Publications
Assistance with Care and Housing for the Aged (ACHA) Program - Program Guidelines - March 2008
Program guidelines for the ACHA program.
You may download this document in PDF format:
PDF printable version of the Assistance with Care and Housing for the Aged (ACHA) Program - Program Guidelines - March 2008 (PDF 79 KB)
Introduction to the guidelines
The Assistance with Care and Housing for the Aged (ACHA) Program Guidelines 2008 is a resource for auspice organizations, service providers and officers of the Department of Health and Ageing (The Department). The Guidelines set out the Departmental policies and operational requirements required for delivering ACHA services in States and Territories.These Guidelines replace the previous Assistance with Care and Housing for the Aged Guidelines distributed in June 1999. The current version of the Guidelines has been updated following a recent consultation with ACHA service providers and State and Territory representatives from the Department Offices.
The updated Guidelines have endeavoured to reflect as accurately as possible the comments and feedback collated during the Consultancy. This includes the avoidance of significant changes and additional detail to the document and maintaining the strongly supported level of flexibility found within the Guidelines.
Top of page
State or territory representative contact details
Questions or comments relating to the Guidelines should be directed to your appropriate Departmental State or Territory representative. Questions relating to delivery of ACHA services or funding should also be directed to this representative.Your state or territory representative/s is (please print):
Name/s:
Contact Number/s:
Date:
1 Program overview
Description
The objective of the Assistance with Care and Housing for the Aged program is to support frail, low income older people who are:- renting;
- in insecure housing; or
- homeless –
The aim of the ACHA program is to support older people to secure or maintain housing and care in order to effectively live in the community of their choice. The program is not designed to meet 'gaps' in programs for other client groups/populations, including those whose primary need relates to physical or intellectual disability, brain injury or other health issues.
Program context
The ACHA program was established during the 1992-93 Budget period as a three year pilot program to trial approaches aimed at assisting financially disadvantaged older people who are renting or who are homeless to meet both their accommodation and care needs.ACHA is now a continuing program which receives recurrent funding as part of the Aged and Community Care Program.
ACHA is a discrete program that links to a range of other aged care, community care and housing initiatives at the state/territory and Commonwealth level. ACHA services in each states or territory provide a linkage service between various elements of the community care and housing sectors in order to effectively meet the needs of clients.
Top of page
Target group & definitions
The ACHA program targets:(l) frail, low income older people renting in insecure accommodation; and
(2) those frail, low income older people who are homeless.
"Frail" relates to the need for some level of care as a result of functional decline. This may include assistance with activities of daily living, domestic assistance, personal care, assistance with mobility and/or case management
"Older" in the context of the ACHA program means priority be given to individuals over the age of 70 years (50 years for Aboriginal or Torres Strait Islander individuals). This is not a prescribed age range for the ACHA program; assistance should not be limited to this aged group only.
"Homeless" in the context of the ACHA program means people who are:
a) moving between various forms of temporary or medium term shelter such as hostels, refuges, boarding houses or friends;
b) constrained to living permanently in single rooms in private boarding houses;
c) housed without conditions of home eg. security, safety, or adequate standards (includes squatting); and
d) without any acceptable roof over their head eg. living on the streets, under bridges, in deserted buildings etc (absolute homelessness or 'sleeping rough').
"Insecure accommodation" encompasses the above types of homelessness and would normally refer to accommodation where the tenure is precarious; there is a likelihood that the person will have to move on because of cost, exploitation or unsuitability of the accommodation for their needs. This may include boarding and lodging arrangements, public housing and staying with friends or relatives.
"Low income" generally means people who are in receipt of some form of Government pension, benefit or allowance.
Priority areas
In recognition that some areas have greater numbers of people within the ACHA target group and that alternative support services can be lacking the priority areas for the ACHA program are:- areas with a high proportion of people in insecure or temporary housing;
- areas in which affordable housing options are limited due to the availability of public housing, cooperative housing or other accommodation models (eg lodging house, boarding house etc);
- areas where residential care services are considered inappropriate to meet local needs. For example, where these services are not appropriate for some Aboriginal and Torres Strait Islander communities or ethnic communities.
2 Scope of services
Core Functions
The ACHA program offers assistance with care and housing issues for the client group. It is anticipated that clients will require some assistance in each of these areas.The ACHA program is designed as a non-ongoing linkage program, not as a program that provides continuous care. The ACHA program aims to link clients with the most appropriate, on-going range of care or housing services in order to meet their immediate and future needs. It is intended that the primary role of ACHA worker is to link clients to mainstream and on-going services as required. The flexibility of ACHA enables client needs to met in the most appropriate ways including the better utilisation of existing services and/or providing a range of basic supports to clients.
Whilst ACHA is essentially a short-term care planning service, the Guidelines do not set or encourage a prescribed time duration to link clients to services to fit this definition as each individual's time in the ACHA program would differ according to their level of need. However, if care appears to be on-going with no respite between referral to services, a permanent referral to the most appropriate care or housing service may be required.
Key roles of ACHA workers
The range of support offered to ACHA clients includes:- Engagement with the target client group identifying those in need of support by engaging with the community and other relevant services/agencies (eg shelters, housing cooperatives etc);
- Consideration of their ongoing physical and social needs, the identification of individual client needs and their care and housing goals;
- Care planning;
- Case management (or case coordination) including maintaining contact whilst resources and supports are being sourced and short term monitoring of effectiveness and appropriateness of services to enable the client to remain in the community. Longer- term evaluation is not a component of the ACHA program however if an ACHA worker has a cause for concern, they may note this in a referral to a more permanent, appropriate care or housing service;
- Referral to other services;
- Advocacy;
- Seeking/investigating alternative housing options;
- Negotiation/consultation with providers of both housing and care programs; and/or
- Liaison with welfare and social support programs to enhance the financial and social resources of clients to secure or maintain appropriate housing.
Assistance with housing
The type of assistance provided to secure or sustain appropriate accommodation for ACHA clients is likely to vary on a person by person basis. It is expected that the range of housing support will include those activities and functions indicated above.Top of page
Assistance with care
The provision of direct care and services to clients is not a priority of the ACHA program and should be minimised. Instead, ACHA services develop links and provide a referral service to agencies that offer the care and support services required by a client. These may include, but are not limited to:- Home and Community Care program services (HACC);
- Aged Care Assessment Program (ACAP);
- Community Aged Care Packages (CACP);
- Extended Aged Care at Home (EACH) and EACH Dementia (EACHD);
- Local government services;
- Health care services (including therapy);
- Veterans' Home Care (VHC) services;
- Commonwealth Carelink services;
- Residential care options as appropriate; and/or
- Other services appropriate to the needs of the client eg culturally specific programs, counselling, drug and alcohol treatment services, disability support programs etc.
Consumer engagement and participation
The ACHA service should focus upon the needs and choices of the client, their carer, family or advocate. Optimal outcomes are achieved when clients are assisted and encouraged to identify their particular needs and the type of assistance and support they choose and which are most useful.The determination of client goals must include acknowledgement of the preferences of the client. Client goals must be appropriately reviewed and follow-up strategies established for those exiting the program (if it is practical).
3 Responsibilities of the auspice organisation
The auspice organisation must:- have a commitment to the principles and aims of the ACHA program;
- have demonstrated links with relevant organisations/agencies providing care and/or housing services to frail older people;
- have a commitment to the philosophy and goals of community service provision to ensure flexible services are tailored to meet the needs of consumers;
- have a demonstrated ability to supervise, provide case management and manage proactive service development strategies;
- provide a structure which facilitates integration of this service with other relevant services;
- provide peer and mentor support to ACHA staff;
- enable access to relevant training for ACHA staff;
- develop and implement policies and practices that enhance the safety of clients as a result of their relationship with the ACHA provider (eg transporting clients, freedom from abuse and neglect);
- ensure all requirements relating to privacy and confidentiality of client information are met; and
- ensure accountability while encouraging an innovative approach.
4 Requirements of an ACHA service
Each ACHA service must have:- clear aims and objectives;
- job description(s) which outlines the duties of the ACHA worker/s consistent with the guidelines of the program;
- sound protocols for referral procedures, access arrangements and relationships with other service organisations and agencies;
- appropriate levels of insurance in place (in particular, workers' compensation, public liability and/or professional indemnity as required by relevant legislation) as set out in each service's standard funding agreement;
- a protocol for the support, development and supervision of the ACHA worker/s; and
- a budget for the service.
Key skills, knowledge and attributes of ACHA staff
Staff should possess an appropriate level of knowledge and skills in relation to socially isolated and/ or disadvantaged people as well as in:- client support;
- assessment and care planning;
- case management;
- liaison and negotiation; and
- advocacy.
- flexibility;
- responsiveness, with the duration of support related to the needs of the client;
- proactive and reactive intervention, with workers able to spend the appropriate time with clients and engage their trust;
- an informal and non-judgemental style;
- competency in case management of clients, including those with complex needs; and
- advocacy skills for clients to ensure their needs are met.
5 Statement of clients' rights
The ACHA program focuses on the needs of the client. Workers should aim to maintain or improve the quality of life experienced by clients through the provision of quality support services.Clients of the service have the right to:
- respect for their individual human worth, dignity and privacy;
- be involved in deciding, and choosing, the care most appropriate to meet their needs;
- be given enough information to make an informed choice about their care;
- receive care that takes account of their lifestyle, cultural, linguistic and religious preferences;
- complain about the care they are receiving, including the manner in which it is being provided, without fear of losing the care or being disadvantaged in any other way; and
- choose a person to speak on their behalf for any purpose if they wish to do so.
Client responsibilities
Clients of ACHA services should adhere to the responsibilities as set out in an ACHA provider's Client Service Guidelines (or similar titled document).Complaints and disputes
ACHA service providers should develop, and have in place, an internal policy for receiving, recording and resolving complaints.A dispute resolution strategy should also be in place, outlining the process for managing disputes, as well as roles and responsibilities of the client and the service provider. Access to external advocacy services may be required.
Complaints and dispute resolution policies should be made available to clients upon request.
Top of page
6 Funding provisions
Funding is provided by the Commonwealth to auspice organisations to contribute to:- salaries and on-costs for ACHA workers;
- incidental expenses (e.g. training of ACHA staff, vehicle allowances etc.);
- essential goods to facilitate clients' access to care and housing (eg small items of furniture, bedding, linen etc) NOTE: The purchase of capital items over $1,000 may only be considered after approval has been granted by the appropriate State or Territory Office; and
- short term support services such as care, removals and cleaning.
Payment of grant
Grants are advanced at the beginning of each quarter as detailed in the agreement between the Commonwealth and the organisation. The first instalment will be paid after:- approval of the grant (accordingly, no assurances can be given to potential project operators of the success of their application); and
- written acceptance of the Conditions of Award by the organisation once an offer of grant has been made.
– ACHA Reporting Framework.
7 ACHA reporting framework
Data collection
Each ACHA service will participate in an annual reporting process, incorporating the data elements specified below. The reporting period will be July 1 to June 30, due for submission by no later than 30 September.Reports and any data are to be submitted to the appropriate state or territory office of the Department of Health and Ageing. Supplementary data may be requested by the Department.
The ACHA Service Activity and Outcomes Profile (overleaf) do not require the identification of individual clients. ACHA providers may be required to collect personal information in order to populate the profile. The auspice organisation must ensure that privacy issues are taken into account in the collection and storage of client data.
Top of page
Service activity and outcomes profile
The following information will be provided to the Department annually to assist the Department to:- monitor activity of the program;
- identify outcomes for clients of the ACHA program;
- identify emerging trends and issues that impact on the program; and
- inform future planning.
Domain | Characteristic | Data Item |  |
Service Activity | Capacity | Number of active clients | |
| Continuity | Number of new clients | |
| Number of return clients (clients who have previously received service from this ACHA provider) | | ||
Referral Source | Number of referrals from:
| | |
Client Profile | Age | Number of current clients less than 40 years of age at date of referral | |
| Number of current clients 40-49 years at date of referral | | ||
| Number of current clients 50-59 years at date of referral | | ||
| Number of current clients 60-69 years at date of referral | | ||
| Number of current clients 70+ years at date of referral | | ||
Gender | Number of current clients: Male/Female | | |
Ethnicity | Number of current clients identify as being of Aboriginal and/or Torres Strait Island background | | |
| Number of current clients from cultural and linguistically diverse background (i.e. English not preferred language) | | ||
Primary need | Number of current clients whose primary need relates to: Housing only; or Housing & care | | |
Outcomes Profile | Duration of support | Number of current clients receiving ACHA support < 4 weeks | |
| Number of current clients receiving ACHA support 4-12 weeks | | ||
| Number of current clients receiving ACHA support 13-26 weeks | | ||
| Number of current clients receiving ACHA support > 26 weeks | | ||
Linkage/referral | Number of current clients referred to housing providers
| | |
Number of current clients referred to:
| | ||
Number of current clients referred to other community care/welfare service
| | ||
| Number of current clients provided interim support directly by ACHA program (eg direct care, removalist, brokerage funding) | | ||
Program Profile | ACHA Issues Identification | List the 5 most significant barriers to success in the ACHA program. For example, public housing availability, access to medical services, removalist costs, rental bonds, ACHA staffing, lack of client engagement etc. | |
8 ACHA Financial Accountability Requirements
Organisations are required to:- maintain accurate records of income, expenditure and service provision;
- provide a statement of acquittal which shows that funds have been spent on the provision of a service as outlined in the agreement; and
- provide an audited statement of income and expenditure to the State/Territory office of the Department of Health and Ageing by 30 September each year.
Part 1 (Income and Expenditure Statement) and Part 2 (Certification) must be submitted together by the due date, 30 September of each year.
Top of page
Part 1 – Income and Expenditure Statement
Service | | |
Period/Financial Year | | |
Income | Last year | This year |
| Grant (recurrent) | $ | $ |
| Grant (capital) | $ | $ |
| Fees collected | $ | $ |
| Other grants for the project | $ | $ |
| Fund Raising | $ | $ |
| Interest | $ | $ |
| Other Income (specify) | $ | $ |
| Rollover/transfer | $ | $ |
| TOTAL INCOME | $ | $ |
Expenditure | Last year | This year |
Direct workers and associated costs | | |
| Direct Care Staff | $ | $ |
| Contract Staff | $ | $ |
| Volunteers | $ | $ |
Service Management | | |
| Coordinator | $ | $ |
| Administrative Support Staff | $ | $ |
| Payroll tax (if applicable) | $ | $ |
| Superannuation | $ | $ |
| Workers' Compensation | $ | $ |
| Lump sum payments | $ | $ |
| Staff training and development | $ | $ |
| Accounting services | $ | $ |
Provision Accounts | | |
| Long Service Leave | $ | $ |
| Superannuation | $ | $ |
| Annual/Sick Leave | $ | $ |
| Building | $ | $ |
| Motor Vehicles | $ | $ |
Rollover Provision | | |
| Rollover amount (agreed by DoHA) | $ | $ |
Accommodation | | |
| Rent | $ | $ |
| Rates and Charges | $ | $ |
| Building repairs and maintenance | $ | $ |
| Non-capital furniture and building equipment | $ | $ |
| Building insurance | $ | $ |
| Building depreciation | $ | $ |
| Cleaning | $ | $ |
| Utilities | $ | $ |
Other service costs | | |
| Insurance | $ | $ |
| Printing/stationery | $ | $ |
| Non-capital furniture and non-building equipment | $ | $ |
| Repairs and maintenance | $ | $ |
| Telephone/facsimile costs | $ | $ |
| Postage | $ | $ |
| Motor Vehicle depreciation | $ | $ |
Travel costs | | |
| Kilometre allowance | $ | $ |
| Motor vehicle running costs | $ | $ |
| Volunteer travel allowances | $ | $ |
| Other (specify) | $ | $ |
Consumables | | |
| Consumables | $ | $ |
| Food | $ | $ |
| Other (specify) | $ | $ |
Capital | | |
| Loss/profit on sale of vehicle | $ | $ |
| Purchase of equipment, land/building and vehicles | $ | $ |
Brokerage funds | | |
| Payments for the purchase of direct client services/equipment | $ | $ |
Other (specify) | | |
| $ | $ |
| TOTAL EXPENDITURE | $ | $ |
| TOTAL INCOME Less EXPENDITURE | $ | $ |
Part 2 – Certification
For the reporting period from 1 July ________ to 30 June ________.Top of page
Office Bearer's Certification:
I certify that:- All grant funds received in respect of the Assistance with Care and Housing for the Aged (ACHA) program have been used or appropriated for the purpose for which they were approved; and that
- The organisation complied with relevant State Licensing Regulations;
- The information providers in this report is a true and accurate record for the period indicated; and
- All items and conditions of the grant, as deemed by the ACHA program guidelines and funding agreements between the Commonwealth and the organisation have been observed.
Signature:
Name:
Position/Office Held:
Date:
Office Bearer 2
Signature:
Name:
Position/Office Held:
Date:
Note: Certification must be made by two senior officer bearers of the organisation.
Top of page
Accountant/Auditor Certification:
I have examined the records of:(organisation name): _____________________________________________
and in my opinion the information provided in this report is a true record for the period indicated. It is also my opinion that the operator has kept, during the financial year, proper accounts and records of assistance provided by the Commonwealth for the project.
Name of person completing this statement: Signature:
__________________________________ ___________________________
Date: ______________________
The professional accounting body to which I belong is:
Name Of Company:
__________________________________________________________________
Address:
________________________________________________
________________________________________________
Top of page
Help with accessing large documents
When accessing large documents (over 500 KB in size), it is recommended that the following procedure be used:
- Click the link with the RIGHT mouse button
- Choose "Save Target As.../Save Link As..." depending on your browser
- Select an appropriate folder on a local drive to place the downloaded file
Attempting to open large documents within the browser window (by left-clicking)
may inhibit your ability to continue browsing while the document is
opening and/or lead to system problems.
Help with accessing PDF documents
To view PDF (Portable Document Format) documents, you will need to have a PDF reader installed on your computer. A number of PDF readers are available through the Australian Government Information Management Office (AGIMO) Web Guide website.
