PBS Hospital Medication Chart Reference Group

PBS Hospital Medication Chart Reference Group

Terms of Reference

Dec 2014
Table of Contents

1.Introduction

2.Purpose

3.Role and Function

4.Composition

5.Terms of Appointment

6.Confidentiality

7.Conflict of Interest

8.Deliverables

9.Timeframes

10.Reporting and Evaluation Mechanisms

11.Reporting

12.Support for Committee

13.Operation of the Committee

14.Personal Information

Appendix 1: List of Secretariat Staff Members

1.Introduction

The Australian Commission on Safety and Quality in Health Care (the Commission) officially commenced operation on 1 July 2011. The Commission was created under the provisions of the National Health Reform Act 2011and is a Commonwealth Authority operating under the requirements of the Commonwealth Authorities and Companies Act 1997.

In November 2013, Cabinet agreed to reduce the regulatory burden through the expansion of paperless claiming for PBS medicines dispensed from medication charts to include all public and private hospitals at the conclusion of the current trial in residential aged care facilities. Cabinet also agreed that the Minister of Health would bring back to Cabinet an Implementation Plan for the implementation of paperless claiming for Pharmaceutical Benefits Scheme (PBS) and Repatriation Pharmaceutical Benefits Scheme (RPBS) as part of the 2014-15 budget package.

In 2013 the Department conducted a review of chemotherapy funding arrangements. The purpose of this review was to identify options for a long term and sustainable funding model for chemotherapy services. The review made a number of findings regarding funding of chemotherapy services. Of relevance to this project was the finding that efficiency benefits could be achieved by reducing the complexity and administrative burdens associated with chemotherapy reimbursement on the PBS.

As a result of this review, the Australian Government proposes to simplify a number of administrative processes to reduce the administrative burden faced by prescribers, pharmacists and hospitals when prescribing, dispensing and claiming for PBS medicines.

These measures will:

• Allow prescribing of PBS medicines using a standardised medication chart in private and public hospitals. This will remove the double-handling where prescribers must currently write both a medication chart order and a PBS prescription for the same medicine.
• Enable community pharmacies, and public and private hospital pharmacies, to make a single electronic claim for payment for PBS medicines dispensed off a standardised medication chart. This will eliminate the unnecessary paperwork where currently a pharmacy makes an electronic claim and must also submit all paper prescriptions.

The initiative builds on current work permitting PBS supply and dispensing from medication charts in residential aged care facilities

2.Purpose

The PBS Hospital Medication Chart Reference Group (Reference Group) of the Commission is created to:

• advise the Commission on conduct of the PBS prescribing, dispensing and claiming on a Medication Chart project
• provide technical perspectives on proposals in relation to the development of a paper based Medication Chart and subsidiary documents; reference tools and training materials
• represent key stakeholder perspectives
• act as the primary vehicle for consultation and advice throughout the project.

3.Role and Function

The Reference Group will undertake the following functions:

• meet to consider project matters
• advise the Commission on the project and associated planning
• identify appropriate stakeholders and strategies for project communications
• provide expert perspectives on project reports and proposals
• monitor the safety profile of the PBS Hospital Medication Chart
• recommend preferred outcomes and positions
• provide other advice as required by the Commission.

4.Composition

• categories will be identified for all Reference Group members
• organisations will be invited to nominate Reference Group members
• individuals may be nominated as Reference Group members.

Reference Group members will include:

• Chairman: Commission nominee (1);
• Department of Health nominee (1);
• Department of Human Services nominee (1);
• Pharmacy Guild of Australia (1);
• Consumer representative (1);
• Industry representatives (2);
• Professional group representatives (4) including doctors, nurses and community pharmacists;
• Jurisdictional representative (1)
• Private hospital sector representative (1)

5.Terms of Appointment

Each member is appointed on the basis of their nomination / individual skills, knowledge and expertise and holds their appointment at the discretion of the Australian Commission on Safety and Quality in Health Care.

Members may resign from the Committee at any time by providing a letter stating the intention to resign is presented to the Australian Commission on Safety and Quality in Health Care (copied to the Chair and Secretariat) at least four weeks prior to the date of resignation.

The Australian Commission on Safety and Quality in Health Carewill consider appointments to vacancies, as appropriate.

The Australian Commission on Safety and Quality in Health Care retains the discretion to terminate a member's appointment to the Committee at any time and for whatever reason.

6.Confidentiality

Committee members may, on occasion, be provided with confidential material. Members are not to disclose this material to anyone outside the Committee and are to treat this material with the utmost care and discretion and in accordance with terms of their confidentiality agreement.

