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USER GUIDE
FOR SERVICE PROVIDERS
Version 1.0
April 2018
TABLE OF CONTENTS
In 2018, the LDS implements a web-based platform for external system users
(Users) who are Responsible Workers (also known as Referring Workers) of
NGOs / HA Referring Offices (ROs), SWD / NGOs / HA Accredited Assessors,
Service Providers (SPs) of subsidised Residential Care Services (RCS) and
Community Care Services (CCS) to handle LTC applications in an electronic
mode. The platform provides e-form submission, strengthened data validation,
notification and reminder functions through e-mail, workflow guide and record
tracking functions. The electronic mode of operation shall replace the manual
paper mode of operation.
2. OBJECTIVE
The objective of this document is to provide a user guide for the Service Providers
to operate the Long Term Care Services Delivery System (LDS) including
submission and receiving LDS Forms in handling LTC services applications.
3. SERVICE PROVIDER
The Service Providers described in this document refer to service operators
providing subsidised residential care services and / or subsidised community care
services for the elderly.
• The LDS will automatically fill the e-forms with the personal information of
applicants saved in the system. Options on the e-form are filtered according
to business rules to facilitate accurate input.
• The LDS will validate the data fields when User submits a LDS Form. An
error message will alert Users to rectify errors identified.
• The LDS will track the e-form and provide a response to User on the status
of a LDS Form as ‘Submitted’, ‘Accepted’ or ‘Rejected’ to save effort in
tracing.
• Drafts of LDS Forms can be saved for updating. User can retrieve, save and
print the saved drafts.
• Users will send / receive LDS Forms to / from LDS direct. The LDS Form
submitted to the LDS will be directly forwarded to the SCNAMO(ES)
concerned / LDS Office for handling. If a LDS Form is sent to User, the
LDS will simultaneously issue an email to notify User of new In-box item so
that User may log in to LDS to check the details.
• The LDS supports approval workflow. Supervisor can review the form
submitted by a Responsible Worker online, approve the form for submission
to LDS or return the form to the Responsible Worker for revision.
• ‘No Active Case was found’ for an applicant with no active / in-active /
non-active application on the Central Waiting List (CWL).
The LDS will assign function rights to a User according to his / her defined role(s).
A User may have multiple roles. The different roles of a staff of a Referring
Office include Supervisor, Responsible Worker, Accredited Assessor, Office
Administration and General Office.
- LDS Form Approval: Supervisor to review and approve the LDS Forms for
issue.
• Once QC Assessor confirms the assessment result, the result will be passed
to Responsible Worker for handling online. Assessment data will be
captured automatically by the LDS for consolidation and submission to
interRAI.
N.B.
The above shows a general picture of the main features of the LDS. Some
features are only applicable to specific service units / staff in accordance with
their role(s) in making LTC service applications.
For security reason, Users shall log off from the LDS or close the browser after
completion of activity.
• LDS Form 15 – Referral for Admission to Long Term Care Services (for
normal cases)
LDS Form 17 – Result of Long Term Care Services Admission (for normal
cases)
LDS Form 23A – Request for Re-admission (for RCS cases only)
LDS Form 23B – Request for Re-entry (for CCS users only)
LDS Form 29 – CCS User Applying for RCS (for CCS users only)
OR
N.B. The colour theme of the LDS portal is Blue while the colour theme of the
LDS -Office Administration portal for use of office Administration is Green.
Please ensure that you are logging on the correct portal.
3. User should read, understand and click the <Terms and Conditions>
check-box to acknowledge acceptance of the terms and conditions; and
1. User must log in with the first time login password assigned by Office
Administration. A “Change Password” page will be displayed to
require the User to change password upon successful login to the LDS.
Login Information
Search
- Click to search for a service user by inputting LDS Serial No. / HKID No. /
Certificate of Exemption No.
Reporting Vacancy
Case Placed
In-Box
- Shows the incoming LDS Forms such as LDS Form 6, LDS Form 15
and LDS Form 16.
Out-Box
- Shows the outgoing LDS Forms such as LDS Form 17, LDS Form
21, LDS Form 23A and LDS Form 24A.
Status
- Submitted to LDS
- Processed and accepted by LDS
New
Status
Admitted Cases
- change login
password
- download the user
guide
- go to FAQs page to
read the Frequently
Asked Questions
- go to Related
Information page
Logout button To log out from LDS and exit to the Log-in
page.
