As all HACC funded agencies would be aware - HACC have released and are implementing a new version of the HACC MDS. This is called HACC MDS 2.

Agencies are able to report using the new MDS from March 31 2006. Agencies have until December 31st 2006 to implement MDS2. Up until this time they may optionally report using MDS1. After this date HACC will ONLY accept MDS2 reports.

The latest version of TRACCS available from the web incorporates MDS2.

The things you should know about MDS2 and TRACCS  prior to downloading the latest update are as follows.

1. MDS2 is significantly different and more comprehensive than MDS1 and requires agencies to collect more information - especially regarding CARER information (even when there is NO respite involved). Additional data collection is not optional - it is compulsory for HACC funded agencies

2. While TRACCS will perform an automatic update of the TRACCS program itself to support ALL the new MDS2 features and requirements,  it cannot automatically change all data you have already recorded in the HACC Tab of the recipient record - this is because

    2.1 HACC have added some NEW reporting fields - some of these are extracted from existing information, but some will require you to add the new information. The ones you will need to enter from scratch in TRACCS fall into 2 groups. The first are extensions to the old MDS - these are Estimated Date Of Birth Flag, DVA Cardholder Status, and Carer For More Than 1. The second group relate to a new group of data called functional status. If you have previously implemented the functional profile in the ONI version of TRACCS then fields 1-9 of the HACC functional status data will be already populated as these are the same as the ONI fields, and you will only need to enter information for the 5 new extensions for additional dependency on the Functional Status TAB Flag. If you have not previously implemented the Functional Profile of the ONI then you will need to enter from scratch all fields in the Functional Status TAB of the HACC MDS in TRACCS

    2.2 In some cases the old HACC MDS options have been either increased or decreased in numbers - meaning old options may not map directly to new options, and therefore must be entered from scratch. Fields you will need to re-enter to use a valid MDS2 option are - Accomodation Setting, Carer Relationship, Source Of Referral, Reason for Cessation of Service

3. MDS2 provides for a significant increase in the data collected about Carers - TRACCS has always provided this capability - but many agencies have not properly collected CARER information previously. In MDS2 you must collect core demographic data about the CARER of a Recipient - wherever applicable/possible. These must be entered as a separate entry in the TRACCS recipient Database under the category of CARER. For full details you should refer to the TRACCS Recipient manual.

4. There are special reporting categories now available for TIME SPENT COLLECTING DATA and CARER COUNSELLING (as opposed to Client Counselling). Agencies wishing to report in these 2 areas will need to establish at least one Agency Activity falling into the desired category in add/change Agency Activities. For full details on establishing activities refer to the Setup Manual.

5. MDS2 further consolidates the recording of administrative time involved in case management - so it is absolutely imperative that agencies setup and record on client rosters any HACC reportable admin time. (eg REFERRAL, ASSESSMENT, ADMISSION, REASSESSMENT, DISCHARGE (and DATA COLLECTION and CARER COUNSELLING)). If an agency does not record these items properly on the roster then the HACC MDS data will be incorrect. For full details of recording administrative time on the roster - please refer to the relevant section of the roster manual.

In summary - there are potentially 12 additional fields of information that need to be entered against each existing recipient in your client database. There are also an additional 4 fields of information that will need to be changed for every record.

Also - agencies will need to consider the ramifications of collecting the additional carer demographic data for every client who has a carer. This will potentially include adding the demographics for each carer of each HACC funded recipient serviced by your agency into the TRACCS database (if you have not already been doing this)- and equates to approximately the same time and effort as entering individual recipients into TRACCS.

All of the above will require a significant investment in time and effort by staff. Because of this we strongly recommend that you do not update to the MDS2  version of TRACCS until the conclusion of the existing reporting period (ie 31/3/2006). As soon as you download the mds2 update you will no longer be able to report in mds1 format and this means you will be forced to address all of the data entry issues outlined above.

For further information

1. Visit the national HACC MDS 2 website at http://www.health.gov.au/internet/wcms/publishing.nsf/Content/hacc-mds_v2.htm

2. Download the HACCMDS2 TRACCS Manuals from the downloads section of the adamas website or click on the following link to be taken there directly. TRACCS HACC MDS 2 MANUAL. Read through the manual to familiarise yourself with the issues and operations associated with the HACC MDS 2 - prior to updating and commencing implementation.