LONG TERM CARE SERVICES DELIVERY SYSTEM

SOCIAL WELFARE DEPARTMENT

USER GUIDE
FOR SERVICE PROVIDERS

Version 1.0

April 2018
 TABLE OF CONTENTS

1. OVERVIEW OF THE LONG TERM CARE SERVICES DELIVERY SYSTEM ........................................................ 1

2. OBJECTIVE .............................................................................................................................................. 1
3. SERVICE PROVIDER ................................................................................................................................. 1
4. SERVICE PROVIDER OFFICE CODE ............................................................................................................ 1
5. E-FORM MANAGEMENT ......................................................................................................................... 2
5.1 ONLINE CASE ENQUIRY .............................................................................................................................. 2
5.2 ADMINISTRATION OF USER ACCOUNT ........................................................................................................... 3
5.3 INTERRAI-HC ASSESSMENT DATA INPUT ...................................................................................................... 4
5.4 INFORMATION SECURITY ............................................................................................................................ 5
5.5 PASSWORD POLICY ................................................................................................................................... 5
5.6 SESSION HANDLING .................................................................................................................................. 5
5.7 SERVICES HOURS ...................................................................................................................................... 6
6. FUNCTIONS PERFORMED BY SERVICE PROVIDER .................................................................................... 7
6.1 INFORMATION RECEIVED FROM LDS ............................................................................................................ 7
6.2 INFORMATION SUBMITTING TO LDS ............................................................................................................. 7
6.3 FUNCTIONS PERFORMED BY SERVICE PROVIDERS ............................................................................................ 7
7. CREATE DESKTOP SHORTCUT TO THE LDS ............................................................................................... 9
8. LOG IN TO THE LDS ............................................................................................................................... 12
8.1 WELCOME PAGE .................................................................................................................................... 12
8.2 LOGIN PAGE .......................................................................................................................................... 13
9. FIRST TIME LOGIN ................................................................................................................................. 14
10. MAIN FEATURES OF SERVICE PROVIDER PAGE ...................................................................................... 16
11. FUNCTIONS PERFORMED BY SERVICE PROVIDERS IN THE LDS .............................................................. 19
11.1 CASE ENQUIRY ....................................................................................................................................... 19
11.2 RECEIVING LDS FORMS ........................................................................................................................... 21
11.2.1 Handling Referral for Admission .............................................................................................. 21
11.3 SUBMITTING LDS FORMS ......................................................................................................................... 24
11.3.1 Reporting Result of LDS Admission........................................................................................... 24
11.3.2 Discharge From RCS Service ..................................................................................................... 26
11.3.3 Temporary Discharge From RCS ............................................................................................... 29
11.3.4 Request for Re-Admission (RCS) ............................................................................................... 31
11.3.5 Discharge From CCS ................................................................................................................. 33
11.3.6 Request for Re-entry (CCS) ....................................................................................................... 36
11.3.7 Handling of Rejected LDS Forms .............................................................................................. 38
11.3.8 Reporting Vacancy ................................................................................................................... 40
11.4 SUBMITTING AGENCY QUOTA FORMS......................................................................................................... 42
11.4.1 Arrangement of Standardised Care Need Assessment For Admission to C&A Places Under
Agency Quota .............................................................................................................................................. 42
11.4.2 Notification of Admission ......................................................................................................... 47
11.4.3 Discharge From Agency Quota Service .................................................................................... 49
12. CHANGE PASSWORD ............................................................................................................................ 51
1. OVERVIEW OF THE LONG TERM CARE SERVICES
DELIVERY SYSTEM
The Long Term Care Services Delivery System (LDS) is a computerised system
developed to support the registration and allocation of subsidised Long Term
Care (LTC) services for the elderly in Hong Kong. Since its implementation in
2003, the LDS has adopted a manual mode of operation to accept paper forms in
handling LTC services applications received from the Social Welfare Department
(SWD) / Non-government organisations (NGOs) and Hospital Authority (HA).
In 2010, the SWD implemented the Client Information System (CIS) and through
a system interface, SWD caseworkers send and receive e-forms to and from LDS
in handling LTC services applications.

