Consumer Directory Maintenance System (CDMS) for Medicare 011-40060000

Field

Description

Aboriginal/Torres Strait Islander Status

Indicates whether the customer is an Aboriginal or Torres Strait Islander, or neither. Mandatory field.

Account End Date

The account end date is the date the account ceases to be used by Services Australia.

Account Name

The customer's account name (mandatory field).

Note: this field may be amended for recorded Account details.

Account Number

The customer's account number (mandatory field).

Note: this field is protected. To record a different Account number, new account details must be recorded.

Account Start Date

The start date of the account details shows DD/MM/YYYY.

Note: account start date defaults to today's date and cannot be changed. Banking details cannot have a past or future start date.

Entering new account details automatically ends the existing account if one is recorded.

Additional name

The additional name of the customer displayed in a continuous string in the following order:

• title
• first name
• second name
• family name
• name suffix

Address

The first 2 lines of the address displayed in the following order:

• address line 1 (mandatory)
• address line 2 (optional)

Note: an arrow displayed before the address indicates that the customer has other recorded addresses, such as a mailing group address.

Address Details Indicator

When selected, this checkbox indicates that the address is to apply to all listed customers.

Address Source

A code indicating the source that supplied the address, for example, CDMS or MCENR (Medicare enrolment file).

See also: Address source codes

Address Type

A code indicating the type of address of the customer:

• MAIL (Mailing)
• RES (Residential)
• GROUP (Group)

Address Usage Type

Description of the address usage type, for example, Medicare cardholder address.

Age or Age Range

Service Officers can enter the customer's age in the first field, for example, 25, or enter an age range in the first and second and fields, for example, 20 to 30.

Note: Service Officers cannot specify a date of birth if an age or age range is entered.

Alternate date of birth

The alternate birth date of the customer or group member, in the format DD/MM/YYYY.

Applicant or Applicant name

Unique to Newborn enrolments submitted via Medicare online accounts. Located in Manage Provisional Enrolment Details screen.

A field indicating the person who has parental responsibility for adding newborn to Medicare card.

• Birth or Biological Mother/Father
• Adoptive parent
• Guardian
• Intended Parent or
• Other person with parental responsibility for the newborn

Applicant Address

Shows Applicant’s address in Manage Provisional Enrolment Details screen.

Applicant Contact No

A field which shows a contact number for Applicant in Manage Provisional Enrolment Details screen.

Applicant ID

The application receipt number that is generated when newborn enrolment submitted via Medicare online accounts.

ASN

Indicates the customer association to a group Medicare card:

• Y indicates that the customer is currently associated with the group Medicare card
• N indicates that the customer is not currently associated with the Medicare card or group
• 'blank' for new customers

Association End Date

The date the customer or group member ended their association with the group Medicare card.

Association ID

A unique ID number allocated to the association.

Association ID Type

A code indicating the type of association ID, for example, HICCID (HIC Consumer ID).

See also: Association ID type codes

Association Start date

The date the customer or group member was associated with the group Medicare card.

Association Type

A code indicating the type of association, for example, EXTID (ID issued by an external organisation).

See also: Association type codes

Birth Date Accuracy

The accuracy of the customer's date of birth, indicating which part of the date of birth was estimated.

Branch Name

The name of branch where account is held.

Note: this automatically shows once the BSB code has been entered and validated.

BSB Code

The customer's BSB number (mandatory field)

Note: this field is protected. To record a different BSB, new account details must be entered.

Business Comment

Comments relating to the business phone number. Maximum of 80 characters.

Business Phone Number

The business or daytime telephone number of the customer, if provided.

Field

Description

Client ID/Visa No

The client ID or visa number of the immigration client.

Client Status

The status of the immigration client, for example, Granted.

Cntry

A code indicating the country of the immigration client.

Comment End Date

The date the customer comment is valid to, in the format DD/MM/YYYY.

Note: the end date can be left blank if the comment is to be permanently retained.

Comment Type

A code indicating the type of comment recorded, for example, MCETM (Medicare Entitlement Comment).

See also: Comment type codes

Consumer End Date

The effective date the customer record was ended, in the format DD/MM/YYYY.

Consumer End Notification Source

The source that supplied the end notification. This is a mandatory field if a customer end date is entered.

