1. business and industrial
2. business operations
3. management
4. project management

Goulburn Valley and Lower Hume
Primary Care Partnerships
Aged Care
Planning and Service Development
Project
Interim Report: Year 3
December 2014
Aged Care Planning and Service Development Project, Interim Report: Year 3, West Hume, Dec 2014
AUTHORS
Kim Turner, Executive Officer, GVPCP
Sandra Saxton, Executive Officer, LHPCP
ACKNOWLEDGMENTS
This project is funded by the Department of Health, Hume Region.
Primary Care Partnership members acknowledge and respect the Aboriginal and Torres Straits
Islander peoples and their culture, and values the cultural, religious, racial and linguistic
diversity of local communities.
TABLE OF CONTENTS
INTRODUCTION ..........................................................................................................................3
1.1 Interim Progress Report: Year 3.......................................................................................... 3
1.2 Context…………..................................................................................................................... 3
METHODOLOGY ..........................................................................................................................3
2.1 Project Methodology ………...................................................................................................3
STRATEGIES.................................................................................................................................3
3.1 Strategies 2013-14………. ......................................................................................................3
PROGRESS TO DATE ....................................................................................................................4
4.1 Aged Care Planning Structures .............................................................................................4
4.1.1 Goulburn Valley Aged Care Planning Group......................................................................4
Figure 1: GV Aged Care Planning Group Strategic Priorities ......................................................4
4.1.2 Lower Hume Planning Structures ......................................................................................4
Table 1: Progress to date: remaining key themes ......................................................................5
4.2 Provider Access to Information ............................................................................................5
4.3 Consumer Access to Information ........................................................................................5
4.4 Service Coordination ............................................................................................................5
4.5 Workforce Capacity ..............................................................................................................6
PROJECT FOCUS 2014-15 ............................................................................................................7
5.1 Influencing Factors ...............................................................................................................7
5.2 Outline of Strategies, 2014-5 (Table 2) ................................................................................7
5.3 Project Work Plan 2014-15...................................................................................................8
5.4 Reports .................................................................................................................................8
CONCLUSION ..............................................................................................................................8
ACRONYMS .................................................................................................................................8
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Aged Care Planning and Service Development Project, Interim Report: Year 3, West Hume, Dec 2014
INTRODUCTION
1.1 Interim Progress Report: Year 3
This third interim report provides an update to the progress of the Hume Region Aged Care
Planning and Service Development Project in West Hume, and outlines the focus of the
project for the remaining 6 months. The report is designed to be read subsequent to the
Preliminary Gap Analysis and Situation Report, Feb 20121 the Interim Report, Sept 20122, and
the Interim Report, June 20133.
1.2 Context
The Aged Care Planning and Service Development Project commenced in April 2011, as a 12
month project. Due to the active engagement demonstrated by service providers, the
Department of Health, Hume Region, have twice committed additional resources to extend
the project. In West Hume, the project coordinator position was vacant for the majority of
the financial year 2013/14 and the funding was carried over into 2014/15 financial year. Two
part-time coordinators were appointed in November 2014; 1 coordinator within each Primary
Care Partnership (PCP).
The aim of the project is to facilitate and manage the desired outcomes of Recommendations
1 and 2 of the Hume Integrated Aged Care Plan (HIACP), 2010-154, through a partnership
management approach.
The objective of the project is to establish a sustainable platform of communication and
engagement with relevant stakeholders, at a sub-regional (Primary Care Partnership
catchment) level, to achieve outcomes in line with Recommendations 1 and 2 of the HIACP5.
METHODOLOGY
2.1 Project Methodology
The project is in Stage 6 of the methodology; implementation. A report on progress to date is
outlined in Section 4, and an outline of the strategies to be implemented in the next 6 months
is given in Section 5.2. In addition, the project is preparing to move to Stage 7 of the
methodology; evaluation.
STRATEGIES
3.1 Strategies 2013-14
Proposed strategies were developed in early 20126, then reviewed and refined in Sept 20127.
A further strategic direction review was undertaken in Goulburn Valley PCP in February 2014.
The strategies incorporated the following key themes8;
 Aged care planning structures
 Provider access to information
 Consumer access to information
 Service coordination
 Workforce capacity
1
Preliminary Gap Analysis and Situation Report, February 2012 - REPORT 2012
Interim Report, Sept 2012 - Int. Report 2012
3
Interim report, June 2013 – Int. Report 2013
4
Hume Integrated Aged Care Plan (HIACP), 2010-15 - HIACP
5
HIACP 5 Key Recommendations - Recommendations
6
Preliminary Gap Analysis and Situation Report, February 2012 - REPORT 2012
7
Interim Report, Sept 2012 - Int. Report 2012
8
Interim Report, Sept 2012: Pages 9,10 - Int. Report 2012
2
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Aged Care Planning and Service Development Project, Interim Report: Year 3, West Hume, Dec 2014
PROGRESS TO DATE IN WEST HUME (June 2013 – Dec 2014)
4.1 Aged care planning structures – The development of collaborative planning structures at
a sub-regional level, tailored to the needs of agencies within each PCP catchment area is a key
deliverable of the project. The planning structures are the foundation to the achievement of
all 5 key recommendations of the HIACP9 and were established within both PCPs in 2012/13.
The relationship of the West Hume planning structures to the overall Hume region structures
is consistent with the intent of the HIACP.
4.1.1 Goulburn Valley Aged Care Planning Group
The Goulburn Valley Aged Care Planning Group was set up in October 2012 and has now met
7 times. The aim of the group is to provide a forum for all aged care agencies within the
GVPCP catchment area, to facilitate collaborative planning and working. 25 local agencies are
members of the group. In February 2014, the group undertook a strategic planning review
and identified 4 strategic priority areas of work and potential projects for the group to
consider (Figure 1).
Figure 1: GV Aged Care Planning Group Strategic Priorities 2014-17
4.1.2 Lower Hume Planning Structure
In Lower Hume, their unique situation of small rural agencies providing a wide range of health
and community services, where the same personnel undertake multiple roles, means that a
single group (the Service Development Collaborative (SDC)), works to progress the key
deliverables of the Lower Hume PCP Strategic Plan10, including deliverables related to the
HIACP.
9
Hume Integrated Aged Care Plan (HIACP), 2010-15 - HIACP
LHPCP Strategic Plan 2013-17 – available direct from LHPCP Office
10
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Aged Care Planning and Service Development Project, Interim Report: Year 3, West Hume, Dec 2014
Table 1: Progress to date in West Hume - remaining key themes
Key Themes
4.2
Provider
access to
information