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.

4. SERVICE PROVIDER OFFICE CODE

Each Service Provider will be assigned a unique Office Code. Making use of the
Office Code, User ID and the password, the responsible staff can log in to the
LDS to access the information and functions in LDS. Office Code, User ID and
the initial password will be sent to the Officer-in-charge (Oi/c) of Service
Provider for first time log-in.

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5. E-FORM MANAGEMENT
• The LDS provides a web-interface to automate the paper based business
processes with e-forms that retain the original structure of the LDS Forms.

• The LDS mirrors existing registration and allocation procedures and

provides workflow guide to propose operation to User by displaying LDS
Forms that are relevant for use in accordance with the status of an
application.

• 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.

• The LDS provides attachment function to attach scanned document / memo /

letter and medical report, etc. together with the LDS Form in replying to
RCS and CCS offer, application for priority placement and special case
approval. The maximum size of an attachment is 3MB. File formats that
can be used include Microsoft Word file (doc / docx), Portable Document
File (pdf) and JPEG.

5.1 ONLINE CASE ENQUIRY

The LDS supports online case enquiry by inputting HKID No. / Certificate of
Exemption No. (COE No.) or LDS Serial No. of an elderly applicant. Automatic
reply to an enquirer will be as follows:

• ‘No Active Case was found’ for an applicant with no active / in-active /
non-active application on the Central Waiting List (CWL).

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 • 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 an active / inactive / non-active
application on the CWL that is being handled by another Referring Office.

• Detailed application information if the applicant has an active / in-active /

non-active application being handled by the enquirer’s Referring Office but
the enquirer is not the Responsible Worker.

• Detailed application information if the enquirer is the Responsible Worker

of the applicant’s active / in-active / non-active application. The enquirer as
the Responsible Worker can submit / receive LDS Forms and access all the
application information including LDS Forms and assessment result.
• If an applicant has an application placed to a Service Provider for service
admission to service, the Service Provider can access the key application
information, submission of relevant LDS Forms in accordance with the status
of this application and all LDS Forms received and submitted for the
applications in In-box and Out-box.

5.2 ADMINISTRATION OF USER ACCOUNT

Referring Office is responsible for administering user accounts for its staff. One
user account shall be created for each staff with defined user role(s) in handling
LTC services applications.

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.

The function rights to be assigned are as follows:

Office Responsible Accredited General
Supervisor
Administration Worker Assessor Office
User Account
Maintenance     
Arrangement of
Assignment and     
Transfer of cases
Password
Management     
Case
Enquiry     
Submission and
Receiving of LDS     
Forms
LDS Form
Approval     

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 Assessor
Function     

Description of Function Rights:

- User Account Maintenance: To create user accounts and to update, delete,

suspend and activate the accounts as directed by the Officer-in-charge of a
Referring Office.

- Arrangement of Case Assignment and Transfer: To arrange assignment and

transfer of cases among Responsible Workers within the Referring Office as
directed by the Officer-in-charge.

- Password Management: To assign first time login password to User and

re-set password for User who forgets his / her password.

- Case Enquiry: To enquire applicant’s application status on the CWL.

- Submission and Receiving of LDS Forms: To submit and receive LDS

Forms to and from LDS for processing applicant’s LTC applications.

- LDS Form Approval: Supervisor to review and approve the LDS Forms for
issue.

- Assessor Function: Accredited Assessor under the Standardised Care Need

Assessment Mechanism for Elderly Services to input assessment data in the
LDS.

5.3 INTERRAI-HC ASSESSMENT DATA INPUT

The LDS provides a web-based program for accredited assessor to input
interRAI-HC assessment data and generate LDS Form 4 for submission to
SCNAMO(ES) for quality check online.
• Accredited Assessor can save draft for updating before submitting the form
to the SCNAMO(ES) for quality check.

• Quality Check (QC) Assessor of SCNAMO(ES) reviews assessment data

and LDS Form 4 online. QC Assessor will add remarks and return the
assessment to Accredited Assessor for amendment before re-submission, if
necessary.

• 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.

