Measure: Admissions
Frequency: Monthly
MOH Description
The number of people admitted to the residential/inpatient service during the reporting period. The number of unique clients who have had an inpatient admission within the reporting period. Admission = first activity start date within the referral.
Recordbase description
Count each client that was accepted within the period. If a client has been discharged and accepted back into the same team multiple times in the month, only the first referral will be counted (and displayed in the drill through report).
Measures and details
- An Admission is a unique count of accepted referrals for individual clients that have an accepted referral date within the reporting period.
- People accepted and discharged on the same day are included in the report.
- This report will only show the first admission within the month - unique clients.
- If a client is in multiple teams – and has had ‘admissions’ for multiple teams, depending on if the teams are of the same code or not and if the user has selected the split by team code criteria option or not and the reporting period – depends on how the admission is counted.
- The Admissions report measure has a monthly frequency so if the reporting period is over a month; the report displays a count per month.
- If the client has multiple accepted referrals for the same team within a month, the client is counted once.
- If the client has multiple accepted referrals for different teams (regardless of team code) within a month, and the reports parameter includes all the different teams that the client has an accepted referral for and Split by team code is not selected – the client is counted once, and shows once on the drill through. The drill through only displays the client once and that’s for the first accepted referral during that reporting measure (e.g. month).
- If the client has multiple accepted referrals for different team codes within a month, and the reports parameter includes all the different teams that the client has an accepted referral for, and Split by team code is selected – the client is counted once per team code, and displays on each team codes drill through.
- If the client has multiple accepted referrals for the same team, during different months and the reporting period is for longer than a month – the client will be counted once for each month that they have an accepted referral.
Measure: Available Beds
Frequency: Monthly
MOH Description
The total number of resourced beds usually available in the facility.
NB: This is usually the number of beds funded/resourced and does not mean that the bed is unoccupied.
Recordbase description
This is the sum of the capacity column for included teams.
Measures and details
- Available beds are identified in Recordbase by the capacity field in the team screen. This is under Organisation Setup, Team Configurations, and then the Contract for the team.
- The cluster reports calculate the capacity as at the time the last snapshot of Elite data was taken. If the capacity changes during the reporting period – the cluster report calculates on the current capacity that was saved when the latest Elite snapshot was created.
- If the team has an end date before or a start date after the reporting period it is not included in the calculation.
- If more than one team is selected, available beds for each team are summed to show the summary total.
- Capacity is displayed in the drill through reports as number of beds.
- Quarterly periods are displayed as Jan - Mar, April - Jun, Jul - Sep, Oct - Dec, regardless of which date range has been entered.
- If the start date of the report is 16th march and end date 31st July, the report will only capture, client discharges within this date range, but the report will display
- Average length of stay Jan to Mar 2011
- Average length of stay Apr to Jun 2011
- Team start and end dates will be displayed in the drill through reports, where there is no end date the drill through reports shows no value.
Measure: Available Bed Days
Frequency: Monthly
MOH Description
Total number of inpatient beds that are available to be occupied during the period multiplied by the number of days they are available during that period. This would normally be the number of available beds from above multiplied by the number of days in the period. Example: Number of resourced beds x Number of days in the period.
Recordbase description
This is the sum of the capacity column for included teams multiplied by the number of days in the period.
Measures and details
- Recordbase calculates the available bed days as Number of days for the quarter for a team multiplied by Number of beds (team capacity)
- The Number of days for the quarter for a team is calculated from the reporting periods start date to the end date, including the end date, for the days the team is active. The date that a team is end dated is never included in the calculation, because the team has not been active at midnight on that day
- If the team has a start or end date during the reporting period the days are calculated according to this, with the team end date excluded
- If the team has a start or end date during the reporting period the days are calculated according to this, with the team end date excluded
Measure: Average Length of Stay
Frequency: Monthly
The Quarterly reports cover the following periods: Jan - Mar, April - Jun, Jul - Sep, Oct - Dec, regardless of the date range entered.
MOH Description
Community Services - The average number of days between first contact and final contact for all people ‘discharged’ from the service during the period. Where this cannot be measured, record ‘not measured’.
