Set up a client for DEX reporting

This article explains how to populate a client's record with information for DEX reporting.

This functionality works best with at least Lumary version 19.

A lot of information used in DEX reporting is stored on a client's record. As well as capturing reportable information, leaving some fields empty can also affect the way DEX XML is populated.

This article explains where and how to add:

• information about the client and their address, demographics and medical details
• their carer status
• their DEX Client ID
• their DVA card, and
• what consents they've provided.

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Information about the client

A lot of the fields used for DEX reporting can be added directly to the client's record. How you approach this will be slightly different depending on whether you're updating an existing client's record, or creating a new one.

If you're updating an existing client's record:

1. Go to the client's record.
2. Click on the Edit button.

3. Fill out the relevant fields in the Client form. The DEX fields on the Client form table below lists all of the fields that can be used to populate DEX XML extracts.
4. Once you've populated all of the relevant fields, click on the Save button.

If you're creating a new client record:

1. Click on the Contacts tab.
2. Click on the New button.

3. Fill out the relevant fields in the Client form. Depending on the type of funding, you may need to fill in the Client Type field, but this is not required for DEX reporting. The DEX fields on the Client form table below lists all of the fields that can be used to populate DEX XML extracts.
4. Once you've filled in all of the relevant fields, click on the Save button.

DEX fields on the Client form

Client record field	DEX XML field	Field type
Client Details
First Name	GivenName	Name
Last Name	FamilyName	Name
Preferred Name	IsUsingPsuedonym - if left empty, sets to false	Text
Birthdate	BirthDate	Date
DOB Estimated	IsBirthDateAnEstimate - if left empty, sets to false	Picklist
Gender	GenderCode - if left empty, sets to Not Stated	Picklist
Gender Detail	GenderDetails - only included in reporting when GenderCode is OTHER	Text
Address Information
Other Address	ResidentialAddress	Address
Other Street	AddressLine1 - only included in reporting when ConsentToProvideDetails is true	Address
Other City	Suburb	Address
Other State/Province	StateCode	Address
Other Zip/Postal Code	Postcode	Address
Client Demographics
Country of Birth	CountryOfBirthCode - if left empty, sets to 0003 (Not Stated)	Lookup
Indigenous Status	AboriginalOrTorresStraitIslanderOriginCode - if left empty, sets to Not Stated	Picklist
Main language spoken at home	LanguageSpokenAtHomeCode - if left empty, sets to 0003 (Not Stated)	Lookup
Accommodation Setting	AccommodationTypeCode	Picklist
Education Level	EducationLevelCode	Picklist
Homelessness Indicator	HomelessIndicatorCode	Picklist
Household Composition	HouseholdCompositionCode	Picklist
NDIS Eligibility	NDISEligibilityCode	Picklist
Employment Status	EmploymentStatusCode	Picklist
Migration Visa Category	MigrationVisaCategoryCode	Picklist
Is client a carer?	IsClientACarer	Checkbox
Year of first arrival in Australia	FirstArrivalMonth and FirstArrivalYear	Date
Income Frequency	IncomeFrequencyCode	Picklist
Approximate gross income	IncomeAmount	Currency
Main Income Source	MainSourceOfIncomeCode	Picklist
Medical Details
Primary Disability	DisabilityCode	Picklist
Secondary Disability	DisabilityCode	Picklist
Slk	Slk - the statistical linkage key (SLK) is automatically generated and hidden	Formula

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The client's carer status

If no carer is added to the client's record, or if the Carer checkbox is left empty, HasCarer will be set to false in the DEX XML.

To add a carer and show the client's carer status:

1. Go to the client's record.
2. Click on the Associations tab.
3. Scroll down to Client Contacts.
4. Click on the New button or click on the Client Contact ID text link for the relevant related contact.

5. If you're creating a new client contact record, click in the Related Contact field.
6. You can search for the relevant related contact, or select New Contact.

7. Once you have a populated Related Contact field, scroll down to the Additional Information section.
8. Put a tick in the Carer checkbox.
9. Click on the Save button.

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DEX Client ID

The DEX Client ID is a mandatory field and must be unique within your Salesforce environment. You can automatically generate a DEX Client ID or add it in manually.

To generate or add a DEX Client ID:

1. Go to the client's record.
2. Click on the Associations tab.
3. Scroll down to the Personal Identifiers section and click on the New button.

4. Click on the DEX Client ID record type.
5. Click on the Next button.

6. Add a DEX Client ID -
   1. If the client has not previously been part of DEX reporting within your organisation, put a tick in the Automatically Generate DEX Client ID checkbox, or
   2. If the client has been part of DEX reporting and their Client ID is known to your organisation, add their Client ID to the Manual DEX Client ID field.
7. Click on the Save button.

8. Your client's DEX Client ID number will now appear in the Personal Identifiers section.

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DVA card

If no DVA card is added to the client's contact record, the DVACardStatusCode will be set to NODVA.

To add a client's DVA card:

1. Go to the client's record.
2. Click on the Associations tab.
3. Scroll down to Personal Identifiers.
4. Click on the New button.

5. Click on the DVA Card record type.
6. Click on the Next button.

7. Click in the Number field and add the client's DVA Card number.
8. Click on the Card Type drop-down list and select the client's card type.
9. Click on the Save button.

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Consents

Unless a client has provided consent to share their information, they'll be de-identified in the DEX XML and only their state, suburb and postcode will be included. If a client has consented to sharing their information, you can add this to Consents so that the relevant information appears in the DEX XML.

To show that a client has provided consent to share their information:

1. Go to the client's record.
2. Click on the Legal tab. You may need to click on the More drop-down list to find it.
3. Scroll down to Consents.
4. Click on the New button.

5. Click on the Consent drop-down list.
6. Select either All or Consent to Sharing Information.
7. Click on the Consent Provided by drop-down list and select the option that shows who provided the consent.
8. Fill out any other fields required by your business's processes.
9. Scroll down to the Authorisation section.
10. Click in the Consent Date field and use the calendar to select the date that the consent was given.
11. Once you've filled out all of the relevant fields, click on the Save button.

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