Standard Operating Procedure

For Internal Use Only

The contents of this document are OFFICIAL.

Add high cost assistive technology in a plan and include replacement AT

This Standard Operating Procedure (SOP) will help you add high cost and replacement assistive technology (AT) supports in the participant’s plan.

Note: If the participant requests replacement mid cost or low cost AT support do not use this process. Follow the procedure in Standard Operating Procedure - Add low cost assistive technology in a plan or Standard Operating Procedure - Add mid cost assistive technology in a plan.

1. Recent updates

Date	What’s changed
February 2022	Update to align with Our Guideline — Assistive technology (AT) changes for mid cost AT supports. For AT, quotes are only required when the item is more than $15,000, or for repairs over $1,500.
September 2021	Partners access the product catalogue tile from their home screen to find the benchmark price for an AT support.

2. Checklist

Topic	Checklist
Prerequisites	You have:

• read and understood Our Guideline — Assistive Technology
• received TAB advice, if needed
• an assessment and quote for the AT support Or the assessment for the AT support and have determined the cost of the AT support using Standard Operating Procedure – No quote provided for high cost assistive technology |

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Standard Operating Procedure

For Internal Use Only

Topic	Checklist
	Or
determined the support meets the criteria for replacement AT process
checked the participant’s record for AT related interactions or inbound documents, including the ATHM tile.
determined what high cost or replacement AT is reasonable and necessary
spoken with the participant about their preferred plan management option
checked the request for AT does not relate to:

• a primary request of a participant requested review (s 48 request)
• a primary request of a review of a Reviewable Decision (s 100 request)
• a complaint about AT supports in the Feedback tile. Note: If the request relates to one of the above, it is your responsibility to make sure the right business area actions the request. Talk with your team leader if you need further advice.

| Actions | 3.1 Check the provider is registered for a support item

• Add high cost AT supports
• Check quote for delivery and set-up costs
• Next steps |

Standard Operating Procedure

For Internal Use Only

Procedure

Check the provider is registered for a support item

Complete this process if the participant’s plan is Agency Managed. If the plan is Agency Managed, the participant must use a registered provider. If the participant is Self-Managed or Plan Managed, go to 3.2 Add high cost AT supports.

1. Select Product Catalogue from your Home Screen. For help to add the product catalogue tile refer to Standard Operating Procedure – Personalise your home screen in the NDIS Business System.

2. Select Search.

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Standard Operating Procedure

For Internal Use Only 3. Search for and select the AT support item.

4. Take note of the Registration Group for the AT support. You will compare this to the provider’s Registration Groups in Step 8.

5. Select Provider Management from your Home Screen.

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Standard Operating Procedure

For Internal Use Only

6. Search for the provider using their provider number or Australian Business Number (ABN).

7. Select Rego Group.

8. Check Registration Group, Start Date and End Date. Make sure the provider is currently registered for the AT support you noted in Step 4.

Add high cost AT supports

1. Select Determine the Funded Supports In the Planning – Staff Tasks.

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Standard Operating Procedure

For Internal Use Only

Select Capital.

Support Type	Price $
Core	15,065.50
Capacity Building	5,924.80
Capital	31,012.95

Total Plan Budget ( $ ): 52003.25 Plan Duration: 24 months

Select the Expander in the Assistive Technology price field to open the support calculator.

Support Category	Price $	Comment
Assistive Technology	0.00	+
Home Modifications	0.00

Participant Goals

Goal Category	Goal Type	Goal
Plan Goals	Work	To have my assistive technology needs met to build independence

Standard Operating Procedure

For Internal Use Only

4. Check the support items in the Support Calculator. Items generate from the Guided Planning Questions (in TSP generated plans). Select Delete Row and remove items if they do not meet reasonable and necessary criteria.

5. Add support items manually if they are not generated from the Guided Planning Questions. AT supports over $15,000 are added differently depending on how the participant has chosen to manage their plan. If the participant has chosen to:

• Agency Manage their supports go to 3.2.1 Use the support calculator to add high cost AT supports.
• Self-Manage or Plan Manage go to 3.2.2 Add funding for high cost AT supports at budget level.

3.2.1 Use the support calculator to add high cost AT supports

1. Add AT supports items using the Support Calculator. To add an item select the Add Row (plus sign).

2. Include all AT supports and select Done.

3. Delete the pre-populated comments in the Comments field.

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Standard Operating Procedure

For Internal Use Only

4. Record Comments for each support you include. If you don’t have a quote use the comment you drafted using Standard Operating Procedure – No quote provided for high cost assistive technology. Clearly describe the AT support so the participant understands what is funded in their plan. Include in your comments:

• the type of equipment being funded
• how it will support the participant to pursue their goals. For example: Funding for your powered wheelchair to pursue community engagement and employment goals.

