Flexible Respite Funding: Breakaway Guidelines for families and professionals

1 Flexible Respite Funding: Breakaway Guidelines for families and professionals

1 Contents 1 Contents... 2 2 Introduction... 3 2.1 Purpose of the guidelines... 3 3 Overview... 3 3.1 What is Flexible Respite Funding: Breakaway?... 3 3.2 The purpose of Flexible Respite Funding: Breakaway... 3 3.3 Objectives of flexible respite funding... 3 4 Who is eligible to apply for Flexible Respite Funding: Breakaway?... 4 4.1 Criterion A: Access to disability services... 4 5 What types of supports are funded through Flexible Respite Funding: Breakaway?... 6 5.1 Safety standards and regulations... 8 5.2 Standards for services... 8 6 Applying for Flexible Respite Funding: Breakaway:... 9 6.1 Quick reference of the application process... 9 7 How can I ensure my application is complete and able to be processed?. 10 8 Assessment of my application... 10 8.1 Receipt of applications and confirmation... 10 8.2 Brokerage Assessment Panel... 10 8.3 What happens at panel?... 11 9 Successful applications... 11 9.1 Option one: payment direct to a service provider... 11 9.2 Option two: reimbursement direct to primary carer... 12 9.3 Can a subsequent application be submitted?... 12 10 Unsuccessful applications... 13 11 Feedback... 13 12 Appendix... 14 12.1 Appendix A: Frequently asked questions... 14 12.2 Appendix B: Privacy information for applicants... 17 2 Yooralla Breakaway Guidelines effective July 1 2015

2 Introduction 2.1 Purpose of the guidelines The guidelines have been developed to ensure, clear and consistent understanding of the Flexible Respite Funding: Breakaway. Program guidelines are subject to periodic reviews. The entire document is reviewed annually. Yooralla will communicate significant program changes via website: www.yooralla.com.au 3 Overview 3.1 What is Flexible Respite Funding: Breakaway? The Victorian Government funds a range of services and supports for people who have a disability, that are additional and complementary to the range of services available through the universal service delivery system. Respite support aims to provide short-term breaks for carers of people with disability, while providing a positive experience for the person with disability either in their own home or away from home. Short-term breaks can be overnight, in-home, with another family or flexible support 3.2 The purpose of Flexible Respite Funding: Breakaway The purpose of Flexible Respite Funding: Breakaway is to provide funds, to support short-term planned respite for the carers of a person with disability. Funding is assessed according to a person s disability support needs. Funds are allocated via an application process. Funds are allocated on the basis of availability, priority and program objectives. Funding is never guaranteed. Funding cannot be allocated retrospectively. 3.3 Objectives of flexible respite funding To provide a break for the primary carer from their caring role. To provide short-term support while families build capacity, knowledge, skills and resilience. 3 Yooralla Breakaway Guidelines effective July 1 2015

To assist in the provision of planned respite support. To ensure funding is allocated on a priority needs basis. To ensure funding allocated is based on a person s disability support needs. To provide a financial contribution towards the provision of respite where assistance is not available through other avenues. To ensure DHHS funding principles are applied to all applications. To recognise the importance of both formal and informal supports in a person s life. 4 Who is eligible to apply for Flexible Respite Funding: Breakaway? To be eligible for Flexible Respite Funding: Breakaway, applicants must: be the carer of a person with disability as defined by the Disability Act 2006 be caring for a person Aged 6 to 64 years reside in a local government area where the program is funded to operate live in the same house as the person with disability. 4.1 Criterion A: Access to disability services Introduction The Disability Act 2006 ( the Act ) commenced on 1 July 2007. Support for people with disability is available from disability services as well as from services in the broader community. When a person with disability asks for support from a disability service, The Act ensures that the process is simple and consistent for all people with disability. A person with disability, or a person on their behalf, can ask a disability service provider for support. Individuals do not have to be registered with the Departmentof Health and Human services to receive support. How does the Disability Act define disability? The Act does not make any change to the target group of people who are 4 Yooralla Breakaway Guidelines effective July 1 2015

able to access disability services. The Act defines disability as an impairment that may be sensory, physical, and neurological or an acquired brain injury, which results in substantially reduced capacity in at least one of the areas of self-care, self-management, mobility or communication. A person must also require on-going or long-term episodic support and their impairment must not be related to ageing. The definition of disability also includes an intellectual disability or developmental delay. Further information regarding the target group for disability services can be obtained by contacting staff from Information and Referral at the Department of Health and Human Services on 1800 783 783. Does a person still need to have a formal assessment before accessing services? The Act does not require a person to be formally assessed prior to accessing disability services. A formal assessment will only occur when it may be difficult to confirm whether the person has a disability. The information gathered to help make this decision will be as minimal as possible. This may include information from the person, their family or carer, school reports, doctors letters, or other information. This will make the access process more streamlined and means that people do not have to undergo a formal assessment when it is clear they have a disability. Can a decision be reviewed if a disability service provider believes that the person does not have a disability? Yes, the person asking for access to disability services can ask the Secretary of the Department of Health and Human Services to review the decision. 5 Yooralla Breakaway Guidelines effective July 1 2015

