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Appoint Restricted Access Officer to a record

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Standard Operating Procedure

FOI 23/24-0814

For Internal Use Only

OFFICIAL

Appoint Restricted Access Officer to a record

The content of this document is OFFICIAL. This Standard Operating Procedure (SOP) is for use by Restricted Access Managers (RAMs) only. It will help you appoint Restricted Access Officers (RAOs) to a person’s record in the NDIS Business System (System).

  1. Recent updates

Date What’s changed

August 2021 Standard Operating Procedure — Restricted Access has been split into multiple Standard Operating Procedures to make it easier to follow guidance. The following guidance has been added:

e acheck for conflict of interest before you start this procedure

e guidance about what to do if the Restricted Access Officer you want to appoint doesn’t appear on the Participant Restricted Access screen

e steps to re-assign an application to the primary Restricted

Access Officer

e steps to update the My NDIS Contact when you appoint the

Restricted Access Officer

e steps to create or update a primary alert with Restricted Access Manager and Restricted Access Officer names.

November 2021 Content re-formatted and updated pre-requisites to make it easier to understand the order of SOPs for the RA process.

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eA ols,

Standard Operating Procedure

For Internal Use Only

OFFICIAL

2. Checklist

Topic Checklist
Pre-requisites You have:
∇ read and understood Our Guideline — Your Privacy and Information
∇ read and understood Standard Operating Procedure — Understand your Restricted Access Manager role
∇ checked for conflict of interest using the guidance in Standard Operating Procedure — Understand your Restricted Access Manager role
∇ confirmed your Restricted Access Manager user access.

Either:

| | ∇ approved a request for Restricted Access and need to appoint a Restricted Access Officer | | | ∇ removed a Restricted Access Officer and need to replace them.

Actions

  • 3.1 Appoint Restricted Access Officers (RAOs)
  • 3.2 If RAO is not available from the Participant Restricted Access screen (optional)
  • 3.3 Advise the RAO you are assigning a person with Restricted Access to them
  • 3.4 Next steps

3. Procedure

3.1 Appoint Restricted Access Officers (RAOs)

  1. From the participant’s My NDIS Account, select Internal Use.
Bookings Budget Disabilities Referrals Documents Internal Use

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  1. Select Restricted Access.
  2. Select the Restricted Access Approved item.
  3. Select the Restricted Access hyperlink.
  4. The Participant Restricted Access screen displays. Select Relationships. V2.0 2021-11-18 SOP - Appoint Restricted Access Officer to a record Page 3 of 9

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  1. The Relationships screen displays. Review the RA Officers available under Existing RA Relationship with Person section. This shows all the Restricted Access Officers (RAOs) in the team/service centre (allocated during the Restricted Access approval process).

 If the RAO you want to select doesn’t appear, it means they don’t have a RA Officer

role in ESSentials.  If no RAOs appear on this screen, it means that no staff for this site has the RA

Officer role in ESSentials.  To arrange the role in ESSentials and Restricted Access Officer access, go to

section 3.2.

  1. Remove all RA Officers who don’t need access to this record by selecting Delete (rubbish bin).

  2. Select Save. This moves the RA Officer to Other Staff in Service centre with RA Officer Access.

  3. Go to section 3.3 to advise the RAO you have assigned a person with Restricted Access to them.

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3.2 If RAO is not available from the Participant Restricted Access screen (optional)

You will use this procedure when you want to assign a RAO to a record but they are not available to select on the Participant Restricted Access screen.

  1. Go to the Network Support Intranet page and request the role in ESSentials.

  2. While waiting for approval of the role in ESSentials, give temporary RAO access to staff using Standard Operating Procedure – Appoint Temporary Restricted Access Officer. This will allow the RAO to view the record. They won’t be able to develop or make any changes to the plan until their role in ESSentials is updated.

  3. When the staff member’s access is approved in ESSentials, change temporary access to ongoing access for the Restricted Access Officer. Use the following steps to do this:

 From the NDIS Account screen, select Contacts  Select the RA officer  From the Update Relationship screen, change Valid To to 31.12.9999  Select Submit.

