NDIA Accountability Project

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Include hearing supports in a plan

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DOCUMENT 2

Include hearing supports in a plan

Previous Step: The participant is identified as having hearing support needs.

Next Step: Review and submit the plan for approval.

  1. Purpose The content of this document is OFFICIAL. This Standard Operating Procedure (SOP) will support you to include reasonable and necessary hearing supports in a participant’s plan in conjunction with hearing supports that are part of the Australian Government Hearing Support Program (HSP). Note: Refer to Early Childhood Services (ECS) resources when developing plans for children aged 0 to 6 years who identify with the primary disabilities of Deaf, hearing loss or hearing impairment.

  2. Index • 6.1 Determine if the participant is eligible for the Hearing Service Program • 6.2 Follow the planning process for the group the participant is in • 6.3 Include Core supports • 6.4 Include Capacity Building supports • 6.5 Include Capital supports • 6.6 Determine Plan Management • 6.7 Notify the Hearing Services Program • 7 Supporting material

  3. To be used by • Plan Developers – Planners and Partners in the Community (Local Area Coordinators [LACs]) • NDIA Plan Delegates

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  1. Scope Participants of the National Disability Insurance Scheme (NDIS) who are eligible for the Hearing Services Program (HSP) will access fully subsidised hearing services and supports (including hearing devices). They will do this under the Hearing Services Program. Participants who are not eligible to receive hearing services and supports from the Hearing Services Program will receive their supports from the NDIS. Under a previous in-kind arrangement participants who were not normally eligible for the Hearing Services Program were issued a voucher to access the Hearing Services Program. This voucher will remain valid until: • it expires; or • when the participant has a plan review and chooses to cancel their voucher and have all their hearing needs funded in their NDIS plan.

Detailed information about the Hearing Services Program and supports is located in the Practice Guide – Hearing Supports. 5. Prerequisites • You have read the Practice Guide – Hearing Supports. • Primary disability and streaming have been correctly recorded in the System.

  1. Procedure

6.1 Determine if the participant is eligible for the Hearing Services Program You need to use this procedure if you do not know if the participant is eligible for the Hearing Services Program. The participant may be: • eligible for the Hearing Services Program under the Community Service Obligation (CSO) program • eligible for the Hearing Services Program under the Voucher program • not eligible for the Hearing Services Program but have a HSP voucher (in-kind arrangement)

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• not eligible for the Hearing Services Program.

If you already know their eligibility, go to section 6.2 – Follow the planning process for the group the participant is in. 6.1.1 Check if the participant is eligible for the Hearing Services Program under the Community Services Obligation program If the participant is: • aged 7 to 25, go to section 6.2.1 to complete the planning steps • Aboriginal Torres Strait Islander over 50 years, go to section 6.2.7 to complete the planning steps.

If the participant doesn’t meet the above criteria you can check if they’re eligible for the Hearing Services Program under the Voucher program – go to section 6.1.2. 6.1.2 Check if the participant is eligible for the Hearing Service Program under the Voucher program If the participant doesn’t know if they’re eligible for the Hearing Services Program, you need to check. There are a number of eligibility criteria. Some examples include, Centrelink Pensioner Concession Card, DVA gold or white card (for hearing loss) holder. For a full list go to the HSP eligibility checker (external).

  1. Get consent from the participant and record it in the System. Refer to Standard Operating Procedure – Check third party consent or authority, and the Standard Operating Procedure – Record third party consent for ways you can get and record consent.

  2. Go to the HSP eligibility checker (external) and follow the instructions to check for eligibility. The participant may be: • eligible and already a customer • eligible but not already a customer. The participant will need to apply if they want their hearing services funded by the Hearing Services Program. They can do this through Hearing Services Program (HSP) website.

  3. If the HSP eligibility checker tells you the participant is eligible, go to section: • 6.2.2 for current NDIS participants aged 26 and above • 6.2.5 for new NDIS participants aged 26 and above.

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  1. If an existing participant is not eligible for Hearing Services Program they may still have been issued a HSP voucher they can use. This would be under the previous in-kind arrangement. Go to section 6.1.3 to follow the steps to find out. 6.1.3 Check if the participant is not eligible for Hearing Services Program, but has a HSP voucher (in-kind arrangement)

  2. Check alerts on the participant’s record. If they are not eligible for Hearing Services Program but they have a HSP voucher you will find an alert on their record. This will be a One main contact alert. This will tell you when the HSP voucher expires.

