February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 63
The available fields and actins are: Title Optinal; select frm a drpdwn. First Name Mandatry Middle Name Optinal Family Name Mandatry Add new name Other Names Optinal; select types f ther names the names the persn may be knwn by frm the drpdwn list and enter the name details Add new Identifier Persn Identifiers Optinal; select an identifier frm the drpdwn list, and enter the identifier. Persn status the default status fr a new recrd is Active. Gender Optinal; select frm a drpdwn. Language Optinal; if the persn prvides services in multiple languages, select frm the list prvided 3. Click Next t mve t the Main Cntact Details sectin. The available fields and actins are: Add anther cntact type Use the drp dwn list t select a cntact type Once a cntact type is selected the fllwing actins fields and actins are available: February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 64
Delete Selectin Bx Click the bx n the left f the item t select a cntact type and display the garbage can which yu then click t delete the item. Pririty Use the Up and Dwn arrws t priritise the rder f display when the data is presented t custmers using the NHSD Cntent Manager. Type This is a display field. Detail Enter the details fr the type f cntact. Physical Address - when yu enter a Physical Address yu are presented with a pp-up that facilitates searching fr the address against a cmprehensive natinal standard addressing database.. Alternatively yu can chse t enter the Address manually. 4. Click Next t mve t the Other Cntact Details sectin t enter particular cntact details fr such types as Emergency and After Hurs cntact. The available fields and actins are: Add new cntact purpse Use the drp dwn list t select a cntact type Once a cntact type is selected the fllwing actins fields and actins are available: February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 65
Add anther cntact type Select a type f cntact fr the purpse intended such as Mbile fr an Emergency Cntact as in the abve example screen. Delete Selectin Bx Click the bx n the left f the item t select a cntact type and display the garbage can which yu then click t delete the item. Pririty Use the Up and Dwn arrws t priritise the rder f display when the data is presented t custmers using the NHSD Cntent Manager. Type This is a display field. Detail Enter the details fr the type f cntact. Physical Address - when yu enter a Physical Address yu are presented with a pp-up that facilitates searching fr the address against a cmprehensive natinal standard addressing database. 5. Click Next t mve t the Prfessinal Details sectin The available fields and actins are: Add New Occupatin Select an Occupatin frm the drpdwn list. Multiple Occupatins can be added if required. HDA will verify prfessinal and qualificatin details befre they are published. 6. Click Next t g t Linked Services sectin. This is a display nly sectin based n linkages between a Persn and a Service defined at a Sub- Organisatin level. 7. Click Next t g t Data Expsure sectin and the fllwing default details are displayed. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 66
Data expsure enables cntrl ver the data that is made available t internal (registered users f NHSD) and external users that search the database. 8. Select the infrmatin t be expsed t the General Public. The default setting is basic infrmatin nly. The type f data that can be expsed includes: a. Basic; such as gender and ccupatin. b. Name; such as title, first, middle and last name, any ther names the persn is knwn as. c. Persn Identifier; such as prfessin registratin identifiers and ehealth identifiers d. Prfessinal; prfessinal details frm APHRA such as prfessin and qualificatins. e. Default Cntact; all cntact details entered in the Main Cntact Details sectin. f. Other Cntact; such as telephne numbers. 9. Select the rganisatin infrmatin t be expsed t My Organisatin. This infrmatin can be viewed by anyne in yur rganisatin. The default setting is all infrmatin types. Refer t Appendix A fr mre infrmatin n Data Expsure. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 67