This is calculated as the sum of the total number of calendar days for each client between first contact/admission and final contact/discharge during the reporting period, divided by the total number of clients who have been ‘discharged’ during the reporting period.
Each day should be counted even if the service was unavailable eg, public holidays and weekends. The first and last day should be counted.Example: Two clients are discharged, one after 22 days and one after 87 days. Add the days together and then divide by the number of clients discharged – this gives you the average length of stay. 22 + 87 = 109 (days in service) ¸ 2 (clients discharged) = 54.5 days
The average length of stay (ALOS) for clients who have had an inpatient or community discharge within the reporting period. Discharge = last activity end date of the referral. Admission = first activity start date within the referral whether it is in the reporting period or not.
Recordbase description
This is an average of the time in days between the first activity and the discharge date for all clients that have been discharged in the reporting period. If a client is accepted and discharged on the same day, they will count as 0.
Measures and details
- The Client has to have a discharged date during the reporting period.
- The Average length of stay is calculated using the first activity and the referral discharge date.
- Clients are not counted in the summary report if they have a discharge date within the reporting period but have no activities.
- Clients are counted in the sub reports if they have a discharge date within the reporting period but have no activities.
- If a client has a discharge date without any activity in the sub report the Client is displayed without a value in the average length of days.
- If a client has a discharge date and has their first activity on the same date the average length of stay is zero days.
- If a client has been discharged and they have an activity and a discharge date that is a date after the first activity the average length of days is discharge date minus first activity for the first activity that is associated with the discharged referral date.
- If a client has a discharge and they have their first activity for that discharged referral after the discharge date then they have 0 average days, activities after the first day of discharge are not counted.
- The calculation for client length of stay in number of days is the first activity start date to the discharge date.
- The Calculation for the average length of stay is the total number of days of each individual client’s length of stay, divided by the total number of clients and calculated to 1 decimal place. Clients with a null value for length of stay are not included in the calculation but displayed in the sub reports. Clients with a 0 value for length of stay are included in the calculation and displayed in the sub reports.
Measure: Average Length of time on waiting list
MOH Description
The average number of days people currently on waiting lists for Methadone Treatment Programmes have spent on the waiting list. Count on the last day of the reporting period.
The sum of the total number of days between referral and to waiting list and the last day of the
reporting period divided by the total number of clients on the waiting list.
Recordbase description
This is an average of the count of days a client has been in a waitlisted state. Only clients that were in a waitlisted state at some time within the period are included. This calculation is
performed as inclusive of the date range.
Measures and details
- Days in Waitlist (used for the calculation of the Average Length of Time on Waiting
List). - This is a count of the total day’s duration that the client has been in a waitlisted status
for the reporting period. The count of days starts from the client’s waitlist start date.
Clients with a waitlist start date prior to the reporting period are included in the
calculation. - If the client is Waitlisted and Accepted or Declined on the same day the count will be
zero but the client will be displayed in the drill through report and included in the
calculation for the average length of time. - This is an average of the total count of days that clients have been in a waitlisted state.
The sum of clients days in the waitlist divided by the total number of clients on the
waiting list. - The reporting periods end date is the accepted date, declined date or if the client
remains in a waitlisted referral status as at the end of the reporting period or if the
client has had a change in referral status as at the end date of the reporting period.
Measure: Number completed support needs assessments
Frequency: Monthly
MOH Description
The total number of completed support needs assessments during the period. The assessment process is to meet the ‘Standards for Needs Assessment for People with Disabilities’. All visits and contacts required as part of the Support Needs Assessment are included and are not counted elsewhere. Count of all clients with an activity type code of T10 within the reporting period.
Recordbase description
Any activity that is recorded with a breakdown which has been coded as 'CSNA'. This is a count of the activity. There is currently no restriction based on T code.
Measures and details
- All client activities with a start date during the reporting period with an activity breakdown code of CSNA.
- T-codes are not used.
- If the duration of the activity has gone over midnight, its counted once, based on the start date.
