transport for independence assessment and highly ... · services – operational guidelines...

Transport for Independence Assessment

and Highly Specialised

Transport for

Independence Assessment

Services

Updated September 2015

Operational Guidelines

This is a living document and will be updated as required

Transport for Independence Assessment and Highly Specialised Transport for

Independence Assessment Services – Operational Guidelines

September 2015

Table of contents

Operational Guidelines ....................................................................................... 1

1 Introduction ................................................................................................ 4

1.1 Purpose of this guidance document ................................................................. 4

2 Background .................................................................................................. 4

2.1 Purpose of transport assessments .................................................................. 4

3 Referral process ........................................................................................... 5

3.1 Determining transport needs ......................................................................... 5

3.2 Making a referral .......................................................................................... 5

4 Commencing services .................................................................................. 5

4.1 Referral from ACC ........................................................................................ 5

5 Service delivery and assessments for client that requires a standard vehicle

or is a passenger in vehicle ................................................................................ 7

5.1 Meeting with client ....................................................................................... 8

5.2 Assessment ................................................................................................. 8

5.3 Submitting the report ................................................................................... 9

6 Approval and next steps ............................................................................ 10

6.1 Approval process .........................................................................................10

6.2 Purchasing a vehicle ....................................................................................10

6.3 Coordination of Vehicle Modifications .............................................................10

7 Service delivery and highly specialised assessment for client’s that require

a self-drive vehicle ........................................................................................... 12

7.1 Meeting with client ......................................................................................13

7.2 Assessment ................................................................................................13

7.3 Submitting the report ..................................................................................14

8 Approval and staged modification process ................................................. 15

8.1 Approval for Stage 1 modifications ................................................................15

8.2 Meeting with client after Stage 1 modifications completed ................................15

8.3 Stage 2 modifications assessment (if necessary) .............................................15

9 Next steps and handover to client ............................................................. 15

9.1 Pre-delivery inspection .................................................................................15

9.2 Final assessment .........................................................................................16

9.3 Assessor handover to client ..........................................................................16

10 Service requirements .............................................................................. 16

10.1 Reassessment .............................................................................................16

10.2 Supplier development ..................................................................................16

11 Reporting and Monitoring ........................................................................ 17

11.1 Supplier reporting to ACC .............................................................................17

11.2 Key Performance Indicator Monitoring ............................................................17

12 Relationships and communication ........................................................... 18

12.1 Standing arrangements with driving instructors...............................................18

12.2 Relationships with other rehabilitation services ...............................................18



September 2015

12.3 Useful contact information ............................................................................19

13 Payment and invoicing ............................................................................ 19

13.1 Electronic invoicing ......................................................................................19

13.2 Pricing schedule explanation .........................................................................19

13.3 Timing of invoicing and payments .................................................................20

14 Use of ACC logo ....................................................................................... 20

15 Glossary .................................................................................................. 20



September 2015 of 20

1 Introduction

1.1 Purpose of this guidance document

These guidelines support the service schedule for the Transport for Independence

Assessment service (TIA) and Highly Specialised Transport for Independence Assessment

(HSTAS) service. It is a reference for suppliers and ACC staff.

If there is a conflict or inconsistency between the operational guidelines and the TIA and

HSTAS service schedules, the service schedules take precedence.

It’s intended that this document will be updated from time to time to reflect best

practice.

2 Background

2.1 Purpose of transport assessments

The objective of the transport assessment services is to provide specialist assessments

that assist ACC to identify the most appropriate and sustainable transport options to:

restore the client’s ability to function independently when using transport in their

normal daily activities

achieve their rehabilitation outcome; and

coordinate the vehicle modification where this has been agreed by ACC.

The assessment process is intended to provide information and advice about the

modifications required, and if a suitable vehicle is not available, identifies appropriate

makes and models of vehicles that have the necessary features that will meet the client’s

injury related needs.

2.1.1 The difference between Transport for Independence Assessment (TIA)

and Highly Specialised Transport for Independence Assessment Services

(HSTAS)

A Transport for Independence assessment is for clients who require transport options

to be identified as a result of functional limitations that have arisen from their injury.

A Highly Specialised Transport for Independence Assessment is specifically for

clients who:

need transport while seated in a wheelchair either as a passenger or driver of a

vehicle, or

are children who are wheelchair users, or

are children or adults who have significant injuries of a progressive nature that

are likely to result in significant impairment affecting mobility/function.




3 Referral process

Referral from ACC is sent to the assessor

This must include the completed ACC4506, Service Code(s) and any other relevant information

The assessor contacts client and schedules face to face meeting

The Case Owner completes theACC4506 Determine Transport

Options with the client to identify outcomes to be achieved

The need for Transport for Independence is identified

3.1 Determining transport needs

The determining transport needs process is designed to assist the Case Owner work with

the client and their family/whanau to identify what assistance may be available or

required to achieve a suitable transport outcome. The information gathered on the

ACC4506 Determine Transport Needs form plays an important role in assisting ACC

determine whether to refer to a TIA or HSTAS Assessor and provides the Assessor with

valuable information to assist them with their assessment with the client.

3.2 Making a referral

Where the Determine Transport Needs has indicated the requirement for a transport

assessment (TIA or HSTAS) the case owner will make a referral to an appropriate Vehicle

Assessor service.

4 Commencing services

4.1 Referral from ACC

ACC will provide the assessor with referral information on the ACC4506 Determine

transport needs. This should include:

a) client and injury details

b) client goals

c) transport needs and options

d) the service code

e) any previous assessment report(s) relevant to the current circumstances.




On receipt of a referral, the assessor will review information for completeness ensuring it

contains all the information required. The assessor must return any referral to ACC if

information is incomplete or inadequate and request this be corrected before accepting

the referral.

If the referral information is complete and contains all the information required, the

assessor will:

a) notify the case owner within one working day that the referral has been accepted

b) contact the client within three working days of acceptance of the referral (unless

otherwise agreed by ACC) to explain the assessment process, answer any client

questions, confirm whether the client requires a support person and arrange a

suitable time and venue to undertake the assessment.




5 Service delivery and assessments for a client who

requires a standard vehicle or is a passenger in vehicle

Face to face meeting with client and support person/people at

client’s home1) Confirm client’s injury related

need and outcomes to be achieved

2) Need to consider environmental factors eg family,

home/work, equipment to be transported

3) Identify options to meet transport needs

Assessor to complete report with recommendations,

vehicle options and/or quote for modifications

Case owner discusses report with client, including client’s financial contribution, and

seeks approval from delegation holder

Decision letter issued to client. Assessor advised if any

follow up required.

Assessor asked to confirm vehicle meets injury related

need and suitable for modification (if required)

Case owner sends approval to modifier (if required) and

referral to assessor to oversee modifications

Assessor completes sign off and sends the ACC6268 –

Transport assessment completion report to the Case

Owner

Client & assessor source vehicle for modification.

Note: May work with broker to source vehicle




5.1 Meeting with client

The assessor will meet (face-to-face) with the client at their home within 10 working

days of initial contact with the client. The assessor should provide a full explanation of

the assessment process to the client (and any other person involved in the assessment

process) prior to the assessment beginning.

5.2 Assessment

The assessor will complete an ACC4507 Transport for independence – standard

assessment or ACC4508 Transport for independence – specialised assessment, including

recommendations, vehicle options and quote for modifications.

The assessment should consider:

the client’s health status, functional ability and medical fitness to drive

the home and work environments including where a vehicle will be parked,

transfers and any potential environmental factors that ACC may need to consider

whether the client will be a driver or passenger in the vehicle and their seated

position in the vehicle

other people or essential items of equipment (eg wheelchair) that need to be

transported and the frequency of transporting those people and/or equipment

items

The assessor must take into full consideration factors which may impact on the

assessment or subsequent vehicle modifications.

The assessor must communicate any issues or potential delays to the client and case

owner as soon as they are apparent.

5.2.1 On road and off road assessments

The assessor should determine if the client requires on road and/or off road driving

assessment(s) and whether or not a driving instructor is required.

5.2.2 Driving instructor / lessons

If a driving instructor is required the assessors is responsible for making these

arrangements (including payment) and being specific about the location and conditions

(eg road type, time of day, weather or traffic conditions) for this assessment.

