NDIA Accountability Project

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Check-ins Program Guide Transition V2.2

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Check-ins Program Guide

Transition V2.2

The contents of this document are OFFICIAL.

Program guide to support the training for the Check-Ins facilitated modules. This program guide provides additional information to the PowerPoint for facilitators.

OFFICIAL

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Table of Contents

  • Check-ins Program Guide Transition V2.2: 1
    • Course Information: 4
    • Session Outline: 5
    • Welcome and Introduction: 9
      • Acknowledgement of Country: 9
      • Accessibility: 10
      • Housekeeping: 10
      • Session Outline: 12
      • Learning Outcomes: 13
      • Recap quiz: Using your plan: 14
      • Recap quiz: Support Connection: 14
      • Recap quiz: Request for service: 15
      • Where are we in the NDIS pathway?: 16
    • Topic 1 Why we do Check-ins and the type of check-in: 18
      • Why do we do Check-ins with participants?: 18
      • Identify Risk Factors and Vulnerabilities: 19
      • Teams Group Activity One: 27
        • Would we explore this conversation further because there is a risk to the participant?: 27
        • Group Activity 1 continued.: 28
    • Types of Check-ins: 29
      • Scheduled Check-ins: 29
      • Discretionary Check-ins: 30
      • Pre-reassessment Check-in: 33
    • Topic 2 Who completes a Check in?: 33
      • Who completes the Check-in?: 34
    • Topic 3: Resources: 36
      • Resources: 36
      • Complete a Desktop Review: 37

Learn more about the Participant

Team Group Activity Two – Research

Topic 4 The Check-in process in PACE

Scenario: Sally

Functional Capacity Assessment key points
Demonstration – Check-in PACE

Topic 5: Transitioning existing participants’ plans from SAP CRM to PACE

Check information has correctly transitioned to PACE

Demonstration – Alerts in PACE

SAP CRM – Internal Use Radio Button

Team Group Activity Three: Scenarios

Scenario A – Kendra
Scenario B – Marcus
Scenario C – Isla

Group Activity 4: Scenarios

Group 1 – Charlotte

Group 2 – Mike

Group 3 – Wayne

Recap

Self-Directed Learning

Thank you

National Disability Insurance Agency

Topic 4 The Check-in process in PACE

Display slide 27

State: Topic 4: The check-in case

Scenario: Sally

Display slide 28

Scenario: Sally

State: Sally is our participant who we met during the last couple of weeks of training. She is a 24-year-old female with a diagnosis of moderate intellectual disability. Sally’s first plan was approved 3 months ago which included funding for a functional capacity assessment to assess her ongoing needs. We have now received the new functional capacity assessment which recommends an increase in supports to work towards some new goals. We need to discuss this with Sally in a check-in meeting.

Time: 2 minutes

Functional Capacity Assessment key points

Display slide 29

State: Here are some key points from the Functional Capacity Assessment report that we received before our check-in with Sally. These reports are usually quite long documents however we have picked out a few points here which we can use when considering a check-in conversation. Sally’s Functional Capacity Assessment report states that Sally can mobilise independently. She requires prompting to shower and dress and is fully dependent on her family for meal preparation and cleaning tasks. Sally has been accessing the community with her support worker and would like to build her skills to do this independently. Sally would also like to learn to catch the bus independently. The report notes that Sally has not previously engaged in skill

building activities but wants to be as independent as possible in the future. The

report states that Sally requires increased therapy supports to develop her independent living skills. The Occupational therapist has recommended 1 hour per fortnight of Occupational therapy and an additional 6 hours for report writing as well as 2 hours of skill development with a support worker in Sally’s next plan.

Ask: Are we required to include funding for all therapist recommendations in a participant plan?

Answer: No, support still need to be reasonable and necessary even if they are recommended by an Allied health professional.

Time: 5 minutes

Demonstration – Check-in PACE

Display slide 30

State: I am going to demonstrate how to complete the Check-in meeting for Sally using some examples of what could be included. It’s important to remember that these are just examples and if you are unsure what to write or what to discuss in an check-in meeting you should refer to guidance in the knowledge articles or consult with your team leader or buddy. You will just be observing me complete this however you will practice this in the training environment after todays session.

If you need support or have any questions after this session your Team Leader or Buddy will go through this with you.

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Facilitator Note:

  • From the Person Account screen, select Cases
  • Select New
  • Select Check-in
  • Select Next
  • At Reason Category, select from the drop down options For Sally select participant initiated
  • At the Reason Code, Select Potential Changes to current plan
  • Select Save

State: We will need to book the check in meeting to be able to proceed with the case.

