Enhancing Wellbeing and Safety through Targeted Early Intervention Programs

Targeted Earlier Intervention
Program
Webinar 7: Creating cases, sessions and clients for the
Wellbeing and Safety stream
Live recording: 
https://www.youtube.com/watch?v=FTw7se9Occg
1
Purpose
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Wednesday, September 11, 2024
In this webinar we discuss:
Data Exchange Quick Start Guide
Key resource: 
Quickstart guide to
the Data Exchange
This document outlines the 11
key steps you need to follow to
access and start using the
Data Exchange.
It includes links to key
resources for each step.
Quick start guide:
step 8 and 9
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Wednesday, September 11, 2024
Quickstart guide to the Data
Exchange
Cases, sessions and clients
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Wednesday, September 11, 2024
I
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n
t
s
Recording playgroups (or similar group activities)
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Recording playgroups (or similar group activities)
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Recording group parenting program (or similar)
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Other service types that
could be set up the same
way:
Group based education
and skills training
Peer support groups
Self-help group
Recording one-on-one parenting program (or similar)
9
Other service types that could be set up the same way:
counselling
any individualized activities
Recording case management
10
10
You can record different
service types at the
Session level to capture
the kind of work you do
with the client(s)
Recording case management
11
11
However, you can only
select service types
under your chosen
Program Activity.
See the 
TEI Program
Specifications 
for
descriptions of each
service type.
You should only select
service types you have
been contracted to
deliver.
Recording referrals for individual clients
12
12
Wednesday, September 11, 2024
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Recording referrals for individual clients
13
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Recording referrals for individual clients this way means you can better understand their
needs and how you’re service can work with them to ensure they’re getting the right support
at the right time
Recording info/advice/referral for Program Activities 4 and 5
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We only recommend doing
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or if A LOT of time and effort
has gone into the referral (at
least 30 mins).
O
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2
What to do when one client
receives multiple services
15
15
All individual clients should only have
one client record in the Data
Exchange.
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If a client accesses multiple services
provided by your organisation, they
are just attached to the relevant
cases.
Your organisation should come up
with a process/system to make sure
duplicate client records are not
created.
How many individual clients do I need to record?
16
16
Wednesday, September 11, 2024
There may be circumstances where it is
not possible to collect personal
information from clients, e.g. clients who
have experienced trauma and abuse.
In necessary, you can record these
clients as unidentified.
As you build a rapport with your clients
and earn their trust, you could possibly
collect their personal information at a
later date.
You can also de-identify these clients
(see slide 21).
What happens when a client doesn’t consent
17
17
Wednesday, September 11, 2024
Untick this box
The clients name and address will
not be stored in the Data
Exchange
Keep a record of the ‘Client ID’ so
you continue to add the client to
relevant cases and sessions
The client will still be counted in
your data set
See the 
Add a client 
taskcard and the 
Add a
client 
video
The TEI Data Collection and
Reporting Guide
How to set up cases,
sessions and clients in DEX?
What information do I need to
record in the Data
Exchange?
Resources
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Wednesday, September 11, 2024
Taskcards
Add a case
Add a session
Add a client
Recording alternate forms of
service deliver
Learning modules
Add a case
Add a session
Add a client
T
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Where can I go for help?
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Wednesday, September 11, 2024
Slide Note

Hi everyone, and welcome to Webinar 7 of our Data Exchange webinar series for the Targeted Earlier Intervention program.

In today’s webinar, we are going to talk about creating cases, sessions and clients for activities in the Wellbeing and Safety stream.

If you haven’t already, please make sure you watch Webinar number 5 before you continue with this webinar. Webinar 5 lays the ground work for a lot of the content I’ll go through today. So please watch that one before you continue watching this.

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Explore the webinar recording focusing on setting up cases, sessions, and clients for the Wellbeing and Safety stream. Learn about recording individual clients and unidentified groups to achieve measurable outcomes and ensure effective service delivery. Find insights on data exchange and quick start guide steps for accessing and utilizing key resources. Dive into recording playgroups and group activities with detailed program information and session dates for enhanced community support.


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  1. Targeted Earlier Intervention Program Webinar 7: Creating cases, sessions and clients for the Wellbeing and Safety stream Live recording: https://www.youtube.com/watch?v=FTw7se9Occg 1

  2. Purpose In this webinar we discuss: How to set up cases and sessions in the Wellbeing and Safety stream When to record individual clients and unidentified groups Wednesday, September 11, 2024 2

  3. Data Exchange Quick Start Guide Key resource: Quickstart guide to the Data Exchange This document outlines the 11 key steps you need to follow to access and start using the Data Exchange. It includes links to key resources for each step.