5 What types of supports are funded through Flexible Respite Funding: Breakaway? Funds may be approved to purchase a range of respite services and supports that respond to the person s disability related needs. The individual circumstances of each person and their family are different and specific types of supports that are purchased may vary according to their request and the resources available at the time. There is a funding limit of $1,500 per person per financial year. Where there are two or more individuals with disability in the family each individual application is processed independently. The breakaway flexible funding program is NOT able to be consider requests for: facility based respite fees therapy supports or costs prescribed equipment costs or contributions medical or health care related costs home renovations or household maintainence childcare fees school fees including additional staff, school camps school and related activities Health and Community Care (HACC) costs: council contribution fees higher education, learning or conference costs fees and costs associated with attending a disabilty day service or employment agency. family holidays overseas travel insurance expenses transition supports either between school and services or service to service ongoing transport related costs or expenses including fuel, vehicle purchase, repair and servicing household furniture and electrical goods 6 Yooralla Breakaway Guidelines effective July 1 2015

general living expenses including food, rent utility costs, rates and insurance The funding must directly link to a respite outcome. Funding is short term only and cannot support ongoing needs. Please note that the supports listed are examples - these do not provide an exhaustive list of what can and cannot be funded under the program. Funds are not available to meet costs that any other member of the community would reasonably be required to pay for themselves (examples include club memberships, movie tickets, shows and sporting events). Any funds requested must be directly linked to the person s disability related support needs. All requested funds must be fit for purpose, cost efficient, effective, and compliant with relevant Australian standards and regulatory requirements. Funding is not considered an income support. Approved funds are time limited and must be used as specified in funding letter and, where applicable, the relevant purchase order. If your need is of an ongoing nature, where can you find out more? For more information on how to register for ongoing supports please refer to the disability services section of the Department of Health & Human Services website www.dhs.vic.gov.au/disability or contact your local office on 1800 783 783 or TTY 1800 008 149 between 9.00am and 5.00pm Monday to Friday. How do I access ongoing supports? The Disability Support Register (DSR) is a database of all people who are requesting ongoing disability supports. The Disability Support Register enables the department to allocate supports in a fair and efficient manner when resources (funding or vacancies) become available. 7 Yooralla Breakaway Guidelines effective July 1 2015

How long will it take me to get an ongoing support? There is a high demand for disability supports and allocation is based on priority of need. Any request for disability supports is considered alongside all other requests. Therefore it is not possible to specify when a support will become available in advance. The allocation of support is based on need and does not relate to the length of time you have been on the Disability Support Register; as it is not a waiting list. 5.1 Safety standards and regulations All goods and services that are requested and funded through Flexible Respite Breakaway must meet all relevant standards and regulations. 5.2 Standards for services Where a service has been requested, it must comply with the relevant quality standards applicable to the specified service. For example, personal support care must meet the standards outlined in the National Quality Framework (refer to www.acecqa.gov.au/national-qualityframework) and disability services must meet the National Standards for Disability Services (refer to www.dss.gov.au/ourresponsibilities/disability-and-carers/standards-and-qualityassurance/new-national-standards-for-disability-services). 8 Yooralla Breakaway Guidelines effective July 1 2015

6 Applying for Flexible Respite Funding: Breakaway: Applications for funding can be received from primary carers, family members or service providers on behalf of a family. Where a service provider is supporting the carer to complete the application form, the provider must ensure the carer has been actively consulted in the planning, preparation and submission of the application. The key steps in the application and assessment process for Flexible Respite Funding: Breakaway are outlined below. 6.1 Quick reference of the application process 1 Visit www.yooralla.com.au and navigate to Respite Services View the online application and guidelines. To assist with administration, electronic submission of applications is preferred. 2 Ensure that the request for a respite outcome and the person meets target group assessment for Disability Services. 3 Complete all sections and submit the application The family and professional work collaboratively to complete and submit the Flexible Respite Funding. 4 Application is received. The Brokerage Coordinator will email an acknowledgement where application is received (via email only). This will occur within two weeks from the date the application is received. 5 Application is assessed. Brokerage panel assesses the application. Meetings are schedules in appendix A. 6 The outcome. The Brokerage Coordinator will send written communication to the key contact stating the outcome of their application 7 If successful, the Coordinator will send written communication; raise purchase order for procurement and payment processes. Alterations to outcomes are not possible and will require a new application. If unsuccessful, the Coordinator will send written communication. There are limited funds available. Applications are prioritised,. Refer to guidelines for exclusions ie. Facility based respite fees, equipment and holidays 8 Payment of the approved supports Option 1: service provider reconciles against purchase order Option 2: primary carer submits receipts for reimbursement Supports are committed for a time limited period, refer to purchase orders and/or letters. No extensions are possible, a new application is required 9 Yooralla Breakaway Guidelines effective July 1 2015

