1.7.3 Interstate File Transfer Procedures | Military Compensation MRCA Manuals and Resources Library, Policy Manual, Ch 1 Introduction, 1.7 MRCA Claims and files procedures

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1.7.3 Interstate File Transfer Procedures

The outgoing State:

Check VIEW> Client activity> outstanding cases details, to see if there are any outstanding actions, if there is arrange for them to be completed or withdrawn so a COAST transfer can be completed.

Ensure that VIEW shows clients address and phone details are correct, if not correct in aDVAnce.

aDVAnce  has an Australia Post Directory default for suburbs and postcodes.   It may not be possible to exactly synchronize these to suit client requests because of contractual postal constraints with DVA.  Providing the mail is deliverable the recorded address is satisfactory.

Delegate to prepare a letter to the client and the receiving location advising of transfer (letter available on CADET standard letters), noting any outstanding matters, ie needs assessment to be completed, claim for PI yet to be determined.  If necessary, send details via email or discuss with the appropriate receiving location delegate or manager.

Automated letters are generated for 'Treatment Card clients' relocating.

In some locations automatically generated letters incorrectly indicate the file has been transferred to a different location.  For example Darwin defaults to Adelaide office; Townsville defaults to Brisbane office and Canberra defaults to Sydney office.  This indicates that manually typed letters are being sent by delegates who may not be aware that several locations may share the same State file number.

Mark the File Cover as follows:

sign off your open markout with initials and date;

on next available line write the abbreviated markout for own State interstate file transfer officer ( see table below);

on next available line write destination State eg NSW, Vic, WA etc

on next available line write destination markout within that State

State

Interstate Transfer Officer Markout for file cover

NSW

R10

VIC

R14

QLD

R6

SA

R25

NT

NM23

WA

R2

TAS

TV6

ACT

National Office Records Section

Re-register any outstanding cases on CADET under the new file number and notate in the 'Activities' tab that case is being transferred, file sent to appropriate State on such date. This is to ensure that outstanding action is not lost.

Mark file on TRIM to the appropriate location file repository in the usual manner.  That is:

State

TRIM Marking for Interstate File Transfer Officer

NSW

NSW R10 RA Interstate File Transfer Officer

VIC

Vic RA Interstate File Transfer Officer

QLD

QLD IFIS Interstate Transfers

SA

SA Interstate Transfers

NT

NT MCRS

WA

WA Classifiers (R2)

TAS

Tas TV6 I/S Transfer Officer

ACT

National Office Records Section

Separate the ADF Central Medical Record (CMR) from the file if they are retained together.  Do not remove any photocopied documents.  Only the CMR is to be returned to Defence via the Single Access Mechanism (SAM).

Place files in mail collection area as they are now ready to go.  Avoid stockpiling.

The incoming State:

The normal local Records and Mail procedures for file movement occurs.  This includes relabelling file covers for the new Location.

Inactive Claims

If the file is not to go to an officer and has just been sent as the client has changed address, the file should be sent to the states file repository.  In this case the File Cover should be marked as follows:

sign off your open markout with initials and date

on next available line write “PA”

Mark file on TRIM to the appropriate location file repository in the usual manner.  That is:

Location

TRIM marking for “put away”

NSW

NSW PA Putaway

VIC

VIC files in transit to Portside

QLD

Qld PA Putaway

SA

SA Put Away

NT

NT Put Away

WA

WA Put Away

TAS

n/a ( files on site)

ACT

National Office Records Section

The COAST delegate should complete any COAST action before returning the file to the repository.  See paragraph 8 below.

Active Claims

If the file has active claims, it should be marked out on TRIM and the file sent to officer who is listed on the file cover.

Receiving officer should then review file and action any outstanding matters.

The delegate is to create a new Y Drive entry in the new Location directory. Move the previous location client Y Drive folder to the this new Y Drive Location directory.  All previous details should only appear in the residing Location.

The COAST action delegate is responsible for the final stage.  This impacts upon the transferring of existing Veterans' Compensation ongoing payments. The COAST transfer will also generate new Treatment Cards for the receiving State.  A summary of the COAST Interstate Transfer Procedures can be found in TRIM document 0673158E.   The COAST training manual can be accessed in full in TRIM container Q030871.  The following actions are to occur:

  • Check VIEW to ensure that only the active file has the Z file linked with it.  This is to avoid having duplicate Z files for active and non active files.
  • Process the interstate transfer in VIEW> Action> interstate transfer, selecting the State that the client is now residing in as the destination State.
  • Care should be taken where ADF partners are involved.  The system automatically links a spouse to the details of the Veteran.  That is, the spouse will have an SM1234A file which is a subset of the SM1234 file.  If the spouse makes a later claim for compensation a new file number is to be allocated.  Failure to do this will result in any new spouse conditions being automatically added to the Veterans file. 
  • This includes relabelling Z file covers for the new Location.
  • If the COAST transfer is not linked to the UIN the assessment history will be lost with a change of file number.