Aged Care Assessment (ACAS) Data- Waiting List, Clinical Care Referral and

ReportingCentral East Aged Care Assessment Service

Victoria

Presenter: Moyra Kwan (Manager Central East ACAS moyra.kwan@easternhealth.org.au

‘Promoting Independence’

ACAS Overview• Australian & State funded service for

frail older people• Part of a national service.• independent teams who assist frail

older people and their carers identify what kind of care will best meet their needs.

• ACAS determines eligible for Commonwealth funded residential care, residential respite, Community Aged Care Packages (CACPs), Extended Aged Care in Home (EACH) packages or flexible care,

Overview ACAS Aged Care Evaluation (ACE) data base

• Managed by the ACAP Evaluation UnitThe Lincoln Centre for Research on

AgeingAustralian Institute for Primary CareLa Trobe University• Client centred data – supplies clinical

information, need for assistance and recommendations.

ACE

•Generates PDF Aged Care Client Record (ACCR) - Approval document for Commonwealth residential care and care packages in the community.

•Care Plan & letters•SCoTT•Links to E-Delegation process

eDelegation• Clients or legal representative signs the

“Statement of application form (request for approval for Residential Care , Respite Community Care or Flexible Care)

• Client assessed.• Data entered into ACE.• Application submitted to eDelegation • Delegation list viewed by Delegate, ACCR and

other documentation viewed.• Delegate “approves and sends” EACCR to

Medicare• Status reports generated by ACE • Records can be accessed at Medicare Web

site by approved service providers

Electronic Waitlist and Referral System

• Web-based• Accessed through a secure online

portal • Clients registered on waiting list

for their preferred provider/s.• Information is stored in a secure

client data repository.• Priority mechanism

Number of packages and Providers/ACAS in the EMR

•CACPS: 1889 •General EACH: 212 •Dementia EACH: 95•Providers: 28

CACPS/ EACH Process of Care

client

Initiator

Client

Family

Carer

GP

Council

CHS

DNS

Other

Assessment

ACAS

CACPS/EACHService Providers

Agency1

Agency2

Agency3

ClientreceivesrelevantPackageofservices

ClientServiceceases

Commonwealth Government

Agency15

At Risk Referralfeedback

PhoneMailFaxElectronic

Referrals

Waiting

lists

of

Clients

Servicesprovided

Information System

MonitoringSystem

Services nolonger

required

Notification

Claim

Notificati on

Logon page

Attachments

• Statewide Service Coordination Referral Tool template (ScTT)

• Referral priority tool• E-ACCR

Consent Extended Aged Care at Home

PackagesDear Client,

A referral will be made to your preferred service providers. They are marked with a

Your name will be placed on an electronic waiting list and only the providers nominated by you will be able to view your personal information.

_______________________________________Community Aged CarePackagesDear Client,A referral will be made to your

preferred service providers. They are marked with a

Your name will be placed on an electronic waiting list and only the providers nominated by you will be able to view your personal information

Evaluation • 75-90% Reduction in Non -Value Added

(NVA) tasks in medium to larger Service providers and 40-50% in two ACAS.

• 40 hours per month reduction in administration time for the larger CACPS.

• Reduction in “real time” work on the part of the case manager within provider agencies who use the waiting list directly and avoids duplication of effort

• Reduction in process cost of 42 hrs per month at one ACAS and 30 hrs at another ACAS

Evaluation

• Improved communication of client processing on waiting list - real time

• Increased and more timely communication and feedback about client and system issues across sector.

• Improved response to client/ family needs.

• Improved waiting list monitoring of clients.

• The ability to generate reports to enable data analysis and monitoring of demand and trends.

State-wide Usage 30th October 2007

•All ACAS teams with the exception of two teams.

•All providers.•12802 Referrals •1004 Users •285 Services•164 Agencies.

State wide Governance Structure

• A Chair Person. • A Secretary• One service provider from each DHS

region• One ACAS representative from each DHS

region.• A representative from the Department of

Human Services by invitation and with no voting rights.

• A representative from InfoXchange Australia by invitation and with no voting rights.

Regional Steering Committee:

•A Chair (rotating)•A secretary (rotating)•Up to 5 Ordinary Members from the local user group

•ACAS designate

User Group (Regional Network)

Representatives of the Service Providers and the ACAS from each Region.

On-going enhancementsReports 1. Number of clients allocated to each provider.2. Number of clients allocated to each program. 3. Number of clients by age. 4. Clients from a CALD background. 5. Clients added to the system for the last 12 months.6. Number or people waiting by LGA.7. Number of people waiting by priority.8. CALD background by LGA9. Client waiting time by LGA10.Number of clients LGA.11.DVA eligible clients. 12.Financially Disadvantaged Clients by LGA13.Clients with dementia14.Clients from non-english speaking background15.Number of clients who did not receive a package and

how long they waited on the list16.What happened to clients who received no package?

Future enhancement

• Interface with ACE- Imminent• Interface with E-Referral-

Imminent• More reports