- On the date of the activity the client’s referral status can be pending, waitlisted, accepted, discharged or declined. However, any activity after the first day of the client being discharged or declined will not be included in this measure report.
- If any Recordbase activity has multiple breakdowns, each unique breakdown code will be counted.
Measure: Consultation/Liaison Contacts
Frequency: Monthly
MOH Description
A planned discussion (over the phone or face-to-face) with a health professional from outside the service or a professional from another agency, for the purpose of providing specialist advice in relation to a particular person (who is not a current client of the service) with a mental health
problem.
Count of all clients with an activity type code of T08 within the reporting period.
Recordbase description
Any Account activity that is recorded with a classification which has been coded as 'CLC'. Account activities are assumed to be activities involving people who are not current clients.
Measures and details
- Reports account activities for consultation liaison contacts.
- This measure is captured via account management activities not client
activities. - T-codes are not used.
- The activity is counted on the start date only regardless of the number of days
the activity runs over.
Measure: Consultation/Liaison Training Sessions
Frequency: Monthly
MOH Description
Number of education or training sessions provided for people working outside of the service (e.g, GPs, Iwi Organisations, School Guidance Counsellors, and Police).
Recordbase description
Any Account activity that is recorded with a classification which has been coded as 'CLTS'. Account activities are assumed to be activities involving people who are not current clients.
Measures and details
- Report on consultation liaison training sessions.
- This measure is captured via account management activities not Client
activities. - T-codes are not used.
- The activity is counted on the start date only regardless of the number of days
the activity runs over.
Measure: Day attendance
Frequency: Monthly
MOH Description
Total number of attendances by non-inpatient consumers at a day programme for assessment, treatment or therapy related to a mental health diagnosis. Count each consumer attendance at the service only once in a day. Attendance of couple, family, or group, only one of whom is a mental health consumer is one attendance.
Count of all clients with an activity type code of T23 within the reporting period. Each client to be counted only once per day.
Recordbase description
Any activity recorded by designated teams, limited to activities coded as 'T22' or 'T23'. The person must have been actively referred at the time of the activity. If multiple activities occur on the same day, only the earliest is retained. The total reflects the number of unique individuals with at least one activity per day, grouped by month and year.
Measure: Face-to-face contact group
Frequency: Monthly
MOH Description
Face-to-face contact between an individual/family and one or more mental health professionals in a group session (Refer to Definition of Terms). Count one contact for each client attending the
group session (i.e., group session with four clients would be counted as four contacts).
Clients counted once only, regardless of numbers of clinicians involved in the activity. Attendance of clients’ carer/significant other/whanau not included in the count.
Count of all clients with an activity type code of T07 within the reporting period.
Each client to be counted no more than once per session.
Recordbase description
Any activity that is recorded with a breakdown which has been coded as 'GFTF'. This is a count of the participant, not the activity. There is currently no restriction based on T code. Activities will be included regardless of the number of participants or the duration of the activity.
Measures and details
- The top level report provides a count by month of all activities during the reporting period with an activity breakdown code GFTF.
- This excludes staff and other people that were included in this activity with a breakdown code of GFTF.
- The detailed report does not include staff or users that participated in the activity.
- T-codes and client referral statuses are not included.
- On the date of the activity the client’s referral status can be pending, waitlisted or accepted, it can also be discharged or declined, but any activity after the first day of discharge or decline will not be captured by this measure report.
- If the duration of the activity has gone over midnight, it’s counted once, on the date of the activity start date.
- There is no check to see if 3 or more clients have attended the group session or if the session lasts between 1 and 3 hours.
Measure: First face-to-face contact with individual/family
Frequency: Monthly
MOH Description
Initial face-to-face contact between an individual/family and a mental health professional
regarding an episode of mental illness, a mental health problem or set of problems. The contact is the first assessment contact for this episode or problem, with an individual who is not a current
client (refer to definition) of the service in question at the time the referral was received.
(T Codes: T32, T36, T42)
Recordbase description
Any activity that is recorded with a breakdown which has been coded as 'FTF', where this is the first activity for the client. Each participant is counted, so in the case of an activity with
multiple participants (group activity) each participant for which this is the first will be counted. There is currently no restriction based on T code.
