A future where every journey is a safe one

Certificate of Capacity FAQs for health professionals

January 2015

THE TAC AND VWA CERTIFICATE OF CAPACITY

  1. Why has the Transport Accident Commission (TAC) and Victorian WorkCover Authority (VWA) redesigned the Certificate of Capacity?
  2. What are the key changes to the new certificate?
  3. When should providers start using the new certificate?
  4. Does the new Certificate of Capacity replace the old TAC initial and subsequent certificates?
  5. Which health professionals are able to issue a Certificate of Capacity?
  6. Are there different versions of the Certificate of Capacity for each profession?
  7. What consultation has taken place to develop the new Certificate of Capacity?

TRANSITION

  1. What happens if I complete an old certificate after 1 March 2015?
  2. What should I do with any old pads of certificates?
  3. I have noticed a change to the instructions in Section 3 - Capacity Assessment of the new certificate from the version released on 1 July 2014?
  4. Can I still use the new Certificate of Capacity (version 1 July 2014)?

ACCESSING THE CERTIFICATE OF CAPACITY

  1. How do I get a copy of the new Certificate of Capacity?
  2. Can I use hard copy versions of the new Certificate of Capacity?
  3. How do I order the new Certificate of Capacity from Print Media Group?

COMPLETING THE CERTIFICATE OF CAPACITY

  1. What information do I need to provide on the Certificate of Capacity?
  2. What information is required for an attendance only certificate?
  3. Where on the new Certificate of Capacity do I provide the rationale for backdating the certificate?
  4. Can I use a stamp with my provider details for Section 6 – Certifier's Declaration?
  5. Can a 'bradma' label be used instead of completing Section 1 – Worker Details?
  6. On the TAC medical certificate there used to be a space to request support services such as home services or taxi travel. How should I request this now?
  7. The worker declaration is a new requirement for TAC clients – does my patient need to sign it?
  8. What if my patient is unable to sign the worker declaration due to their injuries?
  9. Can the new Certificate of Capacity be completed on an iPad?
  10. Where can I get more information, resources and support for the Certificate of Capacity?

THE TAC AND VWA CERTIFICATE OF CAPACITY

1 . Why has the Transport Accident Commission (TAC) and Victorian WorkCover Authority (VWA) redesigned the Certificate of Capacity?

The new certificate has been designed to support international evidence that says in general, work is good for a person's health and wellbeing¹. Simplifying the language, reducing the number of forms and making the certificate available online will make it easier for you to support your patients' safe and sustainable return to work.

¹ Realising the Health Benefits of Work, Australasian Faculty of Occupational and Environmental Medicine (AFOEM), a Faculty of the Royal Australasian College of Physicians (RACP), 2011



2
. What are the key changes to the new certificate?

  • Focus on capacity – what a patient can do
  • Improved exchange of information
  • Reduction in red tape
  • More accessible

The new certificate focuses on what a patient can do, as well as what they need to modify and what they can't do. A capacity assessment checklist supports the 'return to safe activity, including work' conversation between you and your patient.

The information collected on the certificate will be more detailed and provides information about the effect of the injury/condition on a patient's current physical and mental function. This will provide the people supporting the patient's return to work with a better understanding of their work capacity.

Three different medical certificates (two for the TAC and one for VWA) have been streamlined into one certificate that applies to both TAC and VWA claims.

The certificate is more accessible for health professionals, available online and through most clinical management software used by General Practitioners (GPs).


3
. When should providers start using the new Certificate?

As of 1 March 2015, the combined VWA and TAC Certificate of Capacity will replace all previous versions. Health professionals should use the certificate for all patients with a TAC or VWA claim. (Note: The new certificate is available within most clinical software programs, refer question 12).


4
. Does the new Certificate of Capacity replace the old TAC initial and subsequent certificates?

Yes. The new Certificate of Capacity replaces all previous versions and can be used for initial and subsequent certificates. It replaces all previous versions from 1 March 2015.



5
. Which health professionals are able to issue a Certificate of Capacity?

For TAC claims the Certificate of Capacity can be completed by a medical practitioner, dentist, optometrist, physiotherapist, chiropractor, osteopath, podiatrist or occupational therapist.

The first VWA Certificate of Capacity for a work-related injury or condition must be issued by a medical practitioner. Subsequent certificates may be provided by a medical practitioner, physiotherapist, chiropractor or osteopath.



6
. Are there different versions of the Certificate of Capacity for each profession?

No. All certifiers will use the same form for TAC clients and injured workers, regardless of profession.



7
. What consultation has taken place to develop the new Certificate of Capacity?

The new certificate has been redesigned with input from a wide range of stakeholders including clinicians, peak bodies, employers, unions and TAC and VWA clients and claims staff.



TRANSITION

8 . What happens if I complete an old certificate after 1 March 2015?

Health professionals should be using the new certificate from 1 March 2015.
TAC and VWA clients (along with their employer) will be made aware that their health professional should be using the new certificate as use of the new certificate will be important in assisting in the timely processing of their entitlements.

