Aged Care Assessment Program Data Dictionary

Key Performance Indicators

The Aged Care Assessment Program Data Dictionary Version 2.1 has been revised to take account of legislative changes, amendments to the National Transaction File Format and on-going development of the Aged Care Assessment Program.

Page last updated: 25 May 2011

Improve the percentage of priority one clients seen on time across all settings in the reporting period, compared with the previous twelve month period [KP 1]

Definition:

Improve the percentage of clients assessed by an Aged Care Assessment Team (ACAT) who have received timely contact of a clinical nature (i.e. non- administrative) by an ACAT (or their representative) based on the client’s urgency needs as assessed at referral (compared to the previous twelve months of the reporting period).

Desired outcome:

All clients are assisted within the timeframe specified by the Priority category allocated to the client’s assessment.

Context:

This performance indicator is a measure of the appropriateness of the time elapsed between receipt of referrals to ACATs for comprehensive assessment and response by ACATs of a clinical nature (i.e. non-administrative).

ACATs do not provide an emergency or crisis service. However, at times, the care needs of people referred to an ACAT require a different level of urgency in an ACAT’s response.

Priority Category 1 – Within 48 hours: Refers to a client who, based on information available at referral, requires an immediate response (i.e. response within 48 hours). An urgent comprehensive assessment is required if the person’s safety is at risk (e.g. high risk of falls or abuse); or there is a high likelihood that the person will be hospitalised or required to leave their current residence because they are unable to care for themselves or their carer is unavailable. This may be due to a crisis in the home involving either the client or the carer, or a sudden change in the client’s or carer’s, medical, physical, cognitive or psychological status.

All settings: Includes acute hospital and other inpatients, residential aged care service, community and no setting.

Hospital: Includes Acute Hospital (patients in hospitals classified by the hospital as ‘acute care’ patients) and Other Inpatients (other than acute hospital), in which the person is an admitted patient receiving overnight care, admitted patients in extended care or rehabilitation facilities or other non-acute wards / beds in a hospital.

Residential aged care service: Includes all government-funded residential care services and multipurpose services / centres regardless of the level of care received by the person or whether the person is a permanent or respite resident at the first face-to-face contact.

Community: Include settings such as private homes, retirement villages, independent living units, and supported accommodation setting in the community.

No Setting: Includes assessments that have not reached a point where a Setting has been determined and would include assessments that do not progress beyond the First Intervention.

Numerator:

The number of assessments with:
  • an End of assessment date (within the reporting period); and
  • a Priority category 1; and
  • the number of days between Referral date and First intervention date less than or equal to two calendar days.

Denominator:

The number of assessments with:
  • an End of assessment date (within the reporting period); and
  • a Priority category 1.

Data collection:

Numerator:Ageing and Aged Care Date Warehouse ACAP MDS
Denominator:Ageing and Aged Care Date Warehouse ACAP MDS

Interpretation:

Client assessments with Priority category of 2 and 3 are excluded from analysis for this performance indicator.

Source document:

Implementation Plan for the Aged Care Assessment Program

Source organisation:

Aged Care Assessment Program Officials
Australian Government Department of Health and Ageing

Comments:

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Improve the percentage of priority two clients and priority three clients seen on time in all settings in the reporting period, compared with the previous twelve month period [KPI 2]

Definition:

Improve the percentage of clients assessed by an Aged Care Assessment Team (ACAT) receiving timely contact of a clinical nature (i.e. non- administrative) by an ACAT (or their representative) based on the client’s urgency needs as assessed at referral (compared to the previous twelve months of the reporting period).

Desired outcome:

All clients are assisted within the timeframe specified by the Priority category allocated to the client’s assessment.

Context:

This key performance indicator is a measure of the appropriateness of the time elapsed between receipt of referrals to ACATs for assessment and response by ACATs of a clinical nature (i.e. non-administrative).

ACATs do not provide an emergency or crisis service. However, at times, the care needs of people referred to an ACAT require a different level of urgency in an ACAT’s response.

Priority category 2 – Between 3 and 14 days: Should be used when information available at referral indicates that the client is not at immediate risk of harm. Referrals that indicate progressive deterioration in the client’s physical, mental or functioning status; or that the level of care currently available to the client does not meet their needs or is not sustainable in the long-term should be allocated to this priority category.

