4.5.19.5 Requirements if modification costs exceed $50,000

Following the acceptance of liability, the BPM Building Project Manager prepares the following plans and submits to the Agent within specified timeframes.

Schematic plans

Following the acceptance of liability, the BPM prepares schematic plans and submits the plan to the Agent within 20 business days.

By	Action
Building project manager	A first optional worker home visit may be required for extensive home modifications and should include the Agent, occupational therapist, BPM, architect (if required), the worker and their family. The purpose of this meeting is to discuss the proposed modifications. At times, the scope of the modifications are outside the Agent’s liability and it is therefore suggested that the Agent keeps abreast of the meeting to monitor the discussions and to ensure that the worker and their family have a clear understanding of what can be paid for. If required the BPM will arrange for the plans to be revised and resubmitted to the Agent for review. The BPM is required to respond to a request for revisions to a plan within 10 business days (for major modifications). When the revised plans are considered appropriate, a copy of the plans must be sent to the worker and the occupational therapist. If it is difficult to obtain the agreement of the worker and OT to the details contained in the schematic plans, it may be appropriate for a meeting to be held with the worker, Agent and BPM to mediate any concerns.
Agent	A suitably qualified person should review the schematic plans to ensure that all recommendations and worker’s needs have been addressed. This process may need to be repeated several times before final agreement is reached between all parties. When the plans are considered appropriate, written agreement of the worker and occupational therapist should be sought. If concern is raised with the schematic plans, the Agent and the BPM should discuss any concerns and/or forward the OT/worker’s documented concerns. The Agent should send a written outcome summary letter to all participants following the meeting, detailing the action plans and timelines. The worker/OT must put any concerns they have in writing to the Agent. A suitably qualified person (injury management) should review the worker’s concerns and forward the written concerns to the BPM, who may arrange (as appropriate) for the plans to be revised. The Agent should monitor the receipt of signed documents and if plans have not been returned within 10 business days, the worker and OT should be followed up. If the worker and OT agree that the schematic plans are appropriate, they will return with their signatures confirming their agreement. Should the worker disagree with any suggested modifications, they have the usual rights of appeal as outlined in the decision notice. In these circumstances the Agent should contact the WorkSafe Equipment Team advising of the issues at equipment@worksafe.vic.gov.au. On receipt of the signed agreement, the Agent instructs the BPM within three business days to proceed with design and development plans and also advises the worker and Occupational Therapist.

Action

Building project manager

A first optional worker home visit may be required for extensive home modifications and should include the Agent, occupational therapist, BPM, architect (if required), the worker and their family. The purpose of this meeting is to discuss the proposed modifications. At times, the scope of the modifications are outside the Agent’s liability and it is therefore suggested that the Agent keeps abreast of the meeting to monitor the discussions and to ensure that the worker and their family have a clear understanding of what can be paid for.

If required the BPM will arrange for the plans to be revised and resubmitted to the Agent for review. The BPM is required to respond to a request for revisions to a plan within 10 business days (for major modifications).

When the revised plans are considered appropriate, a copy of the plans must be sent to the worker and the occupational therapist.

If it is difficult to obtain the agreement of the worker and OT to the details contained in the schematic plans, it may be appropriate for a meeting to be held with the worker, Agent and BPM to mediate any concerns.

Agent

A suitably qualified person should review the schematic plans to ensure that all recommendations and worker’s needs have been addressed. This process may need to be repeated several times before final agreement is reached between all parties. When the plans are considered appropriate, written agreement of the worker and occupational therapist should be sought.

If concern is raised with the schematic plans, the Agent and the BPM should discuss any concerns and/or forward the OT/worker’s documented concerns.

The Agent should send a written outcome summary letter to all participants following the meeting, detailing the action plans and timelines.

The worker/OT must put any concerns they have in writing to the Agent. A suitably qualified person (injury management) should review the worker’s concerns and forward the written concerns to the BPM, who may arrange (as appropriate) for the plans to be revised. The Agent should monitor the receipt of signed documents and if plans have not been returned within 10 business days, the worker and OT should be followed up.