7.Conflict of Interest

Conflict of interest is defined as any instance where a committee member, partner or close family friend has a direct financial or other interest in matters under consideration or proposed matters for consideration by the Committee. A member must disclose to the Chair any situation that may give rise to a conflict of interest or a potential conflict of interest, and seek the Australian Commission on Safety and Quality in Health Care’s agreement to retain the position giving rise to the conflict of interest. Where a member gains agreement to retain their position on the Committee, the member must not be involved in any related discussion or decision making process.

A committee member is not to participate in committee business until the Deed of Confidentiality and Conflict of Interest form has been completed.

8.Deliverables

Progress of this project is dependent on a number of external contingencies, including changes to legislation and changes to systems to allow claiming from medication charts. Timelines for the following deliverables will need to be adjusted if there are delays from these contingencies:

• December 2014 – Reference Group to approve final first draft medication chart and support materials to be used for piloting
• January 2015 – Private hospital pilot strategy to be agreed by the Reference Group
• April 2015 – Public hospital pilot strategy to be agreed by the Reference Group.

9.Timeframes

The project commenced in May 2014 and is due to conclude in August 2016. The Reference Group will be evaluated in August 2016, or at the conclusion of the project, and recommendations on its future made to the Commission. Any extension to the project and consequently the Reference Group will be via a contract variation. There will be four meetings over the life of the project;meetings will be scheduled as required.

10.Reporting and Evaluation Mechanisms

The committee is to report on the objectives of its task in such a way as to enable the outcome to be evaluated. For long standing committees, evaluation may occur after delivery of each milestone or outcome. Evaluation criteria may include whether the outcome:

• meets the needs of the target audience
• is utilised by the target audience
• results in change
• is supported by key stakeholders.

11.Reporting

Routine reports are provided to:

• Department of Health (funding body)

• Commission Board members
• Commission standing committees
• Inter Jurisdictional Committee
• Private Hospital Sector Committee
• Primary Care Committee

12.Support for Committee

The work of the Group is supported by the funding agreement between the Commission and the Department of Health, for the PBS prescribing, dispensing and claiming on a medication chart project.

The Secretariat will:

• provide support and policy advice to the Committee
• develop agendas, papers and/or briefs for Committeemeetings
• arrange meetings for Committee to discuss issues
• distributerelevant information in a timely manner to promote robust discussion and feedback
• ensure all members are kept informed of issues and information relevant to the work of the Committee
• incorporate Committee recommendations into the development of materials, where possible
• provide feedback to the Committee on outcomes of discussions and progression of work
• arranging venues and catering for meetings
• arranging appropriate travel and accommodation, and
• verifying reimbursement of eligible expenses.

A list of staff members to contact within the Secretariat is available at Appendix 1.

13.Operation of the Committee

The Chair

The Chair is ultimately responsible to the Australian Commission on Safety and Quality in Health Care for the operations of the Committee. The Chair will preside at all meetings at which they are present. If the Chair is absent from a meeting, a Deputy Chair will preside.

Members obligations and expectations

1. Members are appointed for the term specified in the instrument of appointment.
2. Members are nominated to represent the organisations listed at point four or as independent content experts.
3. Members are to actively participate in all meetings and share information, noting that individual members may advise their organisations where appropriate.
4. Members will initially be appointed until 31 August 2016.
5. Individuals on the PBS, Claiming from a Medication Chart Reference Group will declare any potential competing interests with the Commission.
6. Where members have missed two consecutive meetings, it will be at the discretion of the Chair to declare the seat vacant and seek a replacement member.
7. Members will sign a deed of confidentiality.
8. Members of the PBS Hospital Medication Chart Reference Group will be remunerated according to Commission’s Remuneration and Reimbursement Policy for Committees. Members will not be eligible to be remunerated under any Remuneration Tribunal determination if they hold an office or are a full-time employee of the Commonwealth, a state or a territory or a state or territory authority or instrumentality.

Meetings

It is intended that the PBS Hospital Medication Chart Reference Group will meet two times per financial year in Sydney at the Australian Commission on Safety and Quality in Health Care office. The proposed meetings will be scheduled according to member availability.

Proxies

Due to the expert nature of the PBS Hospital Medication Chart Reference Group, proxies for meeting attendance cannot be accepted unless prior agreement has been negotiated with the Commission.

Travel and Accommodation

Travel, accommodation and related expenses for non-Government members will be met by the Commission.

Quorum

A quorum for a meeting is half the committee membership plus 1. Any vacancy on the Committee will not affect its power to function.

Agenda

The agenda and related papers are normally circulated to members two week prior to the meeting.

The minutes of the meeting will be prepared by the Secretariat. They will provide a concise and focused report of decisions and actions taken. Minutes will be made available to members in a timely manner.

14.Personal Information

The personal information a committee member provides to the Commission will be kept in compliance with relevant privacy and confidentiality legislation.

Appendix 1: Secretariat

Damen Pearce, Project Officer

Phone: 02 9126 3547

Email:

PBS Hospital Medication Chart Reference Group -Terms of Reference – Dec 20141