NASC Sample Database

From Ajexus



User Guide

Administration Guide

Configuration Guide

Engine Guide

Installation and Maintenance

Frequently Asked Questions

Sample configurations

  • NASC
(Needs assessment and Service Co-ordination)

To start the NASC sample database from the START Menu, click Start, Ajexus 4, Samples, then NASC Database.

Note: Ajexus is suitable for any healthcare provider. The sample databases provided show how Ajexus might be configured to meet specific needs. If you have different requirements, remember that in Ajexus you define the information that is to be recorded therefore Ajexus can easily be tailored to your needs.

The NASC sample database supplied with Ajexus covers the fictitious organisation 'Everyones Healthcare'. This organisation currently provides needs assessment and service co-ordination services in the area of aged health, and are looking at expanding into additional areas including disability and other non aged services in the future.

For a good example of a complete medical record for a patient, select 'Freda Brown'. For information on selecting records refer to Select a Patient Record in the Patient Record section in the User Guide.


Logins available

The following User Names are available in the sample database:

  • 'administrator' has full rights to all information, as well as rights to the Data Dictionary
  • 'brucem' has full rights, except no rights to the Data Dictionary
  • 'sallyl has rights to most elements, but has no rights to access staff information, and no rights to most reports

The Password for all the users in the sample database is 'password'.

For information on logging into Ajexus refer to Getting Started in the Operation section in the User Guide.

Episodes - Continuum of care

Everyones Healthcare have carried out a process mapping exercise and have identified a continuum of services they provide their patients. They have set up episodes within Ajexus to cover this continuum.

Referral In

This is when a patient is first referred to the service, and the referral is triaged to decide whether Everyones Healthcare is able to assist. If so, the referral will be accepted, and the patient will pass to the needs assessment stage. If not, the referral will be declined, and the patient will possibly be referred on to a more appropriate service.

Needs Assessment

This is when an assessment is carried out on the client, to decide what types of support the client needs and the amount needed to be allocated.

Service Co-ordination

This is where a co-ordinator arranges the support needed by the client, whether it be home based or residential, and arrange for the services to be put in place.


The services are put in place for a specific period of time, usually 1 year, then a review is carried out to ensure that the services are still appropriate and that the allocation remains suitable.

Current Service Package

This holds the record for the current service package, it gives access to various letters to the service provider and holds the full service package, regardless of which service co-ordination episodes the package was created in. This episode remains open while the service package is active.


Within the episodes outlined above, Everyones Healthcare have identified what information they wish to collect.

Note:these elements are only one possibility, and Ajexus users are able to create a set of elements appropriate to their service.

These elements are:

Additional Demographics

This is used to record extra demographic information for the client

Alerts and Warnings

This is used to record or warnings for the patient. These may range from contact choices to disability or behaviour alerts. At Everyones Healthcare, alerts can be entered in any stage of the care process.

Care Needs Level

This is used to record the various assessments that are taken into account for a patient, during the needs assessment for a client who may need aged residential care. In the case of Everyones Healthcare, these cover areas relating to self care, mobility, continence, sensory and security, however Ajexus may be configured to cover almost any care needs level assessment requirement. The parent element is used to record the assessment itself, while sub-elements are used to record the individual assessment elements.

Crises Intervention

A mechanism for recording where co-ordination has be required in a crisis situation.

File Memorandum

At times there is extra information requires to be stored against a client's episode. This is linked to all episodes and gives the facility to Everyones Healthcare staff to store information where it is most appropriate.

Referral In

This records the receipt of a referral for the patient. Automation is used to start a new referral episode. The referral may be declined, and the patient referred on, or it may be accepted and the patient moved to the needs assessment or service co-ordination stages.

Referral Out

At any stage it may be necessary to refer the client to an external organisation regardless of whether the client is to be provided services through the NASC agency. This allow referral outs to be recorded at any time within the clients assessment or co-ordination

Service Assessment Review

This is a specially automated element, that is created for clients due for review, when running the report for the next month. It allows the easy managing of the review process, and will automatically set up the required elements, or update the current service package for a roll over.

Service Co-ordination

This records the process of setting up services or placements for a client. Included in the information are task sets for Home help and Personal Care, which can be

Support Needs Assessment

This records the process of setting up services or placements for a client

Support Needs Level

This records the details used to calculate the Support Needs Level.

Service Package

This record holds the current service package for a client, it is set up from the service co-ordination and automatically populates the Current Service Package episode.

Note: this is only an example of the different elements that may be set up within Ajexus to record patient details. Practically any information can be stored in the patients record.

Patient Element Lists

As the various elements and sub-elements detailed above are entered in the patients record, a large patient record of information builds up. To simplify the viewing of the patient record, it is possible to create element lists that filter, order, and group the information. This results in only the information of interest being shown.

Any element list can be setup in Ajexus, and Everyones Healthcare have settled on the following:

Full Record (Grouped by episode)

This shows the complete record for the client, but now the record has been grouped by episodes. In the case of Everyones Healthcare, episodes are used to distinguish the stage of the service within a NASC episode. This element list is also useful for someone that wishes to acquaint themselves fully with the patients record, but again can become unmanageable as the volume of information grows.


This element list shows any alerts or warnings entered for the patient. It has been designated by the Everyones Healthcare Ajexus administrator as the alerts element list. This allows it to be selected via the separate alerts menu item. In addition if the patient has an alert set, a label with a red caption ("This record has ALERTS") will appear on the patient's demographics screen to highlight this to the Ajexus user.

Overdue Reviews

This shows all the currently active services where the review date has passed without a review being undertaken. This element list is useful for the management of clients over time.

Reviews due this month

Similar to the element list above, but now the list includes all the reviews due for services in the current month

Loan Equipment

This element list shows any equipment that is currently on loan to the patient. This is useful for administration staff that need to see at a glance whether any equipment is issued to the patient, and if so at what status.

Summary Reports

Active Needs Assessment

This element list shows needs assessments that have been started but not completed, and can be viewed by needs assessor.

Active Referrals

This element list shows all active referrals. Because the referral does not get closed until the service co-ordination is completed, will effectively show all clients currently in any stage of the NASC process.


This element list shows all alerts entered against clients. This is for statistical reasons to be able to see what are common alerts, and the day to day issues that staff are facing in dealing with clients

Current Clients

This element list shows all clients currently receiving a package of services.

Last Months Needs Assessments

This element list shows all the needs assessments appointments for the last month. It is able to be shown by staff member.

Last Months Service Coordination

This element list shows all the completed service co-ordinations for the last month. It is able to be shown by staff member.

Needs Assessments By Area

This element list shows all the assessments appointments for the last month for the last month with sorting on the service area. this is useful when services need to be reported on over a smaller geographical areas with a larger region.

Reviews this Month

This element list shows all the service co-ordinations due for the next month. By producing the printed report, it will automatically create the review elements to allow a track to be kept on review progress over the month.

Staff Summary

This element list a summary of the client activity for staff members. you can select the date range and or the staff member to restrict the view

Total Reports

There are also various total reports available. These reports are similar to the summary reports, but return totals of the information, rather than the actual elements.