Agency Information Management System (AIMS) Manual 2020-21
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Agency Information Management System (AIMS) Manual 2020-21 July 2020 OFFICIAL To receive this publication in an accessible format phone (03) 9096 8595, using the National Relay Service 13 36 77 if required, or email HDSS Helpdesk <[email protected]>. Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne. © State of Victoria, Australia, Department of Health and Human Services July 2020. ISBN 978-1-76069-447-0 (pdf/online/MS word) Available at HDSS website <https://www2.health.vic.gov.au/hospitals-and-health-services/data- reporting/health-data-standards-systems/data-collections/aims> OFFICIAL Contents Section 1: Introduction .............................................................................................................................. 5 Introduction to AIMS ..................................................................................................................................... 5 How to obtain access to the HealthCollect portal ......................................................................................... 5 System Contexts .......................................................................................................................................... 6 Agency hierarchy structure ........................................................................................................................... 6 AIMS forms ................................................................................................................................................... 7 Abbreviations .............................................................................................................................................. 10 Section 2: General form information ...................................................................................................... 13 Standard Form Features ............................................................................................................................ 13 Online System Instructions ......................................................................................................................... 15 File Upload procedure ................................................................................................................................ 18 Section 3: Form specific information ..................................................................................................... 20 S1A: Admitted Patients Aggregate Collection ............................................................................................ 20 A3: Public Hospital Beds ............................................................................................................................ 21 S10: Acute Non-Admitted Clinic Activity ..................................................................................................... 24 S10 Flat File Specifications ........................................................................................................................ 30 S11: Sub Acute Non-Admitted Activity ....................................................................................................... 33 S12: Self-administered Non-admitted Services .......................................................................................... 41 UCC: Urgent Care Centre .......................................................................................................................... 43 S8: Radiotherapy Non-Admitted Services .................................................................................................. 50 SAAI: Sub-Acute Access Indicators ........................................................................................................... 51 S5_115 and S5_129: Residential Services forms ...................................................................................... 54 S5_115D and S5_129D: Residential Services Resident Demographic Details ......................................... 55 PSRACS: Residential Aged Care Services Quality Indicators and Performance Measures ..................... 56 TCPKPIs: Transition Care Program Key Performance Indicators .............................................................. 57 A2: Specialised Services Indicators ........................................................................................................... 60 S2_118: Early Years Services Non-Admitted Services .............................................................................. 63 PCCP: Palliative Care Consultancy Program ............................................................................................. 65 VNEC: Victorian Nurse Endoscopy Collaborative ...................................................................................... 67 Annual Return Form 7A: Medical Equipment and Plant and Equipment (non-medical) Purchases – aggregate cost data on plant and equipment purchases ........................................................................... 71 Form 7B: Annual Return: Replacements under the Medical Equipment Replacement Program and the Engineering Infrastructure Replacement Program – Specific-Purpose Capital Grants – Purchases ........ 72 Section 4 - AIMS Online Reports............................................................... .............................................. 74 Access to online reports ............................................................................................................................. 74 Standard report features ............................................................................................................................. 74 Compliance Reports ................................................................................................................................... 76 Non-admitted Clinic Reports ....................................................................................................................... 79 Year-To-Date Reports ................................................................................................................................ 82 OFFICIAL OFFICIAL Section 1: Introduction Introduction to AIMS The Agency Information Management System (AIMS) is an on-line entry system and reporting facility primarily used by the Department of Health and Human Services to collect summary level statistical and financial information from Victorian hospitals. The department uses AIMS data to assist with the monitoring of programs, for funding purposes, in demand management, acquittal purposes and for external reporting to the Department of Treasury and Finance, Commonwealth Departments and the Australian Institute of Health and Welfare. The Department of Health and Human Services collects information in discrete financial years. Each year the AIMS returns are reviewed to ensure the collections support the department's national reporting obligations and reflect changes in hospital funding and service provision arrangements for the coming financial year. Modifications may be required to hospital funding and service activity returns, where changes to programs are being implemented or revised. AIMS returns are submitted to the department via the HealthCollect portal. The HealthCollect portal is a secure online system used by the Department of Health and Human Services to collect data from and distribute information to health services. The HealthCollect portal uses a service and component-based architecture to support a wide range of applications and data collections. A health service user must log on to the portal using a valid username/password combination and this will control the menu options and data access available. AIMS online reports are available on the HealthCollect portal for health services to monitor and view data submitted to the department. How to obtain access to the HealthCollect portal A user must have a HealthCollect portal user account before they can access the AIMS system. An account can be obtained by completing the HealthCollect portal user request form available on the HDSS website <www2.health.vic.gov.au/hospitals-and-health-services/data-reporting/health-data- standards-systems/health-collect>. The request form asks for the user’s name, contact details and the type of access required. Once submitted an email is automatically generated and sent to the HDSS helpdesk. The helpdesk processes the details provided on the request form and after the HealthCollect account is created, an email is sent to the new user with their account username and instructions for logging on to the portal. An existing HealthCollect account user who does not have AIMS access and requires access to AIMS, should also complete the HealthCollect portal user request form to request a variation of their account details. HealthCollect portal users who cannot remember their password must use the Password Reset function on the right side of the HealthCollect portal home page to obtain a new password. To log on go to the Health Collect portal <www.healthcollect.vic.gov.au> and enter their username and password. Agency Information Management System (AIMS) manual 2020-21 Page 5 OFFICIAL System Contexts A system context is equivalent to an application setting. Contexts are used within HealthCollect to determine which areas of the HealthCollect portal can be accessed by specific users. On the HealthCollect portal home page, contexts are shown as a series of tabs located across the top of the page. Functions within a context are listed on the left panel