Mandatry and Recmmended Fields fr a Persn Cre infrmatin Field Name Mandatry r Recmmended Descriptin First Name Mandatry The first name f the persn Family Name Mandatry The family r surname f the persn Main Cntact Details Field Name Mandatry r Recmmended Descriptin Cntact Type Recmmended Cntact Types must be added under each cntact purpse selected t enter the specific cntact details, eg phne/fax numbers, email/website addresses. Multiple cntact types can be added. Prfessinal Details Field Name Mandatry r Recmmended Descriptin Occupatin Mandatry Select frm the drp-dwn list t enter at least ne ccupatin fr the persn. Multiple ccupatins can be added. Data Expsure Field Name Data Expsure Mandatry r Recmmended Recmmended Descriptin Decide the level f detail t be published abut the persn. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 68
Search When yu search the NHSD yu can find all recrds that currently exist n the database. The search functin enables yu t search fr rganisatins r peple r services. 1. Select Search frm the tp navigatin bar menu t display the search screen The available fields and actins are: Chse search term A drpdwn list frm which yu can chse Organisatin, Persn r Service. Search the Directry This field becmes available nce yu have selected the type f search. Yu can then enter text that matches what yu are searching fr. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 69
Suburb / Pst Cde A search bx fr suburbs. Start typing the suburb name r pstcde and a matching list is displayed as in the example belw. State A drpdwn list frm which yu can a State. Search NHSD Click this t initiate the search Reset Click this t clear the fields and start again. Search fr an Organisatin Yu can search fr an rganisatin if yu knw its cmplete r partial name. 1. Select Search frm the tp navigatin bar menu t display the search screen 2. Select Organisatin frm the Chse search term drpdwn t activate the text entry field 3. Enter the name f the rganisatin in the text field. If yu knw the name f the rganisatin yu are lking fr, yu d nt need t enter details in the remaining fields. Simply key in the rganisatin name and the results will display all the lcatins fr that rganisatin. Fr example, t find all the lcatins where the Salvatin Army prvides its services enter Salvatin Army in this field. 4. Optinally type the suburb, twn r pstcde r leave it set t Any suburb t search fr all lcatins 5. Optinally select a State r leave it set t Any state t search fr all lcatins 6. Select Search NHSD The results will be srted t firstly display rganisatins where the rganisatin mst clsely matches the text yu entered, e.g. Mrabbin Chirpractic Medical Centre. Organisatins where the text entered is part f the site name, but nt at the beginning, will be displayed further dwn the list, e.g. East Mrabbin Chirpractic Clinic. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 70
Search fr a Persn Yu can search fr a persn if yu knw their cmplete r partial name made up f surname and first name. 1. Select Search frm the tp navigatin bar menu t display the search screen 2. Select Persn frm the Chse search term drpdwn t activate the text entry field 3. Enter the name f the persn in the text field. If yu knw the name f the persn yu are lking fr, yu d nt need t enter details in the remaining fields. Simply key in the persn s name and the results will display all the lcatins fr that persn. Fr example, t find all the lcatins where Jhn Citizen prvides his services enter Je Blgs in this field. 4. Optinally type the suburb, twn r pstcde r leave it set t Any suburb t search fr all lcatins 5. Optinally select a State r leave it set t Any state t search fr all lcatins 6. Select Search NHSD The results will be srted t firstly display peple where the name mst clsely matches the text yu entered, e.g. Je Blgs. Peple that match the text entered as part f the persn s name, but nt at the beginning, will be displayed further dwn the list, e.g. Sam Blgs. Search fr a Service Yu can search fr a service if yu knw the cmplete r partial name f the service. 1. Select Search frm the tp navigatin bar menu t display the search screen 2. Select Service frm the Chse search term drpdwn t activate the text entry field 3. Enter the name f the service in the text field. If yu knw the name f the service yu are lking fr, yu d nt need t enter details in the remaining fields. Simply key in the service name and the results will display all the lcatins fr that service. Fr example, t find all the lcatins where Big Optics prvides services enter Big Optics in this field. 4. Optinally type the suburb, twn r pstcde r leave it set t Any suburb t search fr all lcatins 5. Optinally select a State r leave it set t Any state t search fr all lcatins 6. Select Search NHSD The results will be srted t firstly display peple where the name mst clsely matches the text yu entered, e.g. Big Optics. Peple that match the text entered as part f the persn s name, but nt at the beginning, will be displayed further dwn the list, e.g. Small Optics. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 71
