Version
Date of version
Applies to
Issued by
Delegated authority
Procedure custodian
Date Published
Due for review
Confidentiality
1.0
23/10/09
All prescribers to the DCSI
Equipment Program
DCSI equipment Program
Matthew Massy-Westropp Manager
DES
Belinda Carpenter Manager
Specilaised Equipment DES
23/10/09
23/10/2010
Public
DCSI strategic objective
SA Strategic Plan
Printed versions of this document may have been superseded.
See the DES website for latest version.
A range of home modifications are provided by DCSI for DCSI Equipment
Program clients.
If the modification involves major structural changes, DCSI will contract with a consultant to project manage the work.
A clinician completes a home visit and discusses the required modification with the client.
The consultant works with the clinician and provides technical building and construction advice on feasibility, cost effectiveness and practicality of proposed home modifications. The consultant will have appropriate knowledge of the relevant Australian Standards, M inister’s Specifications and Building Code of
Australia. Refer to the
“Consultant and clinician roles in major home modifications ” document.
Once DES determines that a modification will need project management, the consultant is sent the details for the proposed modification. A home visit is then conducted with the prescribing clinician, client, home owner (or their delegate) and consultant present.
Final specifications are determined and signed off by all parties. The consultant then provides a quote for the modifications. A purchase order is placed by DES to the consultant who contracts tradespersons to carry out the modifications. The consultant oversees works completed and, along with the prescriber, signs off on final completion of works.

Step Description
1 To notify consultant of requirement for involvement in home modification and request for quote
1. DES determines that funding is available and consultant involvement is required.
2. DES client liaison officer (CLO) emails consultant a request for quote specifying the following details: client's name and address of home to be modified initial specification and agreement form any preliminary diagrams of proposed modifications
3. DES notifies prescribing clinician by email that these details have been forwarded to the consultant.
Go to step 2.
2 To arrange home visit
Prescribing clinician:
1. contacts the client, home owner and consultant to arrange a home visit when all parties can be present
2. discusses with the consultant any concerns, feasibility issues etc as required
3. forwards any photographs, diagrams or further information that may be necessary for the consultant
4. explains the process to the client
Go to step 3
3 To conduct a joint home visit with the consultant
1. Clinician and client show consultant the area to be modified.
2. Clinician explains the proposed modification and clinical requirements.
3. Consultant: o raises any issues regarding cost effectiveness, feasibility, implications around Australian Standards , the Building Code of Australia and the
Minister’s Specifications . o takes the measurements for the detailed specifications o takes digital photographs of the current condition of the area to be modified

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4. Clinician: o ensures that the client has a copy of the
“Major Home Modification - Client
Information Sheet ” and the “Terms and Conditions of Installation of Home
Modifications
”
and will reiterate information from these documents such as client responsibility to find alternative arrangements while modifications are underway e.g. toileting, showering o makes any changes to diagrams and records any additional measurements as required o completes the relevant specification form in agreement with the consultant o has relevant specification form signed by the client (or their carer if they are unable to sign), the home owner(s) or their assigned delegate, the consultant and the clinician
Go to step 4.
To follow up after home visit
1. Clinician: o records the outcomes of the home visit in a case note o finalises diagrams and forwards copies to the consultant, client and home owner
2. Consultant documents: o the scope of works and sends to the clinician for checking o the outcomes and specifications and emails copies of digital photographs to the clinician who saves them in the client's file
3. Clinician: o checks that the scope of works matches the criteria, policy and agreement signed by the client o liaises with the consultant as necessary about any changes. o approves the scope of works document and sends it to the consultant.
4. Consultant uses the approved scope of works to seek quotes from suitably qualified and licensed trades contractors and per their procurement practices.
Note: Dependant on expected cost, 3 quotes may be required. Less than 3 quotes can be sought due to the urgency of the situation or the lower cost and / or availability of trades contractors in remote areas.
Do the circumstances require less than 3 quotes to be obtained?
Yes : Consultant gains sign off from DES and assesses the most cost effective quote. Go to step 5.
No : Go to step 5.

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To finalise quote
1. Consultant generates a single quote and forwards to the clinician for checking.
2. Clinician checks the quote against the specifications and confirm that no further changes are required.
3. Novita / DCSI / Health requirements: o Novita:
 Novita staff forward the quote, along with all supporting paperwork to Novita Equipment Service administration to obtain final delegate approval
 Novita administration faxes the quote to DES o DCSI and Health fax the quote to DES, ensuring client's name, number and prescriber name are referenced.
Go to step 6
To place purchase order and arrange commencement of works
1. DES places a purchase order with the contractor and informs the consultant of this action.
2. On receiving the order, consultant: o contracts the contractors to complete the work o negotiates the start date with the contractors and client / home owner and informs the clinician and DES of these details
Go to step 7
To oversee the works
Consultant:
 oversees the works and is the contact person for the contractors and the client / home owner for any issues regarding the building and construction works.
 visits the client's home at key stages of the modifications being completed
Note: If the client raises any clinical concerns or requests any changes to the home modifications, the consultant must discuss these with the prescribing clinician. If the clinician is unavailable and the request is urgent, the consultant contacts the DES client liaison officer and clinical support officer as necessary to resolve the request.
Go to step 8
To ensure a major home modification is satisfactory and finalise paperwork on completion of modification works

1. Clinician arranges a combined consultant and clinician follow up home visit within 2 weeks of the modification being completed.
2. Consultant checks that all building works are satisfactorily completed.
3. Clinician ensures that: o modifications have been completed to the agreed specifications and are meeting the client’s functional needs. Refer to “Completing follow up of home modifications ” procedure o the
“Major Home Modification Satisfactory Completion Agreement Form ”
will be completed and signed by the consultant, the clinician, the client and the home owner o faxes a copy of this form to DES with the invoice. The original will be kept in the client’s file
4. Contractor sends the invoice to DES.
5. DES pays contractor's invoice when completed and signed Major Modification
Satisfactory Completion Agreement form is received from clinician.

Step 1: Notify consultant of requirement for involvement in home modification.
Step 2: Arrange home visit.
Step 3: Conduct home visit.
Step 4: Follow-up after home visit.
Do the circumstances require less than 3 quotes to be obtained?
NO
Step 5: Finalise quote.
YES
Gain sign off from DES and assess most cost effective quote.
Step 6: Place purchase order and arrange commencement of works.
Step 7: Oversee the works.
Step 8: Ensure major home modification is satisfactory and finalise paperwork on completion of modification works.

The guiding policy for this procedure is the “DCSI Operational Policy on Home Modifications”
Procedures
“Completing follow up of home modifications”
 “Major Home Modification Satisfactory Completion Agreement Form”
Relevant specification forms available from the DES website:
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“Home modification specification form - bathroom toilet”
“Home modification specification form - internal access doorway widening”
“Home modification specification form – kitchen”
“Home modification specification form - long ramp”
“Home modification specification form - major step”
“Minor access home modification specification form”
“Minor home modification blank specification form”
“Shower platform specification form”
Supporting documents
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“Consultant and clinician roles in major home modifications”
“Major home modification - client information sheet “
“Terms and Conditions of Installation of Home Modifications”
FAQs / fact sheets
“What are major and minor home modifications ?”
“When does a consultant get involved in home modifications?”
Other
DES Equipment Catalogue (for external prescribers)
DES online ordering system (for internal prescribers)
For access to all forms / supporting documents and procedures:
Check DES website for latest e-version, photocopies may be out of date
For further information or feedback:
Phone: 1300 295 786 Fax: 1300 295 839 Email: equipment.feedback@dcsi.sa.gov.au