Activities will be included regardless of the state of the associated referral.
Measures and details
The top level report counts the number of clients for whom the activity is recorded as a first face to face contact if:- The activity is within the clusters reporting period and if the duration has gone over midnight, it’s counted once, on the day of its start date.
- It’s the first activity that has an activity breakdown type code of FTF for that referral.
- On the date of the activity, the client’s referral status can be pending, waitlisted or accepted, it can be discharged or declined on the date of the activity, but any activity after the first day of discharge or decline will not be captured by this measure.
- The report calculation does not take into consideration which T-code was used against the activity classification. (T32, T36, T42)
- The report calculation gives no consideration to the type of user that is a participant of the activity, e.g. Health Professional
- If an activity has multiple client participants the activity it will be counted as a first face to face for each client participant as long as the activity complies with the first face to face contact rules for each individual client
- If the client has multiple periods of service, within the reporting period and the activity complies with the First face to face contact rules, a client can potentially have multiple first face to face contacts within a reporting period.
- Multi day activities are included against the start date.
Measure: Follow-up face-to-face contact with individual/family
Frequency: Monthly
MOH Description
All face-to-face contacts between an individual/family and mental health professional which occur after the initial face-to-face contact for this episode, problem or related problems. (T Codes: T32, T36, T42)
Recordbase description
Any activity that is recorded with a breakdown which has been coded as 'FTF', where this is not the first activity for the client. Each participant is counted, so in the case of an activity with multiple participants (group activity) each participant for which this is not the first will be counted. There is currently no restriction based on T code. Activities will be included regardless of the state of the associated referral.
Measures and details
The rules are same as the first face-to-face activity except. This is any activity with an activity breakdown type of FTF, excluding the initial face-to-face activity for the client’s referral.
- The activity is within the clusters reporting period and if the duration has gone over midnight, it’s counted once, on the day of its start date.
- It’s the first activity that has an activity breakdown type code of FTF for that referral.
- On the date of the activity, the client’s referral status can be pending, waitlisted or accepted, it can be discharged or declined on the date of the activity, but any activity after the first day of discharge or decline will not be captured by this measure.
- The report calculation does not take into consideration which T-code was used against the activity classification. (T32, T36, T42)
- The report calculation gives no consideration to the type of user that is a participant of the activity, e.g. Health Professional
- If an activity has multiple client participants the activity it will be counted as a first face to face for each client participant as long as the activity complies with the first face to face contact rules for each individual client
- If the client has multiple periods of service, within the reporting period and the activity complies with the First face to face contact rules, a client can potentially have multiple first face to face contacts within a reporting period.
- Multi day activities are included against the start date.
Measure: Group sessions delivered
Frequency: Monthly
MOH Description
The total number of group sessions provided during the period.
Recordbase description
Any activity that is recorded with a breakdown which has been coded as 'GFTF' will be counted. This is a count of the activity, not the participants. There is currently no restriction based
on T code.
Activities will be included regardless of the number of participants or the duration of the activity.
Service specification definition a group session is a psychotherapy/skill development/education programme designed for more than 2 individuals which lasts between one and three hours.
Recordbase does not check to see if more than 1 client has attended the session or if it lasts between 1 and 3 hours.
Measures and details
- A count of the number of activities with the breakdown code GFTF within the reporting period.
- Not a count of participants in the activity.
- The report calculation does not take into consideration which T-code was used against the activity classification.
- The activity start date must be within the reporting period.
- If the duration of the activity has gone over midnight, it is only counted once, using the start date as the reporting date.
- On the date of the activity the client’s referral status can be pending, waitlisted, accepted, discharged or declined. However any activities recorded after the first day after the client is discharged or declined will not be captured in this measure.
- Group sessions delivered drill down will look exactly the same as the face to face groups
Measure: Longest time on waiting list
MOH Description
The most days that any one person on the waiting list has spent on that waiting list. Count on the last day of the reporting period.