7 How can I ensure my application is complete and able to be processed? The following requirements must be met or the application will be returned. Applications must be received by close of business on the last Friday of the calendar month prior to respite dates. If this is the person s first application, target group assessment documents must be attached. Family must sign the application. Authority to Gain and Release Information (U88) must be completed. Please note professionals may not sign this document on behalf of a client/family. All costings and provider details to be clearly outlined (no changes post panel). 8 Assessment of my application 8.1 Receipt of applications and confirmation Applications should be submitted to breakaway@yooralla.com.au. An email receipt will be issued. The Brokerage Coordinator will ensure the application is complete. Where this is the first application for brokerage a target group assesment of disability may be required. If the Brokerage Coordinator determines that there is insufficient information to determine eligibility they will refer to Program Manager, who will follow Yooralla access to service policy. 8.2 Brokerage Assessment Panel The panel convenes at least 12 times per year to assess applications. The panel is comprised of a minimum of 3 people: a person with disability a carer of a person with disability the Brokerage Coordinator the Program Manager 10 Yooralla Breakaway Guidelines effective July 1 2015

a representative from a funded service provider a representative from the Department of Health and Human services All panel members must: be educated in relation to the program guidelines sign and abide by a confidentiality agreement to undertake this role be informed of the funds available for allocation have access to all applications relating to the individual made in the current financial year advise of any personal or professional relationship with the applicant prior to assessment Expressions of interest to participate in the panel are welcome. Please contact breakaway@yooralla.com.au to register your interest. Each panel must have a quorum of three from the above list to proceed. Yooralla brokerage programs are committed to efficient service delivery. 8.3 What happens at panel? The panel will consider your request against program guidelines, your priority score and funds available for the month. 9 Successful applications The Brokerage Coordinator will send written communication to the key contact listed on the application form. Please note your application may be fully or partially funded and exclusions may apply. Refer to your outcome letter for details. When completing the application one of two payment options is offered. This cannot be changed post panel. 9.1 Option one: payment direct to a service provider A purchase order is raised using Varian, a third party payment system. The service provider will receive this via email. Alterations to purchase orders are not possible and will require a new 11 Yooralla Breakaway Guidelines effective July 1 2015

application. The applicant is responsible for the engagement of services from the nominated service provider. The service provider is responsible for following purchase order instructions. Yooralla is responsible for the payment of the agreed services. 9.2 Option two: reimbursement direct to primary carer On payment of agreed funded services please forward your receipt to breakaway@yooralla.com.au. Ensure you reference the person s name in order for reimbursement to proceed. If sending via mail please sends a readable copy, not original documents. Reimbursements can take up to four weeks to process. Reimbursements will only be actioned where reconciled against allocated funds. The service or support cannot be purchased prior to approval of the brokerage panel, as funding will not be approved retrospectively. 9.3 Can a subsequent application be submitted? More than one application can be made in the same financial year. Funding applications cannot occur concurrently. If there is more than one elligble person in a household, the funding allocation is per elligble member of the household. Further applications are considered against: the guidelines supports already funded capacity / use of other funding programs a respite outcome annual funding limit of $1500.00 exceptional circumstances Please note that breakaway is not recurrent. For all ongoing disbility related needs consider a Disability Support Register application. 12 Yooralla Breakaway Guidelines effective July 1 2015

10 Unsuccessful applications Unsuccessful applicants will be sent a written communication informing them of their unsuccessful application. Unfortunately the annual request for services is higher than the funds we have available to allocate and occasionally there are unsuccessful applicants. Allocations are made against a seasonalised monthly program budget and these monies cannot be increased. Applicants are reminded that applications are assessed against program guidelines and funding principles and must also demonstrate a respite outcome. The application cannot be in support of an ongoing need and cannot be requested retrospectively. The funding for this program is made available by the Department of Health and Human services. 11 Feedback We value feedback on your Yooralla experience and offer several ways in which you can provide feedback, offer compliments, make a suggestion or submit a complaint. We will respond to any complaints received within three working days. In person: speak with one of our Quality and Innovation staff members. By phone: 03 9666 4500 By email: feedback@yooralla.com.au Online: please visit Your Yooralla Experience http://www.yooralla.com.au/other-pages/online-forms/your-yoorallaexperience 13 Yooralla Breakaway Guidelines effective July 1 2015