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5.4 INFORMATION SECURITY
Information in the LDS contains ‘Personal Data’ as defined in the Personal Data
(Privacy) Ordinance (Cap. 486) and must be treated according to the six Data
Protection Principles (DPPs) contained in Schedule 1 to the Ordinance. Users
shall abide by the following terms and conditions:
• Users shall take all practicable steps to ensure that personal data obtained
through this website are protected against unauthorised or accidental access,
processing, erasure, loss or use.
• Users are prohibited to use public computers or mobile devices to log in this
website to handle long term care service applications.
• Users must not use the personal data obtained from this website for any
purpose other than handling long term care service applications and its
directly related purpose(s).
• Users must destroy the data or printed reports obtained through this website
once they have ceased to serve their legitimate purpose.

5.5 PASSWORD POLICY

- Office Administration shall assign password to User for first time login.
• The System will require User to create password of his / her own upon first
time login.
• A password shall be a combination of at least 8 characters with upper and
lower case English alphabets, numbers and special characters. Maximum
length of a password is 20 characters;
• A password will expire in 90 days. User shall change his / her password
before expiry. Last 5 passwords cannot be re-used.
• In case the password expires, User forgets the password or fails to log in after
5 attempts, the account will be temporarily suspended. User shall approach
their Office Administration for re-setting the password.

5.6 SESSION HANDLING

The log-in session will time out if it has been idle for more than 30 minutes. Any
unsaved information will be lost. A countdown timer will alert User of the expiry
of session. To continue with the session, click to re-set the idle
time counter.

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5.7 SERVICES HOURS
- 8:00 a.m. – 10:00 p.m. Monday - Sunday

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.

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6. FUNCTIONS PERFORMED BY SERVICE PROVIDER
6.1 INFORMATION RECEIVED FROM LDS
User will handle the referrals for admission to either RCS or CCS by receiving the
notification or LDS Forms as follows:

• LDS Form 15 – Referral for Admission to Long Term Care Services (for
normal cases)

• LDS Form 16 – Referral for Re-admission / Re-entry to Long Term Care

Services (for RCS temporary discharge cases and CCS Re-entry cases)

• LDS Form 18 – Referral for Admission – Reminder on Outstanding Case

Without Result (for overdue cases)

6.2 INFORMATION SUBMITTING TO LDS

User will provide and update the information of applicants to LDS by submitting
the following LDS Forms:

 LDS Form 17 – Result of Long Term Care Services Admission (for normal
cases)

 LDS Form 21 – Notification of Temporary Discharge (for RCS cases only)

 LDS Form 23A – Request for Re-admission (for RCS cases only)

 LDS Form 23B – Request for Re-entry (for CCS users only)

 LDS Form 24A – Notification of Discharge / Reporting Vacancy (for RCS)

 LDS Form 24B – Notification of Discharge / Request for Referrals (for

CCS)

 LDS Form 29 – CCS User Applying for RCS (for CCS users only)

 AQ Form I – Arrangement of Standardised Care Need Assessment for

Admission to Care and Attention Places under Agency Quota (for RCIs with
Agency Quota capacity)

 AQ Form VI – Notification of Admission / Discharge (for RCIs with

Agency Quota capacity)

6.3 FUNCTIONS PERFORMED BY SERVICE PROVIDERS

The functions performed by Service Providers are summarised as follows:

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 • to conduct case enquiry
• to receive referrals from the SCNAMO(ES) / LDS Office for admission of
applicant to LTC services for processing
• to inform the SCNAMO(ES) / LDS Office of the result of LTC services
admission
• to notify SCNAMO(ES) / LDS Office of discharge of RCS / CCS users,
report vacancy (for RCS) and request for referral (for CCS)

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7. CREATE DESKTOP SHORTCUT TO THE LDS

1. User may create a shortcut to LDS on Desktop to facilitate easy access.

Right click any space at Desktop, select ‘New’ > ‘Shortcut’.

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 2. Type the URL - https://www.lds.swd.gov.hk/index.html in the box and
click .

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 3. Type “LDS” in the box and click . The shortcut icon will be
saved on the desktop.

