Australian Organ Donor Register (AODR) quality checking 111-22030000

Entitlement Type	Description
Type 1: Donor Only Entitlements - Subject to AODR quality check	Not linked to a Consumer ID AODR staff cannot manually create a Donor Only Entitlement in CDMS. Registrations can be either Intent or Consent. Sits in 'Donor Only Entitlement' section of CDMS Sourced from either: online registration process (internet) registrations are Intent system generates a confirmation letter letter returned and registration updated to Consent data transfer information uploaded from the Road Transport Authority (data transfer) system generates a confirmation letter letter returned and registration is updated to Consent
Type 2: AODR Entitlement without a Medicare Number - Subject to AODR quality check	A new Consumer ID must be created as the Medicare number was not provided and the permission to ‘search box’ was not ticked on registration form. Registrations can be either Intent or Consent All new registration forms are Consent (over 18 years). If an old form (Intent) is completed, the registration is Intent until the system generated confirmation letter is returned. Note: when searching, the Service Officer may notice that there is an existing Consumer ID with an association to a current Medicare card. This consumer ID cannot be selected.
Type 3: AODR Entitlement with a Medicare Number - Subject to AODR quality check	As the individual has provided a Medicare number on their registration form, this may be selected for quality checking by appearing on QBBI the next day. Registrations can be either Intent or Consent All new registration forms are Consent (over 18 years). If an old form (Intent) is completed, the registration is Intent until the system generated confirmation letter is returned.
Type 3: AODR Entitlement with a Medicare Number - Subject to Eligibility quality check (QBBI)	As the individual has provided a Medicare number on their registration form, this may be selected for quality checking by appearing on QBBI the next day. Where a permanent address change is requested on the form, the 'Group' details of the Medicare section of CDMS will be updated.

Quality check table

Table 2: This table details the fields that are subject to AODR quality checking under each entitlement type.

Work items must be checked fully and feedback on identified errors given to the Service Officers and errors returned for correction. Australian Organ Donor Register (AODR) registrations with a Medicare number are subject to Medicare QBBI quality checks for any information held in Group and Personal. Any errors identified in these circumstances are not recorded for AODR quality checking.

What to quality check	Type 1: Donor Only Entitlement - Subject to AODR quality check	Type 2: AODR Entitlement without a Medicare number - Subject to AODR quality check	Type 3: AODR Entitlement with a Medicare Number - Subject to AODR quality check	Type 3: AODR Entitlement with a Medicare Number - Subject to Eligibility quality check when selected by QBBI
First Name	Yes	Yes	No	Yes
Family Name	Yes	Yes	No	Yes
Second Initial	Yes	Yes	No	Yes
Date of Birth	Yes	Yes	No	Yes
Gender	No	Yes	No	Yes
Address	Yes	Yes	No	Yes
Email Address	Yes	Yes	No	Yes
Phone Number	Yes	Yes	No	Yes
Intent/Consent	Yes	Yes	Yes	No
Organ and Tissue for donation	Yes	Yes	Yes	No
Entitlement end date	Yes	Yes	Yes	No
End date reason	Yes	Yes	Yes	No
Date of last contact	Yes	Yes	Yes	No
Donor media type	Yes	Yes	Yes	No
Donor delivery type	Yes	Yes	Yes	No
Most recent donation decision date	Yes	Yes	Yes	No
Comments - medical information, Next of Kin	Yes	Yes	Yes	No
The registration processed	Yes	Yes	Yes	No
The correct customer selected for processing	Yes	Yes	Yes	No
The Donor Only Entitlement linked	Yes	Yes	Yes	No
New Entitlement created when one exists	No	Yes	Yes	No
Signature	Yes	Yes	Yes	No
Incorrect use of Medicare number	Yes	Yes	Yes	No

Error-free status code

Table 3

Error-free status code	Definition	Processing Tip
OD01	AODR registration is correct	Quality check did not detect errors

