Issue 84 | 26 March 2007
During the Business Service audit and compliance pilot we identified a number of exit and suspension reasons recorded in FOFMS were incorrect. It is important for Business Services to record the correct reasons in FOFMS when a client is no longer, or temporarily unable to receive ‘Services’ under Disability Employment Assistance. Feedback received from Business Services indicated that support officers were unclear on when to use the various ‘status change’ reasons defined in FOFMS.
FOFMS was recently updated to include revised status change reasons, to be used when a client’s case is suspended, exited or returned from suspension. The new list of available exit, suspension and return from suspension change reasons is located under the Literature tab on FOFMS and is titled Case Change Status Reasons Tip Sheet. The list provides more relevant choices for a Status Change and a description of when to use each of the new reasons that will help with more accurate reporting and analysis.
If you require more information regarding Status Change to a Case record please contact the CBF Helpdesk on 1800 034 887 or email Helpdesk.CBF@facsia.gov.au.
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The Business Service Audit and Compliance process has identified some issues with the DMI evidence collection practices and also pointed to some good DMI evidence collection principles. These are:
During the FaCSIA Audit and Compliance presentation at the 2006 ACROD conference some business services indicated that they may need some additional support coordinating their DMI evidence collection process. In response to this FaCSIA has in conjunction with Albury-Wodonga TAFE, the Consumer Training and Support provider, developed two information products to help business services. One covering general evidence collection principles and a second aimed specifically at DMI evidence collection. These tools will be available in hard copy in April 2007. Electronic copies will be accessible on the FaCSIA website in the coming weeks at http://www.facsia.gov.au/internet/facsinternet.nsf/disabilities/representation-consumer_training_support_products.htm.
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It is important that Service Providers with access to FOFMS keep their personal login information secure and private as the system contains sensitive information. FOFMS access is provided to users on the understanding that they alone use it to access records on the system and they will be held personally responsible for any work conducted under their login ID. It is also best practice to change your password approximately once a month and avoid writing it down to prevent unauthorised persons from accessing the system using your login information.
It should also be noted that it is the responsibility of the service provider to notify the FOFMS Helpdesk (1800 020 283) of staff members who have left the organisation and no longer require access to FOFMS..
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Following a recent investigation of Client data on FOFMS, it was found that many Client records are missing important information such as Centrelink Reference Number, origin details, date of birth, address, and contact details. It was also noted that in some instances information recorded is incorrect or no longer current such as the correct Case Worker of the Client.
FaCSIA uses the information on FOFMS for a number of purposes, but mainly to make policy decisions about Disability Employment Assistance that affect Business Services and Clients. In order to maintain the integrity of this policy process it is important that all records on FOFMS be kept up to date with accurate details.
Information in FOFMS is also used to manage workflow regarding DMI Assessment and Reassessments.
Please ensure that your Client’s case records are updated to reflect their current circumstances and details and that all appropriate fields are completed. Please note that the new Audit and Compliance Strategy considers, amongst other items, the accuracy of Case and Client records.
If you have any further questions please feel free to contact the Case Based Funding Helpdesk on 1800 034 887.
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There are currently a large number of clients who are overdue to have a DMI reassessment completed. Reassessments are due on the two-year anniversary of when they were first completed. If the DMI reassessment is not completed, authorised payments will be suspended and the case will ultimately be exited. The following rules are automated in FOFMS:
It is your responsibility to monitor DMI assessment and DMI reassessment dates. If your clients have their payments suspended or their cases exited as a result of DMI assessment or DMI reassessment dates not being met, you will not be back-paid.
You can monitor when your service’s clients are due for a DMI assessment and DMI reassessment by simply using the predefined queries that are built into FOFMS. To access the predefined queries you will need to be in the ‘Cases’ view. Then, from the ‘Queries’ drop down menu you can select either:
You should run these queries each month to help you monitor and plan your services DMI reassessment workload.
If your clients are exited because a DMI assessment or DMI reassessment was not completed and authorised within the due dates, you will need to contact the FOFMS Helpdesk to request that the case status be reset to 'Return from Suspension'. Once the case status is reset you will have one month to complete and authorise the required assessment. If the required assessment is not completed within that one-month period the case will be exited again and you will need to create a new case. You will also need to complete and authorise an Intake Assessment to receive payments for supporting this client.
To help you monitor DMI assessment and re-assessment dates, FOFMS also auto-generates an activity to notify case workers, that a DMI reassessment is due. You need to ensure that you keep the case worker current in FOFMS otherwise the notifying activity will be sent to the wrong person.
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Clients who are not maintaining employment for at least 8 hours a week as defined by the DEA Funding Agreement should be either exited or suspended until they are able to satisfy this requirement.
If you determine in your reasonable opinion that a Client is unable to continue in Employment because of medical or personal reasons or reasons related to the Client's disability then they must be exited or suspended until this requirement can be satisfied. If you have any queries relating to Employment please contact your local FaCSIA Contract Manager.
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When you received your new Funding Agreement for the period 1 January 2007 to 30 June 2008 you were advised to complete an Advocacy Service Improvement Plan by 30 June 2007.
Upon receipt of this plan, the Department will negotiate its contents with services as required. In the mean time - although not mandatory - please feel encouraged to implement aspects of the plan earlier, particularly around improving access in remote and rural areas.
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The Reference Group held its second full day workshop on 9 March and covered a range of issues surrounding enhancements to the program. The meeting discussed the proposed introduction of a free call telephone service, minor changes to the quarterly report and improvements to the Quality Assurance system including external auditing, timeframe and support required by the sector.
The meeting also covered issues surrounding the introduction of a prioritisation table and `benchmarks’ for building the capacity of the sector to improve access to services for underrepresented groups.
The Reference Group further discussed the Key Performance Indicators which had been refined via the input from the Advocacy Consultation Group which had met previously by teleconference on 23 February 2007.
Overall the meeting was successful covering a range of issues and collecting valuable input. The next reference group meeting will be on 4 May 2007.
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