Health Data Standards and Systems (HDSS) Helpdesk

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The Health Data Standards and Systems (HDSS) Helpdesk provides information, advice and support for the following health data collections:

  • AIMS forms (including A2, A3, DCOR, S1A, S10, S11, S11A, S12 and UCC)
  • Contact details for assistance with other AIMS forms are available in the AIMS manual.
  • Elective Surgery Information System (ESIS)
  • Victorian Admitted Episodes Dataset (VAED)
  • Victorian Emergency Minimum Dataset (VEMD)
  • Victorian Integrated Non-Admitted Health Minimum Dataset (VINAH MDS) and Non-Admitted Data Collection (NADC)
  • Victorian Perinatal Data Collection (VPDC) and Perinatal webform

Through the HDSS Helpdesk, the team supports health services, funded organisations and software vendors to submit complete, accurate and timely data, and access reports and information needed to meet reporting requirements for these data collections.

Before escalating your enquiry to the HDSS Helpdesk

  1. Review available guidance, manuals and other self-service resources.
  2. Contact your Health Information Manager or Health Information Services team.
  3. Ensure you have exhausted available support options within your organisation before contacting the HDSS Helpdesk.

Support provided by the HDSS Helpdesk

  • Failed file submissions, test file submissions, and file purges
  • Locating and interpreting reports and error messages after submission
  • HealthCollect and MFT issues. Subject matter support for some collections may be provided by other department business areas.
  • Compliance enquiries
  • Explanation of business rules
  • VAED Criteria for Reporting
  • Access to restricted use datasets and reference files: ICD-10-AM/ACHI code sets and Postcode-Locality reference file (note: Download the Principal Diagnosis Short List from the IHACPA website. Refer to self-service resources).
  • Annual changes support
  • Advice and support for data migration when implementing a new PAS/EMR.
  • ESIS expansion and VINAH open referrals project support
  • Requests for access to the HealthCollect and MFT data submission portals or to update work contact details.

Notify the HDSS Helpdesk about organisational changes

Please contact the HDSS Helpdesk if your organisation is planning to:

  • Change a campus name
  • Open or close a campus
  • Planned PAS/EMR implementations.

Contact the HDSS Helpdesk

Email: hdss.helpdesk@health.vic.gov.au

Subject: Include the data collection, portal or application to help us triage your enquiry.

  • Example subject lines: VAED MFT, VPDC Errors, ESIS Test Submission, AIMS S12.

What the HDSS Helpdesk cannot help with

The HDSS Helpdesk cannot assist with matters outside its scope, including:

  • Service event derivation rules
  • Non-Admitted Clinic Management System (NACMS) operational queries
  • National or Victorian funding models
  • IHACPA National Weighted Activity Unit (NWAU) calculators
  • Internal organisation or health service IT system issues (direct to your internal IT support team)
  • Data requests for research or other purposes (refer to Data sources section).
  • Department of Health policy enquiries that are unrelated to data submission business rules
  • Funding enquiries, including prior year adjustments
  • Classification and coding enquiries
  • Data collections managed by other Department of Health business areas
  • HealthCollect portal access for mental health collections

Self-service resources

Data collection guidance and reference material

Forms and online services

HDSS online forms:

  • Request or update HealthCollect and MFT portal access
  • Update work contact details
  • Manage HDSS communications subscriptions
  • Submit late data notifications and manual data
  • Request ESIS data removal for prior financial years.

Funding information

Data sources

Updated

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