Better health and ageing for all Australians

Introduction to Aged Care Assessment Program Self-Directed Learning Package - Generic Section - Version 4.0

Responsibilities within ACAP

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The Aged Care Assessment Program is governed through a multi-layered approach involving the Australia Government, the state and territory governments and the auspice (host or employing) organisations.

The following diagram represents the governance of ACAP and the following table outlines the respective roles of the central office, state and territory offices, state and territory governments and ACATs. A brief outline of each party's responsibilities follows.

Figure 3: Governance of the Aged Care Assessment Program

Figure 3: Governance of the Aged Care Assessment Program

The Commonwealth Government

The Commonwealth Government is responsible for the strategic direction and policy issues related to ACAP. The Commonwealth Government carries out these duties through a small team based in the central office in Canberra. State and Territory Offices (known as STOs) are located in each state and assist the Central Office in the specific operational matters for that jurisdiction.

Further information on strategic direction and major activities can be found at www.health.gov.au/ageing

State and Territory Governments

Each state and territory government is responsible for managing the day to day operations of the ACAP and for developing an annual work plan for the Evaluation Units within their jurisdiction. State and territory governments also manage specified projects under the Dementia Support for Assessment Program and the implementation of the ACAP Council of Australian Governments reform agenda.

ACAP Officials

The ACAP Officials forum comprises senior departmental officials representing the Commonwealth Government and each state and territory government. Broadly, the role of ACAP Officials is to oversight the operation of the Aged Care Assessment Program within the framework of agreed Commonwealth Government and state / territory government roles and responsibilities. ACAP Officials meet regularly to discuss issues pertaining to the ACAP and to proUgress an annual work plan.
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Auspice organisations

ACATs are auspiced by various health and community organisations – mainly health care services. Most of these are public organisations, a limited number are auspiced by private organisations or not-for-profit organisations. Auspice arrangements are largely historical. The auspice organisation is the budget holder for one or more teams, employs team members and provides day to day operational governance for the team. Teams are required to abide by the auspice organisations policies and procedures.

Evaluation Units

Evaluation Units (EUs) have been established in each state and territory to collate, analyse and report data at the state and territory level in order to assist with monitoring and planning activities. EU staff assist ACATs in their data collection responsibilities by providing training and advice.

Activity 4

Where is your Evaluation Unit located? Who in your team is the contact person with the EU?

Notes:


National Data Repository (NDR)

In September 2003, the Commonwealth Government Department of Health and Ageing established a Minimum Data Set (MDS) National Data Repository (NDR) for the Aged Care Assessment Program (ACAP). The purpose of this repository is to bring together the data from each of the states and territories and provide an overall national picture of ACAT activity and practice.

The Lincoln Centre for Ageing and Community Care Research was awarded the tender to conduct the Repository.

The NDR reporting timetable depends on data being sent from ACATs to the Evaluation Units (EUs), and on them being able to clean the data and send it to the NDR. The NDR then puts the data through the validation process and requires the EUs to fix any serious problems in the data. The NDR produces quarterly and annual reports on the Aged Care Assessment Program and ad hoc reports as required.
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Activity 5

Assessors and Managers: Locate a copy of the most recent NDR Annual Report (available on the ACAT website) and see how your ACAT's performance compares with the state and/or national performance.

Notes:


The following table provides a further breakdown of the roles and responsibilities for ACAP.

ACAP roles and responsibilities summary 11


Table 2: Roles and responsibilities within ACAP

Commonwealth Government
Central Office

Commonwealth Government
State and Territory Offices

State and Territory Governments

ACATS

Policy
  • to develop and implement national policies to meet the objectives of the ACAP
  • develop and maintain national procedural and operating guidelines for the program
  • provide policy advice and clarification
  • develop/amend legislation
  • contribute to national policy development
  • implement and monitor ACAP policy to meet the objectives of the ACAP
  • provide policy advice to ACATs as required
  • through participation of ACAP Officials, work with the DoHA central office on national policy and planning issues
  • to implement policy in local setting
  • to contribute to policy direction at the state and national levels

Administration
  • the national administration of the program, including management of the Commonwealth Government's ACAP funding
  • manage the national delegations framework
  • provide support to the Minister and the Executive
  • administer the ACAP at the state or territory level with regard to procedural and operating guidelines and conditions of funding
  • coordinate the twice yearly update of the Commonwealth Government secretarial delegations with state or territory governments counterpart
  • ongoing management and maintenance of the occupancy of ACAT delegate positions, including provision of signatories to Medicare as per the ACAT Delegations Policy
  • manage the process of appeals of reviewable decisions under the Aged Care Act 1997
  • maintain ACAT contact details and mailing list
  • manage the day-to-day operations of the ACAP including complaints about ACAT staff performance, practices and recommendations (except Appealable decisions)
  • implement the agreed objectives of the ACAP and ensure that conditions of funding are adhered to by ACATs and Evaluation Units
  • provide input into and manage the day-to-day processing requirements of the twice yearly update of secretarial delegations
  • monitor ACAT delegates' compliance with the requirements
  • inform and report to bilateral meetings on team and program funding and administrative and other activities which are relevant to or impact on assessment services
  • manage the day to day functions of the team
  • ensure processes are effective and efficient and adhere to the relevant legislation, guidelines and policies
  • manage the delegations framework within the team
  • ensure data entry is timely and accurate. Submit reports to EU as required
  • manage budget

Performance monitoring
  • to establish, monitor and report on national performance targets
  • liaise with state or territory governments to monitor performance and report on performance targets
  • identify local trends and issues
  • establish mechanisms to ensure that the guidelines and conditions for managing the ACAP are met, including monitoring the performance of ACATs
  • provide the environment for ACATs and Evaluation Units to operate effectively and independently
  • monitor team and individual performance by setting and reviewing performance indicators. Benchmark these using the reports from the EU and NDR

Strategic direction
  • organisation and secretariat of ACAP Officials meetings
  • to provide strategic direction for the ACAP in consultation with state and territory governments, including the development of national activities
  • develop and implement a national training strategy
  • meet regularly with state or territory government to determine state or territory strategic priorities
  • contribute to national strategy
  • contribute to state and territory government strategic directions, priority setting and policy
  • participate in local and regional strategic planning
  • establish strategic and business plan for team

Communication
  • develop and implement national ACAP communication strategy
  • publish the ACAT Chat newsletter
  • maintain the ACAT specific website
  • participate in program meetings
  • liaise with state or territory government / bilateral meetings
  • communicate with central office
  • implement ACAP communication strategy
  • liaise with ACATs regarding policy advice, appeals and other issues
  • respond to enquiries from providers and consumers
  • liaise with state or territory offices through bilateral meetings
  • liaise with individual ACATs and provide direction and advice
  • liaise with DoHA state or territory offices with regards to changes to ACAT delegates, ACAT contact details, and any other program issues as they arise
  • liaise with State and Territory Government Officials and STOs
  • communicate internally as appropriate
  • establish / maintain links with service providers
  • communicate regularly with client groups to promote the ACAP

Training
  • support the ACAT National Training Strategy
  • work within the ACAT National Training Strategy, including state training coordinator/forum and ACAT education officer(s)
  • work within the ACAT National Training Strategy, including state training coordinator/forum and ACAT education officer(s)
  • work with local AEO to assess training needs and implement initiatives
  • implement local activities
  • ensure all team members participate in relevant training
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