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Check criteria for a replacement support application

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DOCUMENT 1 FOI 25/26-1041

Check criteria for a replacement support application

SGP KP Publishing

Exported on 2025-11-28 01:10:04

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SGP KP Publishing – Check criteria for a replacement support application

Table of Contents

  1. Recent updates …………………………………………………………………………………………………….. 4
  2. Before you start …………………………………………………………………………………………………….. 5
  3. Understand a replacement support application ……………………………………………………… 6
  4. Check application is correct and complete …………………………………………………………….. 7 4.1 Eligible to apply …………………………………………………………………………………………………… 7 4.2 Support to be replaced …………………………………………………………………………………………. 7
  5. Make a decision to approve or decline the application …………………………………………… 8 5.1 Suitability ……………………………………………………………………………………………………………. 8 5.2 Replacement hours ……………………………………………………………………………………………… 8 5.3 Benefits ………………………………………………………………………………………………………………. 9 5.4 Safety …………………………………………………………………………………………………………………. 9 5.5 Cost of the replacement support ……………………………………………………………………………. 9
  6. Next steps …………………………………………………………………………………………………………… 11

Table of Contents – 2

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SGP KP Publishing – Check criteria for a replacement support application

This article provides guidance for the National Contact Centre and a Technical Advisor to:

  • understand a replacement support application
  • check application is correct and complete
  • make a decision to approve or decline the application.

Recent updates – 3

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SGP KP Publishing – Check criteria for a replacement support application

1 Recent updates

14 October 2024 New guidance to:

  • reflect legislation changes from 3 October 2024
  • check criteria and make a decision to approve or decline a replacement support application.

Recent updates – 4

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SGP KP Publishing – Check criteria for a replacement support application

2 Before you start

You have:

  • read and understood fact sheets about Replacement Supports (external)
  • received a replacement support request from a participant or authorised representative or
  • received a completed Form – Application for Replacement Support (external) with all required information.

IMPORTANT: For all staff other than the National Contact Centre or a Technical Advisor use article Create and action a request for a replacement support.

Before you start – 5

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SGP KP Publishing – Check criteria for a replacement support application

3 Understand a replacement support application

The criteria for assessing a replacement support application have been drafted to guide:

  • NCC in checking applications are correct and complete
  • TAPIB in making a decision to approve or decline the application for a replacement support.

These criteria have been developed to support implementation of the legislative changes on 3 October 2024. It is expected that the criteria will be amended based on feedback received through the application of these processes and the evaluation.

The participant will confirm how the replacement support will be better for them in their application. There is no requirement for the participant to seek additional functional assessment or reports from health professionals.

This process applies to participants seeking a replacement for a support in an existing plan. Requests for a replacement support in a new plan, or a plan reassessment, will not enter the pathway through National Call Centre but will be subject to the same criteria: See Create and action a request for a replacement support.

If:

  • you are NCC staff go to section Check application is correct and complete
  • you are TAPIB staff go to section Make a decision to approve or decline the application.

Understand a replacement support application – 6

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SGP KP Publishing – Check criteria for a replacement support application

4 Check application is correct and complete

4.1 Eligible to apply

This is completed by NCC staff.

  1. Check the replacement support list (external) to determine if the requested support is approved.
  2. Check if the support has already been requested in the past 12 months:
  3. If the support is:
    • Eligible – go to section Support to be replaced
    • Not eligible – the application can’t be accepted. Contact the participant to let them know the application can’t be accepted.

4.2 Support to be replaced

  1. Check the Request for Replacement Support Form for a statement of what supports will be replaced and;
  2. Check the person account to ensure the participant has a support ready to be replaced in their current plan.
  3. If all criteria is:
    • Met – refer to TAPIB. Go to article Create and action a request for a replacement support application.
    • Not met – the application can’t be accepted. Contact the participant to let them know their application can’t be accepted.