Consumer End Reason

The reason for ending the customer record, for example, living overseas. This is a mandatory field if a customer record end date is entered.

Consumer ID

A unique ID number (generated by CDMS) allocated to the customer or group member.

Consumer ID Type

A code indicating the type of consumer ID allocated, for example, HICCID (HIC Consumer ID).

Contact Address

The group contact address shown in the following order:

• Address line 1
• address line 2 (mandatory)
• locality or suburb
• postcode
• State or Territory

Contact Comment

Comments that were recorded for the contact details, for example, telephone availability.

Contact Details Indicator

When selected, this check box indicates that contact details are to apply to all listed customers.

This check box is only displayed when more than one customer record is involved.

Contact Name

The name of the contact for the group. Mandatory field.

When displayed, the group contact is shown in the following order in a continuous string:

• family name
• first name

Contact Reference Number

The Medicare card reference of the contact person. This is a mandatory field if the Group Association indicator is selected.

Contact Type

A code indicating the type of comment recorded, for example, HPHONE (home phone number).

Copy/Transfer Type

A code indicating the type of copy/transfer required. This is a mandatory field.

Count

The actual number of records associated with the address.

Country

The country of the customer or group address. Mandatory field.

Note: for a mailing address, the country must be Australia. For a residential address, the country can in any country.

Country of Relevance

The country of relevance for the recorded entitlement type (if required). This is a mandatory field if the entitlement type requires that a country of relevance be entered.

Cpy

A number which indicates how many copies of the Medicare card have been issued. For example:

• 1 indicates the first copy of a Medicare card
• 2 indicates a duplicate copy of a Medicare card

Curr Etm

A code indicating the current entitlement type of the customer, for example, A (Australian Citizen).

See also: Entitlement type codes

Curr Etm End Date

The effective end date of the customer entitlement, in the format DD/MM/YYYY. This field is blank if no end date is recorded.

Curr Etm Start Date

The effective start date of the customer entitlement, in the format DD/MM/YYYY.

Current Contact Name

The name of the group contact, for example, the cardholder.

Current Unresolved

Indicates whether Fact of Death (FODD) records from the most recent runs are available to be resolve. Values are Y or N.

Cyc No

The number of times the issue number has been used for the group Medicare card.

Date of Birth

The birth date of the customer or group member, in the format DD/MM/YYYY.

Note: the year can be entered on its own, if necessary.

Date of Death

The date of death of the customer or group member, in the format DD/MM/YYYY.

Date of Effect

The date the address became effective, in the format DD/MM/YYYY.

Date of Processing

The date the External ID was recorded, in the format DD/MM/YYYY.

Death Notification Source

The source that supplied the death notification, for example, Health Professional. This is a mandatory field if a date of death has been entered.

Displaying

Indicates the number of records currently being displayed out of the total number of records available.

Document Category

Indicates the document category recorded, for example, E (Medicare Eligibility Documents).

See also: Medicare document category codes

Document Name

The description of the document.

Duplicate Card

When selected, this check box indicates that a duplicate card is to be produced.

Duplicate Current Card

When selected, this check box indicates that a duplicate is to be produced of the current issue of Medicare card.

Duplicate Replacement Card

When selected, this check box indicates that a duplicate of the replacement Medicare card is requested.

Field

Description

Eligibility Document

Indicates the type of eligibility document supplied by the customer. Mandatory field.

Eligibility Type

The eligibility type of the group.

Email Address

The email address of the customer, if available.

Email Comment

Comments relating to the email address. Maximum of 80 characters.

End Asn

When selected, this check box indicates that the group member's association with the Medicare card is to be ended.

End Date

The date the association ID was ended, in the format DD/MM/YYYY.

Entitlement End Date

The end date of the current entitlement period for the customer or group member, in the format DD/MM/YYYY. This field is mandatory if the entitlement type requires an end date.

Entitlement End Reason

A description of the reason for ending the Medicare entitlement, for example, Entitlement ceased. This is a mandatory field if an entitlement end date has been entered. This field is blank on initial entry.

Entitlement Start Date

The start date of the current entitlement period for the customer or group member, in the format DD/MM/YYYY.

Entitlement Type

The entitlement of the customer, for example, E (Migrant). Mandatory field.

See also: Entitlement type codes

Etm

A code indicating the entitlement type of the immigration client, for example, P (Conditional Migrant).