1. Input LDS Serial No. / HKID No. / Certificate of Exemption No. of the
applicant.
i. ‘No Active Case was found’ for an applicant without active / inactive
/ non-active application on the CWL.
ii. Key information such as LDS Serial No., HKID / COE No., Name of
applicant, Service(s) Waitlisted / Status and Name / Telephone No.
of the Referring Office if the applicant has active / inactive /
non-active application on the CWL.
4. Click to exit the case checking result screen or proceed with other
operation.
Procedures:
Purpose: To report the result of LDS admission by LDS Form 17 ‘Result of Long
Term Care Services Admission’.
Procedures:
1. Follow the case enquiry procedure in Section 11.1 to retrieve the case.
5. Message “Form F17-xxx for <LDS Serial No.> has been submitted” will
appear at the top message line if the record is successfully saved.
Otherwise, an error message will be displayed. A new entry will also
appear in Out-box with status as “Submitted”. Once the LDS Form 17
was processed by LDS Office / SCNAMO(ES) Office, the status of the
form will change to “Accepted”.
Purpose: To inform the LDS Office of the discharge of a RCS service user with
LDS Form 24A ‘Notification of Discharge / Reporting Vacancy (for RCS).
Procedures:
1. Follow the case enquiry procedure in Section 11.1 or click the <LDS
Serial No.> in the “Cases Admitted” Box to retrieve the case.
Procedures:
1. Follow the case enquiry procedure in Section 11.1 or click the LDS Serial
No. in the “Cases Admitted” Box to retrieve the case.
Procedures:
1. Follow the procedure in Section 11.1 to conduct case enquiry or click the
<LDS Serial No.> in the “Cases Admitted” Box to retrieve the case.
4. Message “Form F23A-xxx for <LDS Serial No.> has been submitted”
will appear at the top message line if the record is successfully saved.
Otherwise, an error message will be displayed. A new entry will also
appear in Out-box with status as “Submitted”. Once the LDS Form 23A
has been processed by LDS Office, the status of the entry will change to
“Accepted”.
Procedures:
1. Follow the procedure in Section 11.1 to conduct case enquiry or click the
<LDS Serial No.> in the “Cases Admitted” Box to retrieve the case.
Procedures:
1. Follow the case enquiry procedure in Section 11.1 to retrieve the case.
Purpose: Submitted LDS Forms from Service Provider may be rejected. Service
Provider is required to revise the form and resubmit the form to LDS.
Procedures:
Procedures:
Procedures:
9. Click <LDS Serial No.> / <HKID / COE No.> to retrieve the form
pending approval.
14. Responsible Worker logs in to LDS and finds the application status
changed to ‘Submitted’ in Out-box.
Procedures:
1. AQ Service Provider logs in to the LDS and conduct case enquiry. Please
refer to Section 11.1 for procedure of Case Enquiry. If the AQ Form I was
submitted for the case, the LDS will propose creation of an AQ Form VI.
Click to create an AQ Form VI or to exit.
4. Message “Form FVI-xxx for <LDS Serial No.> has been submitted” will
appear at the top message line if the record is successfully saved.
Otherwise, an error message will be displayed. A new entry will also
appear in Out-box with status as “Submitted”. Once the AQ Form VI has
been processed by LDS Office, the status of the form will change to
“Accepted”.
Purpose: Agency Quota Service Provider informs the LDS Office of the
discharge of an Agency Quota service user with AQ Form VI ‘Notification of
Admission / Discharge’ and submit to LDS Office.
Procedures:
1. AQ Service Provider logs in to the LDS and conduct case enquiry. Please
refer to Section 11.1 for procedure of Case Enquiry. If the case admitted to
AQ, the LDS will propose creation of an AQ Form VI. Click
to create an AQ Form VI or to exit.
4. Message “Form FVI-xxx for <LDS Serial No.> has been submitted” will
appear at the top message line if the record is successfully saved.
Otherwise, an error message will be displayed. A new entry will also
appear in Out-box with status as “Submitted”. Once the AQ Form VI has
been processed by LDS Office, the status of the form will change to
“Accepted”.
• A password will expire in 90 days. User should change his / her password
before expiry. Last 5 passwords cannot be re-used.