Contracts

• Determine delegation of contract management operational responsibilities
• Responsible for oversight and governance of contract management

• Compliance management of Contract Management Policy and other associated policies and procedures
• Handling of suspected fraud or corruption

• Provision of legal advice relating to contractual arrangements
• Drafting and reviewing contractual conditions
• Oversight and handling of legal contractual issues

• Operational management and oversight of contract administration
• Provision of governance guidance in the management of contractors
• Maintenance of relevant policies and procedures

• Administration of contracts including review, creation, amendment, compliance oversight of required credentials, and cessation
• Preparation of compliance and performance reports as required

• Administration of financial transactions relating to contracts and agreements

• Entering into contracts and agreements as per Instrument of Delegation
• Authorisation of financial transactions as per Financial Delegation of Authority

• Identification of operational need and sourcing of contractors within LCHS policy and procedure
• Operational oversight of contractor/s
• Investigation and response to incidents and feedback relating to contractor/s
• Ensuring appropriate training/induction is provided to contractor/s
• Completion of risk assessments as required
• Ensuring compliance with Fair Work Act and Fair Work Regulations
• Ensuring term and conditions of contract are relevant, monitored, achievable and enforced

• Reporting of suspected fraud, corruption, and/or conflicts of interest

As per contractual arrangement, including but not limited to:

• Ensuring goods/services are delivered as agreed within contract/agreement
• Notification to LCHS of changes to business structure, staffing, fees and charges as soon as practicable
• Maintaining appropriate qualifications, credentials and competencies and notifying LCHS should these not be met
• Maintain appropriate police checks or other safety checks for employees as require, notification to LCHS where disclosable outcomes are identified
• Maintain adequate insurance coverage and provide LCHS with current policies
• Ensure all staff are immunised as per legislative requirements, notification to LCHS where these are not met
• Ensure LCHS training and induction programs are undertaken and understood by employees
• Ensure risk and other assessments are conducted and followed up as required
• Immediately raise issues that cause OHS or safety concern with Program Manager / Responsible Manager
• Report incidents as soon as practicable, no later than 24 hours after incident occurred
• Report concerns for safety and wellbeing of LCHS clients
• Ensure all employees are paid the correct wages or remuneration and ensure compliance with Far Work Act and Fair Work Regulations
• Ensure paperwork and invoicing is accurate and submitted in a timely manner as per LCHS procurement policies and procedures
• Reporting of suspected fraud, corruption and or/conflicts of interest

LCHS has a fully electronic contract management system, called ‘Portt’.

The Portt ‘Hub’ allows us to effectively communicate and interact with our contractors. Insurances, certifications, credentials and compliance checks can be uploaded by contractors,as well as writing notes and sharing other information. Contractors retain full access and permissions to their documents in the Hub throughout our relationship.

LCHS shall share contracts, agreements and other information through the Hub. LCHS electronically signs and executes all contracts and agreements through the Hub.

When you engage with us, you’ll receive a welcome email from Portt:

Contractors can expect to receive information and emails from Portt, as below:

LCHS collects, stores, protects, uses and discloses contractor information as per its Privacy and Management of Information policy, available on LCHS’ website, and within relevant legislative requirements.

We are bound by law to protect and respect the confidential nature of the personal and health information we collect while providing services. We are also bound to protect your information, as contractors.

We can protect our consumers’ privacy by:

• Having conversations about consumers in a private space, and with consideration of others ability to hear and gain information
• Keeping concise, factual records of our consumers
• Ensuring all consumer information is kept in a confidential manner
• Only disclose information when we have consent to do so, or when it’s required by law.

Please ensure you respect the privacy of our staff and clients, and let us know if you become aware of any breaches of privacy by completing an incident report form so we can take action to reduce the risk of harm.

Please also note we shall only disclose information regarding our contractors when required to do so by law. You can read our privacy policy here.

We are committed to ensuring you are safe when delivering services to our consumers. Please report any incidents where you may have been harmed, or have a near miss that could have caused harm, such as:

• Manual handling
• Aggression or violence towards yourself or others
• Hazards or unsafe work environment

Email us a completed incident report form so we can put measures into place to reduce the risk of harm.