  3. If the alert tells you the HSP voucher has not expired, go to section: • 6.2.3 for current NDIS participants aged 26 and above, who would like to have the NDIS fund all Hearing Supports • 6.2.4 for current NDIS participants aged 26 and above, who would like to remain with the Hearing Services Program while the voucher is valid.

  4. If the alert tells you the HSP voucher has expired, change the end date of the alert to today’s date. Then go to section 6.2.6.

  5. If there are no alerts on the participant’s record to tell you they have a HSP voucher, go to section 6.2.6

6.2 Follow the planning process for the group the participant is in You will have identified which group the participant is in and if the participant is eligible for the Hearing Services Program and the group in procedure 6.1 – Determine if the participant is eligible for the Hearing Services program. You will now develop the plan based on the hearing group the participant is in. You can find information about each hearing group in section 5.3 of the Practice Guide - Hearing Supports. 6.2.1 Participant aged 7 to 25 Hearing Australia delivers the Community Services Obligation program. They provide hearing services and devices for participants aged 7 to 25. NDIS will fund any reasonable and necessary supports which are not available under the Community Services Obligation program. Complete the following planning steps:

  1. Support the participant to link to the Community Service Obligation program, if they are not already. You can find information on how to do this on the Hearing Services Program (HSP) website.

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  1. Record the mainstream support in the System. Refer to Standard Operating Procedure - Informal, community and mainstream supports. Example Support Description “Your hearing services will be provided through the Commonwealth Government Hearing Services Program which is delivered by Hearing Australia”. Summary: The NDIS will not fund HSP equivalent audiology services where they are available to participants through the Hearing Services Program.
  2. Include funding for the HSP Repairs, Maintenance and Replacement Devices annual fee. Refer to section 6.3 Include Core Supports.
  3. Include core supports that relate to the participant’s disability. Refer to section 6.3 Include Core Supports.
  4. Include capacity building funding to supports. Refer to section 6.4 Include Capacity Building Supports.
  5. Include funding for any capital supports. Refer to section 6.5 Include Capital Supports.
  6. Determine plan management. Refer to section 6.6 Determine Plan Management.
  7. Implement and monitor the plan. Refer to Our Guideline – Your Plan.

6.2.2 Current NDIS participant aged 26 and above, eligible for the Hearing Services Program with a current voucher The Hearing Services Program provides Hearing services. NDIS will fund reasonable and necessary supports which are not available through the Hearing Services Program. Complete the following planning steps:

  1. If the participant turned 26 since their last review you must decide if you should make a referral for National Access. They will consider whether the participant’s eligibility should be reassessed. Refer to Standard Operating Procedure – Refer participant for eligibility reassessment to make the referral.
  2. Record the mainstream support in the System. Refer to Standard Operating Procedure - Informal, community and mainstream supports. Example Support Description “Your hearing services will be provided through the Commonwealth Government Hearing Services Program”. Summary: The NDIS will not fund HSP equivalent audiology services where they are available to participants through the Hearing Sservices Program.

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  1. Include funding for the HSP Repairs, Maintenance and Replacement Devices annual fee. Refer to section 6.3 Include Core supports.
  2. Include core supports that relate to the participant’s disability. Refer to section 6.3 Include Core supports.
  3. Include capacity building funding to supports. Refer to section 6.4 Include Capacity Building supports.
  4. Include funding for any capital supports. Refer to section 6.5 Include Capital supports.
  5. Determine plan management. Refer to section 6.6 Determine Plan Management.
  6. Implement and monitor the plan. Refer to Our Guideline – Your Plan. 6.2.3 Current NDIS participant aged 26 and above, not eligible for the Hearing Services Program but with a current HSP voucher, provided under the previous in-kind arrangement, who would like NDIS to fund all Hearing Supports. The NDIS funds reasonable and necessary Hearing supports. Complete the following planning steps:
  7. If the participant turned 26 since their last review you must decide if you should make a referral for National Access. They will consider whether the participant’s eligibility should be reassessed. Refer to Standard Operating Procedure – Refer participant for eligibility reassessment to make the referral.
  8. Identify the participant’s NDIS hearing supports. Refer to section 6.3 Include Core supports.
  9. Identify the participant’s level of hearing services and include capacity building funding. Refer to section 6.4 Include Capacity Building supports.
  10. Include funding for any capital supports. Refer to section 6.5 Include Capital supports.
  11. Determine plan management. Refer to section 6.6 Determine Plan Management.
  12. Notify the Hearing Services Program to cancel the participant’s HSP voucher. Refer to section 6.7 Notify the Hearing Services Program.
  13. Implement and monitor the plan. Refer to Our Guideline – Your Plan. 6.2.4 Current NDIS participant aged 26 and above, not eligible for the Hearing Services Program but with a current HSP voucher, provided under the previous in-kind arrangement, who would like to remain with HSP while the voucher is valid. Hearing services are provided by Hearing Services Program until the participant’s HSP voucher expires. Vouchers are valid for 3 years from the date of issue. NDIS will fund