Strategy
Maintain communication links
with agencies to keep them
up to date with project
progress, local initiatives and
national reforms

Progress to date
GVPCP – issues related to aged care are communicated via GVPCP website (dedicated aged
care page), GVPCP members’ newsletter (twice yearly), GV Multi-Agency Network meetings
and e-newsletter (4 per year) and GV Aged Care Planning Group
LHPCP – issues related to aged care are communicated via monthly Leadership Team and SDC
meetings, Murrindindi Planning Group and education forums. Good communication links with
LHPCP agencies resulted in a successful bid for regional funding for a localised project –
‘Breaking Down the Barriers’, a social connections project involving community choirs
On 29 May 2014, due to successful lobbying by West Hume PCPs, a Commonwealth Roadshow
re aged care reforms was held in Shepparton (104 attendees)
Agency feedback to Commonwealth re discussion paper on Home Support Program – both
PCPs supported agencies to provide feedback via HACC Industry Consultant / PCP response
paper
GVPCP - In July 2014, the GV Aged Care Planning Group identified consumer education (re:
changes to aged care) as a key local project arising from identified strategic priorities and
requested project coordinator to collaborate with local services to deliver a number of
consumer information forums across the catchment. These forums are currently in the
planning stage and are due to be delivered in early 2015.
LHPCP – discussions in progress re delivering consumer information forums in their catchment
ACP&SD Coordinators working in collaboration with Hume Integrated Aged Care Team and
other PCP staff to achieve common deliverables and support agencies
GVPCP - bid submitted under the Commonwealth Department of Social Services Aged Care
Service Improvements and Healthy Ageing Grants Program for a shared care plan project. The
outcome of the bid is due to be announced in December 2014.
NHSD/HSD actively promoted to agencies and discussed at relevant meetings


Online service coordination learning module promoted to agencies in both PCPs
Service coordination, secure messaging, SCTT and HSD incorporated into PCP strategic plans




4.3
Consumer
access to
information

4.4

Service
coordination


Consult with service
providers to deliver a
program of consumer
information forums re
changes to aged care
Promote the sharing of
relevant client health and
care information via secure
electronic systems
Promote NHSD/HSD and
support agencies to use and
update as a primary
information resource tool
Promote the use of SCTT 2012




Continued overleaf
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Aged Care Planning and Service Development Project, Interim Report: Year 3, West Hume, Dec 2014

4.5
Workforce
capacity

Work collaboratively with
agencies to implement HACC
Interagency Protocols
Each PCP to hold/participate
in at least one sub regional
aged care forum per annum

ACP&SD Coordinators working in collaboration with HACC agencies to adapt & adopt protocols
(completion date April 2015)

GVPCP –
o Aged Care Showcase 12 Nov 2013 in partnership with University of Melbourne. 35
attendees.
o Bid submitted under the Commonwealth Department of Social Services Aged Care
Service Improvements and Healthy Ageing Grants Program to deliver a ‘customer
service’ program to aged care workers (1000 staff) across the catchment. The outcome
of the bid is due to be announced in December 2014.
LHPCP –
o Aged Care Showcase Oct 2013 - Service providers involved in planning and delivery.
o Community Aged Care forum 29 July 2014. Service providers involved in planning and
delivery. 44 attendees from 12 agencies.

