Assessment contact assessment and reports

How does a assessment contact begin?
Assessors carry photographic identification, a request for access to the home and a letter confirming their appointment to the assessment team. These are shown to the approved provider or person in charge at the beginning of the visit, and authority to access the home is requested.

The visit begins with a brief entry meeting. This includes an overview of the assessment contact process, confirmation of the plan for the visit and the availability of relevant staff and others to be interviewed.

What happens during the assessment phase of the visit?
The team uses a standard assessment methodology which is outlined in the Assessor handbook.(1.7Mb)

The scope of an assessment contact may be an assessment module, case-specific matters, or both. Case-specific matters may include evaluation of progress in addressing failure to meet the Accreditation Standards or information we have received from the Department of Health and Ageing.

Although we assess the systems of homes against the Accreditation Standards, including in relation to information received from the Department of Health and Ageing, we do not investigate specific complaints.

The visit is an opportunity for the home to demonstrate performance against  the Accreditation Standards, so it is essential that management and staff are involved. It is the responsibility of the approved provider to demonstrate that the home meets the Accreditation Standards.

As issues are identified, assessors may speak with key personnel and seek clarification or ask them to provide more information. It is important that all information which shows how well the home performs is made available to the assessment team.

Issues indicating failure to meet the Accreditation Standards or potential serious risk to residents’ health, safety and wellbeing may be identified by an assessment team during an assessment contact. These are reported to the Accreditation Agency immediately, and we consider this information and decide whether any action is required. If there is serious risk to the health, safety or wellbeing of residents, we will  notify the Department of Health and Ageing immediately.

The team also meets with the approved provider or key personnel at least once each day during an assessment contact to discuss the process and to ensure management is kept informed of progress of the visit. This also allows the team to discuss any possible deficiencies in the home’s systems and care to residents.

What happens after an assessment contact?
The assessment team writes a report following the assessment contact. This report includes information about the home’s performance against the Accreditation Standards and progress in undertaking continuous improvement. The approved provider may be invited to submit a response to the assessment contact report before the decision is made.

If the decision-maker finds that the home does not meet the Accreditation Standards, the home may be put on a timetable for improvement, or a review audit may be conducted.

Within 14 days of the assessment contact, the approved provider is informed of the arrangements for future assessment contacts and advised if a review audit will be undertaken.

If the home was previously on a timetable for improvement, and has not succeeded in meeting the Accreditation Standards by the end of the set time, we must inform the Secretary of the Department of Health and Ageing.

How are residents involved in an assessment contact?
The assessment team interviews residents and their representatives during an assessment contact.

Homes are encouraged to tell residents and representatives about the outcomes of an assessment contact, including information on failure to meet the Accreditation Standards and serious risk.

How can management and staff assist during an assessment contact?
The assessment team needs a private work area where the team members can consider the information they have gathered.

The home’s management should assist the assessment team to identify the most appropriate people with whom to discuss particular systems and processes. This will generally be confirmed at the entry meeting. These may include key personnel, care staff and ancillary staff. The residential aged care home may also wish to involve other stakeholders such as volunteers, doctors or allied health professionals.