Needs Assessment

This page guides you through the creation and management of Needs Assessment records.

These are the topics on this page

Introduction

The Needs Assessment feature within Brevity is accessed by selecting the Care Management>Needs Assessment sub-menu. The Needs Assessment record outlines the clients disability which has been accepted as a permanent and disabling condition as covered under the NDIS, a history of the condition(s) that has qualified the client for ndis funding, a prognosis of the clients condition and the measures being undertaken to support the client and improve their quality of life and the particulars of any funding approval(s).

Navigating the Needs Assessment Page

The following is an outline of the fields that comprise the Need Assessment page:

Name: This field is used to specify the name of the need assessment record, the input of data is optional.
Client: This is a drop down field that lists the name of client for which the assessment relates.
Funding Source: This is a drop down field that lists the funding source, select the one applicable to the client.
Condition: This is a drop down field that lists the category of the disability, select the condition applicable to the client.
Date of Diagnosis: This field is used to list the date that the diagnosis of the clients condition was determined. The date can be specified as free text or by using the calendar picker.
Condition Report Consultant/Specialist: This is a drop down field that lists the specialist organisation that prepared the assessment in connection with the client’s disability.
Date of Report: This field is used to list the date that the specialist report was prepared. The date can be specified as free text or by using the calendar picker.
Description of Disability/Condition: This field is used to describe as a free text narrative the particulars of the clients primary/principle disability.
Other Disabilities/Conditions: This field is used to describe as a free text narrative the particulars of any secondary/additional disabilities that have been diagnosed.
Condition Details: This is a data-grid that allows for the registration of one of more conditions that have been entered into the database. This uses the same values as listed in the condition field.
Type (History): This is a drop down field that lists whether the client’s disability is congenital or acquired.
Type (Outlook): This is a drop down field that lists whether the client’s disability is permanent, temporary or acute.
History of Disability/Condition: This field is used to describe as a free text narrative the history of the clients disability.
Prognosis: This is a drop down field that lists whether the outcome of the client’s disability is progressive, subject to relapse or remaining static
Prognosis Details: This field is used to describe as a free text narrative of the prognosis of the clients disability.
Current Measures Description: This field is used to describe as a free text narrative of the interventions that have been implemented to manage the clients disability.
Funding Submitted: This field is used to list whether funding has been submitted.
Date Submitted: This field is used to list the date, if applicable that the funding was submitted. The date can be specified as free text or by using the calendar picker.
Provider Reference Number: This field is used to list a reference number related with the funding submission.
Submission Comments: This field is used to describe as a free text narrative of comments related with the funding submission.
Funding Approved: This field is used to list whether funding has been approved.
Date Approved: This field is used to list the date, if applicable that the funding was approved. The date can be specified as free text or by using the calendar picker.

Create a Needs Assessment record

To create a Need Assessment record observe the following steps:

Select the Care Management>Need Assessment sub-menu.
From the Need Assessment List screen click the New button to open up the New Need Assessment Record page into the browser.
Within the Name field input a description of the assessment record.
This information may relate with a specific requirement or need that will allow the client to achive a particular goal... example; Aarons, Daniel - 1942 - Pilates to improve general mobility and reduce muscle atrophy.
Within the client field, either input the client name or click the drop down list to select the required value.
Within the funding source field, either input the funding source or click the drop down list to select the required value.
Within the Condition field, either input the condition or click the drop down list to select the required value.

If you find that the required condition is not listed then a new condition can be added by selecting :+: icon located at the bottom right of the list to open the New Health Condition Record page, as shown below. Input the condition name, under the condition details panel and save the record.
Close the New Health Condition record.
Refresh the value list
Within the date of diagnosis field specify the date that condition as listed in the condition field was first diagnosed by a health professional. The date can be specified as free text or by using the calendar picker.
Within the Description of Disability/Condition field input a detailed narrative of the clients health condition and disability as diagnosed by a health professional.
Within the Type (History) field select 1 of two values from the drop down list.
Values listed include congenital or acquired.
Within the Type (Outlook) field select 1 of three values from the drop down list. Values listed include permanent, temporary or fluctuating.
Within the Prognosis field select 1 of three values from the drop down list.
Values listed include remain static, have periods of relapse or remission or progressive.
Within the Date of Report field specify the date that the condition report was prepared. The date can be specified as free text or by using the calendar picker.
Set the Funding Submitted field value to YES if a funding request has been submitted, otherwise leave as NO.
Set the Funding Approved field value to YES if a funding request has been approved, otherwise leave as NO.
Optional data entry into the following fields if the information is known.
History of Disability/Condition
Prognosis Details
Other Disabilities/Conditions
Current Measures Description
Condition Report Consultant/Specialist
Date Funding Approved
Date Funding Request Submitted
Provider Reference Number
Submission Comments
Select the SAVE button to create the Needs Assessment record and make available the option to assign additional disabilities and/or conditions against the need assessment profile.