Recordbase description
This is the maximum count of days any client has been in a waitlisted state. Only clients that were in a waitlisted state at some time within the period are included. This calculation is performed as
inclusive of the date range.
Measures and details
- The Client with the most days in a waitlisted referral status during the reporting period. The Client does not have to have a waitlisted referral status as at the end of the reporting period to be included in the calculation.
- The calculation is the days in duration from the waitlist referral status start date, the reporting periods to date is either the accepted date, declined date or (if the client remains in a waitlisted referral status) the end of the reporting period.
- The count of days starts from the client’s waitlist start date so if the client has a waitlist start date that is prior to the reporting period it is included in the calculation.
- If split by team code is selected – the client is counted once per team code, and displays on each team codes drill through report.
- If the client has multiple accepted referrals for the same team, during different months and the reporting period is for longer than a month – the client will be counted once for each month that they have an accepted referral.
Measure: Occupied Bed Days
Frequency: Monthly
MOH Description
Sum of number of beds that are occupied each day during the period. For reporting purposes, count beds occupied as at 12 midnight each day. Do not count beds reserved for people on formal leave.
Formal leave is defined in practice as any planned leave where a person is not physically in the
inpatient or residential facility. That is, a bed would not be counted as occupied if the person
was on pre-discharge leave, away visiting friends or relations for a period of time, on respite care or transferred to another service temporarily.
Example: You have 7 beds but only 6 are occupied, therefore it would be 6 (beds) x No of days in period = Occupied Bed Days
Recordbase description
This is the sum of days that a client has been in an accepted state (within the reporting period) minus the sum of days they have been absent, either as a temporary absence or hospitalisation (within the reporting period). To be counted for a day the client must be present at midnight.
This calculation is performed as inclusive of the date range. If a client is accepted and discharged on the same day, they will attribute 0 to the occupied bed days, but they will appear on the drill through report.
Measures and details
- If the client is on an accepted referral for the entire month – they are counted
for every day of the month - If the client has been end dated on the last day of the month – they are
counted for every day of the month minus the last day because they were not
there at midnight. - The occupied bed days are calculated on the referral not the team.
If the client has an accepted referral and that team that the referral is for, has
an end date the measure doesn’t take the team end date into consideration. - Recordbase business rule is that if a team allows concurrent referrals then the
flag for “is accommodation based” is set to false. - If a user selects both accommodation based true & false teams - they can
potentially have clients displaying in 2 teams concurrently - Cluster C is going
to calculate every team selected in a Cluster C as occupied bed days which is an Is accommodation based = True measure.
Measure: People currently on waiting list
MOH Description
The total number of people who have been assessed as eligible for receiving methadone treatment services and are waiting to begin the programme. Report the number on the waiting list on the
last day of the reporting period.
Recordbase description
This is the maximum count of days any client has been in a waitlisted state. Only clients that were in a waitlisted state at some time within the period are included. This calculation is performed as
inclusive of the date range.
Measures and details
- Count the number clients that are in a waitlisted state as on the last day of the reporting period.
- If the reporting period is over a month the count is split per month, with each month having a count of the number of clients that are in a waitlisted state as at the end of the month.
- If the end date of the reporting period is not the end of a month, count all clients that have a waitlisted status, as on the last day of the reporting period.
- If a client has been waitlisted and accepted on the same day - they are excluded from the count.
- This is a count as at the end of period. It is not a count of clients that have been waitlisted during the reporting period.
Measure: People Supported by Services at the End of the Period/Month (by NZ Māori, Pacific Island, Other)
Frequency: Monthly
MOH Description
The number of current clients (individuals or families) currently receiving services. For definition of ‘current client’, see above.
Although a client may identify as more than one ethnicity, for reporting purposes count them only once. You should prioritise by the Ministry of Health standards i.e., NZ Māori, Pacific Island and Other.
Example: A client identifies as NZ Māori and Pacific Island. You should count this person only once. They should be reported as NZ Māori. If a client does not identify as any ethnicity then you should enter in Other.
