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Better Health Care Connections: Aged Care Multidisciplinary Care Coordination and Advisory Service Program - Grant Program Guidelines

PDF printable version of the Grant Program Guidelines (PDF 284 KB)

These Guidelines apply to both elements of the Aged Care Multidisciplinary Care Coordination and Advisory Service Program as follows:

• Element 1: Trial - Aged Care Coordination and Advisory Services (Mar 2013 – June 2017)
• Element 2: Pilot - General Practitioner consultations for residents of aged care facilities via video consultation (Mar 2012 – June 2017)

Contents

1. Introduction
1.1. Purpose of this document
1.2. Program Background
1.3. Program Overview
1.4. Program Aim, Scope, Objectives and Outcomes
1.5. Implementation Arrangements
1.5.1. Trial: Aged Care Coordinators
1.5.2 Pilot: General Practitioner consultations for residents of aged care facilities via video consultation
1.6 Evaluation
1.7 Roles and responsibilities
1.8 Anticipated key dates
2. Eligibility
2.1. Who is eligible to apply for funding?
2.2. What is eligible for funding?
2.3. What is not eligible for funding?
3. Probity
3.1. Conflict of interest
3.2. Confidentiality and Protection of Personal Information
4. How to Apply
4.1. Obtaining an application
4.2. Applications requirements
4.3. How to submit an application
5. Appraisal
5.1 Appraisal process
5.2 Appraisal criteria
6. Decisions
6.1. Approval of funding
6.2. Advice to applicants
6.3. Complaint handling
7. Conditions of Funding
7.1. Contracting arrangements
7.2. Specific conditions
7.3. Payment arrangements
7.4. Reporting requirements
7.5. Monitoring
7.6. Evaluation
8. Glossary of Terms
9. No Contractual Obligations
Attachment A - Grant Program Process Flowchart
Attachment B - Example of Residential Aged Care Facility monthly telehealth log with definitions
Attachment C - Example of General Practitioner monthly telehealth log with definitions

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1. Introduction

1.1. Purpose of this document

Welcome to the Aged Care Multidisciplinary Care Coordination and Advisory Service Program Guidelines (the Guidelines). These Guidelines are designed to provide details of the multidisciplinary care initiative that was announced by the Australian Government as part of the Living Longer Living Better aged care reforms.
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1.2. Program Background

The Australian Government is building a better, fairer and more nationally consistent aged care system. The Living Longer Living Better aged care reform package provides $3.7 billion over five years. It represents the commencement of a 10 year reform program to create a flexible and seamless system that provides older Australians with more choice, control and easier access to a full range of services, where they want it and when they need it. It also positions the aged care system to meet the social and economic challenges of the nation’s ageing population.

The reforms give priority to providing more support and care in the home, better access to residential care, more support for those with dementia and strengthening of the aged care workforce. They have been progressively implemented from 1 July 2012 to give early benefits to consumers and providers but also to ensure there is a smooth transition for consumers and providers and sufficient time to adapt and plan ahead of further reform.

The Government has undertaken significant reform to the health system to bolster primary care and preventative care services to keep people out of hospital, to enable people stay well in their community and importantly to ensure the health and wellbeing of Australians as they age. As part of Better Health Connections in the aged care reform package, the Government has a strong focus on building links between aged care and the health and hospitals system. Many older Australians are in hospitals because they have nowhere else to go. A quarter of all aged care residents enter hospital every year. Approximately 30% of these admissions could be avoided if a General Practitioner (GP) or other primary health care professional was available.

Medicare Locals are a central component of the Government’s primary health care reforms. Their role includes better linking aged care with GPs, nursing and other health professionals and hospitals; and identifying gaps in delivering primary care to residential and community aged care at the local level.

You can find more information about the Program and the Living Longer Living Better aged care reform package on the Department’s website.

1.3. Program Overview

As part of the Living Longer Living Better aged care reforms, the Government is providing $9.969 million over five years from 2013-13 to 2016-17 to support older Australians with complex health needs who would benefit from increased access to multidisciplinary teams of health professionals to coordinate their care and treatment. This Program will improve the health and well-being of older people by providing support for increased provision of multidisciplinary care for aged care recipients, encompassing general practitioners, nurses and other primary health care providers, specialists and aged care providers. It will address the significant and persistent barriers that exist for aged care recipients, particularly those in residential aged care, in accessing primary health care.