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reasonable and necessary supports not available through the Hearing Services Program. Complete the following planning steps:

  1. Record the mainstream support in the System. Refer to Standard Operating Procedure - Informal, community and mainstream supports.
  2. Include funding for the HSP Repairs, Maintenance and Replacement Devices annual fee. Refer to section 6.3 Include Core supports.
  3. Include core supports that relate to the participant’s disability. Refer to section 6.3 Include Core supports.
  4. Include capacity building funding to supports. Refer to section 6.4 Include Capacity Building supports.
  5. Include funding for any capital supports. Refer to section 6.5 Include Capital supports.
  6. Determine plan management. Refer to section 6.6 Determine Plan Management.
  7. Implement and monitor the plan. Refer to Our Guideline – Your Plan. 6.2.5 New NDIS participant aged 26 and above, eligible for the Hearing Services Program The Hearing Services Program provides Hearing services. The NDIS will fund reasonable and necessary supports not available through the Hearing Services Program Complete the following planning steps:
  8. Record the mainstream support in the System. Refer to Standard Operating Procedure - Informal, community and mainstream supports. Example Support Description “Your hearing services will be provided through the Commonwealth Government Hearing Services Program”. Summary: The NDIS will not fund HSP equivalent audiology services where they are available to participants through the Hearing Services Program.
  9. Include funding for the HSP Repairs, Maintenance and Replacement Devices annual fee. Refer to section 6.3 Include Core supports.
  10. Include core supports that relate to the participant’s disability. Refer to section 6.3 Include Core supports.
  11. Include capacity building funding to supports. Refer to section 6.4 Include Capacity Building supports.
  12. Include funding for any capital supports. Refer to section 6.5 Include Capital supports.

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  1. Determine plan management. Refer to section 6.6 Determine Plan Management.
  2. Implement and monitor the plan. Refer to Our Guideline – Your Plan. 6.2.6 New NDIS participant aged 26 and above, not eligible for the Hearing Services Program The NDIS funds reasonable and necessary Hearing supports. Complete the following planning steps:
  3. Identify the participant’s NDIS hearing supports. Refer to section 6.3 Include Core supports.
  4. Identify the participant’s level of hearing services and include capacity building funding. Refer to section 6.4 Include Capacity Building supports.
  5. Include funding for any capital supports. Refer to section 6.5 Include Capital supports.
  6. Determine plan management. Refer to section 6.6 Determine Plan Management.
  7. Implement and monitor the plan. Refer to Our Guideline – Your Plan. 6.2.7 Aboriginal Torres Strait Islander over 50 years Hearing Australia delivers the Community Services Obligation (CSO) program. They provide funding for Aboriginal Torres Strait Islander participants aged over 50 years. NDIS will fund any reasonable and necessary supports which the Community Services Obligation does not provide funding for. Complete the following planning steps:
  8. Support the participant to link to the Community Service Obligation program, if they are not already. You can find information on how to do this on the Hearing Services Program (HSP) website.
  9. Record the mainstream support in the System. Refer to Standard Operating Procedure - Informal, community and mainstream supports. Example Support Description “Your hearing services will be provided through the Commonwealth Government Hearing Services Program which is delivered by Hearing Australia”. Summary: The NDIS will not fund HSP equivalent audiology services where they are available to participants through the Hearing Services Program.
  10. Include funding for the HSP Repairs, Maintenance and Replacement Devices annual fee. Refer to section 6.3 Include Core supports.

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  1. Include core supports that relate to the participant’s disability. Refer to section 6.3 Include Core supports.

  2. Include capacity building funding to supports. Refer to section 6.4 Include Capacity Building supports.

Include funding for any capital supports. Refer to section 6.5 Include Capital supports.

Determine plan management. Refer to section 6.6 Determine Plan Management.

Implement and monitor the plan. Refer to Our Guideline — Your Plan.

6.3. Include Core supports

Include funding for Core supports that relate to the participant’s disability. The following table outlines the appropriate action to take for hearing related Core supports.