Recordbase description
Count each client that had a referral that was in an accepted state as at the last day in the reporting period. Categorise them as Māori, Pacific Island or Other based on an ethnicity grouper*.
Measures and details
- A Count of each client that has an accepted referral for the team selected on
the last day of the month and grouped by ethnicity. - Any Clients that have been both accepted and discharged before or on the
last day of the month are not counted. - If a Client is in multiple teams and has multiple accepted referrals the sub
reports will display the client in each team but the Client will be counted only
once. - If a Client has multiple accepted dates for teams with the same team code
they will get counted only once. - The sub reports will display all clients referral accepted dates one row per
team referral and only if the referral is in an accepted state as at the last day of
the month. - If multiple teams are selected and the split by team code checkbox is not
selected the sub reports will display the clients multiple times, once for each
accepted referral date; However, the client will be counted only once in the
month report. - Each month sub report will display ethnicities by referral.
- Client with no ethnicity are grouped under ‘other’.
- If a client was discharged declined or waitlisted on or before the last day of the month they will not be counted in the reports.
Measure: People Supported by Services during month (by NZ Māori, Pacific Island, Other)
Frequency: Monthly
MOH Description
Where provider can count Service users individually, this figure should be the total number of people who have been current clients during the period. Count only once those people who have been discharged and re-entered the service during the period or who have used multiple services.
Where the provider cannot count Service users once only for recurrent service use or for use of multiple services, record ‘not measured’.
Although a client may identify as more than one ethnicity, for reporting purposes count them only once.
Providers should prioritise by the Ministry of Health standards i.e., NZ Māori, Pacific Island and Other.
Example: A client identifies as NZ Māori and Pacific Island. You should count this person only once. They should be reported as NZ Māori. If a client does not identify as any ethnicity then you should enter in Other.
Recordbase description
Count each client that had a referral that was in an accepted state as at any stage in the reporting period. Categorise them as Māori, Pacific Island or Other based on an ethnicity grouper* .
Measures and details
- If individual team or multiple teams split by team code is selected by the
report criteria each Client is counted once only. - The sub report shows all of the clients with an accepted referral date.
However, they are still only counted once in the top level report. - If multiple teams are selected and the split by team code checkbox is not
selected, Clients will be displayed multiple times, they are only counted once
for each month report. - If multiple teams are selected and the split by team code checkbox is not
selected the sub reports will display the clients multiple times, once for each
accepted referral date. However, the client will be counted only once in the
month report. - If a client has an accepted and discharged date on the same day during the
reporting period that client is counted in the report and will display in the sub
reports. - Clients with a declined or waitlisted date during the reporting period are not
counted, and do not display in the sub reports.
Measure: Readmissions
Frequency: Monthly
MOH Description
The total number of consumers re-admitted to an inpatient mental health service within twenty eight days of previous discharge, where:
- the readmission was not planned at the time of discharge;
- and the readmission is to the same service.
Recordbase description
Count each client that has been discharged and has been accepted back into the same team within 28 days.
Trial leave and planned re-admission are not considered. The 28 days are considered to be inclusive - if a client is discharged on 01/07/2012 and accepted back into the same team on 29/07/2012, this is considered within the 28 days. If a client has been discharged and accepted
back into the same team multiple ties in the quarter, each referral will be counted (and displayed in the drill through report).
Measure: Suicides of current clients
Frequency: Quarterly
The Quarterly reports cover the following periods: Jan - Mar, April - Jun, Jul - Sep, Oct - Dec, regardless of the date range entered.
MOH Description
The number of suicides of current clients during reporting period. Count only once for users of multiple services.
Recordbase description
Count each client that has been discharged with a reason that contains the word 'suicide'. A client is only counted once if they had multiple referrals, but all referrals will be displayed in the sub reports.
Measures and details
- Only clients that have an accepted referral and a discharge of suicide are counted. Clients that have a declined referral end reason of suicide are not counted.
- Where clients are in multiple teams and are discharged from each team with a 'suicide' (even if the dates of discharge are different) they get only get counted once in the Quarterly total. The Client information is still displayed in each of the teams sub reports.