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‘ Promoting Independence’

CACPS, EACH AND DEACH Electronic Referral and Waitlist (ERWL)- A collaborative Success Story Central East Aged Care Assessment Service Victoria Presenter : Moyra Kwan (Manager Central East ACAS moyra.kwan@easternhealth.org.au. ‘ Promoting Independence’. ACAS Overview.

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‘ Promoting Independence’

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  1. CACPS, EACH AND DEACH Electronic Referral and Waitlist (ERWL)- A collaborative Success StoryCentral East Aged Care Assessment ServiceVictoria Presenter: Moyra Kwan (Manager Central East ACAS moyra.kwan@easternhealth.org.au ‘Promoting Independence’

  2. ACAS Overview • Initial project (2005-2006) in the Eastern Metropolitan Region of Melbourne (EMR with 7 LGAs). • Population >70yrs + ATS I: 101,842 (June 2007-ABS Pop’n projections 2002-2020) • Number of ACATs : 3 • Total number of completed assessments 06-07: 9,893 • Number of CACPS newly recommended 06-07: 1,350 • Number of EACH newly recommended 06-07: 431

  3. Number of packages and Providers/ACAS in the EMR 2004 • CACPS: 1249 • General EACH: 87 • Providers: 18 2007 • CACPS: 1889 • General EACH: 212 • Dementia EACH: 95 • Providers: 28

  4. HISTORY • Since January 2000- Regular forums with ACAS teams and the providers of packages. • Increasing number of providers. • Growing waiting list. • Clients multi-listed • Identified need for a centralised waitlist mechanism.

  5. Initial Developments • Centralised waitlist management system using ACE. • Waiting list centrally monitored and circulated to providers. • In collaboration with providers developed: • agreed operation protocols and processes. • referral tool to assist in prioritisation • agreed communication processes

  6. E W/L Project • Submission for funding to develop electronic waiting list. • Contracted project worker from regional Primary Care Partnership (CEPCP) • Evaluation

  7. 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

  8. Logon page

  9. Filter screen

  10. Add to waitlist screen

  11. Waitlist

  12. View Client Details

  13. View Client Details (cont)

  14. Attachments • Statewide Service Coordination Referral Tool template (ScTT) • Referral priority tool • E-ACCR

  15. Consent

  16. 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

  17. 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.

  18. State-wide Usage 30th March 2008 • All ACAS teams with the exception of two. • All providers. • 12802 Referrals • 1004 Users • 285 Services • 164 Agencies.

  19. 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.

  20. Regional Steering Committee: • A Chair (rotating) • A secretary (rotating) • Up to 5 Ordinary Members from the local user group • ACAS designate

  21. User Group (Regional Network) Representatives of the Service Providers and the ACAS from each Region.

  22. On-going enhancements Reports • Number of clients allocated to each provider. • Number of clients allocated to each program. • Number of clients by age. • Clients from a CALD background. • Clients added to the system for the last 12 months. • Number or people waiting by LGA. • Number of people waiting by priority. • CALD background by LGA

  23. On-going enhancements Reports • Client waiting time by LGA • Number of clients LGA. • DVA eligible clients. • Financially Disadvantaged Clients by LGA • Clients with dementia • Clients from non-english speaking background • Number of clients who did not receive a package and how long they waited on the list • What happened to clients who received no package?

  24. Future enhancement • Interface with ACE- Imminent • Interface with E-Referral- Imminent • More reports

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