Tips for completing monitoring reports

For an explanation of the terms for the ‘Reporting Units’ column of your report refer back to your original contract document (agreement number suffix - 00).

You will find a list of definitions in the service specifications section. You may need to compare some terms to distinguish between them. For example compare ‘Training Sessions’, ‘Group Sessions’ and ‘Programmes delivered’.

Consultation/Liaison Training Sessions	Number of education or training sessions provided for people working outside of the service (eg GPs, iwi organisations, School Guidance Counsellors, Police)
Group sessions delivered	The total number of group sessions provided during the period.
Programmes delivered	The total number of mental health programmes delivered during the period.
Hui held	The total number of hui held during this period.
Notice that some telephone enquiries may be classified as 'consultations'.
Consultation/Liaison Contacts	A planned discussion (over the phone or face to face) with a health professional from outside the service or a professional from another agency, for the purpose of providing specialist advice in relation to a particular person (who is not a current client of the service) with a mental health problem.

Completed Support  Needs assessments – please note these are specifically to assess whether someone is eligible to receive disability support services funded by the DHB. See Need Assessment and Service Coordination page for more details.

Ethnicity Data

It is important to collect reliable data as it may be used to assess needs and to plan ways to reduce health inequalities, particularly for Maori.

If you cannot ask the client specifically to nominate their ethnicity – do not guess based on family name or appearance. If you don’t know, list them in the ‘other’ category.

For some types of services such as drop-in centres or peer support environments it may not be feasible to approach a client as they present for care. An opportunity may come up when they register for the first time or as the district nurse introduces them. Having a card on hand to collect their name, ethnicity and contact details may make this easier for staff.

For more practical guidance see the Ministry of Health Frequently Asked Questions (pdf)