Client Consultative Committee Meeting - Minutes

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1 Client Consultative Committee Date: 29 October 2014 Time: midday Location: SIA Office Brisbane Meeting No: 2014 /04 Chairperson: Pauline Davis Minutes taken by: Marg Murray Attendees: George Dougherty, Daryl Henbery, Marion Henbery, Clinton Croft, Mark Keeffe Apologies Bill & Geraldine Simpson, Trevor Ward & Lorraine McLean, Bryan Flemming, Jay Hooker Distributed to: George Dougherty, Daryl & Marion Henbery, Mark Keeffe, Trevor Ward & Lorraine McLean, Reuben Molloy, Bill & Geraldine Simpson, Bryan Flemming, Clinton Croft, Joe Midson, Jay Hooker, Scott Stidson, Peter Gotz and Bill Booker No: Presenter Agenda Topic Discussion / Decisions/ Minutes 1 Opening/ apologies Pauline Davis Welcome 2 Matters arising from previous meeting 2014 / 03 July Pauline Equipment Servicing and Maintenance Further discussion has been held with WH&S Manager, Chuck McInnes about the maintenance regime for equipment including hoists being used in a domestic environment. Chuck has agreed to a maintenance schedule based on average usage. Chuck will be working on quantifying the average use of a hoist and will develop the revised maintenance schedule for the service. Once the revised procedure is developed we will forward it for comments and review before implementing the change. No PSW s should use a hoist that is not working as predicted or normal. This should be reported to the client and maintenance of the equipment needs to be arranged immediately. An alternative device needs to be arranged. (Equipment can be hired through the Organisation s equipment hire service.) Page 1 of 8

2 2.2 Marg Implementation and Communication of Policy, Procedure development or changes. Client Consultative Committee Feedback from the last Client Consultative Committee (CCC) highlighted that we don t always include clients in our communication around new or amended policy or procedures. When we looked at this issue we found a number of gaps in how we have rolled out new or amended Policy, Procedure and Forms in the past. We decided that we should develop a checklist to plan and manage the implementation and communication for new or amended Policy, Procedures, or Forms. The checklist was reviewed and all felt like it would represent an improvement in process. This procedure will now be implemented. 3 New Business 3.1 Daryl Henbery PSW Performance Appraisals Daryl provided the group with a document outlining his thoughts about PSW Performance Appraisal process. This came about because one of his PSWs had her Performance Appraisal and he was not contacted to make comment. The PSW received an average assessment and Daryl felt that this did not represent her performance. Daryl wondered if the process had changed and that clients were no longer consulted. Pauline & Marg confirmed that the process definitely still includes the client being consulted. Several other participants in the meeting confirmed that they had been contacted by CSOs when their PSWs are having their performance review. In Daryl s situation this did involve a new CSO and clearly we need to look at the information she was given in her training about performance reviews. The procedure does not specifically say the client should be consulted. This will be corrected. Daryl also asked about the rating scale and suggested a 3 point scale 1. Needs improvement 2. Meets Requirements Page 2 of 8

3 3. Exceeds Requirements Client Consultative Committee Marg advised that we are reviewing the PSW rating scale which is currently a 4 point scale. A 5-point scale is being considered. The extra rating is the last one Must be improved. By having an expanded scale we are trying to ensure that everyone does not get an average review. 5. Outstanding (O): The employee is a role model for others, demonstrates extraordinary and exceptional behaviours that result in a high standard of performance well above the requirements of the role, and contributes significantly to team goals. 4. Exceeds Expectations (EE): The employee consistently demonstrates effective behaviours that result in a high standard of performance above the requirements of the role. 3. Meets Expectations (ME): The employee consistently demonstrates effective behaviours that fulfil the requirements of the role. 2. Needs Improvement (NI): The employee inconsistently demonstrates effective behaviours in fulfilling the requirements of the role and requires further development. 1. Must Be Improved (MBI): The employee does not demonstrate effective behaviours in fulfilling the requirements of the role. This causes significant problems in his/her performance and is negatively impacting on team goals. Needs significant improvement. The group was asked to provide feedback on the rating scale above.please your comments to Marg Murray margm@spinal.com.au by 28/11/ Pauline Audit The External Audit was completed in October. We were audited against the Human Services Quality Standards, ISO 9000 and the National Standards for Disability Services (Employment Options). The verbal report from the auditors indicated that we had no non-conformances. We are still awaiting the written reports. 3.3 Marg Motor Vehicle Procedure Vehicle Registration and roadworthiness - Change need as rego stickers are no longer Page 3 of 8

4 change required to be displayed in Queensland. Client Consultative Committee The vehicle that a PSW is required to travel in either as a driver or passenger must have current Queensland motor vehicle registration. Registration is an indicator of road worthiness. During the intake process and at the annual review CSO s should either obtain a copy of the current motor vehicle registration certificate or they should obtain the details of the vehicle:- Make, Model, Body Type and Registration number. Where a copy of the motor vehicle registration certificate is not obtained the CSO will use the Queensland Transport Rego Checker to confirm that the vehicle is registered and when the registration will expire. The CSO will enter the motor vehicle registration details into the CMS in the Driving Details node and set a reminder for expiry of registration. Where the PSW is required to travel in (either as a passenger or driver) a different vehicle they should ask the client to confirm that the vehicle is registered. Where a PSW is concerned about the roadworthiness of a vehicle they are required to travel in either as a driver or as a passenger they are to advise their Client Service Officer before travelling in that vehicle. 3.4 Marg NDIS QLD As a part of the PSHCS NDIS Readiness Project we will be creating an engagement and communication schedule which will be designed to ensure that client have the information they need to be prepared for the implementation of an NDIS. Marg advised participants that signing up to e-blast from the QLD NDIS site as a way of keeping up to date with National Disability Insurance Scheme (NDIS) Queensland initiative s for roll out from July Page 4 of 8

5 Client Consultative Committee Clients can sign up to e-blast please use Ctrl + click to follow the link ea A link to the subscription form can also be found on the department s NDIS webpage at in the top right hand corner by clicking sign up to our e- blast 3.5 Greg Murphy G 20 Greg Murphy PSHCS Operations Manager gave an update on our preparation for ensuring continuity of service delivery to clients during G20. This has involved identifying clients who are in the exclusion zone or live close to the exclusion zone and identifying PSWs who lives in or work in or near the exclusion zone. Correspondence has gone out to these people to inform them about making plans for delays and road closures etc. 3.6 Greg Murphy Individual Support Plan (ISP) The revised Individual Support Plan had been sent to participants for comment. Greg explained the background for the changes was to create a document that had sufficient information about a client s support needs and but was easy to read and quick to access the information. Most participants thought that the document was an improvement on the current ISP. 3.7 Pauline Change of Name of the After Hours Response Service to Urgent After Hours Response Service Participants were asked to provide any feedback to Marg Murray margm@spinal.com.au by 14/11/2014 The word Urgent has been added to the name of the After Hours Response Service to try to reinforce that calls to this service should only be made if the call cannot wait until the next business day. The service is being used by both support workers and some clients for non-urgent enquires.e.g. roster check for shifts days ahead, requesting days off in the future. This has the impact of tying up the staff member rostered on to the Urgent After Hours Response Service and this can cause delays in them being able to respond to urgent matters. Participants thought that people making inappropriate calls should be informed Page 5 of 8