Appendix A Data expsure and privacy settings Data expsure enables cntrl ver the data that is made available t internal (registered users f NHSD) and external users that search the database. Yu can view the NHSD Privacy statement at: http://www.nhsd.cm.au/privacy Data expsure grups Grup name General Public My Organisatin Definitin Any user f the NHSD, with r withut authenticatin, can view the data selected fr expsure. Users linked t the same rganisatin r its sub-rganisatins can view the data selected fr expsure. Persn Cnsent Persn Cnsent is the cnsent required by Healthdirect Australia t allw the release f infrmatin specific t individuals. The fllwing screen is the default display fr Data Expsure fr a new Persn added t the NHSD. Basic Basic details f the persn excluding the persn s name. a) Gender b) Language c) Occupatin d) The service details linked t the persn: a. Service ID b. Service Name c. Service Knwn as February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 72
d. Service Status e. Service classificatin f. Service lcatin at suburb / pst cde level g. Service default cntact e) Persn status f) The rganisatin name this persn is linked t, bth directly and indirectly via service. Name The persn's full name, title and details added under Other Names. Persn Identifier Any identifiers added under the field Persn Identifiers. This des nt include System Identifiers that are aut-generated. Prfessinal Prfessinal details excluding the Occupatin field. a) Prfessin details b) Registratin details c) Qualificatin details d) Annexatin details Default Cntact Cntact details under sectin Main Cntact Details. By default this is nly accessible t the persn and the NHSD Cntent Administratr. Other Cntacts Any cntact details added int the Other Cntact Details sectin excluding Persnal Cntact purpse. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 73
Service Cnsent Service Cnsent is the cnsent required by Healthdirect Australia t allw the release f infrmatin specific t services. The fllwing screen is the default display fr Data Expsure fr a new Service added t the NHSD. Basic The basic details f a service including the fllwing: a. Service Name b. Service classificatin, e.g. GP, Hspital, Oral surgery service c. Service cntacts under cntact purpse "Default Cntact" d. Service physical lcatin; Suburb nly e. Service virtual lcatin f. Cverage area g. Service Descriptin h. Availability, i.e., pening hurs i. Facilities j. Fees and Billing Optins k. Service accessibility l. Knwn as m. The rg this service directly linked t n. Funding surce. Other related services p. Assciated grups q. Language r. Waiting time s. Prgrams t. Referral details fr public use u. Target grups v. Service Status w. Service quality x. Offerings February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 74
Service Identifier Any identifiers added under the field Service Identifiers. This des nt include System Identifiers that are aut-generated. Physical Address The physical address entered under the sectin Service Delivery Details. Referral fr Practitiners Referral infrmatin intended fr health practitiners. Other Cntacts Any cntact details added int the Other Cntact Details sectin. Linked Peple Details f the linked peple shwn in the Peple linked t Service sectin. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 75
Organisatinal Cnsent While an Organisatin des nt have persnal infrmatin as described in the Privacy Act, Organisatin cnsent may still be required by Healthdirect Australia t release infrmatin abut an Organisatin r its services that may be sensitive in its nature r applicatin. The fllwing screen is the default display fr Data Expsure fr a new Organisatin (r Subrganisatin) is added t the NHSD. Basic The basic attributes f an rganisatin, such as rganisatin name, main cntact details, facilities, etc., except fr details described by the ther grups belw Organisatin Identifier Any identifiers added under the field Organisatin Identifiers. This des nt include System Identifiers that are aut-generated. Other Cntacts Any cntact added int the Other Cntact Details sectin Linked Peple Details f peple linked t the rganisatin in the Peple linked t Organisatin sectin. February 2016 Pwered by Healthdirect Australia n behalf f all Australian gvernments 76