6.3.1 Table One — Hearing related Core supports

Core Support Action

Refer to Our Guidelines - Assistive technology on the NDIS website and Assistive Technology guidance on the Planning resources Intranet

page.

Low Cost AT

Include disability translation and | Refer to the Standard Operating Procedure —

interpreting supports in the Include disability related interpreting supports in participant’s plan (Auslan) the participant’s plan.

HSP maintenance contribution | Follow HSP contribution steps below

Refer to Our Guidelines - Assistive technology on

Non HSP repairs and the NDIS website and Assistive Technology maintenance guidance on the Planning resources Intranet page.

6.3.2 HSP contribution

For HSP eligible participants add $100 funding to cover the HSP repairs, maintenance and replacement annual fee.

  1. The Planning page displays, select Determine the Funded Supports.

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  1. From the Determine the Funded Supports screen, select Core.

  2. Select the expand icon at Consumables.

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  1. Select the Product field expand icon.

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  1. In the product field, search using the search term Low Cost AT and select the line item Low Cost AT for Hearing Related AT.

  2. You will be taken back to the Support Calculator.

  3. Select Yes to add the funding for the supports to the existing support category budget.

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  1. At Quantity enter number of Low Cost AT units required based on the planning conversation, Our Guidelines - Assistive Technology on the NDIS website, Assistive Technology guidance on the Planning resources Intranet page and depending on your reasonable and necessary decision. You must include at least 1 unit ($100) to ensure the participant can access funding for the HSP annual maintenance client contribution (generally under $50.00) as per Practice Guide - Hearing Supports. • How Often, select Per Year from the drop down box. • Select Done.

Note: For further information about a participant’s eligibility to receive fully subsidised remote microphone system / Wireless Communication Device (WCD) under the HSP refer to Practice Guide – Hearing Supports. 9. Select Yes to add the funding for the supports to the existing support category budget.

  1. For HSP eligible participants, remove the automatically generated support item comment in the Consumables field and replace with the comment below. <Funding for assistive technology: <$insert budget amount> is allocated for the purchase of Basic (Level 1) and Standard (Level 2) assistive technology to support me to pursue my goals and outcomes. This funding may be used flexibly to cover the annual maintenance and batteries contribution related to the services I receive from the Hearing Services Program>

  2. Select Submit to complete the Determine Funded Supports task or save to return to complete at a later time.

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  1. The success message will ask Are the funded supports correctly aligned to the goals listed in the Participant Statement?

• If you select No, you will be redirected to the Participant Statement. You need to review the goals section and make sure the correct support type boxes have been ticked. • If you select Yes you will continue as usual.

6.4 Include Capacity Building supports Where a participant is accessing hearing supports through the NDIS you will include capacity building funding. You will do this by selecting the appropriate support item based on the participant’s level of hearing services. The Practice Guide – Hearing Supports details the appropriate support items to select. The NDIS can fund reasonable and necessary Capacity Building supports for participants. However, the NDIS will not fund audiology assessments for participants who are eligible for the Hearing Services Program.

  1. The Planning page displays, select Determine the Funded Supports.

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Applications Pre-Planning _ Pam Implement Monitor

Planning - Staff Tasks

Determine the Funded Supports Last updated by on 31.05.2019 >

Determine Plan Management

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  1. In the Determine Funded Supports task, select Capacity Building.

  2. Select Capacity Building a second time. Copy any existing comments from the CB Daily Activity comment field into a word document to re-add to the comments field later.

  3. Review the level of Capacity Building supports generated in the TSP. You will need to increase or decrease as required, to meet the reasonable and necessary criteria. Consider the need for Capacity Building supports (for example improved daily living) for participants based on: • participant goals • functional assessment • provider recommendations.

Examples include, speech, communication and language development, social development and strategies to manage in a mainstream environment. 5. Refer to Our Guidelines - Assistive technology on the NDIS website and Assistive Technology guidance on the Planning resources Intranet page for information on including Capacity Building funding related to assistive technology.

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  1. Select the expand icon for Daily Activities.

  2. Select the expand icon for Product.

  3. Search using ‘audio’ and select the relevant support based on the participant’s level of supports. Refer to the Practice Guide - Hearing Supports.

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  1. You will be taken back to the Support Calculator.

• At quantity select 1 • At how often select per year • At Item Type select stated • Select Done.

  1. In the comments field paste any comments you previously saved.

  2. Select Support Type to return to the main Determine Support Needs screen.

  3. Select Submit to complete the Determine Funded Supports task or save to return to complete at a later time.

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  1. The success message will ask Are the funded supports correctly aligned to the goals listed in the Participant Statement?

