- Community health providers must report data on their funded services to the Department of Health & Human Services.
- Data reporting is quarterly.
- Organisations must follow department guidelines on what they report and when.
- Organisations can re-submit data.
- The department compiles quarterly performance reports from the data sent via the Community Health Minimum Data Set. The reports are posted on the Funded Agency Channel.
Each quarter, Victorian community health providers must report data on their funded services to the Department of Health & Human Services. They must follow departmental guidelines on what they report and how frequently as outlined in the Community Health Data Reporting Guidelines.
Service providers send their data submissions via the Community Health Minimum Data Set (CHMDS) to the Department of Health & Human Services on a quarterly basis.
The department compiles quarterly performance reports from the data sent via the CHMDS. It posts the reports on the Funded Agency Channel.
The quarterly data submissions have the following due dates:
- July‒September data are due 1‒15 October
- October‒December data are due 1‒15 January
- January‒March data are due 1‒15 April
- April‒June data are due 1‒15 July
Data specifications and guidelines
The refreshed CHMDS data reporting guideline and associated documents were released in 2017.
These include the CHMDS data submission guide, Large-value domains tables and Community Health Transmission Protocol.
Please note the number of client records in your xml files that can be uploaded via the Secure Data Exchange (SDE) has increased from 1000 to 5000 records. This will reduce the number of files agencies need to submit within each quarter.
When submitting multiple files, ensure that the Export File Portion number is increased by one digit for each file in order for the files to be appended to each other. Using the same export file portion number when submitting multiple files will cause the files to overwrite each other in SDE.
This information will be reflected in an updated version of the 'Community Health Program Data Transmission Protocol' - coming soon.
See downloads below for data specifications and guidelines documents.
Frequently Asked Questions
The department has prepared factsheets with answers to commonly asked questions from community health services about reporting the community health minimum dataset.
Community Health Information Practice Group
The Community Health Information Practice Group is an independently managed special interest group formed to discuss issues of common interest, share successes and challenges and promote best practice with a focus on information management within a community health service.
Membership is open to any organisation in receipt of home or community health, alcohol and drug services or dental health funding, state and federal.
The group currently meets bimonthly with an option to attend in person or participate via video or teleconference.
Annual Data Release
As part of the Community Health Minimum Dataset, the department is working towards providing agencies access to their submitted data, as part of an annual data release cycle.
As part of the consultation that occurred prior to the implementation of the new reporting guidelines in 2018, the sector reported the lack of feedback from the department regarding data and performance, particularly that data administration staff and clinicians do not understand the importance of collecting data for the department and why it is required.
In response to this feedback, the department is committed to providing feedback on data submissions including:
- providing feedback on data submissions
- providing information to service providers on how their data is utilised for demand and service planning
- providing access to data collected from service providers for demand and service planning needs.
It is intended that the data will be provided in a de-identified format to individual agencies and a privacy impact analysis will be undertaken to identify departmental and participating health service obligations.
Further information about this will be communicated shortly.
Data specifications and guidelines
Reviewed 12 November 2021