See also: Entitlement type codes

Etm Type

A code indicating the entitlement type of the customer or group member, for example, A (Australian Citizen). The field is blank if the person is not registered in Medicare.

See also: Entitlement type codes

Event

A description of the change that has occurred to the group record.

Note: the description of the event records will depend on the security function or role assigned to the operator.

Expiry

The expiry date of the current Medicare card issue.

External ID

The external agency ID number of the customer. This is a mandatory field if External ID type is selected, for example, HRN (Hospital Reference Number).

External ID Type

A code indicating the type of external ID, for example, Hospital Reference Number.

See also: External ID type codes

Family Name

The family name of the customer, immigration client, or group member.

Note:

• Where a person has more than one recorded name, for example, additional names, an arrow will be displayed before the family name.
• The combination of the first name, initial and family name (including spaces), cannot be more than 25 characters.

Fax Comment

Comments relating to the fax number. Maximum of 80 characters.

Fax Number

The fax number of the customer, if available.

First Name

The first given name of the customer, immigration client, or group member.

Note:

• the combination of the first name, initial and family name (including spaces), cannot be more than 25 characters
• Service Officers cannot use a first name if the Only Name Indicator check box is selected
• where the customer's first name is Baby, a full stop (.) must be entered immediately after Baby to allow the card production system to emboss the name Baby on the Medicare card

First POA End Date

The date the first Power of Attorney (POA) ends (if an end date has been provided), in the format DD/MM/YYYY.

First POA Name

The name of the person or organisation holding the first Power of Attorney (POA).

First POA Start Date

The date the first Power of Attorney (POA) became effective, in the format DD/MM/YYYY.

From Group ID

The group ID number of the group that the customer is to be copied/transferred from.

From Group ID Type

A description of the type of group ID that the customer is to be copied/transferred from, for example, Medicare Card Number.

G

The head of the column which shows the gender of the customer or immigration client. See Australian Government Guidelines on the Recognition of Sex and Gender | Attorney-General's Department.

Gender

The gender of the customer. See Australian Government Guidelines on the Recognition of Sex and Gender | Attorney-General's Department.

Gender Change Reason

A description of the reason for change of gender details. This is a mandatory field if the gender has been changed.

Given Names

The given names of the immigration client. If the given names are longer than 18 characters, only the first 18 characters will display.

Group Association

When selected, this checkbox indicates that the contact person for the group is associated with the Medicare card.

Group Eligibility

System generated. Indicates the type of eligibility for the group, for example, Eligible for Medicare Benefits.

Group Eligibility End Date

The end date of the eligibility of the group, in the format DD/MM/YYY. This is only a mandatory filed when the eligibility type associated with the Medicare card requires an end date.

Group Eligibility Start Date

The start date of the eligibility of the group, in the format DD/MM/YYY.

Note: a date prior to 01/02/1984 cannot be entered.

Group ID

A unique ID number allocated to the group, for example, Medicare card number. The group ID includes the current issue number.

Group ID Type

A code indicating the type of Group ID allocated to the group, for example, MCCARD (Medicare Card Number).

Group Name

The name of the group member (customer) currently associated with the group, in the format:

• first name
• second name
• family name

Group Reference Number

The Medicare reference number for the group member (customer).

Grp

The number of groups the customer is associated with, that is, the number of Medicare cards the customer is on. Maximum of 4 groups/cards.

Grp Con

Indicates whether the group member is the group contact:

• Y indicates the group member has been nominated as the group contact
• N indicates the group member has not been nominated as the group contact

Hold Date

The date the hold status was set for the group, in the format DD/MM/YYYY.

Hold Status

The hold status of the group or Medicare card. Possible status values are:

• Card Held - Threshold Exceeded
• Card Held - Under Investigation

Home Comments

Comments relating to the home phone number. Maximum of 80 characters.

Home Phone Number

The home telephone number of the customer.

Field

Description

Reason for no EFT details

Indicates why EFT details have not been recorded. Select from dropdown menu.

Ref

The position of the group member within the group (reference number on the Medicare card), for example, 2.

Reference

Audit trail information relating to the comment in the following order:

• user ID code and user ID
• processing date
• processing time.

