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10.3.3 Monitoring and record keeping - rehabilitation provisions

Last amended 
10 July 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 Employee notes in Defcare, 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.

Rehabilitation Coordinators are requested to keep a record of aids and/or appliances that cannot be provided through the RAP process, and therefore must be accessed through the person’s rehabilitation program. The Rehabilitation Policy section will collect these lists on a regular basis, to inform discussions with the RAP policy team. This will help to ensure that the RAP Schedule is able to respond effectively to a range of client’s needs.

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.