Roles and Responsibilities s3

Disability Equipment Program

Roles and Responsibilities

Target Audience

Areas applicable: Approved Prescribers, Aged and Disability Program Staff, Clients, Contractors and Suppliers of DEP Equipment

Aim

To outline the roles and responsibilities of stakeholders involved with the Disability Equipment Program.

Procedure

All staff involved with the Disability Equipment Program (DEP) are required to familiarise and conduct themselves in accordance with the DEP Policy and Procedure Manual, Department of Health and Aged and Disability Program (A&DP) policies and procedures. This procedure formalises the realignment of roles to separate clinical and administrative governance.

All staff are required to ensure that they adhere to and promote the principles and objectives of the Northern Territory Disability Services Act and Northern Territory Disability Service Standards, and ensure that the rights and confidentiality of clients are protected at all times. DEP ensures that a sensitive and culturally appropriate approach is used in circumstances such as the death of a client.

All Department of Health staff have a Job Description that details the core roles and responsibilities of their position. The following roles and responsibilities relating to DEP should be read in conjunction with staff Job Descriptions. The organisational structure for A&DP differs between regions and so the roles and responsibilities listed below are delegated as required in each region.

a.  Clients

The A&DP vision is for an inclusive society where people have productive and fulfilling lives as valued members of our communities. It is the role of each client and A&DP staff to work together as necessary in order to meet clients’ specialist disability and equipment needs.

Clients are responsible for:

·  acknowledging the terms and conditions for DEP assistance as outlined by the Approved Prescriber and detailed in the DEP A1 Application Form;

·  making an informed choice (where a legal guardian is not appointed) when provided with an offer of DEP assistance that meets essential needs;

·  contributing to the cost of equipment issued if required;

·  paying for:

o  Optional accessories and/or modifications that have been selected in addition to the basic item prescribed;

o  repairs and maintenance for client funded optional accessories and/or modifications;

o  damage caused by unreasonable use or misuse of an item; and

o  replacement of an item due to neglect or misuse;

·  using DEP equipment only for the purpose for which it was prescribed;

·  keeping equipment in a safe place, cleaning it regularly and carrying out regular care maintenance;

·  not making any equipment modifications unless prior authorisation is received from DEP;

·  not putting any member of the public at risk through the inappropriate or negligent use of the equipment; and

·  notifying the DEP Work Unit if:

o  the equipment no longer meets their needs;

o  when the equipment is in need of repair or maintenance;

o  they have a change of address or plan to move interstate, overseas or intra Territory (eg. Katherine, Alice Springs, Tennant Creek);

o  they become a High Care resident of an Residential Aged Care facility; or

o  they become eligible for alternative funding (eg. EACH Package).

b.  A&DP Intake Officer

It is the role of the regional A&DP intake officer to assess eligibility for applicants requesting DEP assistance in accordance with DEP policies and procedures. The responsibilities of this role are delegated as required in each region. For more information about this position refer to the A&DP Intake Process.

A&DP intake officers are responsible for:

·  assessing referrals and recommending DEP eligibility outcomes to the DEP Clinical Leader or Clinical Team Manager;

·  recording DEP application and eligibility outcomes;

·  progressing eligible applications to the relevant clinical approver or Cost Centre Manager; and

·  liaising with clients, Approved Prescribers and other stakeholders as required to determine eligibility, advise of intake actions or provide application and eligibility outcomes.

c.  Approved Prescribers

DEP Approved Prescribers are internal or external health professionals with delegated prescribing rights according to discipline, experience and the type of DEP aid/equipment being prescribed. It is the role of Approved Prescribers to clinically assess clients and specify their equipment needs to facilitate allocation of aids and equipment through DEP. Further details about the responsibilities of Approved Prescribers are outlined in the DEP AP-1 Professional Criteria for Approved Prescribers.