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8. LOG IN TO THE LDS
8.1 WELCOME PAGE

1. Click the shortcut icon created on the desktop;

OR

2. Open the browser such as Internet Explorer , Edge , Firefox ,

Chrome or Safari .

3. Type the URL - https://www.lds.swd.gov.hk/index.html to access the

LDS.

4. The LDS “Welcome” page will be loaded.

5. Click to go to the Login page.

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.

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8.2 LOGIN PAGE

In the Login Screen,

1. click radio button in ‘Office Type’ and enter Office

Code (Referring Office Code provided by SWD), User ID (setup by
Office Administration), Password (setup by Office Administration );

2. resolve the CAPTCHA;

3. User should read, understand and click the <Terms and Conditions>
check-box to acknowledge acceptance of the terms and conditions; and

4. click to log in to the LDS. If the logon is successful, the Main

Page of the User will be displayed, or

5. click at the bottom to exit.

NB. For security reason, the User ID will be temporarily suspended

after five times of unsuccessful logon. Please seek help from your
Office Administration when the Account is locked.

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9. FIRST TIME LOGIN

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.

2. Enter “Old Password”.

3. Enter “New Password” and “Confirm Password”.

 The password should be a combination of at least 8 characters with upper

and lower case English alphabets, numbers and special characters.
Maximum length of a password is 20 characters.
 A password will expire in 90 days. User shall change his / her password
before expiry. Last 5 passwords cannot be re-used. An error message will
be displayed if the format of password is incorrect.

4.  Click to save the new password.

5. After the password is changed, a message ‘Password changed successfully.

Please logon again.’ will appear at the top message line. The session will be
logged off automatically.

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10. MAIN FEATURES OF SERVICE PROVIDER PAGE

Login Information

Refresh Pull-down Menu System Programme Code

Search

- Click to search for a service user by inputting LDS Serial No. / HKID No. /
Certificate of Exemption No.

Reporting Vacancy

- Click to submit LDS Form 24A for reporting vacancy.

Case Placed

- Shows the cases placed to the Service Provider

pending reply of admission result.

LDS Serial No.

- Click <LDS Serial No.> to show the details of the application.

<LDS Serial No.>

In-Box

- Shows the incoming LDS Forms such as LDS Form 6, LDS Form 15
and LDS Form 16.

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 - Click to download the selected LDS Forms from In-box / Out-box.

Out-Box

- Shows the outgoing LDS Forms such as LDS Form 17, LDS Form
21, LDS Form 23A and LDS Form 24A.

- Indicates the LDS Forms in In-box / Out-box is un-read.

Status

It shows the status of the LDS Forms in Out-box.

- Submitted to LDS
- Processed and accepted by LDS

New

Status

Admitted Cases

-Shows cases admitted to the Service Provider.

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Description of Features in the Pull Down Menu
User Detail
It shows the Office Name, Office Code of Service Provider and information of the login User.

Buttons and General Functions

Refresh To refresh the current page

Pull-down Menu Click the Pull-down Menu to select the

followng functions:
- change user role

- 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.

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11. FUNCTIONS PERFORMED BY SERVICE PROVIDERS IN
THE LDS
11.1 CASE ENQUIRY
Purpose: To conduct case enquiry to check the status of an elderly applicant on
the CWL.
Procedures:

1. Input LDS Serial No. / HKID No. / Certificate of Exemption No. of the
applicant.

2. Click to search for the case.

3. The following search result will be displayed:

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.

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 iii. If the enquirer is a Service Provider and the applicant has an
application placed to the Service Provider for service admission, the
following information will be displayed:

• Key application information

• LDS Forms could be created in accordance with the status of this
application.
• In-box – LDS Forms received for this application
• Out-box – LDS Form submitted for this application

4. Click to exit the case checking result screen or proceed with other
operation.

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11.2 RECEIVING LDS FORMS
11.2.1 HANDLING REFERRAL FOR ADMISSION

Purpose: To select an application placed to the Service Provider for processing.

Procedures:

1. Click< LDS Serial No.> of the application in “Case Placed” box.

2. The following information of the application will be displayed:

• Key Application Information

• LDS Forms that could be created for this application

• In-box – LDS Forms received for this application

• Out-box – LDS Form submitted for this application

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 3. Click to view the LDS Form 15.

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 4. Click to view LDS Form 15.

5. Click the <Attach> button to download the attachment (LDS Form 4,

MDS-HC assessment result and LDS Form 13A).

N.B. For MDS-HC assessments conducted before the introduction of

the LDS web-based platform, there will not be electronic copy of LDS
Form 4, MDS-HC assessment or LDS Form 13A available for
download. The <Attach> button will NOT be displayed. The above
document will be sent to the Service Provider by fax.

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11.3 SUBMITTING LDS FORMS
11.3.1 REPORTING RESULT OF LDS ADMISSION

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.

2. Click to create an LDS Form 17.

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 3. The applicant’s personal data in the LDS will be automatically filled in
the form. Enter the result of admission in the LDS Form 17.

4. Click to submit LDS Form 17 to LDS Office /

SCNAMO(ES) Office.

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”.

6. A copy of LDS Form 17 will be sent to Responsible Worker

automatically.

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11.3.2 DISCHARGE FROM RCS SERVICE

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.

2. The case information will be displayed. Click LDS

Form 24A to create an LDS Form 24A Notification of Discharge /
Reporting Vacancy (for RCS).

3. Enter discharge information. Click to submit the LDS Form

24A.

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 4. Message “Form F24A-xxx for <LDS Serial No.> has been submitted”
will appear at the top message line if the record is successfully saved.

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 Otherwise, an error message will be displayed. A new entry will also
appear in Out-box with status as “Submitted”. Once the LDS Form 24A
was processed by LDS Office, the status of the entry will change to
“Accepted”.

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11.3.3 TEMPORARY DISCHARGE FROM RCS

Purpose: To notify LDS Office of temporary discharge of a RCS resident with

LDS Form 21 ‘Notification of Temporary Discharge’.

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.

2. The case information is displayed. Click to create an

LDS Form 21.

3. Enter temporary discharge information and click to submit the

LDS Form 21.

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11.3.4 REQUEST FOR RE-ADMISSION (RCS)

Purpose: To request for re-admission of a temporary discharged RCS resident by

submitting LDS Form 23A.

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.

2. Click to create LDS Form 23A.

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 3. Enter re-admission information and click to submit the LDS
Form 23A.

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”.

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11.3.5 DISCHARGE FROM CCS

Purpose: To notify SCNAMO(ES) of discharge of CCS service user by

submitting LDS Form 24B ‘Notification of Discharge / Request for Referrals (for
CCS).

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.

2. Click to create a LDS Form 24B.

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 3. Enter discharge information and click to submit the LDS
Form 24B.

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 4. Message “Form F24B-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 24B
has been processed by SCNAMO(ES) Office, the status of the entry will
change to “Accepted”.

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11.3.6 REQUEST FOR RE-ENTRY (CCS)

Purpose: To request for re-entry of discharged CCS user by submitting LDS

Form 23B.

Procedures:

1. Follow the case enquiry procedure in Section 11.1 to retrieve the case.

2. Click to create LDS Form 23B.

3. Enter re-entry information to LDS Form 23B.

4. Click to submit LDS Form 23B.

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 5. Message “Form F23B-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 23B
has been processed by SCNAMO Office, the status of the entry will
change to “Accepted”.

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11.3.7 HANDLING OF REJECTED LDS FORMS

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:

1. When the status of a submitted LDS Form in the Out-box changes to

, the rejected reason will be displayed under the case status.

2. Click <LDS Serial No> to select the case.

3. Case Information will be displayed. Click to

amend the form with reference to the rejected reason and re-submit to
LDS Form.

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 4. The status of the LDS Form in the Out-box will change back to
“Submitted”.

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11.3.8 REPORTING VACANCY

Purpose: To report vacancy without discharging any application by submitting

LDS Form 24A ‘Notification of Discharge / Reporting Vacancy (for RCS).

Procedures:

1. Click in the Service Provider main page for creating an

LDS Form 24A.

2. Click to create an LDS Form 24A.

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 3. Complete the Form and click to submit the LDS Form
24A.

N.B. To save draft, click . To exit without saving any changes,

click .

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11.4 SUBMITTING AGENCY QUOTA FORMS
11.4.1 ARRANGEMENT OF STANDARDISED CARE NEED ASSESSMENT FOR
ADMISSION TO C&A PLACES UNDER AGENCY QUOTA

Purpose: Agency Quota Responsible Worker creates AQ Form I ‘Arrangement

of Standardised Care Need Assessment for Admission to Care and Attention
Places under Agency Quota’ and submit to Agency Quota Supervisor for
approval. Supervisor reviews the form and submits AQ Form I to
SCNAMO(ES).

Procedures:

Agency Quota Responsible Worker’s Creation of AQ Form I

1. AQ Responsible Worker logs in to the LDS and conduct case enquiry.

Please refer to Section 11.1 for procedure of Case Enquiry. The LDS
proposes creation of an AQ Form I. Click to create
an AQ Form I or to exit.

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 2. The assessment arrangement is pre-set as the assessment result for
applicant has been stored in LDS. Fill in the form item by items.

3. Check the box under Declaration to confirm the applicant’s agreement to

apply for LTC services.

4. Click to submit to Supervisor for approval.

5. When the form is successfully submitted to Supervisor, a message ‘Form

FI-xxxx for <HKID No.> / <Certificate of Exemption No.> has been
submitted’ will appear at the top message line and the form is added to
‘Pending Supervisor Approval’ box indicating the form has been sent to

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 Supervisor. If there is data error, the LDS will display an error message to
Responsible Worker for revision accordingly.

Supervisor’s Approval for AQ Form I Submission

6. Supervisor receives an email notification of an AQ Form I pending his /

her approval.

7. Supervisor logs in to the LDS, or Responsible Worker changes his / her

user role to a Supervisor if the Responsible Worker is also the Supervisor
for approving LDS Forms.

8. Find the form in ‘Pending Approval’ box.

9. Click <LDS Serial No.> / <HKID / COE No.> to retrieve the form
pending approval.

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 10. Click to review the AQ Form I.

11. Review AQ Form I.

12. Click to approve the AQ Form I.

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 13. When the AQ Form I is approved, a message ‘Form FI-xxxx for <HKID>
has been marked as approved’ will appear at the top message line.
Otherwise, the LDS will display an error message.

14. Responsible Worker logs in to LDS and finds the application status
changed to ‘Submitted’ in Out-box.

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11.4.2 NOTIFICATION OF ADMISSION

Purpose: Agency Quota Service Provider creates AQ Form VI ‘Notification of

Admission / Discharge’ and submits to LDS Office.

Procedures:

Agency Quota Service Provider’s Creation of AQ Form VI

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.

2. The applicant’s personal data will be automatically filled in the form.

Enter the result of admission in the AQ Form VI and attached the AQ
Form V ‘Written Consent to Admission to Care and Attention Places
Under Agency Quota’

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 3. Click to submit AQ Form VI to LDS Office /
SCNAMO(ES) Office.

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”.

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11.4.3 DISCHARGE FROM AGENCY QUOTA SERVICE

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:

Agency Quota Service Provider’s Creation of AQ Form VI

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.

2. The applicant’s personal data will be automatically filled in the form.

Enter the discharge information in the AQ Form VI.

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 3. Click to submit AQ Form VI to LDS Office /
SCNAMO(ES) Office.

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”.

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12. CHANGE PASSWORD
Purpose: To change password.

1. Click in the menu to go to “Change Password” page.

2. Enter “Old Password” and “New Password”.

• A password should be a combination of at least 8 characters with upper
and lower case English alphabets, numbers and special characters.
Maximum length of a password is 20 characters;

• A password will expire in 90 days. User should change his / her password
before expiry. Last 5 passwords cannot be re-used.

3. Click to save the new password.

4. The session will be logged out automatically and a message “Password

changed successfully. Please logon again” will appear at the top message
line after password is changed.

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