Error status codes

Table 4

Error status codes	Definition	Processing tip
OD02 - Non-Critical	Registration number not notated on the registration form.	It is an error when on the registration form, the registration number has: not been noted, or been noted incorrectly
OD03 - Critical	Medicare number used when not supplied or without permission.	It is an error when the Medicare number was used: when not supplied without permission
OD05 - Critical	Family name keyed or amended incorrectly or not amended when requested.	It is an error when: the family name in an unlinked record does not match the supporting documents a major discrepancy is not forwarded to AODR trained Service Officers or raised in proficiency for action AODR trained Service Officers do not issue the appropriate correspondence in relation to a major discrepancy the records are linked (without supporting documents) if the family name is updated Note: it is not an error if minor discrepancy details are updated as per Medicare minor discrepancies procedure.
OD06 - Critical	First name keyed incorrectly or not amended when requested.	It is an error when: the first name in an unlinked record does not match the supporting documents a major discrepancy is not forwarded to AODR trained Service Officers for action AODR trained Service Officers do not issue the appropriate manual correspondence in relation to a major discrepancy the records are linked (without supporting documentation) when the first name is updated the first name is updated incorrectly Note: it is not an error if minor discrepancy details are updated as per minor discrepancy details procedure.
OD08 - Critical	Date of Birth keyed or amended incorrectly.	It is an error when: the date of birth keyed or amended does not match the supporting documents a major discrepancy is not escalated/raised in proficiency in PaNDA to AODR trained Service Officer or Local Peer Support (LPS) for action AODR trained Service Officer does not issue the appropriate manual correspondence in relation to a major discrepancy the records are linked (without supporting documents) if the date of birth is updated Note: it is not an error if minor discrepancy details are updated as per minor discrepancy procedure.
OD09 - Critical	Gender selected or amended incorrectly.	It is an error when the Gender selected or amended does not match the supporting documents. Note: where a Service Officer identifies a record in CDMS and the gender is different to that on the form, the Service Officer should not amend the record.
OD10 - Critical	Address keyed or amended incorrectly.	It is an error when the address keyed or amended does not match the supporting documents.
OD11 - Non-Critical	Phone number keyed or amended incorrectly.	It is an error when the phone number keyed or amended does not match the supporting documents. Note: it is not an error if the phone number was not updated when illegible or invalid.
OD12 - Non-Critical	Email address keyed or amended incorrectly.	It is an error when the email address keyed or amended does not match the supporting documents. Note: it is not an error if the email address was not updated when illegible or invalid.
OD13 - Critical	Intent/Consent (Organ Donation Status) selected incorrectly or not amended when requested.	It is an error when the Organ Donation Status does not match the supporting documents.
OD14 - Critical	Organs/tissue for donation details selected incorrectly or not amended when requested.	It is an error when the Organs/Tissues for Donation details do not match the supporting documents.
OD15 - Critical	Most Recent Donation Decision Date keyed incorrectly.	It is an error when the Most Recent Donation Decision Date keyed does not match the supporting documents.
OD16 - Non-Critical	Date of Last Contact keyed incorrectly.	It is an error when the Date of Last Contact keyed does not match the supporting documents.
OD17 - Non-Critical	Donor Media Type selected incorrectly.	It is an error when the Donor Media Type selected does not match the supporting documents.
OD18 - Non-Critical	Donor Delivery Type selected incorrectly.	It is an error when the Donor Delivery Type selected does not match the supporting documents.
OD19 - Non-Critical	Comments section not completed when required.	It is an error when the Comments are not completed as per supporting documents. Note: see Record information in Comments field on Operational Blueprint for the policy on recording appropriate comments.
OD20 - Critical	Donor Only entitlement not linked when appropriate.	It is an error when the Donor Only Entitlement was not linked as per supporting documents.
OD21 - Critical	New AODR entitlement created when a matching entitlement already exists.	It is an error when a new entitlement is created or duplicate/donor only registrations are not deleted when a matching entitlement already exists.
OD22 - Critical	Incorrect organ donor registrant selected.	It is an error when the incorrect organ donor registrant was selected.
OD23 - Critical	Registration not processed.	It is an error when the registration was not processed.
OD24 - Critical	Entitlement end date not recorded or recorded when not requested.	It is an error when the end date has been: omitted when indicated on supporting documents recorded when there is no indication on supporting documents
OD25 - Non-Critical	Entitlement end date and/ or reason keyed or selected incorrectly.	It is an error when, as indicated on supporting documents, the incorrect: end date has been keyed end reason code has been selected
OD26 - Non-Critical	Date of Lodgement keyed incorrectly.	It is an error when the Date of Lodgement keyed does not match the supporting documents where applicable.
OD27 - Critical	Documentation not signed.	It is an error when the document was not signed and the document was processed.
OD28 - Critical	donor only registration not updated or deleted without evidence	It is an error when a matched Donor Only Entitlement is not updated or deleted without evidence to support the action taken.

Contact details

Medicare National Portfolio – Face to Face

Intranet links

Australian Organ Donor Register (AODR) Quality Reporting Form

Enterprise Quality Framework

Operational Information