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SGP KP Publishing – Check criteria for a replacement support application

5 Make a decision to approve or decline the application

Only TAPIB Technical Advisors or Practice Improvement Branch Technical Advisor delegate can make a decision about whether to approve the replacement supports application.

A technical advice case will be created by NCC if an application has met the criteria for eligibility to apply for a support to be replaced.

The application must meet the criteria as outlined in each section below to be approved.

5.1 Suitability

  1. Check if the replacement support addresses the disability related support needs of the participant.

The criteria for Yes is:

  • There is a demonstrated functional need based on information provided by the participant in the Replacement Support application form. Additional information could be obtained from existing information on the participant’s record
  • The support will replace a support currently in the participant’s plan that addresses the same functional need.
  1. The criteria for No is:
  • There is no demonstrated functional need, OR
  • The replacement support does not address the functional need

Note: For a smartwatch/ tablet/ smartphone or apps it must relate to communication and accessibility needs.

For standard commercially available household goods the item must increase whole task independence. It must also reduce or eliminate the need for a disability support worker or disability specific assistive technology.

  1. If the criteria is:
  • Met - The application can move to the next stage. If the support being replaced is a support worker or other human delivered support go to section Replacement Hours. For any other requested support go to section Benefits.
  • Not met - Go to section Next Steps, step 2.

5.2 Replacement hours

IMPORTANT: This section is only for supports which replace support workers or other human delivered supports.

  1. Check if the estimate of hours is reasonable.
  2. The criteria for Yes is:
  • The tasks that the participant will be able to do without a support worker or other paid professional are in line with the number of hours estimated

The criteria for No is:

  • The number of hours to be saved is not reasonable.
  1. If the criteria is:
  • Met - The application can move to the next stage. Go to section Cost of the replacement support
  • Not met - Go to section Next Steps, step 2.

Make a decision to approve or decline the application – 8

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SGP KP Publishing – Check criteria for a replacement support application

5.3 Benefits

  1. Check if the replacement support provides the same or better outcomes for the participant.
  2. The criteria for Yes is:
  • The participant can describe how the replacement support will achieve the same or better outcomes than the support to be replaced.
  • Note: The participant will provide information about their lived experience in the application form.
  • There is no relevant or current information about the participant’s function which suggests that the outcome is not achievable.

The criteria for No is:

  • The replacement support is unlikely to achieve the same or better outcome.
  1. If the criteria is:
  • Met - The application can move to the next stage. Go to section Safety.
  • Not met - Go to section Next Steps, step 2.

5.4 Safety

  1. Check if there are safety concerns for the participant when using the replacement support.
  2. The criteria for Yes is:
  • Safety concerns are not identified, OR
  • Any safety concerns are below an acceptable level. Additional information may be sought from other sources by TAPIB to make this assessment.

The criteria for No is:

  • Safety concerns are present, AND
  • Safety concerns are above an acceptable level. Additional information may be sought from other sources by TAPIB to make this assessment.
  1. If the criteria is:
  • Met - The application can move to the next stage. Go to section Cost of the replacement support
  • Not met - Go to section Next Steps, step 2.

5.5 Cost of the replacement support

  1. Check if the proposed cost of the replacement support is the same or less than the support to be replaced.
  2. The criteria for Yes is:
  • The tasks that the participant will be able to do without a support worker are in line with the number of hours estimated.

Make a decision to approve or decline the application – 9

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SGP KP Publishing – Check criteria for a replacement support application

The criteria for No is:

  • The replacement support is more expensive than the support to be replaced.
  1. If the criteria is:
  • Met - The application can be approved. Go to section Next Steps, step 1
  • Not met - Go to section Next Steps, step 2.

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6 Next steps

  1. For an approved replacement support application, go to article Create and action a request for a replacement support to complete the technical advice case and contact the participant.
  2. If the application is not approved, TAPIB will call the participant to discuss and offer support before finalising the decision and sending the decision letter.