To allocate additional additional disabilities and/or conditions against the need assessment profile, select the Link Record icon to display a field with a drop down listing of values presented. Select the value that will be assigned into the data-grid. Repeat the process until all values have been assigned.
Select the Close button to return to the Needs Assessment List page within the browser

Edit a Needs Assessment record

To edit a Need Assessment record observe the following steps:

Select the Care Management>Need Assessment sub-menu.
Search for the need assessment record from within the Need Assessment list.
Highlight the need assessment record to be edited.
Either click on the edit button or double click on the need assessment record to open it within the Need Assessment form.
Update the assessment record
if your edit relates with Condition Report Information, update the Condition Report Consultant/Specialist field with the particulars of the service provider that prepared the report

if your edit relates either with History of Disability/Condition, Prognosis or Current Measures Being Undertaken, then update either the History of Disability/Condition, Prognosis or Current measures with a detailed narrative.

if your edit relates with the acknowledging a funding submission has been made, update the Date Submitted, the reference number and submission commence with a detailed narrative.

if your edit relates with the acknowledging a funding submission has been approved, update the Date Approved.
Once done, click on the save button to save the revised need assessment detail.
Select the Close button to return to the Needs Assessment List page within the browser.

Delete a Needs Assessment record

Although not recommended, and you are referred to the notes on record deactivation. To delete a Need Assessment record observe the following steps:

Select the Care Management>Need Assessment sub-menu.
Search for the need assessment record from within the Need Assessment list.
Highlight the Need Assessment record to be deleted.
Select the "Delete Button" in the upper right portion of the window.
Select the OK button from the Delete Record pop-up screen, to remove the selected record. Record listing will refresh.

Update Needs Assessment record activity status

To edit the activity status of a Need Assessment record observe the following steps:

Select the Care Management>Need Assessment sub-menu.
Search for the Need Assessment record from within the Need Assessment list.
Highlight the Need Assessment record to be edited.
Either click on the edit button or double click on the Need Assessment record to open it within the Need Assessment form.
To deactivate the Need Assessment record select the Deactivate button . Deactivating the record will set it to read-only.
To activate the Need Assessment record select the Activate button.
Once done, you can exit back to the Need Assessment List.

Needs Assessment record Mail Merge

The Needs Assessment feature is supported by a mail merge capacity, that allows the organisation to incorporate data from the Needs Assessment into a custom designed MS Word report.

To access the Mail Merge feature click on the MAIL MERGE button located in the ribbon bar to expand the mail merge panel.
To create a Needs Assessment template click the Download template link to present the following pop-up screen within the browser.

Select the OK button to open the needsassessment template into MS word
Once MS Word opens:
Enable editing

Select the XML Mapping Panel to open XML Mapping Panel located to the right of the word document

From the Custom XML Part drop down list select the http://brevity.com.au/needsassessment XML part
Expand the needsassessment to list the needs assessment data fields that are available for assignment into the word document.

Establish the document structure
To assign the data links position your cursor in the word document where there data link will be located.
Right click the data element from within the XML list to present a floating menu, listing the option > Insert Content Control.

selecting the menu option > Insert Content Control, will list a set of object options. Select the option Plain Text.

The selected item of data will be positioned into the word document.
Save the word document off onto a drive folder.
From within the Mail Merge panel of the Needs Assessment List page select the Upload document link to open the File Upload screen within the browser.

Within the File Upload window, search for and select the Neeeds Assessment document.
Select OK to update the Mail Merge panel with the Neeeds Assessment document
To undertake a mail merge, ensure the required record is selected within the Needs Assessment list page.
Select the floating menu as denoted within the […] to the right of the word document. Select the Mail merge option to generate your mail merged assessment document.

An example of the output is shown on following