Slide 0 Title slide
WA HACC Transition to My Aged Care
Paul Linden, Director – Home Care Branch
Claire Boast – Aged Care Access Branch
Department of Health 16-20 April 2018
Slide 1 Agenda
•Overview of My Aged Care
•Impact of WA Transition
•Referral Pathways
•My Aged Care Provider Portal (including demonstration)
•Timing for transition
•Further support
•Questions
Slide 2 My Aged Care
•Introduced in 2013 and expanded in 2015 as a clear national entry point to Commonwealth funded aged care services.
•Provides more choice, and easier access to aged care services
Slide 3Key components
1. My Aged Care website and Contact Centre
•Website
•Aged care information
•Interactive online tools
•Service finder
•Contact centre
•Information on aged care and access
•Registration and screening
•Issue electronic referrals
Slide 4 Key components
2. National Screening and Assessment Form (NSAF)
•To ensure a nationally consistent and holistic screening and assessment process
•Comprises of screening, a Home Support Assessment and a Comprehensive Assessment
Slide 5 Key components
3. My Aged Care Assessment Workforces: Regional Assessment Service (RAS)Aged Care Assessment Team (ACAT)
•RAS - Home Support Assessments for clients seeking entry level (basic) support at home, under CHSP
•ACAT - Comprehensive Assessments for clients with complex aged care needs who seek services under the Aged Care Act
Slide 6 Key components
4. A Central Data Base and Workflow System including Client Record
•Facilitates the collection and sharing of client information
•Includes client details (and carer or representative details), assessment details, the support plan and information about services
Slide 7 Key components
5. Portals and Electronic Referrals
•Clients/representatives – view My Aged Care client record
•Assessors – access client information, manage referrals, complete NSAF, update assessment information, manage
outlets and staff
•Service providers – access client information, manage referrals, manage outlets and staff, reporting, add client service information, add service finder information
Slide 8Impact of WA Transition to My Aged Care – HACC Providers
•Key impacts
•Minimal change as the process is similar to the WAAF/WAAFI
•Move to using My Aged Care including the provider portal to manage referrals and include information on the My Aged Care service finder
•All CHSP nursing referrals to go through My Aged Care with an assessment to occur before service provision
Slide 9Impact of WA Transition to My Aged Care – CHSP Providers
•Key impacts
•No longer able to receive direct referrals
•A RAS assessment must occur before delivering services
•All referrals will be through the My Aged Care provider portal
•Need to use the My Aged Care provider portal to capture client service information and include service information on the service finder
Slide 10Impact of WA Transition to My Aged Care – RAS
•Key impacts
•Minimal change as the process is similar to the WAAF/WAAFI
•Move to using My Aged Care including the assessor portal to manage referrals
•Use the NSAF to complete an assessment
•Determine eligibility for all CHSP services including CHSP nursing
Slide 11Impact of WA Transition to My Aged Care – ACAT
•Key impacts
•Able to refer for CHSP services, where required as identified in a Comprehensive Assessment
•Can transfer referrals to a RAS through the My Aged Care assessor portal
•GP referrals will be received through My Aged Care
Slide 12Impact of WA Transition to My Aged Care – Health professionals
•Key impacts
•Health professionals, including GPs, will refer all patients seeking access to Commonwealth subsidised aged care through to My Aged Care
•CHSP nursing referrals will now need to go through My Aged Care
•Health professionals can follow up on a referral by calling the My Aged Care contact centre
Slide 13Health professional web form
Screenshots of the My Aged Care health professional web form.
Slide 14My Aged Care client pathway
Diagram showing the key pathways in My Aged Care for a consumer. Arrows outline the pathway from the website to the contact centre, an assessment and then Commonwealth subsidised aged care services.
Slide 15Referral methods for service providers – new and existing clients
New client
•My Aged Care web form
•My Aged Care contact centre
Existing client – with a significant change in circumstance
•Request a new assessment – contact centre
•Request a support plan review (through the provider portal) – if assessment completed in the NSAF
Previous client – ie. not accessed services in 12 months
•Refer to My Aged Care – same as a new client
Slide 16Change to referrals for CHSP nursing (simple nursing)
•Clients who may require CHSP nursing services will need to come through My Aged Care.
•RAS determine client eligibility for all CHSP services, including nursing.
•If a client and/or referrer contacts you directly:
•Client – transfer/assist the client to contact My Aged Care contact centre
•Health professional – advise to complete the health professional webform
Slide 17Referrals in exceptional circumstances
•There are exceptional circumstances when a client may be accepted for service prior to an assessment – where there is an urgent need if not met immediately, may place the client at risk.
•This will most likely happen for:Nursing, Personal care, Meals, Transport
•In these instances, you must ensure the client contacts My Aged Care. You can assist them to make this referral.