Priority Category 3 – More than 14 days: refers to cases where the referral information indicates that the client has sufficient support available at present, but that they require an assessment in anticipation of their future care requirements. Examples include the carer planning a holiday, which will result in the care recipient requiring the provision of substitute care or recognition that the person is having increased difficulty living independently and options for future care need to be discussed with the client and their carer or family. In deciding to use this code the ACAT is making a judgement that delaying an assessment for more than 14 calendar days will not jeopardise the client’s health and well-being. Clients in this priority category are considered to have been seen on time if they are seen within 36 days.

All settings: Includes acute hospital and other inpatients, residential aged care service, community and no setting.

Hospital: Includes Acute Hospital (patients in hospitals classified by the hospital as ‘acute care’ patients) and Other Inpatients (other than acute hospital), in which the person is an admitted patient receiving overnight care, admitted patients in extended care or rehabilitation facilities or other non-acute wards / beds in a hospital.

Residential aged care service: Includes all government-funded residential care services and multipurpose services / centres regardless of the level of care received by the person or whether the person is a permanent or respite resident at the first face-to-face contact.

Community: Include settings such as private homes, retirement villages, independent living units, and supported accommodation setting in the community.

No Setting: Includes assessments that have not reached a point where a Setting has been determined and would include assessments that do not progress beyond the First Intervention.

Numerator:

For Priority category 2:
The number of assessments with:
  • an End of assessment date (within the reporting period); and
  • a Priority category 2; and
  • the number of days between Referral date and First intervention date less than or equal to fourteen calendar days.
For Priority category 3:
The number of assessments with:
  • an End of assessment date (within the reporting period); and
  • a Priority category 3; and
  • the number of days between Referral date and First intervention date less than or equal to thirty-six calendar days.

Denominator:

For Priority category 2:
The number of assessments with:
  • an End of assessment date (within the reporting period); and
  • a Priority category 2.
For Priority category 3:
The number of assessments with:
  • an End of assessment date (within the reporting period); and
  • a Priority category 3.

Data collection:

Numerator:Ageing and Aged Care Date Warehouse ACAP MDS
Denominator:Ageing and Aged Care Date Warehouse ACAP MDS

Interpretation:

Client assessments with Priority category 1 are excluded from analysis for this performance indicator.

Source document:

Implementation Plan for the Aged Care Assessment Program

Source organisation:

Aged Care Assessment Program Officials
Australian Government Department of Health and Ageing

Comments:

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All Aged Care Assessment Team members meet National Minimum Training Standards [KPI 3]

Definition:

All members of the Aged Care Assessment Team (ACAT) meet the National Minimum Training Standards and complete the national training resources relevant to their roles and responsibilities as set out in the Aged Care Assessment Program National Training Strategy.

Desired outcome:

100 per cent of ACAT members meet the National Minimum Training Standards and complete the national training resources relevant to their roles and responsibilities.

Context:

The Aged Care Assessment Program (ACAP) National Training Strategy provides the overarching training strategy that will promote best practice and national consistency in key practices and core processes for all ACAT members.

The ACAP National Training Strategy has been designed to recognise and build on existing training practices utilised in each state/territory. Each state and territory government continues to be responsible for ensuring ACAT members have a sound knowledge of the issues in their local environment and that they are provided with the opportunities to maintain their specific professional clinical skills.

Under the Aged Care Act 1997, the Secretary of the Department of Health and Ageing (DoHA) has the power to approve eligibility as a care recipient for entry to residential aged care facilities, community care, residential respite care and flexible care. This power is delegated to specific Aged Care Assessment Team (ACAT) position numbers and may only be exercised by the occupants of the designated position numbers, referred to as ‘Delegates’. ACAT Delegates play a very important role in ensuring that assessments of older people are conducted to a high standard, and that the care services recommended aim for the optimum outcome for the person assessed.
Individuals occupying a Delegate position are subject to ongoing review and must:
  • continue to meet the selection criteria as specified in the ACAT Delegation Policy (one of which is to successfully complete Delegation Training); and
  • operate in accordance with relevant legislation, policy and guidelines.

ACAT National Delegation Training:

The training approved by DoHA for ACAT Delegates as contained in the ACAP National Training Strategy. The initial form of this training is available for face to face training, self-directed learning and self-directed e-learning. The Refresher version of this training is available for self-directed e-learning.

