Personal Helpers and Mentors Program - HELP
Transfer Information
1. Date of Transfer
Defined as:
The date of which the participant ceased participation with their original PHaMs program service provider, and subsequently commenced transferring to the receiving PHaMs service provider.
Guide for use:
- This question must be answered.
- Record the day (as 2 digits), month (as 2 digits) and year (as 4 digits). Thus, if the date is 21 May, 2007, this would be recorded as 21/05/2007.
- The date of Transfer must refer to the day the applicant ceased participation with their original PHaMs program service provider.
Why is this information needed?
- Provides information on the date from which a participant has ceased participation with a service provider due to a transfer to a new PHaMs service provider region.
- Enables access to the participants record by the new PHaMS provider.
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2. External Person ID
Defined as:
A unique participant identifier that is generated by the system
Guide for use:
- This identifier will be automatically obtained from the participants corresponding EST record.
Why is this information needed?
- The External Personal ID is to be used as an identifier when completing the transfer process.
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3. Contact Email Address
Defined as:
A contact email address for the PHaMs worker activating the transfer process.
Guide for use:
- This email address will be automatically populated by the system.
- Please check the pre-populated details to ensure they are correct.
- Contact the DSS Helpdesk at mentalhealth@dss.gov.au if any changes are required.
Why is this information needed?
- PHaMs workers from both the original and receiving PHaMs service providers will have contact details for each region in case any issues arise throughout the process.
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4. Contact Phone Number
Defined as:
A contact phone number for the PHaMs worker activating the transfer process.
Guide for use:
- This phone number will be automatically populated by the system.
- Please check the pre-populated details to ensure they are correct.
- Contact the DSS Helpdesk at mentalhealth@dss.gov.au if any changes are required.
Why is this information needed?
- PHaMs workers from both the original and receiving PHaMs service providers will have contact details for each region in case any issues arise throughout the process.
- As only an identifier (not a participant name) is recorded, the new provider will not know the participant is unless phone or email contact is made by the original provider.
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5. Please select the Destination Provider and Site for the Participant
a) Please specify the Destination Provider
Defined as:
The name of the PHaMs service provider organisation to receive the transferred record and participant.
Guide for use:
- Only one option can be selected.
- Please select the appropriate PHaMs service provider organisation for whom will be receiving the transferred record and participant.
Why is this information needed?
- This information is needed to ensure successful record transfer.
b) Please specify the Destination Provider Region
Defined as:
The name of the PHaMs site region that will receive the transferred .
Guide for use:
- Only one option can be selected.
- Please select the appropriate PHaMs site region that will be receiving the transferred record and participant.
- PLEASE NOTE, if a provider organisation has more than one site they will all display in drop down options. It is important to select the correct site region.
Why is this information needed?
- This information is needed to ensure successful record transfer.
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6. Please confirm that the manual transfer steps have been completed
- Destination Provider has been contacted and accepts the participant
- The 'Participant Transfer' Form has been signed by the participant
Defined as:
Confirmation that the manual transfer steps between the originating and accepting PHaMs providers have been completed.
Guide for use:
- If the manual transfer steps have occurred, select 'Yes'.
- Please see either Chapter 6.9 or Attachment T of the Program Guidelines for further information on the participant transfer process.
Why is this information needed?
- When it is known to the service provider that a participant is moving to an area where another Personal Helpers and Mentors team is operating, it is expected that the current service provider will facilitate a 'participant transfer'.
- Where the original service provider is made aware of the transfer prior to the client moving, it is expected that they make contact with the new service provider and ensure that they agree to, and have the capacity to take on new participants.
- If they do have capacity, then the original service provider is expected to provide the following information
to facilitate the transfer of the participant:
- fill in the attached internal transfer form with the participant to ensure participant's consent to transfer participant's information. This includes transferring:
- the participant's contact details
- a copy of the participant's EST assessment results
- a copy of the participant's Individual Recovery Plan
- copies of other relevant information
- make initial contact with the new service provider and discuss the timing of the move (if known) as well as the participant's progress and requirements
- If the new service provider is full, the participant exits from the program.
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