5.2.3 Transportation of wheelchairs / equipment in vehicles

Consider the following for clients with wheelchairs / equipment:

Wheelchair/equipment size and footprint

Wheelchair/equipment type tie down points / restraint options

Seated height including clearance for vehicle entry, or above head when travelling

Increases to overall weight of the wheelchair

Vehicle entry or restraint system.

5.2.4 Social and vocational considerations

The assessor should work with the client and ACC to ensure that the recommended

options will support the client to achieve their agreed social and vocational goals.

For vocational goals the assessor needs to consider the employer’s responsibility of the

basic tools for the person to do their job (eg if the job requires an employer provided




vehicle, ACC may only consider vehicle modifications to this vehicle as opposed to the

vehicle purchase).

5.2.5 Environmental considerations

The assessor needs to consider where the vehicle will be parked or used and what, if any,

modifications may need to be made to the environment to provide access (eg

modification to a carport and/or what impact the environment will have on the choice of

vehicle).

5.2.6 Considerations for children

For children requiring transport options the assessor should consider / address the

following needs:

current and future equipment needs

family and/or social changes (eg family size changes, access to participate in

activities)

access to education.

For children requiring highly specialised transportation options they should be referred to

a High Specialised Assessment service.

5.2.7 Considerations for clients with progressive / degenerative condition

Where a person has a progressive / degenerative condition that will have a significant

impact on their mobility needs (eg is likely to require the use of a wheelchair for their

future mobility needs) they should be referred to the Highly Specialised Assessment

service.

5.2.8 Future proofing

The assessor, modifiers, case owner, client and/or support people should look forward

and anticipate (within reason) any likely changes in the client’s circumstances that may

affect the vehicle’s modification requirements (eg a change in equipment or family

situation, etc) so that the modified vehicle remains suitable for the client’s requirements

over the expected lifetime of the vehicle.

5.3 Submitting the report

The report must be peer reviewed prior to sending it to ACC. (see section 10.2.3)

The assessment report must be sent to ACC within 5 working days of completing the

assessment and should clearly identify and document:

the client’s injury related needs and vehicle modifications required

the client’s rehabilitation outcomes to be achieved with the provision of vehicle

modifications

costs of providing the modifications identified through working with an ACC

contracted Vehicle Modifier

The following must be attached to the assessment (if appropriate?):

Vehicle Modifier Quotation






6 Approval and next steps

6.1 Approval process

Once the case owner receives that completed assessment and supporting documents

they will review and follow the internal delegation process for approval of entitlement.

Case owner then needs to request client to sign ACC94 Information – Vehicle Purchase /

Modification form and sight their driver’s license if this has not previously been done.

Once approval has been given to proceed with the modifications or purchase of a vehicle,

the case owner will send a decision letter to the client and a copy of the signed ACC94

Information – Vehicle Purchase / Modification form. A copy will also be sent to the

assessor and vehicle modifier within 10 working days of receiving the assessment report,

if all information that is required has been attached.

6.2 Purchasing a vehicle

When a vehicle is not owned by the client, the car chosen will be the most cost effective

vehicle that meets the injury related need. As well as consideration for what the client

would have otherwise purchased to meet their usual transport needs. If the client already

owns a vehicle ACC’s contribution is the difference between the trade-in value of a

client’s current vehicle and the modified vehicle required to meet the client’s injury

related need.

The assessor and client will identify an appropriate vehicle and will:

Arrange with the vehicle provider to have an AA Pre-purchase Inspection

undertaken on the identified vehicle. Where any outstanding issues are

highlighted by the inspection the Vehicle Seller must be requested to have these

fully remedied at their cost. Where substantial issues are uncovered or the Vehicle

Provider is unwilling to undertake any remedial work, the client and assessor

should consider an alternative vehicle.

Send a copy of the satisfactory Pre-purchase Inspection to the case owner along

with the invoice for payment of the inspection.

The case owner will then send a decision letter to the Vehicle Provider with information

on how much ACC will be contributing to the vehicle purchase.

6.2.1 Contribution towards Purchase of a Vehicle

Where the client currently owns a vehicle, the case owner will advise the client to provide

a written appraisal of their current vehicle from a mechanic which identifies the following:

The current condition of the vehicle

The estimated value of vehicle

The trade-in or sale value of the client’s current vehicle will be used as a client

contribution toward the purchase of another vehicle.

