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4.2.1 Managing Referrals to the ADFRP and Rehabilitation for Reservists Program

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If the DVA delegate decides that it is appropriate to refer the serving member to the ADFRP or Rehabilitation for Reservists Program for rehabilitation support, the standard referral letters must be used. Four standard letters (two for MRCA clients and two for SRCA clients) have been developed for use depending on the serving member’s circumstances:

Referral following needs assessment

This letter must include a brief summary of the rehabilitation need identified through the needs assessment process and a summary of any available medical evidence related to this identified need. The DVA Privacy Officer has confirmed that additional client consent is not required for this brief summary to be included in the referral. Where possible, the referral should also include any relevant documentation, like medical reports, relating to the identified need. It is however important to note that if medical reports are included with the referral, then client consent is required before this occurs. An email from the client confirming that he/she is happy for the information to be shared and understand that it may be used to inform whether a transfer of rehabilitation authority may occur is sufficient for this purpose.

This referral letter is currently available through Needs Assessment pages of the Rehabilitation and Compensation Support site.

Referral following receipt incapacity benefits

Where possible, the referral should include the medical evidence of incapacity for the relevant period and any medical reports relating to the incapacity. The client’s consent is required for this information to be released. An email from the client confirming that he/she is happy for the information to be shared and understand that it may be used to inform whether a transfer of rehabilitation authority may occur is sufficient for this purpose.

This referral letter is currently available through the Incapacity pages of the Rehabilitation and Compensation Support site. Including medical documentation in the referral ensures that Defence can be satisfied about whether the member is likely to be able to perform their duties due to their incapacity and whether a transfer of rehabilitation authority may be more appropriate.

Using these referral letters facilitates early intervention and helps to ensure that the referral is made to an agreed central point within the ADFRP or Rehabilitation for Reservists Program for follow up action.

All referrals must be sent to the relevant email address in the referral letter, using a 'Sensitive - Personal' email classification.

Needs assessment or incapacity delegates who make a referral must ensure that:

  • the client is informed that the referral to the ADFRP or has been made; and
  • the rehabilitation team in their location is made aware that the referral has been made; and
  • if medical or other sensitive information is being provided, ensure that client consent has been obtained.

Handover reporting

Where a serving member with an accepted condition is identified for medical discharge (as per Goal 3 of the ADF Rehabilitation Programs), liaison between the ADF Rehabilitation Consultant and the DVA Rehabilitation Coordinator will help facilitate a smooth transition when the rehabilitation authority changes from the CDF to the Military Rehabilitation and Compensation Commission (MRCC).

There are a number of other rehabilitation related reports, including Vocational Assessments, Functional Capacity Evaluations and Activities of Daily Living Assessments that may be obtained as part of a member's participation in the ADFRP or Rehabilitation for Reservists Program and at the time of discharge.

When the member is being prepared for handover to DVA prior to discharge, a Handover Case Conference may be required involving the ADF Rehabilitation Consultant, the DVA Rehabilitation Coordinator, the client and other stakeholders. The conference should discuss and identify key issues relating to the member's rehabilitation and identify contact points that can be used if there are issues that need to be clarified once DVA becomes the person's rehabilitation authority.

All medically discharging members with an open rehabilitation program who are being transferred across to DVA should have a Transfer Handover Report, and all relevant documentation/reports prepared by the ADFRP or Rehabilitation for Reservists Program are to be presented at the time of discharge. Authority from the client will be required for the release of this documentation. The Report should provide detail on:

  • medical and rehabilitation aids and appliances, alterations and modifications;
  • vocational rehabilitation and related activities;
  • other rehabilitation services required such as household services and attendant care; and
  • outcomes identified if a Handover Case Conference had occurred.

It is important that the DVA Rehabilitation Coordinator reviews the relevant information on the person's file and the ADF rehabilitation assessments to ensure that they have an understanding of the person's needs and circumstances, and what services and support have been provided by the ADFRP or Rehabilitation for Reservists Program.

Ongoing communication between ADF and DVA will enhance continuity and the coordination of:

  • the transition of a person's Rehabilitation Authority (see section 4.3 of this chapter);
  • Career Transition Assistance in conjunction with post discharge rehabilitation planning (see section 4.4 of this chapter);
  • income support or incapacity entitlements (see section 4.5 of this chapter);
  • treatment/medical costs (see section 4.5 of this chapter);
  • provision of aids and appliances, alterations to a person's place of residence, education or employment, motor vehicle assistance and services such as attendant care or household services (see section 4.5 of this chapter and section 10.7 of this Guide); and
  • other benefits or entitlements (see section 4.5 of this chapter).