Specifically this program supports both a a trial of an aged care multidisciplinary care coordination and advisory service (Aged Care Coordinators) in up to nine locations across Australia and a pilot delivering General Practitioner (GP) consultations by videoconference to aged care recipients in up to 30 Residential Aged Care Facilities (RACFs).

1.4. Program Aim, Scope, Objectives and Outcomes

Aim

The aim of the program is to improve the quality of health care for aged care recipients in both community and residential aged care settings.
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Scope

The purpose of the program is to trial aged care coordination services, including support for a pilot of GPs providing consultations via videoconference to residents of participating RACFs. Under the Program there are three funding streams:

• Aged Care Multidisciplinary Care Coordination and Advisory Service funding for up to nine full time equivalent Coordinators across Australia (funding to successful applicants);
• Support for up to 30 RACFs participating in the pilot of GPs providing video consultation services to their residents ; and
• Clinical service payments (outside of the MBS) made to GPs for video consultation services delivered to residents of participating RACFs.

The Program will not provide funding for the purchase of videoconferencing equipment including hardware or software. This does not prevent participants from enrolling in other programs providing incentives for the establishment of telehealth services.

Activities supported under the Program will include those that:

• Work to create linkages and assist specialists, general practitioners, allied health professionals and aged care providers to deliver multidisciplinary care, utilising relevant Medicare Benefit Scheme (MBS) items, incentives and local resources.
• Support the provision of patient centred and coordinated multidisciplinary care in both residential and community care settings.
• Have a specific focus on developing and promoting models of GP led multidisciplinary care to older people.
• Do not duplicate existing trials or services.
• Build on and complement existing initiatives and services.
• Have strong local support.
• Deliver verifiable benefits such as improved health outcomes for older people, increased usage of multidisciplinary care planning and improved access to healthcare services.

Objectives

The Program’s objectives are to:

• Promote the expanded use of in-reach services to RACFs.
• Promote the development of regionally or locally-based visiting multi-disciplinary health care teams.
• Develop better links with the health system in both the community and residential settings.
• Promote multidisciplinary care for aged care recipients.
• Create linkages that assist specialists, general practitioners, allied health professionals and aged care providers to deliver multidisciplinary care, utilising relevant Medicare Benefit Scheme (MBS) items, incentives and local resources.
• Develop a business case on the appropriateness and potential impacts of telehealth as a way of delivering better access to GP services in residential aged care.

Outcomes

Program outcomes include:

• Decline in acute events, emergency admissions and hospitalisation;
• Decline in premature entries into residential aged care facilities;
• Improved health outcomes including reablement, improved functional ability and increased independence for aged care recipients;
• Enhanced client satisfaction and more seamless and continuous care provision;
• Reduced duplication of effort by health and aged care providers through enhanced coordination;
• Better uptake of innovative practices in aged and health care, such as the use of telehealth; and
• Better management of workforce shortages.

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1.5. Implementation Arrangements

1.5.1. Trial: Aged Care Coordinators

Funding for Aged Care Coordinators will be provided to successful applicants to improve the health and well-being of older people by providing support for increased provision of multidisciplinary care for aged care recipients, encompassing general practitioners, nurses and other primary health care providers, specialists and aged care providers. They will contribute to addressing the significant and persistent barriers that exist for aged care recipients, particularly those in residential aged care, in accessing primary health care.

Aged Care Coordinators will work with Medicare Locals and Age Care Assessment Teams (ACAT) in a variety of ways to create linkages and assist specialists, general practitioners, allied health professionals and aged care providers to deliver multidisciplinary care, utilising relevant Medicare Benefit Scheme (MBS) items, incentives and local resources.

The trial establishes the equivalent of nine full time Coordinators across Australia and will be conducted over a four and a half year period. Coordinators will be located within the existing infrastructure of Medicare Locals (or work very closely with Medicare Locals) to create efficiencies and avoid duplication of effort and responsibilities.

This trial has a specific focus on promoting GP-led multidisciplinary care to older people. There are currently MBS items for GP contribution to multidisciplinary care planning and this proposal will reinforce the role of multidisciplinary teams and allied health.
Coordinators will be required to provide quarterly reports to the Department on the services they have provided in their region and document learnings from their experiences (e.g. case studies/scenarios). These reports can include the number of multidisciplinary care plans commenced and reviewed, the number of times they have liaised with ACATS and other people in receipt of Community Aged Care Packages (CACP), as well as subjective information relating to the initiative including the identification of any barriers or enablers they have encountered.

Coordinators will also be responsible for the conduct of the GP video consultation pilot including:

• recruitment of RACFs and GPs;
• collating monthly reporting from participating RACFs and GPs;
• providing these reports to the Department by the 20th of each month; and
• participate in all evaluation activities.

Funding available for Aged Care Multidisciplinary Care Coordination and Advisory Service is equivalent to $145,000 per annum for each of the nine trial sites. It is expected that payments will be made quarterly on meeting reporting and performance milestones.
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1.5.2 Pilot: General Practitioner consultations for residents of aged care facilities via video consultation

This initiative provides funding for a pilot delivering GP consultations to aged care recipients in residential aged care facilities by videoconference. The pilot is expected to improve residents’ access to primary health care services and facilitate GP involvement in multidisciplinary care.

The pilot will be implemented through a funded program outside the MBS. The pilot will be conducted at up to 30 RACFs around Australia across metropolitan, rural and remote settings over a three and a half year period to provide information on the appropriateness and potential impacts of telehealth on delivering better access to GP services in residential aged care.

Funding offered to RACFs through the pilot is $10,000 per annum per participating RACF. It is expected that payments will be made quarterly on meeting minimum performance levels and reporting milestones as detailed in individual funding agreements. RACFs will be recruited into the pilot by their local Coordinator.

These funds are made available to assist facilities to:

• provide support to residents participating in a videoconference:
• undertake ongoing monthly reporting; and
• participate in evaluation and review activities.

Ongoing reporting requirements will take the form of a monthly telehealth log (Attachment B) to be provided electronically to the facility’s local Coordinator by the 10th of each month.

Video consultations though this pilot will not count towards onboard payment requirements under the Connecting Health Services with the future: Modernising Medicare by Providing Rebates for Online Consultations initiative and RACFs will not be able to claim these consultations as telehealth service incentive payments.

Clinical service payments will be made to GPs for video consultation services delivered and will contain an administration component to support the establishment of telehealth arrangements, the billing process required (given the trial is outside the MBS) and the reporting requirements. Reporting requirements will take the form of a monthly telehealth log (Attachment C) to be provided electronically to their local Coordinator by the 10th of each month.

Clinical service payments will be made under similar circumstances to face-to-face consultations and will attract a fee for service similar to existing MBS items with an additional component for additional administration costs. This equates to:

• Level A (obvious and straightforward cases) - $25.20
• Level B (consultation lasting less than 20 minutes for cases that are not obvious or straightforward in relation to one or more health related issues) - $44.50
• Level C (consultation lasting at least 20 minutes for cases in relation to one or more health related issues) - $77.90
• Level D (consultation lasting at least 40 minutes for cases in relation to one or more health related issues) - $110.45

The pilot will be set up to mirror the MBS framework as closely as possible, so that it can be used effectively to identify and address possible implementation problems and unintended consequences prior to consideration of these items for inclusion on the MBS in the future.

Video consultations through this pilot will not count towards onboard payment requirements under the Connecting Health Services with the future: Modernising Medicare by Providing Rebates for Online Consultations initiative and GPs will not be able to claim these consultations as telehealth service incentive payments.

GPs will be recruited into the pilot through a participating RACF and/or the local Aged Care Coordinator.
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1.6 Evaluation

A procurement process will be undertaken in year 4, to evaluate the program. The evaluation will cover both the trial of the aged care coordination and advisory services and the pilot of GP video consultations.

The evaluation will consider the extent to which the program objectives have been met and outcomes realised. The evaluation will also consider the clinical efficacy of telehealth delivery of GP services and an assessment of the overall benefits to residents of participating RACFs.

1.7 Roles and responsibilities

The Grant Program Process Flowchart at Attachment A outlines the roles and responsibilities of each party.

The Department is responsible for the detailed administration of the Program, including all aspects of the application, appraisal and advice to the Funding Approver on the merits of each application, negotiating Standard Funding Agreements, payments, monitoring progress, and acquittal and evaluating processes.

The Funding Approver for the Program is the First Assistant Secretary, Ageing and Aged Care Division, Department of Health and Ageing. The Funding Approver makes a decision on each application and the Department advises the applicant of the decision.
The Minister for Mental Health and Ageing has responsibility for the Program.

As part of the application process, entities submitting applications should ensure all information they provide is accurate. Entities applying should be prepared to meet the costs associated with the development and lodgement of their application.
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1.8 Anticipated key dates

The following table outlines the anticipated timeline for the program.

Milestone	Anticipated Dates
Program Announced	16 November 2012
Guidelines Published	16 November 2012
Applications Open	16 November 2012
Applications Close	21 December 2012
Assessment and Decision	15 February 2013
Program Ends	30 June 2017

The funding commencement date will vary with each project. The commencement date will be the date the funding agreement is executed between the Department and the successful applicant. Timeframes for funding will be determined on a case by case basis for a period of up to three years.

2. Eligibility

2.1. Who is eligible to apply for funding?

The Department is seeking applications from interested Medicare Locals and/or existing approved providers of residential or community aged care services. Applications will not be accepted from entities that are not existing Medicare Locals and/or existing approved providers of residential or community aged care services.

To be eligible for funding:

• Medicare Locals must provide letters of support from at least two (and up to a maximum of four) Residential Aged Care Facilities indicating their willingness to enter into a simple funding agreement with the Department for the purposes of participating in a pilot of local General Practitioners providing consultations to residents in their facilities by video.
• Applicants are not required to have had a prior funding relationship established with the Department, but must be a legal entity to be eligible for funding. Organisations eligible for funding are specified at Section 2 of these Guidelines.
• The Department encourages organisations to form collaborations, consortia or partnerships to deliver projects. If more than one organisation will be involved in the project, one organisation must be identified as the lead organisation and an authorised representative of the lead organisation must sign the Application Form.
• Existing approved providers of residential or community aged care services who intend to apply to provide aged care coordination services must provide
  a) A letter of support from a Medicare Local outlining their commitment to work with the applicant, including contact details of a relationship manager and specific support arrangements; and
  b) letters of support from at least two (and up to a maximum of four) Residential Aged Care Facilities indicating their willingness to enter into a simple funding agreement with the Department for the purposes of participating in a pilot of General Practitioners providing consultations to residents in their facilities by video.
• If more than one organisation will be involved in the trial, one organisation must be identified as the lead organisation and an authorised representative of the lead organisation must sign the Application Form

2.2. What is eligible for funding?

Applications which will be considered for funding must comply with the Program Aim, Scope, Objectives and Outcomes and include activities supported under the Program (refer section 1.4). Any activities not directly relating to the Program Aim, Scope, Objective or Outcomes or supported Program activities will be considered during the assessment process and recommendations will be made based on whether these out-of-scope components are appropriate.
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2.3. What is not eligible for funding?

The Department will not fund activities that duplicate existing resources or that only assist an individual or organisation without having any impact on the wider community. Some specific examples of activities which will not be funded include:

• Purchasing of video conferencing equipment
• capital works or construction;
• purchasing of major equipment or motor vehicles;
• long-term, recurrent or ongoing funding of routine service delivery;
• retrospective items or activities;
• activities undertaken by political organisations; or
• activities that subsidise commercial activities.

Retrospective items/activities will not be funded by the Program.

3. Probity

The Australian Government is committed to ensuring that the process for providing funding under the Aged Care Multidisciplinary Care Coordination and Advisory Service Program is transparent and in accordance with published Guidelines.

Note: Guidelines may be varied from time-to-time by the Australian Government as the needs of the program dictate. Amended Guidelines will be published on the Department’s website under Programs and Initiatives at the Department of Health and Ageing website.

3.1. Conflict of interest

A conflict of interest may exist, for example, if the applicant or any of its personnel:

• Has a relationship (whether professional, commercial or personal) with a party who is able to influence the application assessment process, such as a Department staff member;
• Has a relationship with, or interest in, an organisation, which is likely to interfere with or restrict the applicant in carrying out the proposed activities fairly and independently; or
• Has a relationship with, or interest in, an organisation from which they will receive personal gain as a result of the granting of funding under the Aged Care Multidisciplinary Care Coordination and Advisory Service program.

Each applicant will be required to declare as part of their application, existing conflicts of interest or that to the best of their knowledge there is no conflict of interest, including in relation to the examples above, that would impact on or prevent the applicant from proceeding with the project or any funding agreement it may enter into with the Australian Government.

Where an applicant subsequently identifies that an actual, apparent, or potential conflict of interest exists or might arise in relation to this application for funding, the applicant must inform the Department in writing immediately.
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3.2. Confidentiality and Protection of Personal Information

Each applicant will be required to declare as part of their application, their ability to comply with the following Legislation/Clauses in the funding agreement it may enter into with the Australian Government.

The Protection of Personal Information Clause requires the Participant to:

• comply with the Privacy Act (1988) (‘the Privacy Act’), including the 11 Information Privacy Principles (IPPs), as if it were an agency under the Privacy Act, and the National Privacy Principles (NPPs);
• refrain from engaging in direct marketing (s 16F of the Privacy Act), to the extent that the NPP and/or s 16F apply to the Participant; and
• impose the same privacy obligations on any subcontractors it engages to assist with the Project.

The Confidentiality Clause imposes obligations on the Participant with respect to special categories of information collected, created or held under the Agreement. The Participant is required to seek the Commonwealth’s consent in writing before disclosing Confidential Information.

Further information can be found in the Standard Funding Agreement available on the Department of Health and Ageing website.

4. How to Apply

4.1. Obtaining an application

Applicants may obtain an application form from the Department’s website under Tenders and Grants at the Department of Health and Ageing website. The application is included in the Invitation to Apply at section D.

4.2. Applications requirements

Applications must be submitted to the Department by the date specified in the Invitation to Apply and should meet all the requirements outlined below.

Applications must address all of the selection criteria to be considered for funding. These criteria are outlined in Section 3 of the Invitation to Apply. It is important to complete each section of the application form and use the checklist to make sure each requirement has been considered.

4.3. How to submit an application

Applications may be submitted on the official application form and must be lodged electronically.

To assist with the appraisal of an application, clarifying information may be requested by the Department. Applicants will be notified by email or post where this is required.

5. Appraisal

5.1 Appraisal process

Those applications which do not satisfy the eligibility criteria outlined in Section 2 may not be assessed.

An Assessment Committee will be established by the Department to assess applications against the selection criteria and select the shortlisted Applicants. The Assessment Committee will consist of officers from the Department. Representatives from State or Territory health departments and/or relevant experts may on request from the Department provide technical input to inform the assessment process. The selection process is undertaken in two stages.

Stage 1 - Conditions of Participation and Mandatory Criteria

Each applicant must satisfy Part D, Section 1 of the Application Form that specifies the Conditions of Participation and Mandatory Criteria (if any) in order to be considered for funding. The Assessment Committee will determine whether the applicant satisfies all the Conditions of Participation and any Mandatory requirements. Only applications that satisfy all Conditions of Participation and Mandatory Criteria (if any) will proceed to Stage 2 and be considered further by the Assessment Committee against the criteria in Part D Section 3 ‘Funding Request’.
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Stage 2 – Assessment Criteria

Applications will be assessed against Part D, to ensure value with public money is achieved to meet the aims and objectives of the Program.

Further assessment will be made against the criterion specified in Part D, Section 3 ‘Funding Request’.
The Assessment Committee will undertake assessment of applications and will consider the applicant’s response to each Assessment Criterion specified in Part D, Section 3 ‘Funding Request’.

Only Applications that are rated Highly Suitable or Suitable will be recommended for funding.

5.2 Appraisal criteria

Applications will be assessed against the following criteria:

• Mandatory Criteria are the criteria that an application must satisfy in order to be considered for funding.
• Assessment Criteria are the criteria against which all eligible, compliant applications will be assessed in order to determine their merits against the program objectives and, for competitive programs, other competing applications.

Assessment criteria include:

• Need for the trial and pilot in the local region
• Capacity to Deliver both the trial and pilot
• Project Management
• Financial Management
• Sustainability
• Outcomes and Benefits

Applications should also provide details of:

• Capacity – applicants will be required to demonstrate that they can successfully plan for, apply resources and deliver the proposed project to achieve the objectives of the program.
• Effectiveness – applicants will be required to demonstrate that their proposed model and the resources for the project will work to achieve the aims and objectives of the program.
• Project management – demonstrate the applicant’s ability to implement the proposed model within budget and timeframes as well as abide by and meet all accountability and audit requirements;
• Risk Management – what the level and proposed management of risk is associated with the applicant’s proposed model (as described in the risk management plan);
• Value for money – successful projects must provide value for money and demonstrate efficient use of funds.
• Community engagement – how the applicant will engage and work with local health professionals, community and residential care providers and the local community in support the Program.

6. Decisions

6.1. Approval of funding

Following an appraisal of the applications by the assessment panel, advice will be provided by the Department to the Funding Approver on the merits of the application/s.
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Applications will be ranked according to merit, suitability, readiness and value for money:

• Highly suitable – application is of high merit, proposed a highly suitable business plan, is in a local area/region that is ready to implement the project, and demonstrates value for money. Contract negotiations should commence for immediate engagement.
• Suitable – application is of merit, proposes a suitable business plan, is in a local area/region that is ready to implement the project and demonstrates value for money. Contract negotiations should commence following clarification of issues to the Department’s satisfaction.
• Further work required – application has some merit, or proposes a somewhat suitable business plan, the local area/region is building its readiness to implement the project, and/or there are concerns over value for money. Further work on the application is required to address concerns of viability and/or readiness. Applicant to rework application for further consideration.
• Unsuitable – application is of low merit, proposes an unsuitable business plan, is in a local area/region that is not ready/does not have the capacity to implement the project, and/or does not represent value for money. The application will not be recommended for funding.

The Funding Approver will consider whether each of the highly suitable and suitable applications recommended for funding will make an efficient, effective and ethical use of Commonwealth resources, as required by Commonwealth legislation, and whether any specific requirements will need to be imposed as a condition of funding.

Funding approval is at the discretion of the Funding Approver. Where the number of highly suitable applications exceeds the amount of funding or places available, the assessment committee will prioritise the recommended applications, as determined by applications with:

• a proposed model described in a way that illustrates it as having the best chance of meeting the aim and objectives of the Program in the local area/region;
• local area/regional need;
• the strongest local area/regional readiness; and
• state/territory government support for the project to be undertaken.

6.2. Advice to applicants

Applicants will be advised by letter of the outcome of their application. Letters to successful applicants will contain details of any specific conditions attached to the funding. Funding approvals will also be listed on the Department’s website.

The Department will notify all unsuccessful applicants, in writing, after execution of the agreement/s or after the Funding Approver’s decision. The Department is not able to provide feedback on applications prior to the Funding Approver’s decision.
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6.3. Complaint handling

DoHA’s Procurement and Funding Complaints Handling Policy applies to complaints that arise in relation to a procurement or funding process. It covers events that occur between the time the request documentation is released publicly and the date of contract execution, regardless of when the actual complaint is made. DoHA requires that all complaints relating to a procurement or funding process must be lodged in writing. Further details of the policy are available through the 'About Us' page on the Department’s internet site.

Any enquiries relating to funding decisions for this Program should be directed to:
Program Manager
Aged Care Interface Section
Policy and Evaluation Branch
Ageing and Aged Care Division
Department of Health and Ageing
Email: Multidisciplinary Care

7. Conditions of Funding

7.1. Contracting arrangements

Successful applicants will be required to enter into a funding agreement with the Commonwealth (represented by the Department). A template of the standard agreement will be attached to the Invitation to Apply.

The Department will work with successful applicants with the aim of having funding agreements with successful applicants (as approved by the Funding Approver) executed by February 2013. All organisations will need to be sufficiently staffed, networked and well established to undertake their projects as per their applications.

7.2. Specific conditions

There may be specific conditions attached to the funding approval required as a result of the appraisal process or imposed by the Approver. These will be identified in the offer of funding or during funding agreement negotiations.

7.3. Payment arrangements

Payments will be made on achievement of agreed milestones and on the Department’s acceptance of specified contract deliverables.

Before any payment can be made, funding recipients will be required to provide:

• a tax invoice for the amount of the payment
• evidence of meeting the obligations of the funding agreement
• contract deliverables that have been accepted by the Department as per the agreement.

Where payments are linked to the achievement of specific milestones, payments will only be made after the Department is satisfied that those milestones and associated obligations of the funding agreement have been met.
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7.4. Reporting requirements

Funding recipients will be required to provide progress reports on the agreed milestones. These progress reports may include funding acquittal requirements. The timing of progress reports will be negotiated as part of the funding agreement.

7.5. Monitoring

The funding recipient will be required to actively manage the delivery of the project. The Department will monitor progress against the funding agreement through assessment of progress reports and by conducting site visits as necessary.

7.6. Evaluation

An evaluation by the Department will determine how the funding contributed to the objectives of the program. Funding recipients will be required to provide information to assist in this evaluation for a period of time, as stipulated in the funding agreement, after funding has been provided.

A comprehensive evaluation of multidisciplinary Aged Care Coordinators will be conducted in the final year of the Program by an external contractor/s to assess:

• whether the program is operated in the way it was intended, i.e. is it conforming to contractual requirements, program design and stakeholder satisfaction?
• whether the program achieved its intended outcomes, i.e. have linkages been created? Is multidisciplinary care being delivered? How many times have they liaised with ACATs and other people in receipt of CACP? How many GP video consultation services have been undertaken? Are aged care residents receiving greater access to GP services? What impact has the program had?
• the cost-effectiveness of the program.

Coordinators will provide quarterly reporting, including logbooks from both GPs and RACFs, to assist with the evaluation process.
Funding recipients will be required to:

• provide information to assist, and to participate in evaluation activities, as stipulated in the funding agreement;
• work with a consultant engaged to undertake evaluation activities; and
• abide by any monitoring and reporting requirements and arrangements established to support this function (for example qualitative and quantitative data collection and reporting).

8. Glossary of Terms

Aged care – A range of services required by older persons (generally 65 years and over or 50 years and over for Indigenous Australians) with a reduced degree of functional capacity (physical or cognitive) and who are consequently dependent for an extended period of time on help with basic activities of daily living. Aged care is frequently provided in combination with basic medical services (such as help with wound dressing, pain management, medication, health monitoring), prevention, reablement or palliative care services.

Aged care multidisciplinary care coordination and advisory service (Aged Care Coordinators) – Services working with or through a Medical Local to create linkages across local aged care service providers and to assist specialists, general practitioners, allied health professionals and aged care providers deliver multidisciplinary care utilising relevant MBS items, current incentives and local resources.

Aged care recipient – People receiving aged care services in aged care facilities or at home.
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Approved provider – Approved providers are organisations approved by the Australian Government, to receive subsidies for the provision of aged care services and accommodation to residents within an aged care home, or for the provision of care and services to people in the community.

Clinical service payments – payments that are made to a participating general practitioner who has provided a video consultation to a resident of a participating residential aged care facility. These payments are the equivalent of rebates that would be paid for face to face consultations with an administrative loading applied recognising that because the pilot is outside the MBS there are additional administrative and reporting requirements.

Community care – Is provided to people with functional restrictions who mainly reside in their own home. It also applies to the use of institutions on a temporary basis to support continued living at home – such as community care centres and respite. Community care also includes specifically designed, “assisted or adapted living arrangements” for people who require help on a regular basis while guaranteeing a high degree of autonomy and self-control.

Consumer – A person who uses or has used aged care services and products.

Consultant – A consultant is an entity, whether an individual, a partnership or a corporation, engaged to provide professional independent and expert advice and services.

General Practitioner video consultations – consultation provided by a participating General Practitioner to a resident of a participating residential aged care facility via videoconference under the pilot of GP Video Consultations.

Residential aged care facilities (RACF) – Refers to facilities (other than hospitals) which provide accommodation and aged care as a package to people requiring ongoing health and nursing care due to chronic impairments and a reduced degree of independence in activities of daily living. These facilities provide residential aged care combined with either nursing, supervision or other types of personal care required by the residents. Aged care institutions include specifically designed institutions where the predominant service component is long term care and services are provided to people with moderate to severe functional restrictions.
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9. No Contractual Obligations

Nothing in these guidelines will be construed to create and binding contract between the Department and any applicant.

Attachment A - Grant Program Process Flowchart

1. Application
   • Applicant completes an application
2. Submit an application
   • Applicant submits an application
3. Appraisal
   • The application is accepted. The application is assessed against eligibility and appraisal criteria
4. Advice to approver
   • Advice provided to the Funding Approver* on the merits of each application against the Program Guidelines (*First Assistant Secretary, Ageing and Aged Care Division, Department of Health and Ageing)
5. Decision/Notification
   • The Approver makes a decision on the application and the successful applicant is advised of the decision.
6. Contract/Funding
   • An agreement is negotiated and signed by the applicant and the Department.
7. Do/Complete/Acquit
   • Applicant undertakes funding activity, completes milestones, provides reports and acquits funds against expenditure.
   • Department makes payments and monitors progress
8. Evaluation
   • Department evaluates the outcomes of the program.
   • Applicant provides information to assist this evaluation.

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Attachment B - Example of Residential Aged Care Facility monthly telehealth log with definitions.

Column in electronic log	Definition	Other information
GP Name	The name of the participating GP who is providing the video consultation
Support Providers Name	The employee of the participating RACF who is supporting the resident through the video consultation	If there is no support person, please note this in place of a person’s name
Date	The date the video consultation is being provided
Start Time	Time the video consultation commenced
End Time	Time the video consultation concluded
Resident need	This is a general indicator of the resident’s need to access a GP. Responses include: Episode/event based care need Ongoing/Chronic health issues Falls Management Wound Management Care Planning Other (please specify in comments)	Where the residents need is described as other, please provide a short description of the need under comments. This will allow for fine tuning of the log over the course of the pilot and assist in understanding the scope of services that can be provided via video consultation
Consultation Type	This is a general indicator of the type of consultation the GP will provide. Responses include: Initial consultation Follow up consultation Progress review Medication review Other (please specify in comments)	Where the consultation type is described as other, please provide a short description of the consultation under comments. This will allow for fine tuning of the log over the course of the pilot and assist in understanding the scope of services that can be provided via video consultation
Appropriate Connection Speed? (Y/N -if no please comment)
Appropriate Audio connection? (Y/N -if no please comment)
Technical Issues (Y/N -if no please comment)
Quality of consultation compared to Face to Face	This is a general indicator of the quality of the video consultation based on the environmental factors associated with this type of service. Responses include: Better Equal to Sufficient for the need Less than Unsuitable	This item is looking at the utility of the video conference experience relative to a similar consultation provided face to face. It is not intended to reflect on the service provided by the GP.
Did this appear to be a positive care experience for this resident? If not, please provide comment	This is an observation to be provided by the support person regarding the residents’ apparent experience of the video consultation. Where the residents experience did not appear to be positive please provide a comment regarding residents experience
Comments	Use this column to provide any comments regarding the video consultation, especially where the comments allow for greater understanding of the pilot and/or provide an opportunity to fine tune the initiative.

Please note, that no information should be included in this log that could be used to identify an individual resident.
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Attachment C - Example of General Practitioner monthly telehealth log with definitions.

Column in electronic log	Definition	Other information
RACF Name	The name of the participating RACF hosting the video consultation
Date	The date the video consultation is being provided
Start Time	Time the video consultation commenced
End Time	Time the video consultation concluded
Patient need	This is a general indicator of the residents need to access a GP. Responses include: Episode/event based care need Ongoing/Chronic health issues Falls Management Wound Management Care Planning Other (please specify in comments)	Where the resident’s need is described as other, please provide a short description of the need under comments. This will allow for fine tuning of the log over the course of the pilot and assist in understanding the scope of services that can be provided via video consultation
Consultation Type	This is a general indicator of the type of consultation the GP will provide. Responses include: Initial consultation Follow up consultation Progress review Medication review Other (please specify in comments)	Where the consultation type is described as other, please provide a short description of the consultation under comments. This will allow for fine tuning of the log over the course of the pilot and assist in understanding the scope of services that can be provided via video consultation
Appropriate Connection Speed? (Y/N -if no please comment)
Appropriate Audio connection? (Y/N -if no please comment)
Technical Issues (Y/N -if no please comment)
Quality of consultation compared to Face to Face	This is a general indicator of the quality of the video consultation based on the environmental factors associated with this type of service. Responses include: Better Equal to Sufficient for the need Less than Unsuitable	This item is looking at the utility of the video conference experience relative to a similar consultation provided face to face. It is not intended to reflect on the service provided.
Comments	Use this column to provide any comments regarding the video consultation, especially where the comments allow for greater understanding of the pilot and/or provide an opportunity to fine tune the initiative.

Please note, that no information should be included in this log that could be used to identify an individual patient.
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