6.3 Coordination of Vehicle Modifications

ACC will advise the vehicle assessor if vehicle modifications have been approved and that

coordination services are required within 10 working days of receiving the assessment

report, if all information that is required has been attached.

Where vehicle modifications have been approved in writing by ACC, the vehicle assessor

will coordinate the vehicle modifications. Coordination of an approved vehicle

modification will include:

a) liaison with the vehicle modifier to ensure the exact requirements of the

modification occur as approved by ACC




b) arranging and ensuring the Client has received training from a driving instructor

to use the modified vehicle (where applicable)

c) arranging off-road and on-road driving assessments (where applicable)

d) ascertaining client satisfaction with the completed vehicle modification.

6.3.1 Sign off after modifications

The assessor will forward to the case owner:

ACC6268 – Transport assessment completion report

confirmation that vehicle modifications have been completed which meet the

clients injury related needs

documentation identifying that vehicle has been certified by a qualified

independent LVV Certifier (where applicable).




7 Service delivery and highly specialised assessment

for clients that require a self-drive vehicle

Face to face meeting with client and support person/people at

client’s home1) Confirm client’s injury related

need and outcomes to be achieved

2) Need to consider environmental factors eg family,

home/work, equipment to be transported

3) Identify options to meet transport needs

Second face to face with client at modifier’s

Assessor works with modifier to complete quote for

modifications

Assessor completes and sends report to case owner

Case owner discusses report with client and seek approval

from delegation holder

Case owner issues decision letter to client and cc’s to

assessor and modifier

Modifier to advise ACC, client and assessor when vehicle

available and ready for modification

Assessor meets with client at modifiers once hoist and floor

completed (stage 1).Stage 2 modifications

assessed during this meeting

Final assessment completed once vehicle modifications are

complete at modifier’s or client’s home town.

Assessor hands vehicle over to client once modifications

are fully completed and sends the ACC6268 – Transport

assessment completion reportto the Case Owner.

Assessor contacts Case Owner to organise travel

arrangements for client to get to modifer

Assessor sends report to supervisor for peer review

If assessor is working towards being fully qualified

for HSTAS

Case owner books travel for client for final meeting

Pre-delivery inspection and certification occurs at

dealership




7.1 Meeting with client

The assessor will meet (face-to-face) with the client at their home within 10 working

days of initial contact with the client. The assessor should provide a full explanation of

the assessment process to the client (and any other person involved in the assessment

process) prior to the assessment beginning.

7.2 Assessment

Complete an ACC4508 Transport for independence – specialised assessment, working

with the modifiers complete a quote for modifications and send to ACC within five

working days of completion.

The assessment should consider:

the client’s health status, functional ability and medical fitness to drive

the home and work environments including where a vehicle will be parked,

transfers and any potential environmental factors that ACC may need to consider

whether the client will be a driver or passenger in the vehicle and their seated

position in the vehicle

other people or essential items of equipment (eg wheelchair) that need to be

transported and the frequency of transporting those people and/or equipment

items

The HSTAS assessor must take into full consideration factors which may impact on the

assessment or subsequent vehicle modifications.

The report should peer reviewed prior to sending to ACC. (see section 10.2.3)

Where a vehicle modification or purchase is identified as an option the assessor will

describe the proposed modifications or vehicle (including possible makes and models)

and provide quotes for modifications.

The assessment report must be sent to ACC within 5 working days.



7.2.1 On road and off road assessments

The assessor should determine if the client requires on road and/or off road driving

assessments and whether or not a driving instructor is required.

7.2.2 Driving instructor / lessons

If a driving instructor is required the assessors is responsible for making these

arrangements and being specific about the location and conditions (eg road type, time of

day, weather or traffic conditions) for this assessment.

7.2.3 Transportation of wheelchairs / equipment in vehicles

Consider the following for clients with wheelchairs:

Wheelchair/equipment size and footprint

Wheelchair/equipment type tie down points / restraint options

Seated height including clearance for vehicle entry, or above head when travelling

Knee height for self-drivers

Increases to overall weight of wheelchair




Vehicle entry or restraint system

Need for wheelchair/seating modifications to allow access into vehicle or to enable

self driving e.g. fold down back canes, drop down controller

Any issues with safety related to self-driving

7.2.4 Social and vocational considerations

The assessor should work with the client and ACC to ensure that the recommended

options will support the client to achieve their agreed social and vocational goals.