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Aged Care Planning and Service Development Project, Interim Report: Year 3, West Hume, Dec 2014
PROJECT FOCUS 2014-15 (West Hume)
5.1 Influencing Factors
Whilst the project continues to focus primarily on recommendations 1 and 2 of the HIACP, two key factors influence the focus and direction of this project;
 On-going implementation of the Federal Government’s aged care and HACC reforms
 Capacity of PCPs to maintain the aged care priority as part of the PCP program logic in West Hume after June 2015
5.2 Outline of Strategies 2014-15 (Table 2)
Key Themes
Aged care
planning
structures

Provider
access to
information

Consumer
access to
information

Service

coordination

Workforce
capacity

Strategy
Maintain planning structures
Maintain communication links
with agencies to keep them up to
date with project progress, local
initiatives and national reforms
In partnership with service
providers, deliver a program of
consumer information forums re
changes to aged care
Continue to promote and support
best practice and key
State/Regional/PCP deliverables
Support implementation of
Balanced Scorecard in Hume
region
Each PCP to hold/participate in at
least one sub regional aged care
forum per annum




Rationale
Support collaborative work in
achieving the agreed local action
plans and addressing National,
State, Regional and local priorities
Access to information enables
meaningful communication and
facilitates planning
Better informed consumers will
have a greater awareness of their
needs and services available to
them
Supports an integrated approach
to the roll out of current and new
policies and guidelines





Deliver and evaluate consumer forums
Develop proposal for continued progress of action
plans post project

Implement strategies and reporting mechanisms
within each PCP in line with agreed action plans,
in collaboration with other PCP staff and HACC
team
Develop proposal for continued progress of action
plans post project
GVPCP – 3rd forum planned for March 2015, in
partnership with University of Melbourne
LHPCP – 4th forum to be confirmed


Promote sharing of information
and/or good practice.


Page 7 of 8
Actions
Implement strategies and reporting mechanisms
within each PCP in line with agreed action plans
Develop proposal for sustainability of planning
structures post project
Implement communications plan as agreed
Aged Care Planning and Service Development Project, Interim Report: Year 3, West Hume, Dec 2014
5.3 Project Work Plan 2014-15
The Aged Care Planning and Service Development Project is in the implementation stage and preparing
for the evaluation stage. Despite the fact that the Project Coordinator position was vacant for a
substantial amount of time during the past 18 months, the proposed strategies from the Interim Report,
June 2013, were initiated and a number of the localised strategies were maintained in conjunction with
the work plans of other PCP staff. The coordinator role has now been filled in each PCP and each project
work plan is under review, taking into account the issues of capacity and sustainability post project. The
newly appointed project coordinators will collaborate to ensure consistency of approach and strategies,
whilst implementing actions responding to local agency direction and need.
5.4 Reports
Project reports have been scheduled in line with each PCP communications plan as follows;
 PCP executive/leadership groups – monthly
 Hume Integrated Aged Care Collaborative – quarterly
 Project Information Sheets (for service providers – GVPCP) – quarterly
 Project updates to Service Development Collaborative (LHPCP) monthy
 All reports are available directly from LHPCP (website from Jan 2015) and from GVPCP website
CONCLUSION
The Aged Care Planning and Service Development Project has been maintained through the
implementation stage, in spite of significant workforce challenges within the PCPs. Sub-regional
planning structures are embedded in each PCP.
Action plans for the next 6 months, and subsequent 2 years, are under review within each PCP and will
form the basis of discussions and planning of local initiatives. The strategies and actions already
implemented are consistent with the PCP regional strategic priority area of aged care, and the domains
of; Quality, Health Literacy, Workforce Capacity and Client Journey. The extended vacancy of the project
coordinator position during year 3, has highlighted the need for a ‘driver’ to link agencies and initiatives,
maintaining momentum with objectives and action plans.
The focus for the remaining 6 months of the project will be on inter-agency protocols/service
coordination, consumer education and sustainability post project.
ACRONYMS
Full Name
Aged Care Collaborative
Aged Care Planning and Service Development
Department of Health
Goulburn Valley Primary Care Partnership
Home and Community Care
Hume Integrated Aged Care Plan
Human Services Directory
Lower Hume Primary Care Partnership
Primary Care Partnership
Service Coordination Tool Template
Service Development Collaborative (LHPCP)
Acronym
ACC
ACP&SD
DoH
GVPCP
HACC
HIACP
HSD
LHPCP
PCP
SCTT
SDC
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