Approved Prescribers are responsible for:

·  assessing clients’ clinical need for equipment;

·  determining and communicating preliminary eligibility to clients to manage expectations;

·  prescribing equipment that meets clients’ need and is able to be used safely and effectively by the client;

·  providing justification for the recommendation of equipment;

·  ensuring that only equipment of the authorised level is prescribed, or endorsement is obtained and documented from an appropriately registered Approved Prescriber;

·  ongoing liaison with clients in accordance with the DEP policies and procedures;

·  ensuring that quoting processes and decisions in relation to suppliers and contractors are informed by the NTG Procurement Framework;

·  liaising with suppliers for itemised quotes and equipment provision for trial or ongoing use;

·  issuing, follow-up, ongoing monitoring and review of clients’ prescribed equipment as per the DEP policies and procedures and Clinical Guidelines;

·  providing information and instruction to clients to ensure appropriate use of equipment; and

·  ensuring that the client is aware of any specific care instructions, repair and maintenance responsibilities and is provided with relevant DEP documentation and fact sheets.

d.  Seating Equipment Assessment and Technical Service (SEAT) Work Unit

SEAT Work Units are located in Darwin and Alice Springs and are made up of a SEAT Clinical Leader, technical and administration staff. It is the role of the SEAT Work Unit to recommend wheeled mobility aids to meet DEP clients’ identified needs. The responsibilities of the SEAT Clinical Leader and DEP Equipment Officer or DEP staff are delegated as required in each region to positions of appropriate expertise.

The SEAT Work Unit is responsible for:

·  recommending equipment that meets clients’ need and is able to be used safely and effectively by the client;

·  providing support and feedback to Approved Prescribers as appropriate; and

·  ensuring that the rights and confidentiality of clients are protected at all times.

The DEP Equipment Officer or DEP staff (as delegated in each region) is responsible for:

·  reviewing returned equipment to determine if suitable for re-issue or parts;

·  recording status of all returned equipment;

·  preparing re-issue equipment for dispatch;

·  managing DEP equipment stock levels including remote and urban items as required in each region;

·  managing new and re-issue equipment including identification and tracking;

·  appropriately disposing of old and unserviceable equipment; and

·  maintaining the DEP inventory management database.

e.  DEP Clinical Leader

The DEP Clinical Leader is a health professional, registered as an Approved Prescriber, who manages the clinical needs of DEP. Throughout the transition phase, this role will be Territory wide however a similar position may be created in Central Australia if need can be sufficiently evidenced. The responsibilities of this role are delegated as required in each region to positions or committees of appropriate clinical expertise.

The DEP Clinical Leader is responsible for:

·  assessing and prioritising DEP Prescriptions by considering equipment suitability and justification in accordance with DEP policies and procedures and Clinical Guidelines;

·  clinically approving or making clinical recommendations to the Prescription Advisory Committee (PAC) for Level 2 or complex items;

·  providing consultation, advice and feedback to Approved Prescribers as appropriate;

·  establishment and maintenance of a DEP Orientation Package for Approved Prescribers that is tailored to each region;

·  orientating new and existing Approved Prescribers and other DEP staff as required;

·  facilitate training and workshops as required for all DEP stakeholders; and

·  assist the Darwin Urban DEP Cost Centre Manager with management of the Territory Wide DEP Repair and Maintenance contract.

f.  DEP Work Unit (to be delegated as required in each region)

DEP Work Units are located in each region and are made up of management and administration staff. It is the role of the DEP Work Unit to ensure efficient operation of the DEP program through administrative, financial and coordination of daily operations.

The DEP Work Unit is responsible for:

·  coordinating efficient operation of DEP by liaising with all stakeholders;

·  collating and processing all necessary documentation to accompany prescriptions requiring approval from the DEP Clinical Leader or Cost Centre Manager;

·  ordering stock items as per the DEP policies and procedures;

·  responding to and directing DEP enquiries as appropriate;

·  triage of repair and maintenance requests from clients, their representatives or external Approved Prescribers;

·  processing and payment of invoices for supply and repair and maintenance of equipment in a timely manner;

·  development and maintenance of close relationships with non government suppliers and contractors in order to achieve client outcomes;

·  liaising with clients, other DEP stakeholders and the general public as required to administer DEP in an appropriate person centred manner consistent with best practice customer service;

·  data input, maintenance and analysis as required to ensure accurate client and financial details are readily available to the therapist and for reporting purposes;

·  arranging meetings with suppliers as required to discuss any issues;

·  review, analysis and follow up of automated and work unit generated Community Care Information Service (CCIS) and Business Objects reports;

·  ensuring appropriate procedural mechanisms are in place to meet the requirements of the DEP Policy and Procedure Manual.

g.  DEP Cost Centre Manager

The DEP Cost Centre Manager is the Clinical Team Manager responsible for managing the human, financial and capital resources of the regional DEP Work Unit. It is the role of regional DEP Cost Centre Managers to consider all clinically approved prescriptions and provide DEP financial approval or endorsement as required to enable the DEP Work Unit to purchase and issue prescribed items.