For vocational goals the assessor needs to consider the employer’s responsibility of the

basic tools for the person to do their job (eg if the job requires an employer provided

vehicle, ACC may only consider vehicle modifications to this vehicle as opposed to the

vehicle purchase).

7.2.5 Environmental considerations

The assessor needs to consider where the vehicle will be parked or used and what, if any,

modifications may need to be made to the environment to provide access (eg what

impact the environment will have on the choice of vehicle).

7.2.6 Considerations for children

For children requiring transport options the assessor should consider / address the

following needs:

the likelihood that the child will increase in size and the wheelchair will need to

accommodate their growth; consideration should be given to future proof the

modifications (eg considering an appropriate wheelchair hoist that will meet child’s

growth needs).

current and future equipment needs

family and/or social changes (eg family size changes, access to participate in

activities)

access to education.

7.2.7 Considerations for clients with progressive / degenerative condition

Where a person has a progressive / degenerative condition that will have a significant

impact on their mobility needs and likely require the use of a wheelchair for their mobility

needs, the assessor, wherever possible, should consider vehicle options that will address

these needs (eg future proofing) including consideration of likely equipment they may

need to transport as a result of their increased needs.

7.3 Submitting the report

Peer review the report prior to sending it to ACC. (see section 10.2.3)

The HSTAS assessor will:

Clearly identify the client specific modifications required to meet the identified

needs

Provide a fixed price quote from the vehicle modifier

Where a second-hand vehicle is being considered, arrange for an appropriate AA

check to be undertaken

Where the client wishes to include options that are considered not injury related,

these additional costs must be clearly identified and the case owner advises client

that these will be responsible for these.




The assessment report must be sent to ACC within 5 working days of completing the

assessment and should clearly identify and document:

the client’s injury related need, vehicle modifications and/or type of required

the client’s rehabilitation outcomes to be achieved with the provision of vehicle

modifications

costs of providing the modifications identified through working with an ACC

contracted Vehicle Modifier

You must ensure the following document is attached:

Vehicle Modifier Quotation



8 Approval and staged modification process

8.1 Approval for Stage 1 modifications

Once the case owner receives the completed assessment and supporting documents they

will review and follow the internal delegation process for approval of a highly modified

vehicle.

Case owner then needs to request client to sign ACC94 Information – Vehicle Purchase /

Modification form and sight their driver’s license if this has not previously been done.

Once approval has been given to proceed with the modifications or purchase of a vehicle,

the case owner will send a decision letter to the client and a copy of the signed ACC94

Information – Vehicle Purchase / Modification form. A copy will also be sent to the

assessor and vehicle modifier within 10 working days of receiving the assessment report,

if all information that is required has been attached.

8.2 Meeting with client after Stage 1 modifications completed

The HSTAS assessor will:

Arrange a trial with a contracted vehicle modifier/provider

Work with the case owner to arrange travel for the client to meet with the vehicle

modifier/provider

8.3 Stage 2 modifications assessment (if necessary)

If a client requires an additional assessment for hand controls and any other

modifications this should be completed during the meeting with the client after the Stage

1 modifications have been completed.

9 Next steps and handover to client

9.1 Pre-delivery inspection

On completion of the vehicle modifications the modifier will:

Ensure the vehicle has been inspected and the appropriate LVV certification plate

is affixed to the vehicle.

Ensure that the appropriate documentation is sent to the assessor.

Arrange for the transportation of the highly modified vehicle to the client’s local

authorised vehicle for handover.




9.2 Final assessment

During the final meeting with client the assessor will confirm that the client is able to

safely operate the vehicle and that an on road driving assessment is undertaken.

The assessor will forward to the case owner:

confirmation that the vehicle modifications have been completed and meet the

client’s injury related needs

confirmation that the client is able to safely operate the vehicle and that an on

road driving assessment has been completed

documentation identifying that the vehicle has been certified by a qualified

independent LVV Certifier

ACC6268 – Transport assessment completion report

9.3 Assessor handover to client

Ideally the assessor will arrange for the modifier to be present at the handover. If the

modifier is not present, the modifier needs to be confident that all necessary training,

information, safety warnings, and instructions of safe usage of the modified vehicle and

the installed components are passed onto the person that will be operating the vehicle.

10 Service requirements

This section expands on the service requirements listed in the service schedule.

10.1 Reassessment

If a reassessment is requested, the assessor will provide information on any changes in

the client’s injury related needs, condition or circumstances since the last assessment

was undertaken.

10.1.1 Requirements for a replacement vehicle

Where a client is referred for a replacement vehicle with modifications, a full assessment

or reassessment may not be required and a referral will be made for Coordination of

Vehicle Modifications. This will include any previous assessment report(s) relevant to the

current circumstances.

Note: If the client’s vehicle is a drive from wheelchair a full assessment will be required

as the client may have an alternative chair and each vehicle has different heights.

10.2 Supplier development

10.2.1 Provisional assessors

Assessors may use provisionally credentialed providers on the basis that the main

assessor (supplier) provides:

Suitable supervision

Takes full responsibility for the completion of services delivered in accordance with

this contract.

Refer to Ministry of Health credentialling requirements for more information.

10.2.2 Supervising assessors

To supervise, the supervising assessor needs to meet the requirements as set out in the

service specification.

Roles and responsibilities for acting in a supervising role:




Identify learning and development needs,

Set realistic goals for the provisional assessors development,

Provide the opportunity for observation of the assessor role,

Provide supervision for the completion of assessments

Review reports following completion of supervised assessments,

Assess skill sets and competence to provide services consistent with this

Agreement and the requirements of the Level 2 credential for Vehicle Purchase

and Modifications on the Ministry of Health Disability Support Services –

Equipment and Modifications Competency Framework,

Promote self-directed learning which may include getting permission from clients

to skype or video an assessment which a supervisor can review, etc.

10.2.3 Peer review

All assessors will have their reports peer reviewed.

The purposes of peer review are to help ensure that:

assessors uphold professional standards

assessors are consistent in how assessments are undertaken

reports are accurate and complete.

Peer review provides a framework to evaluate the quality of the assessment and report

completed. It can lead to identification of the need for amendment and can provide

feedback to assessors as part of their professional development.

Note: If the assessor is under supervision this review processes should be very thorough

to promote learning.

10.2.4 Continuing education meetings

It is expected that the assessors attend at least one continuing education meeting

specific to rules, regulations, standards and good practice relevant to transport for

independence assessment and/or vehicle modification each year which may be facilitated

by ACC.

11 Reporting and Monitoring

11.1 Supplier reporting to ACC

ACC will receive reports from the supplier electronically, in a required format or template

if available. Suppliers may also be required to complete outcome tools to measure

specific outcomes. Organisational reporting will also be submitted to ACC on a regular

basis. Details of the required supplier reporting can be found in the Service Schedule.

11.2 Key Performance Indicator Monitoring

You must meet the following:

KPI Name Acceptable Level of Service

Target Level How measured

Vehicle modification requests provided to vehicle modifiers by the Supplier meet

100% 100% Notifications to ACC by Vehicle Modifiers




NZTA rules and standards set by the LVVTA

ACC Completion reports

All assessment reports include a full rationale for recommendations made

100% 100% ACC review of a sample of submitted reports

Report Resubmission rates

Assessments will be completed within timeframes set out in the Contract

80% 100% Audit of timeframes (as per Table 7 in the Service Schedule) by ACC

12 Relationships and communication

12.1 Standing arrangements with driving instructors

It is expected that assessors will have an arrangement with a local, qualified driving

instructor for the provision of driving assessments/lessons and will be responsible for the

provision of this service directly by:

Identifying and contracting suitably qualified and experienced driving instructor/s

Providing the driving instructor with information relevant to the assessment

Accompanying the driving instructor for the on-road Assessment

Paying the driving instructor’s fee directly as per the rates identified in the Service

Schedule.

The client will not be liable to pay a co-payment for this service.