Slide 18Supporting people to access My Aged Care
•Options and pathways for those who cannot/don’t want to speak to the Contact Centre
•My Aged Care representatives
•Regular
•Authorised
•Pathway for those with diverse needs, including remote
•Establish My Aged Care representative
•Call the Contact Centre – direct to assessment for diverse needs clients pathway
Slide 19 Outline
•Accessing the Provider Portal
•Provider Portal Configuration
•Service Referrals
•Service Finder
•Demonstration
Slide 20Accessing the provider portal - AUSkey
•AUSkey is a secure login that identifies you when you use government online services on behalf of a business
•It is the primary authentication mechanism for service providers and assessors to securely access and use the My Aged Care system
•AUSkeys are obtained from the Australian Business Register (ABN)
•Each AUSkey is linked to an ABN and a unique email address of the person being issued the AUSkey
•An AUSkey is linked to an individual. Each individual who uses the My Aged Care system will require their own AUSkey
•The AUSkey can be stored on a computer or a USB stick
•For more information, visit the Australian Business Register website:
Slide 21Accessing the provider portal - VANguard
•The VANguard Federated Authentication Service (FAS) is delivered by the Department of Industry, Innovation and Science
•VANguard FAS allows users logged onto their own network to seamlessly authenticate and use government web applications that are hosted on external networks
•VANguard FAS users do not require additional credentials (AUSkey) or additional software on their computer
•Unlike AUSkey, VANguard FAS does not have an administrative load to manage AUSkeys for all staff accessing the My Aged Care portal
•For more information on VANguard FAS, visit the website on:
Slide 22Service provider and assessor portal
Screenshot of the homepage for the provider portal.
Slide 23Provider portal roles
•Administrator (Org/Outlet)
•Team leader
•Staff member
Slide 24 Organisation structure in My Aged Care
•The provider portal has been designed to allow service providers to set up their organisation in a way that suits their business model.
Slide 25 Provider portal configuration
•Once you have access to the provider portal you can set up your organisation in a way that suits your business model. The following activities need to be performed the provider portal:
•Create a new outlet
•Add service items
•Activate outlet(s)
•Create staff accounts
•Manage preferences
•Each of the above activities will be covered in the following slides
Slide 26Create a new outlet
•Organisation Administrators:
•Set up ‘outlets’ in the provider portal before they can add service information
•Choose how they set up their outlets in the provider portal (i.e. have services under one outlet or multiple outlets)
•Need to set up at least one outlet in the provider portal to add and maintain information about the services your organisation delivers in order to receive referrals
Slide 27Add service information
•Organisation/Outlet Administrators:
•Need to create and maintain information about the aged care services your organisation provides (service items)
•Services delivered by the outlet(s) need to be added
•Can add service sub-types under the service items
•Note: it is important that information about the services you provide remains up-to-date as the information is publicly displayed on the service finder
Slide 28Activate outlet(s)
•Organisation/Outlet Administrators:
•Need to activate their outlet(s) in order for:
•service items to be displayed in the service finder
•Contact centre staff and assessors can send electronic referrals to the appropriate outlet
•Note: An Organisation or Outlet Administrator can also ‘deactivate’ and ‘remove’ an outlet(s) that are no longer required or being used.
Slide 29Create staff accounts and assign rolesOrganisation/Outlet Administrators:
•Need to create staff accounts
•Ensure all staff have an individual AUSkey or VANguard linked to their organisation access for the provider portal
•Assign staff roles according to the functions they will perform in the provider portal (i.e. Team Leader, Staff Member, Outlet Administrator)
•Note: staff can assigned multiple roles if required. The role(s) assigned to staff will apply across all outlets they are assigned to.
Slide 30Manage preferences: Tasks and notifications
•Tasks and notifications are received through the provider portal.
•Task: items that requires an action
•Notification: an alert to advise something has happened i.e. new referral notification
•*Team Leaders and Staff Members can view and action tasks and notifications but cannot manage the preferences for tasks and notifications. Only the Organisation Administrator or the Outlet Administrator can perform this function.
Slide 31Service referral process
•Incoming referrals
•Service referrals for your outlet.
•Referrals can be filtered (priority for service, deadline)
•Accept, waitlist or reject referral
•Waitlist
•You can choose to manage a waitlist in the provider portal
•If you don’t have current availability for a particular service you can choose to accept the referral to your waitlist
•Accepting services pending
•When you have accepted the referral it will appear in your ‘Accepting services pending’ tab
•Service delivery information must be updated on client record within 14 days
•Services in place
•The ‘Services in place tab’ show all the services being delivered for your outlet
•This is where previously accepted referrals can be found
Slide 32Managing referrals
•Referrals for service are for individual services
•Providers will either receive referrals electronically or via a referral code
•Each provider outlet requires at least one person with the assigned role of Team Leader
•Team Leaders are responsible for managing referrals for service:
•Accepting;
•Accepting to waitlist;
•Rejecting referrals; and
•Revoking referrals after acceptance
Slide 33Updating client service information
•Once service referrals are accepted and a ‘Service start date’ has been entered, the client will be ‘commenced’ with your outlet and you can add and edit service delivery information for them. This information includes:
•Service start date
•Recommended end date
•Review date
•Frequency of service
•Specific sub-types being delivered
Slide 34 Service Finder
•Service information is publicly displayed in the service finder on the My Aged Care website
•My Aged Care contact centre and Assessors use this service information to send referrals
•Consumers use the service information in the service finder to research and access services
•It is the Administrator’s responsibility to set up and maintain this information
Slide 35 Demonstration
This slide connected to an external demonstration of the My Aged Care provider portal.
Slide 36 Timing for the transition to My Aged Care
•Transition date – 1 July 2018
•Early access to My Aged Care portals to set up your organisation
•Providers – following execution of grant agreement forms
•RAS Assessors – from 18 June 2018
•Data migration
•What you can do now: Service Provider readiness checklist
Slide 37 My Aged Care support materials
•Guidance documents
•Dept of Health website
•Quick Reference Guides
•Fact sheets
•Videos and Webinar
Slide 38 Further support for the transition
•My Aged Care provider and assessor helpline
•Ph: 1800 836 799
•Monday to Friday between 8am – 8pm
•Saturday from 10am – 2pm
•You can also contact us at:
Slide 39 Q&A