6 Client Consultative Committee at the time that the call is not one for the Urgent After Hours Response Service. This is the approach that is being taken. 3.8 Pauline Financial Package Statements First Financial Package Statements have been sent out for this financial year. Pauline explained that the delay in sending these out was associated with a delay in getting information from Disability Services regarding funding rates. Pauline apologised for the delay and indicated that we hoped that a delay of this length will not occur again. Pauline explained to the group that there were so many different funding configurations and this was complicated by how disability services allocates CPI increases. SIA had not distributed the CPI figure to individual clients packages. CPI is allocated to offset cost increases. SIA did not increase our hourly rate we used the CPI allocation to cover the increase in cost and meet unmet need with in the client group. Pauline assured the group that PSHCS had a record of all funds relating to each client and that if a client were to exit the service they would get any funding allocated for their support inclusive of any CPI increase. 3.9 Pauline / Marg Review of Passive Range of Motion Routine Bronwyn Makris Workplace Assessor Physiotherapist has been reviewing the WH&S issues around passive range of motion routines. This is mainly because clients are changing they passive routine prescription without consulting a Physiotherapist e.g. increasing the repitions, added new exercises. Bronwyn has met with staff at the Spinal Injuries Unit (SIU), TRP and SPOT They advised that the exercises are fairly standard and routines are rarely changed. They indicated that client should always consult a physio before changing a passive routine as it is generally unlikely that a routine would need to change. They advised that a standard program would usually take approximately 30min. Page 6 of 8

7 3.10 Bryan Flemming Suggestion to communicate with Clients & PSWs re Holiday Season Arrangements Client Consultative Committee Pauline advised that PSHCS and SAHS are not in a position to review passive range of motion routines for clients and if they wanted this done they would need to arrange this themselves. We would only be involved in a review if there was a concern for the WH&S for a PSW because a routine has been changed and it is putting the PSW at risk. Brian asked why we don t ask PSW s and clients about their holiday plans so that early planning can occur. We advised that we start communicating with PSWs in late September about the intended leave requirements over Christmas. PSWs have all been asked to have their Holiday leave requests in by 7/11/2014. We also ask PSWs to notify us if they are available for extra shifts over the holiday period. 4 Projects Update We agreed that we only had part of the picture here and that we should also ask clients early to advise us about any different arrangements that they want to be put in place over the holiday season i.e. going to family, family coming. Do they want to cancel or change shifts? 4.1 Pauline NDIS Readiness Pauline spoke to the group about our preparations towards the implementation of the NDIS. SIA & PSHCS have undertaken a NDIS Readiness assessment. Based on that assessment we have established an NDIS Readiness Project. The through the project we will ensure all preparations will be in place including:- 1. Converting Block funding to Individual grants, 2. Finance & Administration - unit cost, competitive prices, invoicing, systems Page 7 of 8

8 Client Consultative Committee 3. Engagement & Communication Client, Staff & Stakeholder- information and education including improve our local community knowledge 4. Services define existing services, develop new services and review service model to deliver service within an NDIS framework 5. Marketing strategy 6. People & Capacity - Workforce Design & Planning 4.2 Marg Self- directed Pilot Project 2 clients self directing There is another client who is currently looking to use the pilot to self-direct. 4.3 Marg Your Life your Choice - YLYC 4.4 Pauline /Marg PSWs accompanying clients on holidays in particular O/S holiday 4.5 Marty Sharratt /Greg Murphy Recruitment of PSWs project Host provider for - 7 clients Service provider for 5 of these 7 clients (plus back-up for 1) Active service enquiries - 3 The risks associated with these types of trips are significant. As a part of this review we have identified the need to have an separate agreement with the client as well as there being a contract with the PSW which reflects any variation from their standard contract. This procedure is currently being written. Prior to implementation it will be distributed to the CCC participants for comment. Greg provided an update on this project. The revised format involves the candidates participating in group discussion and problem solving geared to look at their values, attitudes, and suitability to the role. The process will now be facilitated by PSHCS. The first trial of the new process will take place in the beginning of November. 5 Next Meeting/s New Date for first meeting* *Wednesday 25 February midday 2.00 pm ( this has been changed from 28/01/2015 as Pauline will be away on leave) Wednesday 29 April midday 2.00 pm Wednesday 29 July midday 2.00 pm Wednesday 28 October midday 2.00 pm Page 8 of 8

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