12.1.1 Driving lessons

Where a client requires driving lessons the assessor will coordinate the driver training to

ensure that it meets the needs of the client. This includes:

Identifying and contracting a suitably qualified and experience driving instructor

Providing the instructor with relevant information

Ensuring lessons are appropriately conducted

Paying of the instructor’s fee as negotiated and consistent with the contract held

between the vehicle assessor and driving instructor.

12.2 Relationships with other rehabilitation services

Assessors will maintain good links and relationships with other social rehabilitation

assessors involved with the client (eg wheelchair and seating, housing, vocational) as

well as other community based services (eg spinal rehabilitation units) to ensure a

collaborative and integrated assessment.

12.3 Privacy and storage of client health information

You are bound by the Health Information Privacy Code 1994 in regard to collecting,

storing and disseminating health information. This means that:




Health information may only be gathered for the purpose for which it is required and

must be as accurate as possible.

The client must be informed about why the information is being asked for and give

their consent for this information to be gathered.

The client has the right to see their information and correct any information which is

incorrect.

Care must be taken with the storage of this information and there are limits on the

disclosure of this information.

The client’s permission must be obtained for any disclosure of the information

gathered.

12.4 Useful contact information

The following people can be contacted for any questions about the contracting process:

Provider Helpline, ph: 0800 222 070 or email [email protected]

your local Supplier Manager, which can be found here: http://www.acc.co.nz/for-

providers/set-up-and-work-with-acc/PRV00096

Contracts Administrator and Health Procurement Specialist ph: 0800 400 503 or

email [email protected]

If you have any other difficulties or issues please visit the ACC website:

http://www.acc.co.nz/for-providers/resolving-issues/index.htm

13 Payment and invoicing

13.1 Electronic invoicing

ACC will set up one account per supplier for payment of invoices. This means there is

one supplier identification, one address for all correspondence (eg purchase orders and

remittance advices) and one bank account number per supplier.

This requirement is to enable transparency of transactions for monitoring purposes by

ACC.

Where a supplier delivers services across multiple regions or sites, and has a requirement

to identify the activities at these regions or sites, Facility Identification numbers can be

provided by ACC. The eBusiness support team on 0800 222 994 (select option 1) can

assist with setting this up.

13.2 Pricing schedule explanation

The prices set out in the service schedule are inclusive of all inputs associated with the

delivery of the service. This includes direct and indirect staff time, overheads such as

administration, information systems, travel costs and return on investment.

Where the pricing unit is a package price, this is a single fee that may be invoiced

following completion of the service for a client. There is no provision for any other

payment (eg do not attend fees). Part payments will not be made.

Where the pricing unit is fee for service, this is an hourly rate that has been approved

within

Where fee for service payments are applicable:

the maximum number of hours is detailed in the plan and approved by the case

owner

mailto:[email protected]

http://www.acc.co.nz/for-providers/set-up-and-work-with-acc/PRV00096

http://www.acc.co.nz/for-providers/set-up-and-work-with-acc/PRV00096

mailto:[email protected]

http://www.acc.co.nz/for-providers/resolving-issues/index.htm




there is no provision for payments where a client does not attend services which are

contracted on a fee for service basis

travel is inclusive within the fee

the supplier can bill at the end of each month for fee for service hours utilised.

The exception to the above is where exceptional travel is payable (refer to section 5.3.10

Exceptional travel).

13.3 Timing of invoicing and payments

Invoicing requirements are set out in the service schedule. It is important for suppliers to

include the start and end date of the service as these dates will be used to measure

various durations as part of monitoring.

Note that a supplier must bill for all services in a timely manner. This should always be

within one month of the completion of services for each client. Late billing will interfere

with service monitoring and disadvantage suppliers.

ACC also reserves the right not to pay invoices which are dated more than 12 months

after the completion of services.

14 Use of ACC logo

Suppliers are not permitted to remove the ACC logo from any ACC form, template or

document.

If sending information under a supplier’s letterhead, the supplier is not permitted to copy

and paste the ACC logo onto their letterhead. The supplier is able to put a statement on

their letterhead stating they are an ACC contracted vocational rehabilitation supplier.

15 Glossary

Refer to the service schedule for definitions and use of terms.

transport for independence assessment and highly ... · services – operational guidelines...

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