|
|
|
|
 |
|||||
|
Health Home |
|
|||
 |
|
|||
| Health home > PCP home > Service coordination > Tool templates & guidelines > Revision of the tool templates & guidelines > Frequently Asked Questions - Service Coordination Tool Templates Revision - 2006 | |||
|
|||
|
|
Frequently Asked Questions - Service Coordination Tool Templates Revision - 2006Page content: Frequently Asked Questions | Download document Frequently Asked Questions
1. Will there be hard copies of the new SCTT 2006?The SCTT 2006 will not be provided in hard copy. You can download the templates in read only (pdf) or template (basic interactive word) format from the Service Coordination section of the Primary Care Partnerships website. 2. Where can we find the SCTT 2006 on the web?The SCTT 2006 can be downloaded from the Service Coordination section of the Primary Care Partnerships website. 3. Will there be hard copies of the new SCTT 2006 guidelines?There are two sections to the SCTT 2006 guidelines:
Printed hard copies of the user guide will be distributed to DHS Regional PCP Contacts who will distribute the user guide to the PCPs. The user guide will also be available on the DHS website in a black and white print friendly format. The reference guide will not be printed in hard copy but published on the Service Coordination section of the Primary Care Partnerships website for reading and in a black and white print friendly format. 4. What are the 'core' SCTT?The 'core' templates refer to the SCTT that contain the minimum information for an effective, quality referral i.e. the information necessary for an agency or service provider to act on your referral. These templates include: Consumer Information, Summary and Referral Information and the Confidential Referral Cover Sheet. Note that the Consumer Consent to Share Information template records the consumer's consent to disclose information. It is not a requirement to send the Consumer Consent to Share Information template. 5. What are the 'optional' SCTT?The 'optional' templates include the Profiles: Functional, Living and Caring Arrangements, Health Behaviours, Health Conditions and Psychosocial and the Service Coordination Plan. These templates allow further information to be collected on those areas relevant to the consumer's circumstances and presenting problems. Not all profiles will be relevant for every consumer and, depending on available information and relevance to the consumer needs, specific information within a profile may not be required, i.e. it may be appropriate to send partially completed templates. 6. What are the 'supplementary' SCTT?The only current 'supplementary' template is the Functional Assessment Summary. This template is used to transfer information following an assessment of the consumer's functional abilities and need for assistance. It is expected that only practitioners skilled in functional assessment would complete the template and therefore, it may not be available in all client management systems. 7. How do I know what the code sets are if only numbers are provided in a referral and vice versa?In SCTT 2006 the code sets have been removed from the templates and replaced by a line and a code box. The codes are listed separately on a doublesided document called the Service Coordination Tool Templates Code Sets. The Country of Birth, Preferred Language and Service Type can be located as an appendix in the Service Coordination Tool Templates 2006 reference guide. Where the templates are embedded in client management systems, the codes may appear as options in drop down boxes. 8. What is a reasonable transition period for the SCTT 2006?The SCTT 2006 were released on 1 July 2006. The Primary Care Partnerships have been asked to manage the transition period at the local agency level. Vendors have been asked to update the SCTT 2006 as soon as practicable. For more information on when your software will be updated contact your software vendor. 9. Now that the superseded question has been removed does this mean I need to complete a new template if client information needs to be updated?When consumer information that has previously been recorded on paper requires amending, the relevant template(s) should be completed again and a printed copy of both the previous and the amended template(s) retained. The date of collection recorded at the bottom of the template will indicate which template is the most recent. 10. Who completes the section "this information collected by"?The section "this information collected by" documents the name and agency/service provider details of the person who collected the consumer information on the template. This may or may not be the same person who forwards the consumer's information to another agency for the purposes of referral or feedback. 11. Is it a requirement that the client receives a copy of all the SCTT or just the Consumer Consent to Share Information template?It is not a requirement to provide a copy of all the SCTT to the consumer. However, the Consumer Consent to Share Information, Section 1, provides a column for "Type of Information" which allows the consumer to record any specific limitations on the disclosure of their health information including recording that they do not consent to some or all of their information being shared with another health provider. If this column refers to specific sections for the SCTT, for example, Consumer Information and/or Summary and Referral Information, then the consumer must be provided with a copy of the relevant pages and a copy of the Consumer Consent to Share Information (see page 21 Service Coordination Tool Templates 2006 reference guide). Once Section 2(a) of the Consumer Consent to Share Information, is signed, dated and witnessed, a copy of this template should be provided to the consumer (page 21 Service Coordination Tool Templates 2006 reference guide). The provision to indicate that a copy of the templates has been provided to the consumer is located on the Consumer Consent to Share Information and the Service Coordination Plan. 12. Is it mandatory to use the SCTT?Which templates are completed is determined by the consumer's needs, agency/funding requirements, program specific requirements (for example, the HACC program requires specific templates to be sent with each referral) and the Victorian Service Coordination Practice Manual. As part of your interaction with a consumer, you will capture relevant information (data) that you may want to record for the purposes of registration, service provision and referral. The primary purpose of the SCTT is to assist with needs identification and to document client information for sharing with other providers. The SCTT is not designed to collect all the information you may require. 13. Is there any provision in SCTT 2006 for details of dependants/carers?The Living and Caring Arrangements profile has been amended to collect additional information about carers. Any further information collected can be documented in the comments box located at the end of the profile. 14. Where do the code sets come from?The code sets are based on the:
The code sets are developed in consultation with practitioners, academics and various peak bodies. 15. Can I change the code sets?The current code sets for SCTT 2006 are published and should be used in a consistent manner statewide by service providers and software vendors. If you have any suggested changes to the code sets you should email Vivien Zientek (vivien.zientek@dhs.vic.gov.au) and these will be considered in the statewide context. 16. Are consumers encouraged to complete the Consumer Information template?The SCTT are not designed for self-completion by consumers and they are not suitable for people with impaired vision. You should refer to your local agency protocols, processes and systems for more direction. 17. Will the referral be rejected if not all questions are answered?Not all the SCTT will be relevant for every consumer (for example the profiles) and, depending on available information and relevance to the consumer needs, specific information within a template may not be required. Therefore, it may be appropriate to send partially completed templates and they will not be rejected. 18. What is the definition of a carer?The definition of a carer is someone who provides unpaid and sustained care to a care recipient. They do not have to live with the person or receive a carer's allowance. For more information on carer's, refer to the HACC MDS V2 on the Home and Community Care website. 19. Will there be a carer profile?In the next SCTT revision (2008) there will be further investigations regarding the collection of carer information. It is expected that the Australian Community Care Needs Assessment (ACCNA) national project and the Carer Eligibility and Needs Assessment (CENA) project will inform what the SCTT collects so as not to cause duplication of information collected. 20. When is the child health profile being released?The next SCTT revision (2008) includes a major project where the SCTT will be reviewed for child/family friendly questions and an investigation to determine if a child profile is required. 21. Do you need consumer consent to refer within agencies?The Health Records Act 2001 Health Privacy Principle 2 (Use and Disclosure) places limits on when and how an organisation can share information. The term 'use' means using and sharing within the organisation; the term 'disclosure' means sharing outside the organisation. The essential principle is that a consumer's health information may only be used or disclosed for the purpose for which it was collected, that is the primary purpose. If the information is to be used for a different (secondary) purpose, then consent should usually be obtained. The Consumer Consent to Share Information has been designed for use within and across agencies. 22. Should consent forms expire? When do you decide it should be renewed?Client consent should be sought and documented if there is a change to the current services involved or the client information is to be shared beyond the services already consented to. 23. Where can I find a list of authorized representatives?A list of authorised representatives can be located in the Service Coordination Tool Templates 2006 reference guide on page 21. 24. Who is responsible for acknowledgement of referral?The referral acknowledgement should be completed by the receiving agency/service provider to acknowledge receipt of the referral and to indicate whether the referral is accepted or not and, if not, the reason(s) for not proceeding. 25. How do you define urgency of service on the Confidential Referral Cover Sheet?Urgency is a relative concept. It refers to the relative priority of this consumer in relation to other consumers who require that same service. Priority will usually be determined through initial needs identification (INI), or the assessment process (if done). The use of urgency and priority descriptions should be based on the practices, protocols and processes adopted by agencies. For more information refer to the Service Coordination Tool Templates 2006 reference guide page 11 and the Statewide Service Coordination Practice Manual. 26. Why is the ACAS box on the Confidential Referral Cover Sheet?The 'renewal (ACAS) box' should only be completed when referring to ACAS for the renewal of an approval for residential care, respite care or packaged care. If this box is ticked, put the type of care, level of care and date of expiry of current approval in the 'reason for referral' on the Summary and Referral Information template. There is no need to tick a priority box, as this will be determined by ACAS. 27. How do you handle signatures when working electronically for example the Service Coordination Plan?It is good practice for the consumer to sign the Service Coordination Plan to indicate that they have participated in the development of the plan (but it is not a legal requirement though a program requirement of some services). 28. Is there more than one code for risks?Yes, in some circumstances, more than one type or category of risk may apply to a consumer. In these cases select the code that identifies the primary or most significant risk and enter this in the code box. A description of this and any other risks should be outlined in the 'Additional comments including urgency' box below. For more information refer to the Service Coordination Tool Templates 2006 reference guide page 17. 29. Is there a General Practitioner version of the SCTT?There is a GP version of the SCTT called the Victorian State wide Referral Form (VSRF). This template was developed for general practitioners to refer to other health and human services providers. It is based on the SCTT and includes items most likely to be relevant to GPs. The template can be created from information usually recorded in common GP software. GPs will be encouraged to use this template to refer to other health and human services. 30. Can I add relevant information to the SCTT?As a worker/practitioner you should add relevant information to the SCTT as appropriate. For example, if you have completed an assessment you may include the full assessment or a summary of the assessment with the core templates. The Service Coordination Plan (page 1) provides a section to record supporting documentation. Download documentThe PDF below is a printable version of the above information.
|
||||||||
Last updated:
27 August, 2009
These pages are managed and authorised by the Primary & Community Health Branch, Rural and Regional Health & Aged Care Services Division of the Victorian State Government, Department of Health, Australia |
|
Copyright | Disclaimer | Privacy Statement | State Government of Victoria Home | Download Help For general enquiries to the Department of Health telephone 61 3 90960000 |
