Child and Youth – archive

For people delivering child and youth mental health and addiction services in DHB and NGO settings.

Indicators

These are our current Child and Youth stream Key Performance Indicators. Click on any indicator to read more about the technical definitions.

You can also read more about the definitions in this document.

Please note – The Child and Youth data dashboards are not currently available. The Child and Youth stream are currently reviewing their KPI indicators and will be building data dashboards once consultation with the sector is complete. The indicators below are the historical suite and include technical definitions only. Please contact the KPI Programme team if you have any questions or would like to contribute to the development of indicators for this stream.

 

Whānau contact

Frequency of contact with whānau

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First face to face contact - all referrals

Referral to first face to face contact - all referrals

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First face to face contact - non urgent

Referral to first face to face contact - non urgent

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Third face to face contact - all referrals

Referral to third face to face contact - all referrals (with third contact)

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Third face to face contact - non urgent

Referral to third face to face contact - non urgent

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Did not attend (DNA) rate

Community did not attend (DNA) rate

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Whānau contact

Data Source

PRIMHD

Description

The frequency of contact with whānau.
Measurement dimensions for whānau contacts within the reporting period
  • Percentage of all whānau contacts that occurred within 14 days of the previous whānau contact (not necessarily within the reporting period)
  • Percentage of whānau contacts that are in the first 6 months of the start of the referral that occurred within 7 days of the previous whānau contact
  • Percentage of whānau contacts that are after 6 months of the start of the referral that occurred within 21 days of the previous whānau contact.

Denominator

The total number of community treatment days on which one or more activities are recorded for a service user by an in scope community team. The activity may involve the service user directly or indirectly, for example it may be in relation to the service user’s care but the service user may not necessarily be present. Activities coded as T35 (DNA) are excluded.

Numerator

Treatment days with family whanau involvement: Total number of community treatment days provided by the mental health and addiction service organisation’s community mental health and addiction services within a three month reference period that include:

  • Family whānau participation only, without the service user present and
  • Family whānau and service user participation

Technical notes

  1. Reporting entity: DHB of Service
  2. Reporting period: Quarterly based on the date of the whānau contact
  3. Age bands: 0-4, 5-12, 13-19 with age determined as at the whānau contact date
  4. Ethnicity: Māori, Pacific, European, Other
  5. Contact types: All, contact within the first and after the first 6 months from the start of the referral
  6. Eligible whānau Contact:

a. In scope activity types:

i. T32 contact with family whānau, consumer not present

ii. T36 contact with family whānau, consumer present

iii. T47 support for family whānau

b. Out of scope activity settings:

i. WR written correspondence

ii. SM SMS text messaging

iii. OM other social media, e-therapy

7. Inclusion of open referrals, i.e. where referral end date = NULL

8. Exclusion of Alcohol & Drug Teams (AOD) and Forensic Services

9. Exclusion of NGOs

10. Results reported for the most recent one to two quarters are highly likely to be preliminary when first eligible face to face activity or first whānau contact are retrospectively submitted to PRIMHD.

Process of identifying and collapsing overlapping eligible episode from PRIMHD:

  1. Filter for referrals with eligible face to face activities
  2. Index referrals by referral ID, individual client and service organisation in order of referral start datetime
  3. Determine whether each referral overlaps the one before and/or the one after
  4. Where the start date is within 28 days of the end date of another collapsed referral, this is considered as one continuous episode
  5. Roll up continuous or overlapping referrals with the same service organisation into one collapsed referral (episode)
  6. Order eligible whānau contact within the collapsed and filtered referrals
  7. Assign age at whānau contact and filter for clients where age is between 0 and 19
  8. Determine the time between whānau contacts (if they exist).

 

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First face to face contact - all referrals

Data source

PRIMHD

Measurement dimensions

  • Median (in number of days)
  • Percentage of eligible referrals with first face to face contact within 3 weeks
  • Percentage of eligible referrals with first face to face contact within 8 weeks
  • Report for all referrals and non urgent (where referral to first face to face contact is more than one week) referrals

Technical notes

1. Reporting entity: DHB of Service
2. Reporting period: Quarterly based on the referral start date
3. Age Bands: 0-4, 5-12, 13-19 with age determined as at the referral start date
4. First contact type: Inpatient or Crisis attendance vs Community
5. Referral type: New vs known or recurring referral
A client is new if they did not have an eligible activity within one year of the collapsed referral start date.
6. Ethnicity: Māori, Pacific, European, Other
7. Any activity type except for the following:
  •  T08 Care/liaison coordination contacts
  • T24 Work opportunity/Employment/Vocational
  • T33 Seclusion
  • T35 Did not attend
  • T37 On leave
  • T43 Community support contacts
  • T44 Advocacy
  • T45 Peer support
  • TCR MOH internal reference
8. Any activity setting except for the following:
  •  WR Written correspondence
  • SM SMS text messaging
  • PH Telephone
  • OM Other social media, e-therapy
9. Any Referral except for the following:
 i.   Referral End Code = RI – referral declined – inability to provide services requested
ii.  Referral End Code = RO – referral declined – other service more appropriate
iii. Or the following codes only if there is no in scope activity before the end of the reporting period:
    •   DD Died
    •   DM Consumer did not attend
    •   DG Gone, no address or lost to follow up
    •   ID Involuntary discharge
10. Open referrals (referral end date = NULL) are included unless there are no eligible activities. The referral end code will be unknown   until the referral ends. They may be retrospectively excluded if the referral end code falls into the exclusions noted above
11.Exclusion of Forensic Team
Process of identifying and collapsing overlapping Eligible Referral from PRIMHD:
1. Filter for eligible referrals and activities
2. Index referrals by referral ID, individual client and service organisation in order of referral start datetime
3. Determine whether each referral overlaps the one before and/or the one after
4. Roll up continuous/overlapping referrals with the same service organisation into one collapsed referral (episode)
5. Assign age at referral start and filter for clients where age at referral start is between 0 and 19
6. Flags where the referral is new (not seen in the last 12 months) or known/recurring
7. Assign diagnosis per referral
8. Order eligible activities within the collapsed and filtered referrals
9. Determine the 1st, 2nd, 3rd, 4th activity, and so on till the last activity
10.Determine the time from referral to each activity and between each subsequent activity
11.Assign flags where the wait time is ≤ 3 weeks and ≤ 8 weeks
12.Assign flags where the first activity is inpatient/crisis or community
13.Assign flags where the referral is urgent (first contact within a week) or non-urgent
14.Assign referral to the corresponding reporting period based on the referral start date
15.Aggregate and calculate median wait time, percentage of referrals within 3 weeks and within 8 weeks for referral to first face to face activity

 

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First face to face contact - non urgent

Data Source

PRIMHD

Description

  • Non urgent – where the first contact is greater than a week
  • Number of days between start of referral to the first face to face contact

Measurement dimensions:

  • Median (in number of days)
  • Percentage of eligible referrals with first face to face contact within 3 weeks
  • Percentage of eligible referrals with first face to face contact within 8 weeks
  • Report for all referrals and non urgent (where referral to 1st face to face contact is more than one week) referrals

Technical notes

1. Reporting entity: DHB of service
2. Reporting period: Quarterly based on the referral start date
3. Age Bands: 0-4, 5-12, 13-19 with age determined as at the referral start date
4. First contact type: Inpatient or Crisis attendance vs Community
5. Referral type: New vs known or recurring referral
  •  A client is new if they did not have an eligible activity within one year of the collapsed referral start date
6. Ethnicity: Māori, Pacific, European, Other
7. Any activity type except for the following:
  •  T08 Care/liaison coordination contacts
  • T24 Work opportunity/Employment/Vocational
  • T33 Seclusion
  • T35 Did not attend
  • T37 On leave
  • T43 Community support contacts
  • T44 Advocacy
  • T45 Peer support
  • TCR MOH internal reference
8. Any activity setting except for the following:
  •  WR Written correspondence
  • SM SMS text messaging
  • PH Telephone
  • OM Other social media, e-therapy
9. Any referral except for the following:

i.   Referral End Code = RI – referral declined – inability to provide services requested
ii.  Referral End Code = RO – referral declined – other service more appropriate
iii. Or the following codes only if there is no in-scope activity before the end of the reporting period:
    •   DD Died
    •   DM Consumer did not attend
    •   DG Gone, no address or lost to follow up
    •   ID Involuntary discharge
10. Open referrals (referral end date = NULL) are included unless there are no eligible activities. The referral end code will be unknown until the referral ends. They may be retrospectively excluded if the referral end code falls into the exclusions noted above
11. Exclusion of forensic team

Process of identifying and collapsing overlapping Eligible Referral from PRIMHD:
1.  Filter for eligible referrals and activities
2.  Index referrals by referral ID, individual client and service organisation in order of referral start datetime
3.  Determine whether each referral overlaps the one before and/or the one after
4.  Roll up continuous or overlapping referrals with the same service organisation into one collapsed referral (episode)
5.  Assign age at referral start and filter for clients where age at referral start is between 0 and 19
6.  Flags where the referral is new (not seen in the last 12 months) or known/recurring
7.  Assign diagnosis per referral
8.  Order eligible activities within the collapsed and filtered referrals
9.  Determine the 1st, 2nd, 3rd, 4th activity, and so on till the last activity
10. Determine the time from referral to each activity and between each subsequent activity
11. Assign flags where the wait time is ≤ 3 weeks and ≤ 8 weeks
12. Assign flags where the first activity is inpatient/crisis or community
13. Assign flags where the referral is urgent (first contact within a week) or non urgent
14. Assign referral to the corresponding reporting period based on the referral start date
15. Aggregate and calculate median wait time, percentage of referrals within 3 weeks and within 8 weeks for referral to first face to face activity

 

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Third face to face contact - all referrals

Data source

PRIMHD

Description

Number of days between start of referral to the third face-to-face contact.
Applying algorithms to the wait time distribution between consecutive activities, it was identified that the third face to face contact is likely to be the start of treatment, assuming there is a more regular wait time pattern when treatment starts.

Measurement dimensions

  • Median (in number of days)
  • Percentage of eligible referrals with third face to face contact within 8 weeks
  • Percentage of eligible referrals with third face to face contact within 12 weeks
  • Report for all referrals and non urgent (where referral to 1st face to face contact is more than one week) referrals

Technical notes

This indicator uses the same technical notes as Referral to first face to face contact – all referrals.
The main difference between the two is that wait time is calculated from start of referral to the third face to face contact, and has different thresholds, within 8 and 12 weeks.

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Third face to face contact - non urgent

Data source

PRIMHD

Description

Number of days between start of referral to the third face-to-face contact.
Applying machine learning algorithms to the wait time distribution between consecutive activities, it was identified that the third face to face contact is likely to be the start of treatment, assuming there is a more regular wait time pattern when treatment starts.

Measurement dimensions

  • Median (in number of days)
  • Percentage of eligible referrals with third face to face contact within 8 weeks
  • Percentage of eligible referrals with third face to face contact within 12 weeks
  • Report for all referrals and non urgent (where referral to 1st face to face contact is more than one week) referrals.

Technical notes

Non urgent – where the first contact is greater than a week.
This indicator uses the same technical notes as Referral to first face to face contact – non urgent.
The main difference between the two is that wait time is calculated from start of referral to the third face to face contact, and has different thresholds, within 8 and 12 weeks.

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Did not attend (DNA) rate

Data source

PRIMHD

Description

Percentage of DNA contacts against total number of contacts, including DNAs, for in scope community services in the reporting period.

Measurement dimensions

  • percentage of community DNA rate for all ethnicities
  • percentage of community DNA rate for Māori
  • percentage of community DNA rate for Pacific.

Numerator

Total number of DNA contacts for in scope community services in the reporting period.

DNA –  T35 Did not attend

Denominator

Total number of contacts, including DNAs, for in scope community services in the reporting period.

Eligible planned face to face activity types. Any activity types where activity unit type is ‘Contact’ except the following:
  •   T01 Mental health crisis attendances
  •   T05 Crisis respite care
  •   T08 Care/liaison coordination contacts
 Out of scope activity settings:
  •   WR Written correspondence
  •   SM SMS text messaging
  •   PH Telephone
  •   OM other social media, e-therapy

Technical notes

1.  Reporting entity: DHB of service
2.  Reporting period: Quarterly based on activity start date
3.  Age bands: 0-4, 5-12, 13-19 with age determined as at the activity start date
4.  Ethnicity: Māori, Pacific, European, Other
5.  Denominator – eligible planned face to face activity types
  •  Any activity types where activity unit type is ‘Contact’ except the following:
    •   T01 Mental health crisis attendances
    •   T05 Crisis respite care
    •   T08 Care/liaison coordination contacts
  •  Out of scope activity settings:
    •   WR Written correspondence
    •   SM SMS text messaging
    •   PH Telephone
    •   OM other social media,  e-therapy
6. Numerator – DNA
  •  T35 Did not attend
7. Exclusion of forensic services
8. Exclusion of NGOs
Process of identifying and collapsing overlapping eligible activities from PRIMHD:
1. Filter for eligible planned face to face activities
2. Assign age at activity start date and filter for clients where age is over 19
3. Index activities by activity ID, referral ID, individual client and service organisation in order of activity start datetime
4. Determine whether each activity overlaps the one before and/or the one after
5.  Where the activity start datetime is within 1 minute of the end datetime of another activity on the same date, this is considered as one continuous activity
6.  Where multiple activities have the same start datetime, it will be prioritised in the following order:
  •   Priority rank per activity e.g. T42 individual treatment attendance being the highest priority
  •   If tie, pick the activity with the earlier start datetime
  •   If tie, pick the activity with a smaller Activity ID
  •   If tie, pick the activity with a smaller Referral ID
7. Roll up continuous or overlapping activities for the same client on the same day with the same service organisation into one “collapsed” activity
8. Flag if DNA exists within the collapsed activity for numerator count
9. Assign activity to the corresponding reporting period based on the collapsed activity start date
10. DNA rate is calculated by:
  • Numerator – DNAs flagged for each collapsed activity
  • Denominator – Number of “collapsed” activity

 

 

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Youth forensic variation

In May 2020, the KPI Programme received an 18-month contract variation from the Ministry of Health to explore the development of a youth forensic KPI stream. As part of this variation, the KPI Programme is undertaking research to provide an evidence base for potential indicators that relate to the national youth forensic model of care. Development of potential indicators is done through a collaborative process with the sector and the Ministry of Health.

If you are interested in finding out more about the work we are doing in youth forensic mental health services, or would like to contribute to the scoping of this potential new stream, please contact us.

Child and Youth stream leads

Our Child and Youth stream leads represent our sector contributors and work alongside the KPI Programme team to deliver sector events and guide continuous improvement initiatives. Get to know our current stream leads.

Enys Delmage

Consultant, Adolescent Forensic Psychiatry, Nga Taiohi (3 DHB) - Capital and Coast DHB

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Sammie Dudley

Youth Consumer Advisor - Werry Workforce Whāraurau

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Angela Field

Clinical Manager iCAMHS - Lakes DHB

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Emma Williams

Clinical Coordinator - iCAMHS - Nelson Marborough DHB

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James Knight

Psychiatrist - Hawkes Bay DHB and Psychiatrist Regional Forensic Services - Capital and Coast DHB

Miriam Swanson

Child and Youth Director - Pathways and Real

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