12 Appendix 12.1 Appendix A: Frequently asked questions When can applications be submitted? Applications can be submitted at any time throughout the year. The following table provides you with cut off dates. Early applications are encouraged and welcomed. If this is your first application to the program please refer to 4.1. Panel for Application to be in by COB on the last Friday of previous month unless otherwise stated Panel sitting Purchase Orders raised by Letters sent by July 2015 31/05/2015 08/06/2015 12/06/15 19/06/15 August 2015 26/06/2015 07/07/2015 10/07/15 17/07/15 September 2015 24/07/2015 05/08/2015 9/08/15 16/08/15 October 2015 28/08/2015 07/09/2015 11/09/15 18/09/15 November 2015 25/09/2015 05/10/2015 09/10/15 16/10/15 December 2015 30/10/2015 04/11/2015 10/11/15 17/11/15 January 2016 27/11/2015 07/12/2015 10/12/15 17/12/15 February 2016 20/12/2015 06/01/2016 10/01/16 17/01/16 March 2016 29/01/2016 03/02/2016 7/02/16 14/02/16 April 2016 26/02/2016 03/03/2016 7/03/16 14/03/16 May 2016 25/03/2016 06/04/2016 10/04/16 17/04/16 June 2016 30/04/2016 04/05/2016 08/05/16 15/05/16 How many applications can be submitted per child? There is no limit to the number of applications that maybe submitted for consideration. 14 Yooralla Breakaway Guidelines effective July 1 2015

If there is more than one child with disability in a family, do they submit separate applications? Yes What are the annual funding limits? The guidelines allow for applications of up to $1500 per financial year unfortunately due to the number of applications the program receives not all applications will be successful. In some instances partial funding may be allocated, where available. Funding is never guaranteed I have put in an application, can I now book services? No you must wait until you receive written notification in relation to the outcome of your application. What is a purchase order? This is the approval for services Yooralla sends the organisation you have requested in your application. Can I get Breakaway funding for a holiday? No holidays are not funded. If you require staff support or equipment hire while on holidays, breakaway can consider your application. Can I use Breakaway funding to pay for facility based respite fees? No respite fees are not funded. I don t have a computer, how do I submit the application? We accept applications via post, fax or delivered to our Surrey Hills office. Can I transfer funds to another provider? No if your nominated provider cannot fulfil your funded supports, a new application will need to be submitted for the new provider. I have not used all the funds; can I keep them for the next funding period? No funds cannot be rolled over. 15 Yooralla Breakaway Guidelines effective July 1 2015

Over what period the funds must be used? Within the period stated in your funding letter and; if relevant; the purchase order no extensions are possible. What other funding supports may I be eligible for? The following provides information on support programs and services, including short program descriptions, web links and contact details. The Infoxchange Service Seeker webpage may also be a useful resource for finding local services that support people with disability. The Service Seeker is available at http://www.serviceseeker.com.au. The State Government Department of Health and Human Services website provides a service directory and is available at http://www.dhhs.vic.gov.au/forindividuals/disability. Examples of alternative supports and services Commonwealth Respite and Carelink Respite support for carers of young people with severe or profound disability My Time Better Start for children with disability Medicare items Helping Children with Autism Hearing Australia Services State-wide Equipment Program (SWEP) Electronic Communication Devices Scheme Home and community care Carer Allowance Carer Payment Carer Supplement Child Disability Assistance Payment Family Tax Benefit (Part A, Part B) Rent Assistance NILS- no interest loan scheme Association for children with disability Carers Victoria www.respitevictoria.org.au 16 Yooralla Breakaway Guidelines effective July 1 2015

12.2 Appendix B: Privacy information for applicants Yooralla strongly believes that the right to privacy of people who use our services must be respected and we embrace the Australian Privacy Principles, the Information Privacy Principles, the Health Privacy Principles and the Commonwealth and Victorian information privacy laws. Yooralla has therefore developed a written privacy policy document which describes how we manage personal information we need to collect about our consumers and other persons dealing with us in order to provide services to children and adults living with a disability. The policy is available for download from Yooralla s website. Our policy tells you what: guides us when we collect personal information we must do before we can use or disclose personal information choices you have about giving us personal information rights you have to access and correct personal information rights you have to complain about our handling of your personal information. To access your personal information or to discuss a privacy issue, please contact Yooralla's Privacy Officer: Yooralla's Privacy Officer P.O. Box 200 Flinders Lane Victoria 8009 Phone: 03 9666 4530 Fax: 03 9650 9122 Email: privacy@yooralla.com.au 17 Yooralla Breakaway Guidelines effective July 1 2015