• If you select No, you will be redirected to the Participant Statement. You need to review the goals section and make sure the correct support type boxes have been ticked. • If you select Yes you will continue as usual.

6.5 Include Capital supports Add Capital funded supports that are outside the Hearing Service Program. The NDIS will only fund Capital supports for hearing devices where they are: • out of scope for the Hearing Services Program • the participant is not eligible for the Hearing Services Program.

Refer to Practice Guide - Hearing Supports. This does not include speech processors or other implantable devices. Seek TAB advice before including this item in a participant’s NDIS plan. Refer to Our Guidelines - Assistive technology on the NDIS website and Assistive Technology guidance on the Planning resources Intranet page.

  1. The Planning page displays, select Determine the Funded Supports.

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  1. From the Determine the Funded Supports screen, select Capital.

  2. Select Assistive Technology.

  3. Select Product.

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  1. Search using the full name of the Capital Support that is to be added. Refer to Practice Guide - Hearing Supports. Note: searching for hearing will bring up all supports related to hearing.

6.6 Determine Plan Management For Basic (level 1) and Standard (level 2) AT ensure the funding is either self-managed or plan managed, where possible. This supports the participant to exercise choice and control when purchasing their AT supports. If the participant chooses to have their Low Cost AT funding Agency managed, ensure the participant is aware they may not be able to pay their Hearing Services Program hearing provider the annual maintenance fee or purchase their AT items online as they may not be registered NDIS providers.

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To update Determine Plan Management refer to Standard Operating Procedure – Complete the Determine Plan Management task.

6.7 Notify the Hearing Services Program You will only complete this step for current NDIS participants aged 26 and above who: • are not eligible for the Hearing Services Program, and • have a current HSP voucher, and • would like to have NDIS fund all Hearing Supports.

  1. Record the participant’s consent to cancel their voucher on their behalf. Complete the NDIS Form - Consent to Share Information and record this in the System.
  2. Once consent is received send an email to the Hearing Services Program: Email: hearing@health.gov.au CC: Hearing@ndis.gov.au Subject Line Heading: Notification of NDIS funded hearing needs Email Classification: Official – Sensitive – Personal Copy and paste into the body of the email: This email is confirmation that the below Hearing Services Program client has made an informed choice and provided written consent to cancel their HSP voucher. They have chosen to have their hearing needs funded by the NDIS. The participant has been informed that the HSP voucher will cease on . The participant has been advised that they do not meet the Hearing Services Program eligibility criteria and will not be able to obtain another voucher once this existing voucher has been cancelled. NDIS participant number: First Name: Surname: DOB: Plan start date:
  3. Record an interaction noting you have advised the participant of why the Hearing Services Program has been notified, that you have provided them with information to

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make an informed choice and document what date we informed the Hearing Services Program. Refer to Standard Operating Procedure — Interactions template general.

  1. Remove the One main contact Alert from the participant’s record by changing the end date to today’s date. This is the alert that shows when the HSP voucher expires. You need to do this so other staff know the HSP voucher can’t be used.

  2. Supporting material

Practice Guide — Hearing Supports Operational Guideline — Assistive Technology

Hearing Service Program website

Standard Operating Procedure — Alerts in the NDIS Business System

  1. Process owner and approver

General Manager, Participant Experience Design

  1. Feedback

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

  1. Version control

Version

5.0

Amended by

Cwo0032

Brief Description of Change

Class 2

Interim support items for hearing services for participant’s under the age of 26 should no longer to be included in plans

Status

APPROVED

Date

2020-04-28

6.0

JC0075

Class 3 Approval

From 1 July 2020 NDIS will fund wrap around reasonable and necessary supports that are not funded via HSP.

APPROVED

2020-06-14

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Version

7.0

Amended by

JC0075

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Brief Description of Change

Class 2 approval.

Changed the order of the first 2 procedures so the first procedure is to check for HSP eligibility. The second procedure is to follow the planning procedure for the Hearing group the participant is in. The procedures have been clarified. Minor updates to wording for plain English.

Status

APPROVED

Date

2021-01-14

8.0

CS0074

Class 1 Approval

Updated links relating to Assisting the participant with their preferred method of communication.

APPROVED

2021-02-19

9.0

CS0074

Class 1 approval

Dept of Health and Aged Care advised new website for Hearing Services Program (HSP). Links to HSP website updated.

APPROVED

2023-05-29

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