10.3.3 Monitoring and record keeping - rehabilitation provisions | Rehabilitation Policy Library, 10 Alterations, Modifications, Aids & Appliances and Motor Vehicle Assistance, 10.3 Provision of aids and appliances through the rehabilitation provisions

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10.3.3 Monitoring and record keeping - rehabilitation provisions

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Last amended 
22 November 2017

Prior to any aid or appliance being issued under the rehabilitation provisions, the Rehabilitation Coordinator should request a RAPTOR report to ensure that they have a good understanding of what aids and appliances have been previously provided to the client. A RAPTOR report can be requested by contacting the Manager, RAP Operations. If requested, RAPTOR reports should be printed and placed on the client’s file and in the client’s UIN container in TRIM.

In order to ensure an audit trail, where aids and appliances cannot be provided through RAP, they must be provided through a rehabilitation plan, even if this is an "in house" plan and aids and appliances are the only supports that are being provided through the plan.

This approach also helps to ensure that the Rehabilitation Coordinator has a good understanding of the client’s needs, including their psychosocial needs, and what supports and services could be utilised to assist a person to adjust to their accepted conditions, and to become as independent as possible in self managing their condition.

For example, if a functional, home or product assessment to investigate for aids and appliances highlights that the client is experiencing high levels of pain, and that they are having difficulties managing their conditions, then a psychosocial rehabilitation plan could be opened and a pain management course could be approved as part of this plan. A medical management rehabilitation plan could also be considered so that the person can get assistance in managing their appointments and ensuring that all treatment options are being explored.

All approvals for aids and appliances provided through the rehabilitation provisions must be recorded in the case notes in R&C ISH together with a list of the aids and appliances that were provided. These details should also be included on the client’s rehabilitation plan. A copy or print out of the RAPTOR report should also be included on the client’s file. If requested, RAPTOR reports should be printed and placed on the client’s file and in the client’s UIN container in TRIM.

Where a client is on a vocational rehabilitation plan, it is more likely that any aids or appliances that they require to assist them with retraining, study or work will need to be provided through the rehabilitation provisions. This is because items listed on the RAP Schedule could be classified as medical aids and appliances designed to address clinical needs rather than vocational needs.

If the client is receiving aids and appliances through the National Disability Insurance Scheme (NDIS)

Both the NDIS and DVA provide aids and appliances to help clients to manage their activities of daily living. DVA can provide aids and appliances through RAP or through a rehabilitation plan. The NDIS can provide aids and appliances, through an individual care plan.

An important principle is that the same aid or appliance must not be provided by both NDIS and DVA. Therefore, it is important for Rehabilitation Coordinators to advise Occupational Therapists or other allied health professionals undertaking assessments for aids and appliances, that they should:

  • ask the client whether they are receiving any services or equipment from the NDIS;
  • provide details of any services or equipment being provided through the NDIS;
  • explain to the client that they cannot receive the same aids and appliances through both the NDIS and DVA; and
  • document that they have made the client aware that they cannot receive the same items through both the NDIS and DVA.