Responsibilities of restricted access permissions | FOI document library

FOI 23/24-0814

SGP Knowledge Article Template

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The contents of this document are OFFICIAL.

Responsibilities of restricted access permissions

This article provides guidance for all NDIA staff (planner delegate, payments officer, internal review delegate, complaints officer, supporting officer, participant support officer, access delegate, technical advisors, National Contact Centre, liaison officers (HLO/JLO), complex support needs (CSN) planner, national reassessment delegate) to understand:

e the duties of a restricted access role

e how to manage conflict of interest.

Recent updates

29 January 2024

Guidance updated to remove reference to all staff being able to request restricted access permissions. This privilege is held by the minimum number of staff in each team.

Before you start

You have:

e requested and received restricted access permissions in PACE

e read Our Guideline — Your privacy and information, section What if you need extra

privacy protections (restricted access) to understand restricted access.

Responsibilities of restricted access permissions

Restricted access adds extra privacy protection to a person’s records. Read Our Guideline — Your privacy and information for more information on restricted access.

Duties of a restricted access role

As a PACE user with restricted access permissions, you’ll assist a person with restricted access the same as others. For example, if you’re a participant support officer you’ll still resolve participant queries, and if you’re a payment officer you’ll assist with payments in the

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same way. You’ll need to keep in mind the higher level of privacy granted due to the person’s personal circumstance. For example, they may be an Agency staff member or under police protection. For more information on the criteria for restricted access for the participant please read Our Guideline – Your Privacy and Information.

You can only work with a person who has restricted access if a case is assigned:

 directly to you  in a queue you use  in a queue you’re responsible for maintaining.

You shouldn’t look at any restricted access records that haven’t been assigned to you. For more information on accessing records and participant information by a staff member please read APS Values, Employment Principles and Code of Conduct.

Manage Conflict of Interest

When we refer to a conflict of interest, this could be real or apparent.

 A real conflict of interest is a conflict between your public duty and personal interests which could improperly influence the performance of your duties.

 An apparent conflict of interest is when it appears that your personal interests could influence the performance of your duties but in fact, this isn’t the case.

If you have been assigned a participant with restricted access that you know, check if you have a conflict of interest using the NDIA’s Conflict of Interest and Outside Employment Policy.

If you’ve been assigned a case for a person where you have a real or apparent conflict of interest, you must tell your Team Leader immediately. This is so a replacement person with restricted access permissions can be appointed.

Next steps

If you have been assigned a case for a restricted access participant check for any conflict of interest.
If there is no conflict of interest support the person in the same way, keeping in mind the extra privacy granted to their information.

Article topics and case names – internal use only

Topics

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This article relates to the following topics:

e = t_privacyandinformation

Version control

Version Amended Brief Description of Change Status

1.0 EMN960_ | Director review and approval. APPROVED | 2023-06-19

Updated to reflect new PACE processes.

2.0 EMN960 |Class 1 Approval APPROVED | 2023-11-20

1.16 Feature release and Cl updates

3.0 EMN960 |Class 1 Approval APPROVED | 2024-01-22

Guidance updated to:

e remove reference to all staff being able to request restricted access permissions

e provides examples from Our Guideline of why a person may need to be granted restricted access

e link to APS values, Employment Principles and Code of Conduct

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