Workplace Rehabilitation Provider Annual Self-Evaluation Provisions

Information sheet for rehabilitation providers RP-4Workplace Rehabilitation ProviderAnnual Self-Evaluation ProvisionsThis information sheet outlines self-evaluation requirements for accredited workplacerehabilitation providers.About Self-EvaluationsOne of the Conditions of Approval for workplace rehabilitation providers is to participate inannual self evaluations.The Nationally Consistent Approval Framework for Workplace Rehabilitation Providers (the NationalFramework) and the Workplace Rehabilitation Provider Evaluation Manual (National EvaluationManual) outline the process to be followed when undertaking annual self evaluations. Both of thesedocuments can be found at the Heads of Workers Compensation Authorities’ website(www.hwca.org.au/home.php)In adopting the National Framework, the WorkCover Board recognised that there may be someproviders who operate solely in Tasmania and cannot meet the criteria relating to the evaluationteam as set out in the National Framework and National Evaluation Manual. An alternative processhas been put in place for these providers – see ‘Evaluation Team Criteria – Tasmania SpecificProvisions’ below.Conducting Annual Self-EvaluationsSelf-evaluation focuses on assessing whether the workplace rehabilitation provider’s managementsystems meet the Conditions of Approval. Evaluating the management systems includes a review ofthe documented policies and procedures, and application of these, to determine if they meet theConditions of Approval.Evaluation Team CriteriaThe National Evaluation Manual recommends that the evaluation team carrying out the annual selfevaluationinclude members who:have successfully completed an auditor training coursehave a supervised period of training in practical assessment and auditinghave at least five years experience related to the workplace rehabilitation industryare not personally responsible for the aspects of the business that they evaluate. In particular,they should not be involved in workplace rehabilitation service delivery associated with thosecases or, if evaluating staff files, they should not be involved in supervision and trainingassociated with those staff members.A Declaration of Conformity must be signed by the evaluation team leader and submitted toWorkCover Tasmania.Evaluation Team Criteria – Tasmanian Specific ProvisionsWhilst the Board adheres to the evaluation process outlined in the National Evaluation Manual, itacknowledges that in Tasmania it may not be viable for some providers to adhere to the evaluationteam criteria. Therefore the Board has adopted Tasmanian specific provisions which apply where theaccredited workplace rehabilitation provider operates solely in Tasmania and cannot meet thecriteria relating to the evaluation team as set out in the National Evaluation Manual.

In this instance, the provider must submit the following documents to WorkCover Tasmania forapproval:evaluation plan (must be submitted and approved before undertaking the self-evaluation)self-evaluation reportany corrective action plans or evidence of progress towards achievement documentation.There is no requirement to submit a Declaration of Conformity.Evaluation CriteriaThe evaluation criteria for self evaluations are the Conditions of Approval and Principles ofWorkplace Rehabilitation as described in the National Framework.The WorkCover Tasmania Board has omitted or amended some elements of the National Frameworkthat it has determined not to be required for Tasmanian workplace rehabilitation providers asfollows:Principles of Workplace Rehabilitation4.1.4(d) Durability of employment is confirmed 13 weeks after placementOmitted4.4.1 Minimum qualification requirements Amended (see info sheet RP-3)Monitoring of Provider Performance5.3.1 Provider annual self-evaluation competencies Amended (see info sheet RP-4)Conditions of Approval6.(2) Minimum qualification requirements Amended (see info sheet RP-3)6.(5) Case load requirement Omitted6.(6) Return to work rate OmittedAppendix 1 - FeesOmittedWorkplace rehabilitation providers wishing to deliver workplace rehabilitation services in additionaljurisdictions should refer to the relevant workers compensation authorities’ websites as elementsomitted or amended by Tasmania may still be required by other jurisdictions.Evaluation PlanningAdequate planning must be undertaken. Planning should set out the objectives and scope of theevaluation, and the methodology and resources to be used by the evaluation team.Evaluation ToolsThe evaluation tools are at the back of the National Evaluation Manual. The tools are as follows:Conditions of Approval Evaluation Tool: The evaluator uses the tool to assess and rate eachcondition as either conforming or non-conforming to the Conditions of Approval.Principles of Workplace Rehabilitation Evaluation Tool: An evaluation of a provider’s conformancewith Condition 1: Principles of Workplace Rehabilitation includes an assessment of the provider’spolicy and procedures and then an assessment of the provider’s operational documents, caserecords or awareness interviews.Determining Level of ConformanceWorkCover Tasmania adheres to the scoring methodology stipulated in the National EvaluationManual:The Conditions of Approval: The Conditions of Approval are scored as either complying or noncomplying.All Conditions of Approval must be met to maintain accreditation. However, thePrinciples of Workplace Rehabilitation (Condition 1) are scored differently to the Conditions ofApproval to allow room for continuous improvement.

Scoring the Principles of Workplace Rehabilitation: Each principle and its indicators (45 in total)will be assessed as either complying or non- complying. Where a principle is assessed as noncomplying,there is a need for corrective action. The number of non-conformities identified againstthe Principles of Workplace Rehabilitation determines the corrective action/s to be undertaken bythe provider (see below).Corrective Actions for Non Conformance AgainstPrinciples of Workplace RehabilitationAs mentioned above, the number of non-conformities identified against the Principles of WorkplaceRehabilitation determines the corrective action/s to be undertaken by the provider.Up to 2 non-conformities identified – required action:Submit a continuous improvement plan for each identified opportunity for improvement 30 daysfrom the date the evaluation report is received.Between 3 and 6 non-conformities identified – required action:Submit a corrective action plan for each non-conformity identified 30 days from the date theevaluation report is received.Evidence of progress towards identified non-conformities to be submitted 3 months from the datethe evaluation report is received.7 or more non-conformities identified – required action:Submit a corrective action plan for each non-conformity identified 30 days from the date theevaluation report is received.Evidence of progress towards identified non-conformities to be submitted 3 months from the datethe evaluation report is received.A WorkCover Tasmania initiated evaluation may be conducted within 6 months from the date theevaluation report is received.Evaluation ReportThe evaluation report details evaluation conclusions and any further action required. Workplacerehabilitation providers under the Tasmania specific provisions must submit their evaluation reportto WorkCover Tasmania. The report shall include:findings and conclusions.opportunities for improvement.recommendations.emerging issues.Further details on evaluation reports can be found in the National Evaluation Manual.Corrective Action PlansWhere corrective action plans are required to be submitted to WorkCover Tasmania for nonconformityidentified against the Principles of Workplace Rehabilitation, this must be done within 30days from the date the evaluation report is received.Evidence of progress towards a conformity must to be submitted three months from the date thereport is received.A template for a corrective action plan is available on the WorkCover Tasmania website.This information is for guidance only and is not to be taken as an expression of the law. It should be read inconjunction with the Workers Rehabilitation and Compensation Act 1988 and any other relevant legislation.For more information contact WorkSafe TasmaniaPhone: 1300 366 322 (within Tasmania)(03) 6166 4600 (Outside Tasmania)Fax: (03) 6233 8338Email: wstinfo@justice.tas.gov.au December 2013