Welcome to the my aged care video that demonstrates how to match an identify
existing client records in the assessor portal before registering a client.
Assessors with the team leader, assessor ACAT delegate or ACAT delegate support
role assigned are able to search for existing client records and view client
information, however only those assigned the Assessor role can register a new client.
By the end of this video you should understand how to search for a
client using their legal or preferred name, search for a client using their
date of birth, understand best practice for registering a new client.
An assessor might need to register a new client who has not been screened by the My Aged
Care Contact Centre. Such circumstances include when conducting an assessment
and another person living in the house requires an unplanned assessment, to
register a representative for the client or when a referral is made directly to
the assessor from a health professional while a client is in hospital.
To identify if a client has already been registered with My Aged Care, from the
assessor portal Homepage select 'Find a client'. Alternatively, from any page in
the assessor 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 to see if a client has already been
registered by entering the legal last name and/or first name of the client.
Any matching results will be displayed. You should also ask the client if they
prefer to go by a name other than their legal name and conduct a search under
that name too.
When searching using a client's first and last name, it is important to ensure
you match the correct record, as multiple client records may be returned in your
search. In this circumstance to confirm your matching to the correct record
click the name of each record in either the card view or list view.
Once in the client record, check the date of birth and/or address.
Once you've confirmed the record does not match, click the back button on your
web browser to check another record.
To enhance the search, you can use the 'Advanced search' link to filter by
additional fields associated with the client such as their date of birth. To
filter by a particular value, select the field you wish to filter by and then
select 'ADD FILTER'
You can save a filter for future use by using the item and selecting 'SAVE FILTER'.
This will populate the custom filter so it can be easily accessed in the future.
To remove the filter, select the red recycle bin button next to the filter
you wish to remove. To search for a client using the date of
birth filter, enter the clients date of birth and select the 'FILTER' button.
If the client does not have an existing record, no matching search results will
be displayed. If there are no records returned, you can
select Register new client'. Please note you must have the clients consent to
successfully complete registration. The 'Register a client' screen will be
displayed for you to enter the clients details.
When completing the name fields for a client record, please only use the
following characters - alphas, hyphens, apostrophes, blank spaces. When
registering a new client, try to obtain the client's date of birth rather than
entering their age. This is the preferred method. Fill in the remaining fields for
the client's details, including supplying gender, contact number, Medicare
number, government IDs and consent. After selecting the 'Register' button, you will be
presented with a list of client records that match the name and date of birth
you have entered. This is to alert you that a duplicate record may be created
if you proceed. Check each record to confirm if it matches your client's
details. Select 'USE EXISTING RECORD'
if it's a match or press cancel to go back
to check other potential duplicates.
Once you have confirmed that none of the potential duplicates match your clients
details you may continue by selecting 'REGISTER CLIENT'.
This concludes the registration process when using a client's date of birth. For
your convenience, when registering a client you have the option to enter the
client's age if their date of birth is unavailable. However when the age is
entered, the system will record the birth date as 1st of July of that year,
therefore it is important to note when the system performs a check for
potential duplicates, only records matching the system-generated date of
birth will display. Please note if you register the client using only their age
and subsequently are informed of their date of birth, please use the date of
birth to perform a search for an existing client record. If you find a
matching record, please call the My Aged Care assessor and provider helpline on 1 800 836 799
and ask for the records to be linked. If you do not find an existing
record after searching using the date of birth, please add the client's date of
birth to the record you originally created. That concludes the video on
matching and identifying existing client records. 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.