5. Add capacity building supports using Standard Operating Procedure – Add assistive technology capacity building supports in a plan. 3.2.2 Add funding for high cost AT supports at budget level When you include funds at budget level you do not use support items or the support calculator. Increase the price field with the cost of support following step 3.
6. Review the quote you used to support your reasonable and necessary decision making.

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Standard Operating Procedure

For Internal Use Only

1. The System generates support items from the Guided Planning Questions. Remove the support items if they do not meet the reasonable and necessary criteria. Select Delete Row (trash can) to remove the support item from the support calculator. Select Done.

2. Add the quoted amount at the Capital – Assistive Technology budget level. To do this increase the Assistive Technology budget by the amount of funding needed for the high cost AT support. Do not use the support calculator.

3. In this example the Capital - Assistive Technology budget is $300.00 and you need to add $18,078 for the High Cost AT support at budget level. You need to increase the funding in the Captial – Assistive Technology budget to $18,378.

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Standard Operating Procedure

For Internal Use Only

4. Record Comments for each support item. If you don’t have a quote use the comment you drafted using Standard Operating Procedure – No quote provided for high cost assistive technology. Clearly describe the AT support so the participant understands what is funded in their plan. Include in your comment:

• the type of equipment being funded
• how it will support the participant to pursue their goals. For example: Funding for your powered wheelchair to pursue community engagement and employment goals.

5. Add capacity building supports using Standard Operating Procedure – Add assistive technology capacity building supports in a plan.

Check quote for delivery and set-up costs

1. Check the quote for AT supports to confirm the cost of delivery and set-up. If the cost of delivery and set-up is:

• included as part of the overall cost, go to 3.4 Next steps
• not included you will need to add funding separately, go to step 2.

2. Select the Capital.

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Standard Operating Procedure

For Internal Use Only

3. Select the Expander (2 overlapping boxes) in the Assistive Technology price field to open the support calculator.

4. Select Add Row (plus sign) to add an item.

5. Enter Delivery in the Product search field.

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Standard Operating Procedure

For Internal Use Only 6. Select the support item that matches the quoted AT item.

7. Leave Quantity as one, How Often as once and select Done. When the quoted delivery and set up costs are above the benchmark price you need to change the quantity.

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Standard Operating Procedure

For Internal Use Only

8. Record Comments for each support item you included. For example: Funding of $xxxx for delivery and setup of [equipment type].

Support Type	Support Category	Price $	Comment
Assistive Technology	18,531.15		Funding of $153.15 for delivery and setup of your powered wheelchair.
Home Modifications	0.00

Next steps

1. Check you have included all other reasonable and necessary supports. Refer to relevant Planning resources when completing the remaining steps to develop the participant’s plan.

Related procedures or resources

• Our Guideline – Assistive technology
• Standard Operating Procedure – No quote provided for high cost assistive technology
• Standard Operating Procedure – Add assistive technology capacity building supports in a plan
• Standard Operating Procedure – Add funding for repairs, maintenance, rental and trial of assistive technology supports
• Standard Operating Procedure Add low cost assistive technology supports in a plan
• Standard Operating Procedure Add mid cost assistive technology in a plan
• Standard Operating Procedure Initiate and Record Quotes
• Standard Operating Procedure Consider and Action Quotes
• Planning resources Intranet page

Feedback

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Standard Operating Procedure

For Internal Use Only

If you have any feedback about this standard operating procedure, please complete our Feedback Form.

Version control

Version	Amended by	Brief Description of Change	Status	Date
3.0	CW0032	Class One APPROVED	2020-11-20
	Delivery and set-up section updated to provide clarity on when to include.
Additional information on the terminology ‘budget level.’ Wording was changed and an example provided.
Instructions on using the hotkey to open the Find and Replace box in Excel.
4.0	CW0032	Class 1 approved. APPROVED	2020-12-09
	Updated links to assistive technology guidance.
5.0	CW0032	CLASS 1 APPROVED APPROVED	2021-09-22
	Removal of Partner specific step as they have access to the product catalogue tile in CRM
6.0	CW0032	Class 2 approved. APPROVED	2022-02-10
	Update to align with Our Guideline — Assistive technology (AT) changes for mid cost AT supports. For AT, quotes are only required when the item is more than $15,000, or for repairs over $1,500.

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