Private Health Insurance Branch
Prostheses List Management System UserGroup
Member Guidelines
October 2016
Table of Contents
1.Purpose and Background
2.Terms of Reference
3.Composition of the PLMSUG
4.Terms of Appointment
5.Conflict of Interest
6.Proxies
7.Operation of the PLMSUG
8.Travel and Accommodation (if applicable)
Accommodation
Air Travel
9.Business between Meetings
10.Personal Information
11.List of PLMS Contacts
1.Purpose and Background
The Prostheses List Database (PLDB) Project originally included Registration, Apply, Assess, Collaborate and Publish plus automation of invoicing and payments.
As at 18 December 2015, the Prostheses List Management System (PLMS) Project had delivered Stage 1.
Stage 1 of the PLMS Project delivered electronic automation of the ‘registration’ and ‘apply and lodge’ processes.
There are a number of processes still outstanding not yet built into the PLMS as well as existing functionality improvements.
The Department is establishing the Prostheses List Management System User Group (PLMSUG) to improve two-way communication in enhancing Prostheses List (PL) processes.
A constructive working relationship with the PLMSUG will be used to discuss and receive feedback on items such as: future functionality of the PLMS, possible changes to publishing mechanisms, improved invoicing and payment arrangements, general process improvements, and so on.
The PLMSUG provides a forum to discuss:
- business requirements of sponsors in relation to their interactions with the Department, and implementation of the PLMS; and
- feedback on the work being undertaken by the Department, including the registration and application processes through the online portal.
2.Terms of Reference
The PLMSUG is asked to work collaboratively with the Department:
- to review and provide advice regarding proposed enhancements or features of the PLMS, including user testing;
- to improve communication channels with sponsors; and
- to improve stakeholder engagement and communication approaches.
3.Composition of the PLMSUG
It is envisioned that the PLMSUG will consist of approximately 6-8 members, and be chaired and supported by the Department. Membership will be confirmed by the Assistant Secretary, Private Health Insurance Branch.
To ensure even coverage of interests, open nominations will be requested from sponsors to get a good cross reference of nominees based on size (large scale to individual sponsor organisation), geographical location (urban to remote) and varying sponsor category types.
PLMSUG discussions will occur via email exchange and formally through teleconferences and may include up to one face-to-face meeting each year – to be confirmed. The Secretariat will distribute Agendas to group members in advance of meetings and circulate Minutes after each meeting.
4.Terms of Appointment
Appointments to vacancies will be considered by the Department, as appropriate.
Membersare expected to continue until such time as they are no longer able to, or if the PLMSUG is dissolved. If a member is unable to continue, they may pass the membership to another person within their organisation with appropriate skills and experience.
Members may resign from the PLMSUG at any time by providingadvice to the Secretariat.
However, if a member is consistently absent from meetings and not engaging with the provision of feedback/advice as requested, the Department may negotiate to cease the membership and find an alternative representative. This representative will not necessarily be from within the same organisation.
New members may be called for on the basis of those points outlined underItem Three - Composition of the PLMSUG.
5.Conflict of Interest
Conflict of interest is defined as any instance where a member, partner or close family friend has a direct financial or other interest in matters under consideration or proposed matters for consideration by the PLMSUG. A member must disclose to the Secretariat any situation that may give rise to a conflict of interest or a potential conflict of interest, and the member must not be involved in any related discussion or decision making process.
6.Proxies
Where a member is unable to attend a meeting, proxies are able to attend in their place.
7.Operation of the PLMSUG
A meeting will be held with the attendance of a quorum. For the purpose of the PLMSUG, a quorum will be50% of members plus 1 (including representation by proxies).
The PLMSUGwill hold meetings generally via teleconference on a bi-monthly basis and this will be confirmed at the first meeting.
A draft Agenda will be cleared prior to each meeting by the Assistant Secretary of the PHIB. The Agenda and related papers are normally circulated to members oneweek prior to the meeting. Members may submit nominations for Agenda items prior to, or once a meeting invitation has been distributed.
The Minutes of the meeting will be prepared by the Secretariat andare available to members after they have been cleared by the Chair and/or Assistant Secretary. This will usually be within twoweeks of the meeting.
Members are expected to advise the Secretariat when they have completed agreed actions arising from previous meetings.
8.Travel and Accommodation (if applicable)
Accommodation
Accommodation will not be covered by the Department. Face-to-face meetings will be held during business hours allowing time for travel time to, and from the meeting.
Air Travel
PLMSUGrelated flights will be booked by the Secretariat. Members are not to book their own flights and seek reimbursement from the Department.
When booking travel, the Department complies with the Government’s ‘Best Fare of the Day’ policy. The Best Fare of the Day is "the cheapest fare which suits official requirements". Travel will be booked for the day of the meeting. Travel confirmation will be forwarded to members.
The preferred method of air travel ticketing is an E-ticket. A boarding pass will be provided to the member prior to departure.
Members are responsible for contacting the Secretariat if they would like their flights changed. The Secretariat will ensure the members are made aware of their revised air travel arrangements.
The Department does not belong to a frequent flyer scheme and members will not accrue frequent flyer points for air travel undertaken in conjunction with PLMSUG related business.
The Department will not pay any additional costs incurred for the member's private business.
The Department will not pay airline lounge membership for members.
9.Business between Meetings
The Department will at times request members to respond to items for feedback out-of-session. Members are able to discuss these requests within their organisations,and will be advised if any materials should be treated as confidential. Requests will be circulated by email and a lead time of a minimum of 3 business days (where possible) on which to comment on material. Obviously this will be longer for larger volumes of material.
10.PersonalInformation
The personal information of a member is required to enable the Department to contact the member and to undertake any necessary administrative transactions.
The general information retained by the Department may include:
- members’ names;
- contact phone numbers;
- work addresses;
- email address;
- places of employment;and
- correspondence to members.
PLMSstaff have access to this information on a "need to know" basis. Access is restricted to management and the Secretariat.
11.List of PLMS Contacts
Don Benness / PLMS Project Officer & SecretariatPrivate Health Insurance Branch / (02) 6289 7834
Kevin Wojtowicz / Implementation Manager – PLMS
e Health Insurance Branch / (02) 6289 8731
General Enquiries / (02) 6289 9463
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