  4. Quick start guide: step 8 and 9 Quickstart guide to the Data Exchange Wednesday, September 11, 2024 4

  5. Cases, sessions and clients Outlets Outlet Location of service delivery Cases Individual Clients Case Cases are container s. Cases store information about program activities and outlets. Sessions Session Session Sessions are individual episodes of service. Clients An individual or group who receives a service as part of a funded activity that is expected to lead to a measureable outcome. Clients are attached to the case and to the session. Individual Clients Individual Clients Wednesday, September 11, 2024 5

  6. Recording playgroups (or similar group activities) Btown Playgroup Atown Playgroup Outlet Outlet Case ID: Atown Outreach Playgroups Outlet: Atown Playgroup Program Activity: Targeted Support Case ID: Btown Outreach Playgroups Outlet: Btown Playgroup Program Activity: Targeted Support Session ID: Mum and Bubs Playgroup November - 1 Session date: 19/11/19 Service type: Supported playgroup Session ID: Mum and Bubs Playgroup November - 1 Session date: 18/11/19 Service type: Supported playgroup Session ID: Mum and Bubs Playgroup November - 2 Session date: 25/11/19 Service type: Supported playgroup Session ID: Mum and Bubs Playgroup November - 2 Session date: 26/11/19 Service type: Supported playgroup 6

  7. Recording playgroups (or similar group activities) The Community Centre Outlet Case ID: Playgroups Outlet: XX Community Centre Program Activity: Targeted Support Session ID: Dads Playgroup November - 1 Session date: 19/11/19 Service type: Supported playgroup Session ID: Under 1 s Playgroup November - 1 Session date: 18/11/19 Service type: Supported playgroup Session ID: Under 1 s Playgroup November - 2 Session date: 25/11/19 Service type: Supported playgroup Session ID: Dads Playgroup November - 2 Session date: 26/11/19 Service type: Supported playgroup 7

  8. Recording group parenting program (or similar) The Community Centre Outlet Other service types that could be set up the same way: Group based education and skills training Peer support groups Self-help group Case ID: 1-2-3 Magic Outlet: The Community Centre Program Activity: Targeted Support Session ID: 1-2-3 Magic August - 1 Session date: 18/08/19 Service type: Parenting program Session ID: 1-2-3 Magic August 2 Session date: 25/08/19 Service type: Parenting program Session ID: 1-2-3 Magic September 1 Session date: 9/09/19 Service type: Parenting program 8

  9. Recording one-on-one parenting program (or similar) The Family Centre Outlet Case ID: Engaging Adolescents Family 1 Outlet: The Family Centre Program Activity: Targeted Support Case ID: Engaging Adolescents Family 3 Outlet: The Family Centre Program Activity: Targeted Support Case ID: Engaging Adolescents Family 2 Outlet: The Family Centre Program Activity: Targeted Support Case ID: Engaging Adolescents Family 4 Outlet: The Family Centre Program Activity: Targeted Support Session ID: Session 1 - Nov Session date: 25/11/19 Service type: Parenting Program Session ID: Session 1 - Aug Session date: 06/08/19 Service type: Parenting Program Session ID: Session 1 - Aug Session date: 07/08/19 Service type: Parenting Program Session ID: Session 1 - Nov Session date: 25/11/19 Service type: Parenting Program Session ID: Session 2 - Dec Session date: 01/12/19 Service type: Parenting Program Session ID: Session 2 - Nov Session date: 30/11/19 Service type: Parenting Program Session ID: Session 2 - Sep Session date: 06/09/19 Service type: Parenting Program Other service types that could be set up the same way: counselling any individualized activities Session ID: Session 3 - Dec Session date: 07/12/19 Service type: Parenting Program 9

  10. Recording case management The Family Centre Outlet Case ID: Case Management Family 1 Outlet: The Family Centre Program Activity: Targeted Support Case ID: Case Management Family 3 Outlet: The Family Centre Program Activity: Targeted Support Case ID: Case Management Family 2 Outlet: The Family Centre Program Activity: Targeted Support Case ID: Case Management Family 4 Outlet: The Family Centre Program Activity: Targeted Support Session ID: Session 1 - Nov Session date: 25/11/19 Service type: Intake/Assessment Session ID: Session 1 - Aug Session date: 06/08/19 Service type: Intake/assessment Session ID: Session 1 - Aug Session date: 07/08/19 Service type: Intake/assessment Session ID: Session 1 - Nov Session date: 25/11/19 Service type: Intake/assessment Session ID: Session 2 - Nov Session date: 30/11/19 Service type: Family capacity building Session ID: Session 2 - Sep Session date: 06/09/19 Service type: Family Capacity building Session ID: Session 2 - Dec Session date: 08/08/19 Service type: Material aid You can record different service types at the Session level to capture the kind of work you do with the client(s) Session ID: Session 3 - Dec Session date: 14/08/19 Service type: Family Capacity building 10