Latrobe Community Health Service (LCHS) is committed to delivering services that improve the health and social wellbeing of Australians, and working towards our vision of better health, better lifestyles, stronger communities.

At LCHS we are committed to:

• Promoting the safety and well-being of all children and young people accessing our services
• Promoting the safety and well-being of all people with a disability accessing our services
• Not tolerating any form of discrimination or abuse and acting on all reported cases of abuse or suspected abuse
• Respecting, recognising and valuing the diversity of people and cultures
• Educating our staff, students, volunteers and contractors in the correct application of the LCHS code of conduct and related policies and procedures

 All contractors shall familiarise themselves with, commit to, and act in accordance with the LCHS Code of Conduct and any code of conduct relative to their profession or LCHS funding bodies and regulators.

A conflict of interest is a situation where there is, there’s potential for, or there’s a perception that private interests may conflict with your duties as a contractor or brokered provider for LCHS, such as providing services to direct family members.

If you have, or think you may have a conflict of interest, please email ba@lchs.com.au (for brokered providers), or contracts@lchs.com.au to allow a review to occur, and strategies put into place to mitigate the conflict.

A Code of Conduct for Aged Care was developed and implemented by the Department of Health and Aged Care on 1 December 2022. The Aged Care Quality and Safety Commission will monitor compliance to the Code and has powers to take enforcement action for breaches of the code.

All brokered providers shall familiarise themselves with, commit to, and act in accordance with the LCHS Code of Conduct for Aged Care, which is aligned to the Department of Health and Aged Care’s Code of Conduct for Aged Care.

On 1 December 2022, the Serious Incident Response Scheme (SIRS) was introduced for providers of home care packages and the Commonwealth Home Support Programme (CHSP). Brokered providers shall report all incidents to LCHS within 24 hours of the incident occurring.

Furthermore, the following incidents are deemed ‘reportable’ under the SIRS, and shall be reported immediately to LCHS.

A reportable incident is:

• an incident that has occurred, or is alleged or suspected of having occurred, in connection with the provision of care to a consumer
• the incident has caused harm, or could reasonably have been expected to have caused harm, to a consumer, and
• the incident is one of the following types of incidents (described in detail in this Chapter):
  • unreasonable use of force
  • unlawful sexual contact or inappropriate sexual conduct
  • psychological or emotional abuse
  • unexpected death
  • stealing or financial coercion
  • neglect
  • inappropriate use of restrictive practices, or
  • missing consumers.

Reportable incidents under the SIRS MUST have occurred in connection with the provision of care and services, and have caused harm to a consumer.

 Please visit the Commission’s website, or subscribe to their monthly Aged Care Quality Bulletin for more information.

LCHS is committed to ensuring compliance with the Aged Care Quality Standards.  Brokered providers shall familiarise themselves with, understand, and work within these standards:

1. Consumer dignity and choice
2. Ongoing assessment and planning with consumers
3. Personal care and clinical care
4. Services and supports for daily living
5. Organisation’s service environment
6. Feedback and complaints
7. Human resources
8. Organisational governance

Please refer to the Aged Care Quality and Safety Commission’s website for further information.

The Aged Care Quality and Safety Commission is the national regulator of aged care services. The Commission provides numerous resources for consumers and providers on the protection and improvement of safety, health, wellbeing and quality of life of people receiving Australian funded aged care.

All brokered providers engaged by LCHS shall work within the standards, regulations and legislative requirements relative to LCHS as an approved provider of aged care.

LCHS engages brokered providers to deliver services and supports to allow ageing consumers to remain in their homes for longer and retain:

• Wellness and independence; personal care, nursing services, allied health
• Safety in their home; cleaning, home maintenance and modifications specific to ageing related capabilities, assistive technology
• Connection to community; transport, social support services.

You can subscribe to receive updates from the Commission at their website to ensure you remain up to date with your responsibilities in delivering services to our aged care consumers.