The following values can be displayed:

• C - data is current
• D - data is deleted
• M - data created through the data load process
• U - data has been amended

Reference Date

The reference date of the selected document, in the format DD/MM/YYYY. This is a mandatory field if the document requires a reference date.

Reference Text

The document reference number or reference text of the selected document.

Registration Date

The date the customer or group was registered, in the format DD/MM/YYYY.

Registration Source

A code indicating the source of the customer registration, for example, CDMS.

Replace Current Card

When selected, this checkbox indicates that the current issue of the Medicare card is to be replaced.

Note: the system populates this field when additional consumer(s) are associated with a group, and when a replacement card has been requested on the same day.

Replacement Reason

A description of the reason for replacing the current card.

Note: the system defaults to 'Card Information is Outdated' when additional customer(s) are associated with the group, and when a replacement card has been requested on the same day.

Request date

The date the current copy of the group card was requested, in the format DD/MM/YYYY.

Residency Document

Indicates the type of residency document supplied by the customer.

Residential Address

The residential address of the customer or group member in the following order:

• address line 1
• address line 2 (mandatory)
• locality (suburb)
• postcode
• state
• country

Residential Address Indicator

When selected, this check box indicates that the residential address for the customer is the same as their mailing address.

Note: if the Residential Address Indicator check box is selected, you do not need to complete details in the Residential Address fields.

Returned Mail Indicator

When selected, this check box indicates that mail has been returned from the address of the customer or group.

Review Status

A description of the review status of the group, for example, False Identity.

RHCA Country

A RHCA country for the recorded entitlement type (if required). This is a mandatory field if the entitlement type requires that a RHCA country be entered.

See also: Reciprocal Health Care Agreements (RHCA) eligibility for Medicare and Pharmaceutical Benefits Scheme (PBS)

Second Name

The second given name of the customer.

For FODD, the second given name of the deceased.

Note: a first name must be entered if a second name is entered.

Second POA End Date

The date the second POA ends (if an end date has been recorded) in the format DD/MM/YYYY.

Second POA Name

The name of the person or organisation holding the second POA.

Second POA State Date

The date the second POA became effective in the format DD/MM/YYYY.

Sight POA Due Date

The date the POA document is due to be sighted again, in the format DD/MM/YYYY.

Source

This shows in the form of a code. For example, MCCLM for Medicare claim form.

Note: this field is protected and cannot be amended.

Start Date

The date the association ID was recorded.

State

The State or Territory of the current address.

For FODD, the State or Territory which supplied the Fact of Death (FODD) record.

Status

The current copy status of the group card, for example:

• Card Cancelled by System
• Card has been requested
• Card Information is Outdated

Status (Banking details)

Indicates the status of the Banking details. Select from drop down box.

Note: this shows in Recorded details as a code. For example, INVBSB for invalid BSB number.

Status Date

The date the status of the Medicare card was recorded, in the format DD/MM/YYYY.

Stop Card

When selected, this check box indicates that issue of the Medicare card is to be stopped.

Sup

Indicates whether the name of the group member has been suppressed from being printed on the physical group Medicare card:

• Y indicates the name of the group member has been suppressed
• N indicates the name of the group member will be printed

Suppress Date

The date the name of the group member was suppressed from being printed on the physical group Medicare card, in the format DD/MM/YYYY.

Field

Description

Text

Comments relating to the current details.

Threshold

The threshold for the address, that is, the number of Medicare cards that can be issued to the address.

Tick indicator

When selected, this check box indicates that the details of this customer group are currently displayed.

CDMS will default to the first customer group in the list. When the customer group has been associated with a new Medicare card, the system will default to the next customer group in the list not associated with a new Medicare card.

Title

The title of the customer, if available.

To Group ID

Group ID the customer is to be copied/transferred to, with or without issue number.

Note: this is a mandatory field to copy or transfer to an existing group. Do not use this field to copy or transfer to a new group.

To Group ID

The ID of the group that the customer is to be copied/transferred to.

To Group ID Type

A description of the type of group ID that the customer is to be copied/transferred to, for example, Medicare Card Number.

Total Records

The total number of records available.

Type of Mail Returned

A code indicating the type of mail returned from the current address, for example, MC1 (Medicare card). This is a mandatory field if the Returned Mail Indicator has been selected.

User ID and Source A code

The user ID of the user, user ID code and code of the source office that initiated the event.

Year of birth

The year of birth of the customer.