  11. Recording case management The Family Centre Outlet However, you can only select service types under your chosen Program Activity. Case ID: Engaging Adolescents Family 1 Outlet: The Family Centre Program Activity: Targeted Support Case ID: Engaging Adolescents Family 3 Outlet: The Family Centre Program Activity: Targeted Support Case ID: Engaging Adolescents Family 2 Outlet: The Family Centre Program Activity: Targeted Support See the TEI Program Specifications for descriptions of each service type. Session ID: Session 1 - Nov Session date: 25/11/19 Service type: Intake/Assessment Session ID: Session 1 - Aug Session date: 06/08/19 Service type: Intake/assessment Session ID: Session 1 - Aug Session date: 07/08/19 Service type: Intake/assessment Session ID: Session 2 - Nov Session date: 30/11/19 Service type: Family capacity building Session ID: Session 2 - Sep Session date: 06/09/19 Service type: Family Capacity building Session ID: Session 2 - Dec Session date: 01/12/19 Service type: Material aid You should only select service types you have been contracted to deliver. Session ID: Session 3 - Dec Session date: 07/12/19 Service type: Family Capacity building 11

  12. Recording referrals for individual clients Referrals out recorded at Session level. See Add a session. Option 1 Record referrals in existing sessions and record really useful information about the purpose of the referral Wednesday, September 11, 2024 12

  13. Recording referrals for individual clients Recording referrals for individual clients this way means you can better understand their needs and how you re service can work with them to ensure they re getting the right support at the right time 13

  14. Recording info/advice/referral for Program Activities 4 and 5 Option 2 Case ID: Engaging Adolescents Family 3 Outlet: The Family Centre Program Activity: Targeted Support Outlet Family Centre In a case management context, you can create a new session specifically for info/advice/referral. Session ID: Session 1 - Aug Session date: 07/08/19 Service type: Intake/assessment Session ID: Session 2 - Dec Session date: 01/12/19 Service type: Info/advice/referral We only recommend doing this for an assisted referral or if A LOT of time and effort has gone into the referral (at least 30 mins). Record the type of referral and purpose as well. Session ID: Session 3 - Dec Session date: 07/12/19 Service type: Family Capacity building

  15. What to do when one client receives multiple services All individual clients should only have one client record in the Data Exchange. When you create a new case, all client records will appear for you to attach to your case. If a client accesses multiple services provided by your organisation, they are just attached to the relevant cases. Your organisation should come up with a process/system to make sure duplicate client records are not created. 15

  16. How many individual clients do I need to record? TEI Program Activity % of individual clients to be recorded: There may be circumstances where it is not possible to collect personal information from clients, e.g. clients who have experienced trauma and abuse. 1. Community connections 25% of clients or more should be recorded as individual clients in each reporting period. 50% of clients or more should be recorded as individual clients in each reporting period. In necessary, you can record these clients as unidentified. As you build a rapport with your clients and earn their trust, you could possibly collect their personal information at a later date. 2. Community centres 50% of clients or more should be recorded as individual clients in each reporting period. 3. Community support 100% of clients should be recorded as individual clients in each reporting period. 4. Targeted support You can also de-identify these clients (see slide 21). 100% of clients should be recorded as individual clients in each reporting period. 5. Intensive or specialist support Wednesday, September 11, 2024 16

  17. What happens when a client doesnt consent Untick this box The clients name and address will not be stored in the Data Exchange Keep a record of the Client ID so you continue to add the client to relevant cases and sessions The client will still be counted in your data set See the Add a client taskcard and the Add a client video Wednesday, September 11, 2024 17

  18. Resources TEI Resources DSS Resources Taskcards Add a case Add a session Add a client Recording alternate forms of service deliver Learning modules Add a case Add a session Add a client The TEI Data Collection and Reporting Guide How to set up cases, sessions and clients in DEX? What information do I need to record in the Data Exchange? Wednesday, September 11, 2024 18

  19. Where can I go for help? Contact Type of Support DSS Data Exchange Website Training resources for the Data Exchange DSS Helpline: Technical issues with the Data Exchange web platform dssdataexchange.helpdesk@dss.gov.au (NB: not myGovID or RAM) or 1800 020 283 (8.30am 5.30pm Monday to Friday) TEI Website Training resources tailored to the TEI program TEI Inbox: TEI specific questions which are unavailable in existing resources tei@facs.nsw.gov.au myGovID and RAM support line: Support for issues with myGovID and RAM 1300 287 539 myGovID Need help? webpage Support resources for myGovID RAM Help webpage Support resources for RAM Wednesday, September 11, 2024 19

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