Welcome to the my aged care video that demonstrates how to navigate and view
information in the Client Record via the provider portal.
Providers with either the staff member or team leader role assigned are able to
search and view information in a client's record. The Client Record
contains client information such as service referral details, assessment
information, documents attached to the 'Client Record' care approval information,
service delivery information, client interactions with My Aged Care and notes
created about the client by other My Aged Care users. By the end of this video
you should understand how to locate a client who has been referred or accepted
to service, view detailed client information contained in the 'Client
Record' tab, navigate between the 'Referrals', 'Plans', 'Attachments', 'Approvals
for service', 'Interactions' and 'Notes' tabs, view tasks and notifications that are
associated to clients that your outlet provide services for.
To find a client who's been referred to or accepted to service by your
organisation, from the provider portal homepage select 'Find a client'.
Alternatively, from any page in the provider portal you can choose the
'Find a client' option from the toolbar at the top right hand corner of the page or
the side menu, depending on the resolution of your screen.
To enable easy navigation in the portal, when your screen has a lower resolution
and is zoomed in a side menu will display instead of the toolbar. To view
the toolbar again, you can expand your screen.
On the 'Find a client' page you can search for a client by entering the first name
and/or last name or the Aged Care User ID of the client.
Any matching results will be displayed. Please note you will only be able to
find clients who have been accepted or referred to your organisation in the
'Find a client' search. Alternatively you can use the 'Advanced
search' link to refine your search using additional fields associated with the
client such as their date of birth.
Once you have located the relevant client, you can view information
contained in their Client Record. Please note client contact details and
their full address can only be viewed once a referral has been accepted.
Depending on the view selected, either card or list, to open a client's record
click on their name.
Alternatively you can navigate to a client's record from the 'Service
referrals' section of the portal accessed from the Home Page or in the top
navigation bar where all client referrals are listed. Note if the
client's referral has already been accepted, the client will be listed in
'Accepted services pending' or 'Services in place'. you can filter to display the
referrals in order of latest to earliest referral date. Whilst in card view, you
can select the arrow on the client card to expand the referral and then click
the 'View referral summary and client record' button to navigate to the Client
Record. Alternatively in list view you can select the arrow
next to the client name to expand the referral and click the 'View referral
summary' and client record button to navigate to the Client Record. The Client
Details page will be displayed. If you have navigated to the Client Record from
Service Referrals and you haven't accepted the referral you'll be taken to
the 'Referrals for my organisation' tab within the client record the client
record tab contains personal client information including contact
information living arrangements communication preferences and government
ID and payment information a PDF summary snapshot of the client record is also
available and contains client information in a printable format to
view select the view pdf of client record from any tab in the client record
this will include client details representative and carry details notes
assessment history care approvals and the clients interactions with my aged
care the client record contains client information displayed across eight tabs
which we will now review in more detail below in addition the client record tab
also has links to current support relationships notes the clients current
support plan and any services that are in place
the referrals for my organization tab display service referrals that have been
issued to or accepted by your organization
the plans tab contains detailed information about current and previous
screening and assessments the client may have had including client goals
recommendations and motivations as well as the client support plan to display
detailed information captured during the assessment select the arrow next to each
heading the information captured in the assessment and plan details can assist
in determining whether you can provide services to the client the attachments
tab contains documents that have been attached to the client record for
example attachments relevant to a client's assessment or letter
correspondence in relation to home care to upload an attachment to the client
record select add an attachment from this tab this client has already had a
file attached to view the attachment simply click on the attachment title
here
the approvals tab contains a view of clients approvals for aged care services
under the age Care Act 1997 please note that if a client has a homecare approval
pending package and a signed package information will be displayed underneath
current care approvals the services tab contains a record of
services the client is currently receiving services that are pending not
yet in place service referrals yet to be accepted previous services the client
has received
the my aged care interactions tab will show the clients history of interactions
with my aged care for example a phone call to the my aged care contact center
the notes tab contains notes that have been created about this client by my
aged care users for example my aged care contact center staff or Assessors
there are three different types of notes available a provider can view or add
these are listed in this table it is worth noting when the my aged care
contact center staff or an Assessor at a sensitive note about a client all
service providers who are associated to that client will see a warning banner on
the clients record this will inform them that there is a sensitive note about the
client and to call the my aged care contact center for more information the
tasks and notifications tab will display tasks and notifications for a single
client you will only be able to see tasks and notifications that are
associated to your outlet and for clients to whom you are providing
services Assessors will be able to see all tasks and notifications for clients
a task is an activity that a provider needs to action finalized or closed for
example a task reminding a team leader to action and overdue referral a
notification is an activity that informs the provider of an event for example
when a new referral is received by an outlet the provider may need to complete
an action as a result of the notification please note that
notifications will only be visible for 30 days that concludes the video on
navigating a client record. For links to additional information and support,
please visit the department's website. If after reading the department's support
material you are still experiencing problems using the portal, please contact
the My Aged Care service provider and Assessor helpline.