  • From the Check-in case, navigate to the Activity bar on the right

  • Select More

  • Select New event

  • At Search People bar, your details will automatically populate Leave this as is

  • At Start, include the date and time of when the Check-in meeting is to occur For Sally leave the default date and time.

  • At End, leave the default date and time. State: If this was for a real participant you would enter the agreed date and time of the check in conversation.

  • At Assigned To, your name will automatically populate

  • At Subject, Select Check-in meeting from the drop-down options

  • At Description, add in any additional notes. For Sally enter ‘Check in due to new information provided.’

  • At Type, select phone

  • At Location, include where the meeting is taking place For Sally enter Phone

Official

  1. At Interpreter required, No

  2. Select Save.

State: Before commencing any case it’s important to review the guidance for success.

Facilitator Note: Draw learners attention to the Guidance for success in the top left hand corner of the case.

  1. In the Check-in case, select the Check-in tab.

  2. Select Yes for Sally

  3. At During this check-in, will you be supporting the participant and/or their family to prepare for an upcoming scheduled plan reassessment? Select No.

  4. Select Next.

  5. At Participant and Authorised representatives, select Sally’s name and select the arrow facing right to move the name over to the Attended box

  6. Select Next.

  7. Review the About Me information.

State: In this section we can make updates to a persons About Me. Remember it’s important for this to be in the participants own words.

  1. Select Next

  2. Demonstrate the goals screen.

Ask: Based on what we know about Sally can anyone think of a new goal she might want to add to her plan?

Field Answers

State: Sally might want to add that she wants to be able to take the bus by herself.

  1. Select Update

  2. In the Update Request Info screen at Update Requested by, select Participant

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Official

  • At Update Reason, select person statement update
  • Select Next
  • Select New
  • For goal enter: I would like to be able to use the bus independently.
  • For how will I work towards this goal enter: I will work with my support team to develop my skills to manage money for the ticket price and learn where to get on and off so I don’t get lost. My family will help me practice.
  • Under this goal relates to select the boxes for daily life and social and community activities.
  • Select Save.
  • Select Save
  • Select Next
  • Display the ICM supports screen State: We won’t make any updates for Sally in this section today.
  • Select Next
  • Review the Authorised Reps, Providers and Relationships tab to ensure the information is still current and correct. If any of these need to be updated it will need to be done outside of the check in case.
  • Select Next
  • On the budget and funded supports screen select No
  • Select Next
  • On the Changes in situation screen select Abilities and function
  • In the record strategies box enter: Functional capacity assessment received. Discussion with Sally on how to build her functional capacity using her current funded supports and utilizing community and mainstream supports.
  • Under is the participant likely to need their eligibility reassessed enter No
  • Select Next Ask: From what we know about Sally are there any signs of risk?

Field Answers

State: Based on the information we know about Sally there are not signs of risk

  1. Select No
  2. Select Next
  3. From the Next Steps screen of the check-in case, select the relevant checkboxes. The checkboxes you select will automatically create the cases when you submit the check-in

State: We are selecting plan change case here because we have new information about Sally’s functional capacity.

Ask: If this were a real participant and we had just received a functional capacity assessment what other boxes might we select?

Answer: Complete personal and environment circumstance, Update functional capacity assessment, Complete SFOF. This is because we will have new information on the participants capacity which may change the answers to these questionnaires.

  1. At are you scheduling the last check-in before a plan reassessment select No (this is because the question is referring to scheduled reassessments.)
  2. Leave the default check in date for this demonstration.
  3. Select next
  4. At does the participant wish to receive a check in summary select no.
  5. Select Next
  6. Review information and select Submit
  7. If you receive an error message indicating that you can’t progress due to tasks being open.
  8. Select cancel
  9. From the check in case select the Case Activity tab
  10. Under the Activity History heading locate check in meeting
  11. Select the drop down menu (arrow) on the right hand side

OFFICIAL

  1. Select edit
  2. Change event stage to completed
  3. Select save
  4. Go back to the check-in tab
  5. Select submit

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Table 2 – Version Control

Version Description Completed by Date
1.0 First issue KKL559
1.1 Links added, spaces Kht002
1.2 Updated Slides
Formatting of bullet points
Slide numbering
Timing table		 Amelia s22(1)(a)(ii) - irr
1.3 Alt text / formatting FEA036 23-10-23
1.4 Links, spacing KHT002 25-10-23
2.0 Links updated MJK078
2.1 Content Updated RWP064 02/05/24
2.2 PACE demonstrations added RWP064 05/09/24