4.5.12.3 Processing requests for items from non-contracted equipment suppliers or for items that cannot be provided directly by WorkSafe’s Contracted Equipment Suppliers

Follow the below steps when requested items are:

  • recommended from a non-contracted supplier, or

  • not supplied directly by a WorkSafe Contracted Equipment Supplier as outlined in 4.5.12.2.

Step Agent action
Review request

Consider whether any liability issues exist and whether there is sufficient information to make a decision.

Urgent requests for equipment should be reviewed immediately upon receipt of the request.

Note: the prescribing therapist should submit the applicable prescription form as follows:

  • for adaptive household equipment, the Household help services needs assessment form or Equipment Prescription Form (EPF)

  • for continence equipment, the Continence Equipment Prescription Form

  • for ride on mower or related equipment supply, the Ride on Mower Prescription form

  • for all other equipment, the Equipment Prescription Form (EPF).

The prescription form should detail:

  • equipment recommended

  • equipment trial outcomes – note:

    • contracted equipment should be trialled in the first instance

    • the recommended equipment item/s should be trialled

    • if the assessing health professional deems a trial of Adaptive Household Equipment is not necessary or appropriate, the clinical rationale for no trial should be documented on the Household help services needs assessment Form.

  • why contracted equipment options were unsuitable, if a non-contracted item is recommended

  • clinical justification for the recommended item

  • information regarding the equipment features and any non-standard options or customisations required e.g. if the recommended equipment is not the base/standard model, detail regarding superior features and functionality necessary to meet worker’s specific clinical needs. This information will assist the Agent in determining reasonable cost contributions by the worker.

The prescription should be less than 12 months old as the worker’s needs may change over time.

Note: WorkSafe Equipment Purchasing Team cannot order equipment from suppliers with online only order acceptance/portals, including Bunnings, Officeworks, Appliances Online, The Good Guys, Kogan, Bing Lee, Big W, Kmart, Target, and Amazon. If online order is the only option to source the required equipment, the worker can order and seek reimbursement with prior agent approval.
Further information or assistance required

If the prescription is more than 12 months old or further information is required, this may be obtained by:

  • a written request for further information to the THP

  • a phone call to the THP or worker

  • an Independent Medical Examination (IME)

  • an assessment by a suitably qualified person (e.g. an OT).

Note: WorkSafe Clinical Panel review is required for the following equipment prior to Agent approval:

  • Thermomix

  • Robotic vacuum equipment

  • Automatic cleaning products

  • Robotic lawn mower/gardening equipment

Determine liability

Refer to:

  • the Equipment & Related Services Guidelines regarding what the Agent can and cannot pay for, including requirements for clinical justification and equipment trial by the worker
Notifying of decision

  • record the decision

  • send a letter to the worker as soon as possible following receipt of the request/additional information advising them of the decision

  • cc to requesting THP and prescribing therapist

Placing the order

Send the completed Equipment Order Form, the applicable Prescription Form and supplier quote to the WorkSafe Equipment Purchasing Team.

See: Complete equipment order form

 

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