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Targeted Earlier Intervention FAQs - for service providers

Answers to frequently asked questions on Targeted Earlier Intervention

Reporting and working with the Data Exchange (DEX)

Q – What do I need before I can start using DEX?

You will need to map your activities.
You will also need an AUSkey for each member of staff using the DEX. AUSkeys are managed by the Australian Business Register. Find out how to set up an AUSkey. As the process can take time, the sooner you get started on this, the better.

Q – How can I try the DEX before we start entering data?

DEX does not have a learning environment to enter test data. However, there is a very helpful learning resource on the DEX website called ‘Task Cards’ that provides screenshots and guidance for using the DEX.

Q - If we have already been using the DEX will we have to re-enter client details?

No, clients are only entered once in the DEX and are never closed.

Q - Who will be able to see client details and data on the DEX?

In line with privacy laws, DCJ and DSS can only see de-identified data. Visibility of clients within each organisation depends on each staff member’s DEX access level. Organisations can choose who has access to what internally. Clients are not visible to other organisations, however de-identified data can be shared between organisations through what is referred to as a handshake.

Q – What data is reported in DEX?

The DEX Protocols and Appendix B detail how TEI activities (or DEX service types) will be reported in DEX for each of the five TEI service options (or DEX program activities).

Data to be reported includes:

  • client demographics and need
  • service provider activities (e.g. number of events, number of parenting groups)
  • short-term client and community outcomes reported via SCORE (please refer below for more information on SCORE).

Q - For group activities, do individual clients need to be entered into the DEX system? And if so, what data will need to be recorded about them?

If the group activity falls within Service Options 4 and 5, under the Wellbeing and Safety Program Stream, then it is expected that the majority of participants in group activities will be known to the service and included as clients in DEX. An example of this would include a parenting program.

If the group activity falls within Service Options 1, 2, or 3, under the Community Strengthening Program Stream, an unidentified group may be reported in DEX. Service providers may also report a mix of identified and unidentified clients. Examples of where the use of unidentified group clients may be appropriate include large group information sessions or community groups or events. However, providers should aim to collect individual client details for each participant/attendee where practical.

The DEX Protocols and Appendix B include guidance on the proportion of unidentified clients reported for each service option. For example, a high number of unidentified clients are expected for community support activities, and a low number is expected for more targeted and intensive activities. The percentages are a guide to support quality data and shared learning, rather than a strict rule. It is most important that service delivery is client centred, and not driven primarily by a need to ensure compliance with data reporting guidelines.

Q – How do I report outcomes in DEX and what is SCORE?

DEX provides services with flexibility on outcomes measurement.

Short-term client outcomes will be recorded in DEX through the SCORE (Standard Client/Community Outcomes Reporting) framework. SCORE is a methodology for standardised reporting of outcomes data.

Services can choose to use validated outcomes measurement tools, such as the Personal Wellbeing Index (PWI), or their own in-house tools, and then translate these to SCORE to report into DEX.

Alternatively, services may choose to use SCORE assessment questions directly to measure outcomes.

Client and community outcomes can be achieved in a variety of different ways, and progressively over time. They range from immediate short term outcomes to longer-term changes that positively affect a client’s life circumstances.

There are four different types of outcomes measured through SCORE; three for individual clients (their circumstances, goals and satisfaction) and one for a group/community.

  • Circumstances - changes in client circumstances, such as mental/physical health, material well-being and situation.
  • Goals - progress in achieving specific goals, such as behaviours, skills of lessening the impact of a crisis.
  • Satisfaction – did the client feel the service met their needs?
  • Community - changes in group, organisation, and community capacity to address identified needs.

SCOREs are captured at the session level, and are reported using a five-point rating scale. This provides a consistent and comparable way to translate outcomes across programs using the Data Exchange. A SCORE is also recorded in two parts; using an initial SCORE towards the beginning of service and a subsequent SCORE either at the end of service delivery, or at regular intervals into the future to track a client’s progress.

Not all SCORE questions have to be asked by service providers. Service providers have the flexibility to choose the most appropriate questions based on the outcome they are trying to achieve with each separate activity.

Further information on SCORE and details of the validated tools that are translated for SCORE can be found in the Data Exchange SCORE Translation Matrix.

Q - How will data reported in DEX be analysed and used?

Data reported in the DEX will better support DCJ and service providers to work together to deliver quality services and achieve client and community outcomes.

Services can access and analyse their own data, and may choose to share their data with other organisations and local governance groups or learning circles. Services will be able to use the data to inform quality and practice improvement by better understanding if the intended outcomes of their activities are being achieved.

DCJ will only see de-identified data and will not be able to identify individual clients. Data will be used by Districts and service providers to support shared learning. DCJ will work with stakeholders to develop reports for this purpose at District and state wide levels.

Prior to recommissioning, DCJ will use the data reported by a service in Pathway 1 to test, learn and improve the reporting process While we are in this test and learn phase, the quality and amount of data reported in DEX will not be used by DCJ to inform recommissioning decisions.

Q - Will there be any feedback provided to service providers once they submit their data?

Yes.  Opportunities for shared learning is key, including DEX data reports, local governance discussions and ongoing District contract management and support.

Q -Will services be required to report on how they are achieving long term client outcome indicators at the population level, such as reductions in ROSH reporting or school attendance rates?

No, service providers are not accountable for longer term client outcomes as indicated by population level measures such as ROSH rates. Service provider activities contribute to longer term client outcomes, but services are only accountable for performance level data, including shorter term client outcomes.

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Last updated: 30 Sep 2019