Field

Description

Category

Sensitive Information Indicators are grouped into 5 categories:

• Care of a child
• Communication
• Identity
• Safety
• Service

Comment

An optional free text field to record supporting information. Example: a password for enquiries or document reference number.

Text recorded in this field:

• cannot be more than 80 characters
• appears in the Sensitive Information pop up table
• can be released under a Freedom of Information (FOI) request

Details

A dynamic field to provide more information about the customer’s circumstances.

For a list of dropdown menu options for each Category and Indicator type, see Sensitive Information Indicators in the CDMS.

Document

An optional field that indicates supporting documents.

Dropdown menu options:

• Centrelink document
• CIRT record
• Complaint record
• Court Order
• Family Violence or Protection Order
• Letter
• Managed Service Plan
• Specialist advice
• Statutory Declaration
• Not applicable

End Date

A mandatory field where a date is keyed in the End Date field.

Dropdown menu options:

• Court adjournment date
• Court order end date
• Customer advised no longer affected
• Customer request
• Display on access no longer required
• Document end date
• End of arrangement
• No longer required
• Resolved

End Date Reason

A mandatory field where a date is keyed in the End Date field.

Dropdown menu options:

• Court adjournment date
• Court order end date
• Customer advised no longer affected
• Customer request
• Display on access no longer required
• Document end date
• End of arrangement
• No longer required
• Resolved

Indicator

A mandatory field to select a Category.

A customer cannot have more than 1 indicator with the same combination of Category

and Indicator.

Dropdown menu options:

• Care of a child
• Interpreter language
• Hearing and speech
• Gender identity
• Password for enquiries
• Intertwined risk
• Serious privacy concerns
• Family and domestic violence
• Complaint
• Customer incident
• Full service restrictions
• Partial service restrictions
• Urgent Medicare benefit paid

Notification Channel

Indicates how the information was relayed to the agency.

Dropdown menu options:

• CAPS
• Email
• Face To Face
• Form
• IVR
• National Office
• National Relay Service
• Online
• Phone
• Specialist

Reference

Indicates the date and time the indicator was added or amended, the user ID and source office.

Specialist Referral

An optional field that indicates any referrals offered or made at the time the Sensitive Information Indicator was added.

Dropdown menu options:

• Already supported
• Declined offer
• External
• Internal
• Internal and external
• Not applicable

Start Date

• An optional field to indicate the start of a care or protection period or service arrangement
• The start date cannot be earlier than 1 Feb 1984 or the customer’s date of birth, and must be in the format DD/MM/YYYY

Link

Shortcut key

Description

Bottom

End

Goes to the bottom of the screen

Change

Alt+C

Deselect

Alt+D

Entitlement

Alt+E

Group

Alt+G

Help

Alt+F1

History Summary

Alt+M

Next

Alt+Page Down

Personal

Alt+N

Previous/Back

Alt+Page Up

Print

Alt+P

Return

Alt+R

Search

Alt+S

Search Page

Alt+Q

Top

Home

Goes to the top of the screen

Update

Alt+U

Validate

Alt+V

Code

Description

CDMS

Consumer Directory Maintenance System

MCENR

Migrated (Medicare Enrolment File)

MCESYS

Medicare Enrolment System

MCLM

Medicare Patient Claims

CONSOLS

Consumer via Online Services

MGVTUO

MyGov Tell Us Once

MEEP

MEE Portal

Code

Description

EXTID

ID issued by an external organisation

HIC

ID issued by Medicare

Code

Description

CLIENT

Department of Home Affairs Client ID

CRN

Centrelink Customer Reference Number

DVA

Department of Veterans' Affairs file number

FODD

Fact of Death ID

GROUP

Department of Home Affairs Group ID

HICCID

Medicare Consumer ID

HRN

Hospital Reference Number

Code

Description

CNSMR

Consumer comments

MCCARD

Medicare card comments

MCETM

Medicare entitlement comments

MCLM

Medicare patient claims comment

MCPRD

Program review comment

PRDADR

Address comment

OLSETM

Online service

Code

Description

N/A

No end date recorded

CDMS

Determined through Medicare Australia Operations

HLTH

Health professionals

MCENR

Migrated (Medicare Enrolment File)