Regional DEP Cost Centre Managers are responsible for:

·  considering applications and prescriptions for financial approval in accordance with the financial delegations of the NTG Procurement Framework and DEP policies and procedures;

·  preparation of ministerials and reports as required;

·  addressing and resolving regional complaints or grievances and more complex queries;

·  arranging regular work unit meetings as appropriate;

·  management of DEP budget;

·  management and regular review of prioritised equipment requests;

·  management of DEP contracts between A&DP and suppliers and contractors and feedback to the relevant Contract Manager;

·  reporting and analysis of equipment data to identify trends and implementing management strategies as necessary.

The Darwin Urban DEP Cost Centre Manager is also responsible for the management of Territory Wide DEP Repair and Maintenance contract with support from the DEP Clinical Leader and A&DP Business Manager.

h.  A&DP Policy Unit

It is the role of the A&DP Policy Unit to provide the legislative and policy framework to guide the planning and delivery of quality A&DP specialist disability services.

The A&DP Policy Unit is responsible for:

·  supporting regional DEP Cost Centre Managers to manage DEP contracts between A&DP and suppliers and contractors; and

·  supporting DEP governance by participating in regular DEP forums including the Steering Committee, Clinical Advisory Committee and Operational Meetings, as outlined in the relevant Terms of Reference for each forum.

i.  DEP Operational Committee

The DEP Operational Committee is responsible for gathering regional information together to facilitate the ongoing development and maintenance of streamlined consistent NT wide DEP processes.

DEP Operational Meetings are held monthly or as required. Meetings are held weekly throughout implementation and transition phases to provide a regular forum to discuss and feedback about any issues encountered. At least one representative from each region will be a member of the group and composition should reflect both management and administration. Further details about the operation of this Committee are outlined in the Operational Committee Terms of Reference.

j.  Prescription Advisory Committee

The Prescription Advisory Committee (PAC) meets fortnightly in each region and is responsible for evaluating and determining outcomes for prescriptions that recommend Level2 items, complex prescriptions or items not identified on the DEP Approved Equipment List. The PAC consists of senior allied health professional representatives from various units across ADP. The PAC currently convenes in Darwin for the Top End region and Alice Springs for the Central Australia region.

While the representation at PAC for each work unit region is highly recommended, it is recognised that this may not be feasible in remote locations. Presentation of all Level 2 prescriptions at regional PAC meetings is recommended. It is advised that a representative from the remote teams be present/call in for a PAC meeting when a remote prescription is being presented. The representative can be involved in the discussion and feedback the outcome to their team. Further details about the operation of this Committee are outlined in the PAC Terms of Reference.

k.  Clinical Advisory Committee

The formation of the Clinical Advisory Committee (CAC), initially known as the Clinical Reference Group (CRG), was a key component of the recommendations of the 2009 Gatter Review. The change of name reflects the transitional role of the Committee throughout two phases; the implementation phase to support the implementation of Review recommendations and an ongoing role to provide governance to the new service model, its policies and guidelines. Further details about the operation of this Committee are outlined in the CRG and CAC Terms of Reference.

l.  DEP Steering Committee

The DEP Steering Committee guides service development and provides strategic management for the transition from TIMES to DEP and ongoing. Committee membership includes A&DP senior management, the DEP Policy Officer and other key stakeholders as required. Further details about the operation of this Committee are outlined in the DEP Steering Committee Terms of Reference.

m.  Suppliers and Contractors of DEP Equipment

DEP engage a number of suppliers and contractors throughout the processes of prescribing, ordering, issuing, and maintaining equipment.

Suppliers and contractors of DEP equipment are responsible for: