Printed Versions of This Document May Have Been Superseded

Equipment Program
Arranging collection of equipment for return to Domiciliary Equipment Services (DES)
Version / 1.0
Date of version / 5/3/2010
Applies to / DCSI Equipment Program prescribers
Issued by / DCSI Equipment Program
Delegated authority / Matthew Massy-Westropp Manager DES
Procedure custodian / Belinda Carpenter Specisalised Equipment Manager DES
Date Published / 5/3/2010
Due for review / 5/3/2011
Confidentiality / Public access
DCSI strategic objective
SA Strategic Plan

Printed versions of this document may have been superseded.

See the DCSI EP supporting documents public access list or DCSI Equipment Program site for latest version.

Overview

This procedure covers how to request collection of Department for Communities and Social Inclusion (DCSI) equipment by Domiciliary Equipment Services (DES)that is no longer required by a client, and how to manage the collection when a client has deceased.
When items of equipment are no longer required by clients, Domiciliary Equipment Service will ensure that equipment is collected in a manner that is safe, timely, coordinated, and sensitive to client needs. Return of equipment is managed by DES to ensure items are promptly collected, cleaned and serviced prior to re-issue to ensure efficient use of resources.
Collection of items from a deceased client is managed by the DES Equipment Returns Officer (ERO). DES staff take care to assess the need of relatives to have the equipment removed in a timely and sensitive manner and to relay the individual concerns to other staff involved in the collection.
To return items that have been on trial from an Imprest store see step 7 and step 8 from procedure Trialling and issuing from Imprest.
For details of returning an equipment item that is no longer suitable for a client’s needs, is no longer mechanically safe to use or when a replacement item has been provided, refer to procedure Retrieving equipment items.

Procedure detail

Step / Description
1 / To arrange collection of DES equipment that is no longer required
·  Clinician identifies that DES equipment is no longer required by a client.
·  Forward a request for collectionof the equipmentto DES via one of the three options below.
1.  Viathe DES equipment catalogue go to step 2.
Note: currently only Domiciliary Care SA staff have access to the Online Ordering System (OOS).
To create a new account, refer to How do I create a new account for ordering equipment and aids via the online DES equipment catalogue?
2.  Via fax, go to step 3.
or
3.  Contact DESand a DES staff member will ask for the information required to complete the collection.
2 / To use the OOS for arranging collection of equipment
1.  Log onto the DES equipment catalogue.
2.  Click on the ‘collections’ tab at top of the main page.
3.  Type in the client’s file number and click on ‘submit’.
4.  The client’s name will be displayed, together with any equipment that is recorded on CME as on loan to the client.
5.  Select the specific items for collection from the list or click on ‘select all items’. If there are items not recorded in the list which you would like collected, please list them in the box provided. Click ‘continue’.
6.  On the equipment collection form, check client details and complete the following:
o  Alerts – if none, enter ‘nil’
o  Client team – choose from the drop down box
o  Special needs – enter any specific details regarding the collection i.e. time, after a specific day, etc.
o  Safety instructions – enter any safety concerns / instructions such as any manual handling issues related to the equipment, access to the home etc.
o  Contact person for collection – this may be different from the client details.
If the client is deceased, include the following:
o  Deceased date
o  If the client’s family have provided details of when they would like the equipment collected, please enter this in the collection instructions / special needs area.
Has the client deceased?
If yes, click on ‘send collection request’ and go to step 4.
If no, click on ‘send collection request’.
3 / To arrange collection of equipment by fax
Download andcomplete the Equipment Collection Request form with the client details, together with the following:
·  Alerts – if none, enter ‘nil’
·  Request source – enter DCSI team or other
·  Special needs / instructions – enter any safety concerns / instructions such as any manual handling issues related to the equipment, access to the home etc.
·  Collection instructions – enter any specific details regarding the collection i.e. time, after a specific day, etc.
·  Contact person for collection – this may be different from the client details.
·  List all the equipment requiring collection with the asset numbers where possible.
If the client is deceased, include the following:
·  Deceased date
·  If the client’s family have provided details of when they would like the equipment collected, please enter this in the collection instructions / special needs area.
Has client deceased?
If yes, fax completed Equipment collection requestform to DES on fax: (08) 8372 0852, go to step 4.
If no, fax completed Equipment collection requestform to DES on fax: (08) 8372 0852.
4 / To complete collection request if client has deceased
·  DES Equipment returns officer (ERO) will use the information provided on the submitted equipment collection form to arrange collection.
·  DES ERO will carefully assess the need of relatives to have the equipment removed in a timely and sensitive manner and to relay the individual concerns to other staff involved in the collection.
·  If the relatives or significant others wish, the priority for collection can be upgraded to 'Urgent'.
·  If the family / contact person cannot be contacted, delay the collection by one week from the collection request date to avoid intruding on the grieving household.

Flowchart

Overarching legislation and policy

Policy

The guiding policy for this procedure is the DCSI Operational policy on equipment

Related procedures, standards and guidelines

Procedures

Trialling and issuing equipment from imprest
Retrieving equipment items

Forms and templates

Equipment Collection Request

Supporting documents and references

How do I create a new account for ordering equipment and aids via the online DES equipment catalogue

Other

DES website catalogue (for external prescribers)

DES online ordering system (for internal prescribers)

For access to all forms / supporting documents and procedures:

Check for latest e-version, photocopies may be out of date

Public access Equipment Program documents are available from EP supporting documents public access

SA government DCSI and Health staff can access EP documents and selected Novita documents from the DCSI Equipment Program site

For further information or feedback:

Phone: 1300 295 786 Fax: 1300 295 839 Email: