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General Practice After Hours Program

General Practice After Hours Project Progress Report

General Practice After Hours (GPAH) Project Progress Report - Round 3

PDF printable version of General Practice After Hours Project Progress Report (PDF 84 KB)
HTML version below for reference purposes.

Report for the After Hours Period only

General Practice After Hours (GPAH) Program
Project Progress Report
XXXXXXXXXXX
3GPAH XXXXXX

Report for: Name of Participant
Grant number: Grant Number
Reporting period: (insert dates)

Table of Contents
Background
Reporting dates
Guide to Completing Project Progress Reports
Templates
How to submit Project Progress reports
Report checklist
Attachment 1: Project Performance Template

Background

In accordance with the Commonwealth Funding Agreement (Clause 11), participants receiving grant funding under the General Practice After Hours (GPAH) Program are required to provide the Commonwealth Liaison Officer with completed Project Progress Reports in the timeframes specified in Item D of the Schedule to the Funding Agreement.

Reporting dates

Report                        Reporting Period                        Due Date
First Report
Second Report
Third (Final) Report

Guide to Completing Project Progress Reports

You will need to refer to the ‘Guide to Completing Project Progress Reports for GPAH Round 3 (20010-11)’ before completing the Project Performance Template. Electronic copies of the Guide are accessible via the General Practice After Hours (GPAH) Program webpage . If you experience difficulties accessing the guide online, please contact the Commonwealth Liaison Officer.

Templates

The following two templates comprise the Project Progress Report:

• Attachment 1- Project Performance template (Microsoft Word); and
• Attachment 2- Statement of Income and Expenditure template (Microsoft Excel).

You will need to complete and submit both of these forms at the end of each reporting period. Electronic copies of the reporting templates are accessible via the General Practice After Hours (GPAH) Program webpage. If you experience difficulties accessing the reporting templates online, please contact the Commonwealth Liaison Officer.

In addition, an audited Statement of Income and Expenditure of Commonwealth funding will be required at the end of the Project Period. This audit should be undertaken by an approved auditor as defined at Clause 1.1 of the Funding Agreement. Note that the requirement of the Funding Agreement to have the Statement of Income and Expenditure of Commonwealth funding audited separately from other income and expenditure may result in an additional cost being incurred by your organisation. Any such costs will need to be met by your organisation.

How to submit Project Progress reports

Project Progress Reports must be provided to the Commonwealth Liaison Officer for your project as follows:

• an electronic copy by email; and
• one signed original hardcopy by post.

For electronic lodgement, use Microsoft Word for the Project Performance template and Microsoft Excel for the Statement of Income and Expenditure template. If you do not have access to these software applications, contact the Commonwealth Liaison Officer to discuss alternatives.Top of page

Report checklist

Project Progress Report

First Report Comprising:

1. Project Progress Report
2. Statement of Income and Expenditure
3. Tax Invoice
4. Certificate of Compliance

Second Report Comprising:

1. Project Progress Report
2. Statement of Income and Expenditure
3. Tax Invoice
4. Certificate of Compliance

Final (Third) Report Comprising:

1. Project Progress Report
2. Statement of Income and Expenditure
3. Audited Statement of Income and Expenditure for the entire Project Period
4. Tax Invoice
5. Certificate of Compliance

Please ensure the Statement of Income and Expenditure is completed, signed and attached to the Progress Report.

Please note that payment will be made to your nominated financial institution once the Commonwealth has accepted your organisation’s Project Progress Report. Payment will occur within 30 days of acceptance of your Project Progress Report by the Department.

Attachment 1: Project Performance Template

Organisation’s registered name:

Organisation’s trading name (if different):

ABN:

Name of After Hours GP Service (if different):

Grant number:

Project Performance Report number (1st, 2nd or Final):

Reporting Period: (insert date) to (insert date)

Contact person:

Telephone number:

Mobile number:

Fax number: Top of page

Email:

Street address:

Postal address:

Website (if applicable):

Commonwealth Liaison Officer:

Certificate of Compliance

We, the undersigned, certify that the information provided in this Project Progress Report is correct. We acknowledge that it is an offence under Section 137 of the Criminal Code Act 1995 to provide false or misleading information or documents to the Commonwealth.
Signed:                        Date:
Name:                          Position:
Signed:                        Date:
Name:                          Position:

Organisation details

1. Have there been any changes to your organisation’s details during the period of reporting? (For example, to your organisation’s name, address, trust arrangements, etc). If yes, please provide details.

Achieving your project aims and activities

2. Has your organisation experienced any difficulties in achieving any of the project performance measures or activities specified in Part A of the Schedule to your Funding Agreement? (For example, changes to opening hours, operation of on-call services, continuity of care arrangements etc.) If yes, please provide details, including possible solutions and timeframes.

3. Describe your organisation’s achievements in meeting the project performance measures and activities specified in Part A of the Schedule to your Funding Agreement. Exclude accreditation/quality assurance issues which are addressed at Question 7 of this Progress Report.

Community needs

4. Describe how your organisation has contributed to the provision of after hours GP services in your community.

5. Do you consider that the operation of your after hours service assists in alleviating local hospital emergency department presentations. If so, please comment. See important note in the ‘Guide to completing Project Progress Reports’ before completing your response.

Insurance

6. Complete the following table regarding Insurance for your after hours service.

Type of insurance	Expiry Date	Copy of Certificate submitted prior to execution of funding Yes/No	Valid Certificate of Currency attached (if not previously submitted or since expired)
Workers’ compensation
Public liability
Professional indemnity - for support staff other than GPs (eg., practice nurse, receptionist etc)

An assurance is provided that each general practitioner who provides services as part of the Project under this Agreement has a minimum of $10 million per claim professional indemnity insurance cover (which includes medical indemnity insurance).
Yes                        No (if no, please provide detail) Top of page

Quality assurance

7. Is your after hours service accredited against relevant standards? Refer to the Guide to Completing Project Progress Reports for GPAH Round 3.

If yes, complete the following table. Then go to Question 10.

Accredited By (name of organisation)	Expiry Date	Copy of certificates previously submitted to DoHA Yes/No	Copy attached (if not previously submitted or since expired)

8. If the service is not accredited, what process is being undertaken to achieve relevant status?

9. If the service is not accredited, does your organisation have a policy or protocol for the following processes? Complete the table below.

Process	Yes, a policy or protocol is in place	No policy or protocol
Risk management
Patient follow up procedures
Infection control measures
Patient privacy
Continuity of care
Reporting systems for patient and staff feedback
Staff training
Job descriptions
Complaints management
Evaluation of quality of care

10. If you have answered No to any part of Question 9, what steps are you taking to develop protocols or policies for these processes?

Financial viability

11. Have there been any changes during the reporting period that may impact on the financial viability of the after hours service during the period of grant funding? (For example, changes to patient throughput or staff recruitment etc).

If yes, (a) provide details with possible solutions and timeframes; and (b) In light of these changes, advise if the project activities specified in Part A of the Schedule to your Funding Agreement require amendment or whether any items listed under Item B: Budget require amendment.

12. Will the current grant provide assistance in achieving self-sustainability for your service after the funding period? Provide explanation.Top of page

Financial reporting

13. Was there an overspend or underspend of greater than 10% for any of the budget line items listed in Part B of the Schedule to your Funding Agreement? Do you expect an overspend or underspend of greater than 10% for the forward reporting report. If yes, provide details including reasons for the variation and expectations about future estimates.

After hours GP workforce

14. Have you experienced any difficulties in staffing your service with GPs during the after hours period? Please comment.

15. Complete the table below by providing the total number of after hours consultations and the corresponding GP Provider Numbers per month during the reporting period.

Note: Information contained in Project Progress Reports will assist the Department in measuring the Program’s effectiveness in achieving its objective of improving access to after hours GP services, and contribute to reporting to the Parliament of Australia if required. The Department requires GP Provider Numbers to be submitted with your Project Progress Reports to enable it to verify the number of after hours consultations provided by funded grant recipients under the GPAH Program. The Department will audit up to 20% of funded organisations on an annual basis. This audit process will involve the use of the GP Provider Numbers. Grant recipients should ensure that practitioner’s whose provider numbers are disclosed in this form are aware of the purpose for which this information will be collected and used by the Department.

Month & Year	Total number of GP consultations in the after hours period	Corresponding GP Provider Numbers
January
February
March
April
May
June
July
August
September
October
November
December
	Total Consultations (for reporting period)

16. If specified as an Activity listed in Item A of the Schedule to your Funding Agreement, please complete the table below by providing the number of home and aged care facility visits provided by your service in the after hours period.

Month & Year	Total Number of Home visits	Total Number of visits to Aged care facilities
January
February
March
April
May
June
July
August
September
October
November
December
	Total Consultations (for reporting period)	Total Consultations (for reporting period)

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