Revision
of the service coordination tool templates, guidelines & associated
data standards
Implications
for software vendors – Fact sheet 3
Page content: Overview | What
is the current status of SCTT implementation by software vendors? | What
do we want to achieve with the implementation of SCTT in software? | What
resources will be available after the revision of SCTT? | How
does the revision of SCTT relate to the Implementation of the Common
Client Dataset? | What should
software vendors do to implement the revised SCTT? | What
will happen with future SCTT revisions? | How can I
find out more? | Download document
Overview
Service Coordination is a key element of the Primary Care Partnerships
Strategy. It was introduced by the Department of Human Services (DHS)
in 2000 to develop a more effective primary care system in Victoria.
The Service Coordination initiative included the development of a
common set of forms (Service Coordination Tool Templates or SCTT) for agencies
to record and share client registration information, undertake initial
needs identification, make referrals and collect client consent to
share information between providers.
A number of health agencies in Victoria have already implemented Service
Coordination and over the next 2 years many other agencies will join them
in using the Tool Templates. As the range of agencies implementing service
coordination increases, the Tool Templates need to be revised to incorporate
the practice needs of different practitioners. Agencies will start using
this new version of the SCTT, to be known as SCTT 2006, in July 2006.
This is the third fact sheet about the revision of the Service Coordination
Tool Templates. It provides information about implications of the revision
of the SCTT for software vendors.
More information about Service Coordination, the Service Coordination Tool
Templates and Guidelines and how and why they are being revised is available
from fact sheet 1 - about the tool templates.
Information about the governance arrangements and consultative mechanisms
for the revision is available from fact
sheet 2 - consultative and governance mechanisms.
What is the current status of SCTT implementation by software vendors?
The introduction of the SCTT into client management systems used across
the Victorian health and community sector allows more efficient communication
between multiple care providers. A GP version, known as the Victorian
Statewide Referral Form, has also been introduced into medical software.
Currently the SCTT is embedded in over 30 different client management
systems. The resources currently available to support implementation of
SCTT by software vendors are:
The method of implementation varies
widely between systems. Some vendors have implemented in accordance with
the SCTT Data Dictionary whilst others have provided SCTT form templates
as an additional component of the software, with varying degrees of auto-population
of client details from the client management system.
Maximum auto-population of SCTT data items from the client management
system database to SCTT forms is preferred by users because it avoids
re-keying of client information.
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What do we want to achieve with the implementation of SCTT in software?
Currently most client information displayed in the SCTT format is shared
between agencies by printing and faxing forms, securely emailing forms
in a variety of formats (PDF, HTML and RTF) or providing secure web
server access to forms.
E-referral is progressively moving towards technology that will enable
information to be shared by exchanging data rather than completed forms.
This method of sharing SCTT information will:
- Eliminate the re-keying
of SCTT information into the client management systems of agencies
receiving referrals
- Reduce the size of shared files
- Improve the consistency and quality of
data being exchanged
- Improve feedback through automated message acknowledgements
The revision
of SCTT and the availability of HL7 Messaging Specifications presents
a good opportunity to develop and promote a consistent approach to the
implementation of SCTT in client management systems to support data rather
than form exchange.
Client Management Systems can collect SCTT data in accordance with the
SCTT Data Dictionary for sharing with other agencies by:
- Collection
of SCTT data items as part of the client management system data entry
user interface with generation of SCTT as a ‘backend’ function;
or,
- Use of the SCTT forms as the data entry user interface with auto-population
of common items from the client management system database
Whichever method of SCTT data collection is used, Client Management Systems
should ideally share this information as data in the form of HL7 messages
rather than forms wherever possible. The existing HL7
Messaging Specifications can be used to prepare client management systems for a ‘data sharing’ environment.
‘Data sharing’ is unlikely to ever be universally available.
Client Management Systems therefore need to provide for both ‘data
sharing’ and ‘form sharing’. Form exchange will often
be via a secure e-referral system, but could be done by the client management
systems themselves.
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What resources will be available after the revision of SCTT?
The following resources are being developed to support implementation
of the SCTT 2006 in a ‘data sharing’ environment as well as
promoting a more consistent approach to ‘form sharing’ by
software vendors (see Figure 1)
Figure 1: Resources for Implementing SCTT 2006 E-Referral Capable Client
Management Systems
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1. SCTT 2006 Form Specifications and Guidelines
This document will be an updated version of the existing Tool
Templates and Guidelines. It will provide the format of printed SCTT forms and
guidelines for form completion. The SCTT 2006 Forms are scheduled for release
by March 2006. The Guidelines will be released by 1 July 2006.
