This review follows the examination of a house with three participants, Matt, Cheng and Elaine.

In this instance, we were able to identify issues around the Change of Circumstance process and deliver substantial savings to the service provider.

Please note that names, addresses, and exact amounts have been changed for privacy purposes.

INITIAL ANALYSIS
Our analysis identified the total funding for the house was $14,139 per week, however, the SIL provider was claiming $17,951 per week and the total claimable roster cost was $18,212 per week (actual staff cost was $12,967).

As a result of these current practices, there was $3,812 in overclaiming which would result in the plan being exhausted early, and $4,073 in overservicing (on a claimable basis).

The claimable roster cost is the hours of support multiplied by the applicable hourly rate as opposed to the staff cost which is the actual cost paid to staff as wages.

Following our initial investigation, we met with the client services team to determine what roster adjustments could be made. In this initial engagement, we were informed that any roster reduction would place the participants at risk.

We discussed whether any Change of Circumstance process had been initiated and it had not. We have found this to be a frequent occurrence where even though it is common knowledge within the organisation that a house is being overserviced, no further action is taken.

RISK ASSESSMENT AND TRACKING
As a first step, we provided proven practice templates and in collaboration with the client services team conducted a Risk Assessment for the participants in the house. The Risk Assessment identified the key areas of support, in this case, behaviours of concern and overnight support.

Following the Risk Assessment we provided tracking mechanisms for the support workers to track instances of support within those key areas to support documentation for the Change of Circumstance. Over the next two weeks, we followed up with the client services staff regularly to ensure they were following the process we implemented.

REDUCTION IN ROSTER
Following the two-week tracking period, due to the fact there were very few incidents, it was agreed with the client services team to make adjustments to the roster that more closely aligned with the funding available.

In this particular instance, a Change of Circumstances was not required, however, if there had been several instances identified during the tracking process, we would have proceeded to the next step in our Change of Circumstance process.

Following the commencement of the reduced roster, we continued to engage with the client services team to ensure the new roster was working well and that participants were being supported appropriately.

As can be seen in the table below, as a result of the new roster being implemented we were able to reduce the actual staff cost by $2884 per week.