December 2017 Transition Notice sent to DES Providers February 2018 Draft Transition Guidelines made available DES 2018 Grant Agreements sent to Continuing Providers and New Providers (mid-February 2018) Participants receive letters advising of upcoming changes to DES (March 2018) March 2018 Provider Transition advice and information including Participant information sheet published on the Provider Portal and Signed Grant Agreements due to be provided back to the Department (9 April 2018) April 2018 Transition Period commences (2 April 2018) Transition webinar (12 2018) Referrals to Exiting Providers cease and Exiting Providers no longer able to conduct Direct Registrations (12 April 2018) Last day for Continuing Providers and New Providers to inform the Department of Site addresses to have an opportunity to be nominally allocated Transition Participants (30 2018) May 2018 Transition Participants receive letters advising of nominally allocated Continuing Provider or New Provider and opportunity to choose an alternative Provider (mid-May 2018) DES Participant Transition Line available (1300 854 414) Indicative Transition Participant caseload screens available (14 May 2018) June 2018 Online Training modules available (1 June 2018) Choice period for Transition Participants ends (15 June 2018) Pre-diary functionality available to book Appointments for Transition Participants (18 June 2018) Joint Meetings commence (18 June 2018) Exiting Providers cease delivering Services (COB Friday, 29 June 2018) July 2018 Transition weekend (30 June 2018 – 1 July 2018) Gaining Providers commence and deliver DES Services to Transition Participants (2 July 2018) Transition Communication
The Agreement amends the criteria for Education Outcomes. This means the criteria for Education Outcomes outlined in the Grant Agreement is applicable to any claims that fall due on or after 1 July 2018, except for 26-week Education Outcomes where the associated 13-week Education Outcome fell due prior to 1 July 2018. In which case, the associated 26-week Education Outcome can meet the current criteria for Education Outcomes to attract the Outcome Fee. Where a Transition Participant is undertaking an eligible education activity that has not been recorded in the Department’s IT Systems, the Gaining Provider can enter the Anchor Date and start date of the course in the Department’s IT Systems as the same date as the Participant Commenced with the Gaining Provider. The Gaining Provider will need to enter an end date that is at least 13 weeks after the start date entered for the course. The Gaining Provider must note in the comments section of the activity details the actual commencement date and end date of the education activity. This will only apply where the Participant has already Commenced in DES prior to transition. Ongoing Support Fees Flexible Ongoing Support Exiting Providers must submit all claims for Flexible Ongoing Support Fees in the Department’s IT Systems as soon as possible in accordance with the Deed and relevant Guidelines. A Provider’s eligibility to claim Ongoing Support Fees remains subject to the DES Ongoing Support Guidelines. Moderate and High Ongoing Support Pro-rata arrangements will continue for Providers of Moderate and High Ongoing Support. Eligibility Participants in Ongoing Support to 1 July 2018 will not be subject to the new eligibility criteria outlined in the Grant Agreement, including the eight-hour a week work minimum and the revised Ongoing Support Assessment schedule. DES Wage Subsidies Providers must continue to make payments and provide appropriate support to Transition Participants and Employers receiving a Wage Subsidy. What do Providers need to do? Exiting Providers Providers must ensure that all new Wage Subsidy placements are negotiated and approved in the Department’s IT Systems prior to the close of business, 1 June 2018. Review all current Wage Subsidy placements for Transition Participants in the Department’s IT Systems to ensure they are accurately recorded and finalised, updated or terminated as necessary by close of business, 1 June 2018. Ensure all outstanding Wage Subsidy payments have been made prior to 1 June 2018. Ensure that all claims for Reimbursement are made prior to the Wage Subsidy Maximum End Date.
Provider on the transfer weekend. The table below provides some guidance for Providers when organising Joint Meetings. Steps Gaining Providers Exiting Providers Notes 1 Initiating Meetings The Gaining Provider should attempt to organise a Meeting for each Transition Participant with the relevant Exiting Provider. Gaining Providers can identify Transition Participants requiring a Joint Meeting from their indicative transition caseload in the Department’s IT Systems. The Gaining Provider should contact the Exiting Provider to arrange a suitable meeting time. Exiting Providers can utilise an existing Appointment to undertake a Joint Meeting (wherever possible) and, once attended, should mark the Appointment as a Joint Meeting in the diary. A face-to-face meeting should be conducted wherever possible. Alternate types of Joint Meetings, such as teleconferences, may be appropriate depending on the Participant’s circumstances. possible, existing Participant Appointments in the Exiting Provider’s diary should be used to complete a Joint Meeting. If no Appointments exist or are suitable, Providers should arrange an alternate Appointment. Note: A Joint Meeting should not be conducted forTransition Participants that are currently Suspended or pending. 2 Confirming Meetings In some circumstances, it may be appropriate for the Gaining Provider and Exiting Provider to meet to discuss a Participant’s circumstances without the Participant attending. Gaining Providers should immediately raise with their Account Manager, any difficulties in arranging Joint Meetings with Exiting Providers. Exiting Providers must contact and discuss any arrangements regarding the Meeting with the Participant. Exiting Providers should confirm the Appointment details with the Gaining Provider. The Participant must be consulted regarding the inclusion of their Employer, where in a Job Placement, or any nominees (incl. carers or advocates) in the Joint Meeting. Where a Joint Meeting cannot be arranged with a Participant, Providers should arrange a handover meeting between themselves.