2.SCTT 2006 Data Standards and Data Dictionary
The document will be an updated version of the existing SCTT
Data Standards and Data Dictionary. It will define the data model and data elements
that need to be included in or mapped to the database of client management
systems for a full implementation of SCTT 2006.
Systems need to have the ability to collect SCTT 2006 data items in full
compliance with the SCTT 2006 Data Dictionary before the SCTT 2006 HL7
Messaging Specifications can be implemented.
The SCTT 2006 Data Standards and Data Dictionary are scheduled for release
by March 2006.
3. SCTT 2006 Functional Specifications
This is a new document that will define the implementation of SCTT in Client
Management System software. It will include specifications for the collection
of SCTT information and outline the way in which SCTT 2006 referrals
should be generated, saved and sent.
The SCTT 2006 Functional Specifications are scheduled for release by March
2006.
4.SCTT 2006 HL7 Messaging Specifications
The document will be an updated version of the existing SCTT
HL7 Messaging Specifications. It will define the format of HL7 messages that can be
used to exchange SCTT 2006 information.
The SCTT 2006 HL7 Messaging Specifications are scheduled for release by
March 2006.
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5.SCTT 2006 HL7 Messaging Business Rules
This is a new document that will define how incoming SCTT 2006 referral
messages will be handled by the receiving systems. Examples of items
to be included are:
- Version difference handling
- Partially compliant message handling
The SCTT 2006 Messaging Business Rules are being developed as part of
the HealthSMART patient and client management systems project. This development
will follow implementation of the SCTT 2006 Data Dictionary and SCTT 2006
Messaging Specifications by HealthSMART vendors. Because of the timeliness
associated with this project this document is not expected to be available
until after 1 July 2006.
Client management systems will also need to include local incoming message
handling procedures (application business rules) to complement the universal
Messaging Business Rules (interface business rules). Examples of items
that will need to be included are:
- Name matching against the existing
patient master index
- Data comparison and update where there are differences
between data item values in the incoming message and local database.
How does the revision of SCTT relate to the Implementation of the Common
Client Dataset?
Most software vendors may have already received information from specific
program areas within DHS about the development of the Rural and Regional
Health and Aged Care Services (RRHACS) Division Common Client Data Set.
RRHACS has recently completed a project to analyse the client related
data elements that are used for four major program areas:
- Home
and Community Care (HACC)
- Community and Women’s Health
- Alcohol and Drugs
- Aged Care Assessment.
The aim of the project was to identify similar client data elements and
then redefine these elements to be identical. On completion 30
common clients data elements were defined. These form the Common Client Data
Set Version 1 (CCDS V1).
All relevant data elements in the revised SCTT will also be aligned with
the CCDS V1. These changes will be reflected in the revised SCTT Data Dictionary.
Those vendors who provide software for the use of agencies associated
with the four major program areas will be provided with the relevant update
specifications and a CCDS V1 CodeSets CD-ROM in early November, 2005.
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What should software vendors do to implement the revised SCTT?
Exchange of SCTT 2006 data rather than forms requires that client management
systems comply with the SCTT 2006 data, functional and messaging specifications.
Where in the past vendors may have implemented the SCTT as a back end
form, the SCTT 2006 specifications will include a more stringent requirement
for vendors to implement the SCTT in full compliance with the SCTT 2006
Data Standards and Data Dictionary to be able to take advantage of SCTT
2006 HL-7 messaging functionality.
It is recognised that re-development of client management systems to comply
with the above SCTT 2006 specifications is a major task for some software
vendors and it will take some time to achieve full compliance.
Agencies will be required to use the SCTT 2006 forms from 1 July 2006.
Therefore at a minimum it will be important for client management systems
that currently use SCTT forms to implement the SCTT 2006 forms, even if
it is not possible to comply with the other specifications by that date.
Ideally, it would also be valuable for the SCTT 2006 Data Dictionary and
SCTT Messaging Specifications to be implemented by 1 July in order to facilitate
the exchange of SCTT 2006 data with other compliant systems as soon as
the Messaging Business Rules are developed and implemented.
What will happen with future SCTT revisions?
As outlined in fact sheet 1 - about the tool templates the
SCTT revision will be an ongoing process. The SCTT data, functional and
messaging specifications will be also revised regularly and coordinated
with other DHS program requirements. This is likely to be an annual revision
process, but may be longer after revisions where major changes have occurred.
However, revisions will not occur more frequently than annually.
How can I find out more?
More information about the revision process, service coordination or
the Primary Care Partnership Strategy more generally is available at:
Download document
The PDF below is a printable version of the above information.
 Implications
for software vendors – Fact sheet 3 (63kb, pdf)
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