  1. Go to section 3.3 to advise the RAO you have assigned a person with Restricted Access to them.

3.3 Advise the RAO you are assigning a person with Restricted Access to them

  1. Contact RAOs to advise:  you will allocate a Restricted Access person to them  they need to read and understand Standard Operating Procedure – Understand your

Restricted Access Officer role

 you will assign them an open interaction.

  1. To hand over the person in the System, complete these steps:  3.3.1 Re-assign the application to the primary Restricted Access Officer  3.3.2 Update the My NDIS Contact to the name of the primary Restricted Access

Officer

 3.3.3 Add an open interaction to advise the Restricted Access Officer you have

allocated a person with Restricted Access to them

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 3.3.4 Create or update the Alert with the name of the Restricted Access Manager

and Restricted Access Officers

3.3.1 Re-assign the application to the primary Restricted Access Officer

  1. From the NDIS Account screen, select Pathway.

  2. Select the current Application.

  3. Select Action (two upward arrows), then select Re-assign.

  4. Search for and select the Employee who is the primary Restricted Access Officer

  5. Select Assign. This sends the application to the Restricted Access Officer’s inbox for action.

  6. Go to section 3.3.2. V2.0 2021-11-18 SOP - Appoint Restricted Access Officer to a record Page 6 of 9

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3.3.2 Update the My NDIS Contact to the name of the primary Restricted Access Officer

  1. From the NDIS Account screen, select Contacts.

  2. Select Add Items, then select Contact.

  3. The My Customers screen displays. Complete the following fields:  Relationship: select My NDIS Contact from the drop down list  NDIS Employee: search for and select the RA Officer.

  4. Select Submit.

  5. Success message displays. Select OK.

  6. Go to section 3.3.3. 3.3.3 Add an open interaction to advise the Restricted Access Officer you have allocated a person with Restricted Access to them

  7. Add an open Interaction using Interaction templates – General – Restricted access approved, Assign RAO template.

  8. Assign the interaction to the primary Restricted Access Officer to advise you have allocated a person with Restricted Access to them.

  9. If you appointed a a secondary Restricted Access Officer, add an open Interaction using the Interaction templates – General – Restricted access approved, Assign RAO template.

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  1. Assign the interaction to the secondary Restricted Access Officer to advise you have allocated a person with Restricted Access to them.

3.3.4 Create or update the Alert with the name of the Restricted Access Manager and

Restricted Access Officers

  1. Create a primary Alert, or update any existing Restricted Access Alert. Include your name as the Restricted Access Manager and the names of the Restricted Access Officers. Staff use this alert to allocate enquiries.

3.4 Next steps

You need to tell the participant, their nominee or child representative in writing when you appoint a Restricted Access Officer and who has been appointed.

  1. Send a letter to the person. The letter you send will be different for:  Recent approval of restricted access: send Letter – Restricted Access Decision  Change to a restricted access officer: send Letter – Restricted Access change of

RAO.

  1. Upload the letter to Inbound Documents.
  2. Related procedures or resources  Network Support Intranet page  Interaction templates – General  Standard Operating Procedure – Understand your Restricted Access Manager role  Standard Operating Procedure – Create an alert

 Standard Operating Procedure – Appoint Temporary Restricted Access Officer

  1. Feedback If you have any feedback about this Standard Operating Procedure, please complete our Feedback Form.

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Version Control

Version Amended by Brief Description of Change Status Date
1.0 CW0032 Content transferred from SOP – Restricted Access — procedure 6.5
Guidance added to strengthen conflict of interest checking
Explain what to do if the Restricted Access Officer you want to appoint doesn’t appear on the Participant Restricted Access screen
Steps to re-assign an application to the primary Restricted Access Officer,
Steps to update the My NDIS Contact when you appoint the Restricted Access Officer,
Steps to create or update a primary alert with Restricted Access Manager and Restricted Access Officer names.		 APPROVED 2021-06-03
2.0 EMN960 Class 1 approved
Minor updates to simply format.		 APPROVED 2021-11-18

V2.0 2021-11-18

SOP - Appoint Restricted Access Officer to a record

This document is uncontrolled when printed.