If the worker and OT agree that the schematic plans are appropriate, they will return with their signatures confirming their agreement.

Should the worker disagree with any suggested modifications, they have the usual rights of appeal as outlined in the decision notice. In these circumstances the Agent should contact the WorkSafe Equipment Team advising of the issues at equipment@worksafe.vic.gov.au.

On receipt of the signed agreement, the Agent instructs the BPM within three business days to proceed with design and development plans and also advises the worker and Occupational Therapist.

Design and development plans

By	Action
Building project manager	The BPM prepares detailed design and development plans and submits a copy to the Agent within 20 business days (for major modifications). A second optional worker home visit may be required for extensive home modifications and should include the Agent, OT, BPM, architect (if required) and the worker and their family. The purpose of this meeting is to discuss the proposed modifications. At times, the scope of the modifications are outside the Agent’s liability and it is therefore suggested that the Agent attends this meeting to monitor discussions and to ensure that the worker and their family have a clear understanding of which modifications can be paid for.
Agent	A suitably qualified person (injury management) should review the design and development plans to ensure that all recommendations and the worker’s needs have been addressed. This process may be repeated several times before final agreement is reached between all parties. When the plans are considered appropriate, written agreement of the worker and OT should be sought. Monitor the receipt of signed documents and if plans have not been returned within 10 business days, the worker and OT should be followed up. If concern is raised with the design and development plans when seeking written agreement from the OT/worker, the Agent should circulate these concerns, discuss and attempt to resolve.

Action

Building project manager

The BPM prepares detailed design and development plans and submits a copy to the Agent within 20 business days (for major modifications).

A second optional worker home visit may be required for extensive home modifications and should include the Agent, OT, BPM, architect (if required) and the worker and their family. The purpose of this meeting is to discuss the proposed modifications. At times, the scope of the modifications are outside the Agent’s liability and it is therefore suggested that the Agent attends this meeting to monitor discussions and to ensure that the worker and their family have a clear understanding of which modifications can be paid for.

Agent

A suitably qualified person (injury management) should review the design and development plans to ensure that all recommendations and the worker’s needs have been addressed.

This process may be repeated several times before final agreement is reached between all parties. When the plans are considered appropriate, written agreement of the worker and OT should be sought.

Monitor the receipt of signed documents and if plans have not been returned within 10 business days, the worker and OT should be followed up.

If concern is raised with the design and development plans when seeking written agreement from the OT/worker, the Agent should circulate these concerns, discuss and attempt to resolve.

Revised plans

If required, the BPM will arrange for the plans to be revised and resubmitted to the Agent for review. The BPM is required to respond to a request for revisions to a plan within 10 business days (for major modifications).

When the revised plans are considered appropriate, a copy of the plans must be sent to the worker and the OT Occupational therapy is a client-centred health profession concerned with promoting health and well being through occupation. The primary goal of occupational therapy is to enable people to participate in the activities of everyday life. Occupational therapists achieve this outcome by working with people and communities to enhance their ability to engage in the occupations they want to, need to or are expected to do or by modifying the occupation or the environment to better support their occupational engagement ..

If it is difficult to obtain the agreement of the worker and OT to the details contained in the design and development plans, it may be appropriate for a meeting to be held with the worker, Agent and BPM to mediate any concerns.

Outcome summary letter

The Agent should send a written outcome summary letter to all participants following the meeting, detailing the action plan and timelines.

The worker and/or OT should put any concerns they have in writing to the Agent. A suitably qualified person (injury management) should review the worker’s concerns and forward these to the BPM, who may arrange (as appropriate) for the plans to be revised.

Should the worker disagree with any suggested modifications, they have the usual rights of appeal as outlined in the decision notice. In these circumstances the Agent should contact WorkSafe advising of the issues at equipment@worksafe.vic.gv.au.

If the worker and OT agree that the design and development plans are appropriate they will endorse the development plans..

The Agent should monitor the receipt of signed documents and if plans have not been returned within 10 business days, the worker and OT should be followed up.

On receipt of the signed agreement, the Agent instructs the BPM within three business days to proceed with the design and development plans and also advises the worker and OT.

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