MCESYS

Medicare Enrolment System

OTHER

Notification received from other sources

PRIV

Member of Public/Family Member

MEEP

MEE Portal

Code

Description

CDMS

Consumer Directory Maintenance System

MCENR

Migrated (Medicare Enrolment File)

MCESYS

Medicare Enrolment System

MEEP

MEE Portal

Code

Description

N/A

No end date recorded

CDMS

Determined through Medicare Australia Operations

HLTH

Health professionals

IMMIGR

Department of Home Affairs

MCENR

Migrated (Medicare Enrolment File)

MCESYS

Medicare Enrolment System

MECA

Updated by Medicare Card Issue System

OTHER

Notification received from other sources

CNSMR

Initiated by consumer

MEEP

MEE Portal

Code

Description

AIHW

Australian Institute of Health and Welfare

CLK

Centrelink

DVA

Department of Veterans' Affairs

DIAC

Department of Home Affairs

NTGOV

Northern Territory Government

Code

Description

CRN

Centrelink Customer Reference Number

DVA

DVA file number

FODD

Fact of Death ID

HRN

Hospital Reference Number

Code

Description

AIHW

Australian Institute of Health and Welfare

CLK

Centrelink

DVA

Department of Veterans' Affairs

HIC

Medicare

IMMIGR

Department of Home Affairs

MCA

Medicare Australia (formerly HIC)

NTGOV

Northern Territory Government

Code

Description

MC1

Medicare card

MC2

Medicare cheque

MC3

Medicare card and cheque

MC4

Medicare mail

N/A

No mail returned from this address

OLS1

Online Services password letter

NBCSR correspondence

Code

Description

CURR

Current Name

PREV

Previous Name

AKA

Additional Name

GROUP

Group Name

Code

Description

CDMS

Consumer Directory Maintenance System

MCENR

Migrated (Medicare Enrolment File)

MCESYS

Medicare Enrolment System

B2B

Business To Business

MEEP

MEE Portal

Potential issue code

Description

Applicant under 15 years of age

Applicant is under 15 years of age. Further investigation is required to confirm whether applicant meets criteria for their own Medicare card

Applicant mail restriction in place

There are no mail indicators or sensitive indicators on file

Card cancelled

Applicant’s card has been cancelled

Card lost/stolen

Applicant’s card is lost or stolen

Complex eligibility document

Applicant has complex eligibility document/s

Complex Medicare entitlement

Applicant may have different entitlement to partner

Complex relationship to child

Applicant is other than biological mother or biological father

Consumer match

Potential consumer duplicate

Deceased Customer

Applicant’s record has a deceased customer indicator

Fraud flag on card

Claimant has a fraud (BI or MPI) flag on their Medicare record

Long name provided

Applicant’s name and/or newborn’s name is more than 25 characters

Name formatted incorrectly.

Applicant’s name and/or newborn’s name incorrectly formatted in wrong name order

No active Medicare entitlement

Applicant’s record has no Medicare entitlement active

Potential duplicate newborn found

Newborn may have existing Medicare record and/or consumer id

Potential third generation

Applicant still on parent’s card

Provisional Data Match

Newborn has a possible data match

Record end dated

Applicant’s record has an end dated record

Restrictions on applicant record

Applicant has a restriction placed on their Medicare record

Returned Mail indicator

Applicant has a returned mail indicator on their Medicare record

Suppressed card on record

Applicant’s card is suppressed

Truncated long name

Long name has been shortened or abbreviated

9 members on card

Applicant’s card has/had 9 members on record

Child

Potential duplicate found

Child

Long name provided

Code

Description

MCPIN

Medicare Personal Identification Number

Code

Description

MCARE

Medicare

ALL

All Programs

OLS

Online Services

Code

Description

(blank)

Not known

CARARK

Caravan Park or camping ground

GAOL

Goal, prison, or correctional institutional

HOSP

Hospital

HOSTEL

Boarding house or hostel

HOTEL

Hotel

HOUSE

House

HSERV

Health services

INSTIT

Institution

MAILPT

Mail collection point

MEDPRC

Medical practice

MIGCTR

Migrant centre

MILIT

Military establishment

NURHME

Nursing home

ORG

Company, department, or organisation

REFUGE

Refuge

RURAL

Rural property

TRUST

Public or state trustee

UNIT

Apartment or unit

UNK

Usage Unknown