Numerator:

The number of ACAT members who meet the National Minimum Training Standards who have completed the relevant training as set out in the ACAP National Training Strategy.

Denominator:

The number of ACAT members as reported in the Annual Staffing Profile.

Data collection:

Numerator:Training data collected by www.acat.moodle.com.au and reports from National ACAP Training Reference Group
Denominator:Staffing profile data.

Interpretation:

To be analysed at National, State/Territory and ACAT level by financial year.

Source document:

Implementation Plan for the Aged Care Assessment Program

Source organisation:

Australian Government Department of Health and Ageing

Comments:

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Timely and accurate Aged Care Assessment Program data [KPI 4]

Definition:

The data about the Aged Care Assessment Program (ACAP) is maintained to a high level of accuracy and is provided within the specified timeframe by the state/territory government to the Commonwealth.

Desired outcome:

That the ACAP MDS data be delivered on time and without errors.

Context:

Data about the Aged Care Assessment Program is specified in the National Transaction File Format and the Aged Care Assessment Program Data Dictionary. The ACAP Minimum Data Set includes information about people who are assessed by the Aged Care Assessment Team and is collected via the Aged Care Client Record.

An error is defined as a field within a record that does not confirm to the format for that field as defined in the National Transaction File Format or the content of a field does not meet the requirements of a Business Rule relevant to that field contained in the National Transaction File Format.

Data files will be successfully uploaded into the Ageing and Aged Care Data Warehouse ACAP MDS Upload facility by the date specified. A successful upload would be classified as an upload that contains no fatal errors.

Numerator:

Accuracy:

  • The number of errors recorded in the ACAP MDS Audit Report for the reporting period.

Timeliness:

  • Data files received and successfully uploaded in the Ageing and Aged Care Data Warehouse ACAP MDS Upload facility on or before the due date.

Denominator:

Accuracy:

  • The number of fields contained in the records uploaded into Ageing and Aged Care Data Warehouse for the reporting period (there are 166 fields in each record).

Timeliness:

  • Data files due for receipt.

Data collection:

Numerator:Ageing and Aged Care Data Warehouse ACAP MDS
Denominator:Ageing and Aged Care Data Warehouse ACAP MDS

Interpretation:

The number of errors will not exceed 0.1% of the number fields contained within the uploaded records. This equates to 1 error for every 6 uploaded records.

To be analysed at National, State/Territory and ACAT level by financial year.

Source document:

Implementation Plan for the Aged Care Assessment Program

Source organisation:

Australian Government Department of Health and Ageing

Comments:

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100 per cent of Aged Care Assessment Teams participate in a Quality Improvement Program [KPI 5]

Definition:

100 per cent of Aged Care Assessment Teams (ACATs) participate in a Quality Improvement Program.

Desired outcome:

All ACATs participate in a Quality Improvement Program.

Context:

A Quality Improvement Program is an organised process that assesses and evaluates services to improve practice or the quality of service delivery and fosters a continuous quality improvement approach with a consumer focus.

Consumer focus is service delivery designed to meet the needs and expectations of clients. An important measure of quality is the extent to which consumer needs and expectations are met. This can be measured through the administration of a client survey which could be part of:
  • a quality improvement process initiated by the ACAT to improve a particular client service;
  • an internal process for meeting service standards;
  • an external accreditation process;
  • a service evaluation;
  • a national program evaluation; and
  • an audit process.
Participation in a Quality Improvement Program could be at the ACAT level or as part of broader participation in the auspice organisation’s Quality Improvement Program (including, but not limited to: the EQuIP 4 program, the Quality Improvement Council or the ISO 9001 quality framework.

Numerator:

Number of ACATs in a jurisdiction reporting participation in a Quality Improvement Program.

Denominator:

Number of ACATs in a jurisdiction.

Data collection:

Numerator:Item included as a requirement in reporting arrangements for the Implementation Plan.
Denominator:Ageing and Aged Care Data Warehouse ACAP MDS.

Interpretation:

To be analysed at National, State/Territory and ACAT level by financial year.

Source document:

Implementation Plan for the Aged Care Assessment Program

Source organisation:

Australian Government Department of Health and Ageing

Comments:

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