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Approve or decline the request for Restricted Access

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Standard Operating Procedure

For Internal Use Only

OFFICIAL

Approve or decline the request for Restricted

Access

The content of this document is OFFICIAL. This Standard Operating Procedure (SOP) is for Restricted Access Managers (RAMs) only. It will help you record your decision to approve or decline the request for Restricted Access. You will record this in the NDIS Business System (System).

  1. Recent updates

Date What’s changed

November 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 Alink to the new Standard Operating Procedure - Understand your Restricted Access Manager role.

e Astep to update the Restricted Access Request Received interaction when you decline a request.

  1. Checklist

Topic Checklist

Pre-requisites You have:

() read and understood Standard Operating Procedure

Understand your Restricted Access Manager role

Q) been assigned a request for Restricted Access as an interaction in your My Inbox

(J made a decision to approve or decline a request for

Restricted Access using Our Guideline — Your Privacy and

Information

Q) checked you do not have a conflict of interest Q) confirmed you have Restricted Access Manager (RAM) access.

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ees Obs,

Standard Operating Procedure

For Internal Use Only

OFFICIAL

Checklist

Actions:

Either:

  • 3.1 Approve the request
  • 3.2 Decline the request

3. Procedure

3.1 Approve the request

  1. Complete the following steps in the System to approve the Restricted Access request:
  • e 3.1.1 Complete RA Assessment and allocate to team
  • e 3.1.2 Update the status to Pending Security
  • e 3.1.3 Update the status to RA Ongoing
  • e 3.1.4 Next steps

3.1.1 Complete RA Assessment and allocate to team

  1. From the person’s My NDIS Account, select Add Items.

[Image not converted to Markdown – “Image of My NDIS Account with Add Items highlighted” – check the source PDF page for the actual content]

Overview Contacts Interactions Appointments Feedback My Requests Payments Pathways Bookings &

Participant Information Planned Budget : $ 15,600.00 ; Remaining : $ 15,345.69

[Image not converted to Markdown – “Image of NDIS Number, Preferred Name, Contact Method, Email, Interpreter Required and Language fields” – check the source PDF page for the actual content]

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  1. From the list, select Restricted Access.
  2. Select Restricted Access hyperlink. V2.0 2021-11-18 SOP - Approve or decline the request for Restricted Access Page 3 of 12 This document is uncontrolled when printed. OFFICIAL Page 127 of 154

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  1. The Participant Restricted Access screen displays.
  2. If you are:  allocating Restricted Access to the same area as the participant, note down the

participant’s Local Government Area

 not allocating restricted access to the same area as the participant, note down which

office you will be allocating the participant to.

This will help you determine which team/service centre location to assign a Restricted Access Officer later in this process.

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  1. Select Create New Request.
  2. In the Description field, type ‘Restricted Access Approved’. V2.0 2021-11-18 SOP - Approve or decline the request for Restricted Access Page 5 of 12 This document is uncontrolled when printed. OFFICIAL Page 129 of 154

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  1. Select look up (two overlapping boxes) in the Team field.

  2. The Select a Team screen opens. Select look up (two overlapping boxes) in the Team field.

  3. The search screen opens. Search for and select the Team based on the person’s location and circumstances. This is usually the National Delivery team that services the person’s Local Government Area. Use the information you noted in Step 5.

Note: Depending on the reason the person requested Restricted Access, you may need to allocate the person’s record to a team outside the local area. For example, if a participant is a NDIA employee, you may decide to allocate different staff to their record to avoid conflicts of interest. You can refer to the Standard Operating Procedure Understand your Restricted Access Manager role for more guidance.

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  1. You will be returned to the Select a Team screen. Leave the Employee field blank.
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  1. Leave the Reason, Priority and Category fields, as they auto fill with data. Select Save.

  2. The success message displays. Select Close.

  3. Go to 3.1.2 Update the status to Pending Security. 3.1.2 Update the status to Pending Security

  4. From the Access screen, select the Restricted Access Approved task with status RA Assessment.

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  1. Select Edit.
  2. In the Status field, select Pending Security.
  3. Select Save.
  4. The success message displays. Select Close.
  5. Go to 3.1.3 Update the status to RA Ongoing. V2.0 2021-11-18 SOP - Approve or decline the request for Restricted Access Page 9 of 12 This document is uncontrolled when printed. OFFICIAL Page 133 of 154

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3.1.3 Update the status to RA Ongoing

  1. From the Participant Restricted Access screen, select the Restricted Access Approved task with status Pending Security.

  2. Select Edit.

  3. In the Status field, select RA Ongoing from the drop down list.

  4. Select Save.

  5. The success message displays. Select Close.

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3.1.4 Next steps

  1. Use the Standard Operating Procedure – Appoint Restricted Access Officer to a record to:

 appoint Restricted Access Officers (RAOs)  advise the Restricted Access Officers they have a new Restricted Access participant  advise the person you have approved Restricted Access.

3.2 Decline the request

  1. Send the decision letter to the participant, nominee or child representative using Letter – Restricted Access Decision.

  2. Upload the letter to Inbound Documents.

  3. Record the decision to decline the request in the open Interaction templates – General – Restricted access request received interaction.

No further action is required.

  1. Related procedures or resources  Network Support Intranet page  Interaction templates – General

 Letter – Restricted Access Decision

 Standard Operating Procedure – Record the Request for Restricted Access  Standard Operating Procedure – Appoint Restricted Access Officer to a record  Standard Operating Procedure - Understand your Restricted Access Manager role

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

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6. Version control

Version Amended by Brief Description of Change Status Date
1.0 CW0032 Class 2 approved APPROVED 2021-06-03
Content transferred from SOP — Restricted Access — procedure 6.2
2.0 EMN960 Class 1 approved APPROVED 2021-11-18
Minor content reformat and link updates.

V2.0 2021-11-18 SOP - Approve or decline the request for Restricted Access

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