To access the new certificate and support materials, such as user guides and CPD accredited e-learning modules, visit www.tac.vic.gov.au/certificate.



9
. What should I do with any old pads of certificates?

Any unused hard copy versions of the old certificate (TAC initial, TAC subsequent or the WorkCover medical certificate) should be destroyed. Hard copy new certificates can be printed from the TAC or VWA websites or ordered through Print Media Group (refer to question 12).



10
. I have noticed a change to the instructions in Section 3 – Capacity Assessment in the new certificate from the version released on 1 July 2014

The new Certificate of Capacity was launched on 1 July 2014, with a transition period to enable review of its use. Following feedback from stakeholders, the instructions in Section 3 - Capacity Assessment have been revised to remove the reference to 'if fields are blank, this indicates limitations are not applicable'.

The change to Section 3 will ensure that TAC claims staff, employers and others involved in the return to work process rely on positive assertions of capacity to inform return to work decisions and conversations.

This revised version of the new certificate was made available in hard copy from in mid-January 2015 and will be gradually rolled out in medical software throughout 2015.

Any reference to 'Certificate of Capacity' includes both the July 2014 and January 2015 versions.



11
. Can I still use the new Certificate of Capacity (version 1 July 2014)?

Yes. There are two versions of the new certificate. FOR844/01/01.14 and FOR844/02/01.15. Both versions of the new Certificate of Capacity can be used by health professionals



ACCESSING THE CERTIFICATE OF CAPACITY

12 . How do I get a copy of the new Certificate of Capacity?

The new Certificate of Capacity is available on both the TAC and VWA websites as a PDFSmartForm, a Word document and as a barcoded PDF for hospital use.

TAC: tac.vic.gov.au/certificate
VWA: vwa.vic.gov.au/certificate

The certificate is also available as a supplied template in the clinical management software outlined below.

Please contact your software vendor if you are experiencing any issues accessing or using the new certificate. If your software vendor does not currently have the template, please contact provider@tac.vic.gov.au for access.

Clinical software Release date Type Name of template in software

Best Practice

August 2014

Supplied template in Best Practice word processer

User guide available at: tac.vic.gov.au/certificate

TAC & VWA - Certificate of Capacity

Medical Director

Supplied template in letter writer

User guide available at: tac.vic.gov.au/certificate

VIC WorkCover & TAC – Certificate of Capacity

Genie

July 2014

Supplied template

Medtech32

Supplied template

StatHealthSystems

Supplied template

Practix

Supplied template

SmartSoft

Supplied template

ZedMed

August 2014

Available for download via the private support area of the ZedMed Website. Under Clinical Templates, State specific forms – VIC

Medinet Oct 2014 Available as download on Abaki website VIC WorkCover & TAC - Certificate of Capacity
Profile Feb 2015 Provided in Profile v7.10 as supplied template Victorian Certificate of Capacity



13
.  Can I use hard copy versions of the new Certificate of Capacity?

Yes. You can print the Certificate of Capacity from the TAC or VWA websites or order printed forms through Print Media Group.



14
.  How do I order the new Certificate of Capacity from Print Media Group?

The new certificates will be supplied as double sided A4 loose leaf pages.

  • On your company letterhead (that includes name and address) request FOR844 – Certificate of Capacity
  • Request quantity (maximum 50 forms for practitioners and 200 for hospitals)
  • Send to Print Media Group via:
    • Email custserv@pmg.com.au
    • Fax: 03 8761 4981
    • Post:   Attention: Customer Service
      PO Box 9166, Scoresby VIC  3179



COMPLETING THE NEW CERTIFICATE OF CAPACITY

15 .  What information do I need to provide on the Certificate of Capacity?

The Certificate of Capacity is a communication tool in the return to work process. Providing complete and accurate information helps everyone involved in the return to work process to understand how to best support your patient. It will also help to avoid future requests for additional information.

A completed Certificate of Capacity should include:

  • patient details;
  • date of examination;
  • clinical diagnosis; (the diagnosis should identify the nature of injury or disease and a bodily location)
  • a functional capacity assessment detailing physical functions (eg. sit, stand/walk, bend, squat, where relevant to the injury/condition you assessed) and/or mental functions that are affected by the injury/condition; (eg. attention/concentration, memory, judgement, where relevant to the injury/condition you assessed.)
  • the patient's capacity for employment and the expected duration this applies; and
  • the patient's treatment plan.

After completing all relevant sections in the certificate, you should provide your details and sign and date Section 6 – Certifier Declaration.

Note: Section 7 – Worker Declaration is for the patient to complete.  It is not your responsibility to complete or witness this section.



16
.  What information is required for an attendance only certificate?

The purpose of an attendance certificate is to confirm that a patient attended treatment related to their TAC or VWA claim. An attendance certificate is not a legislative requirement and is generally only requested if the patient attends treatment during work hours.

The following sections should be completed for an attendance only certificate:

1 – Worker Details

2 – Diagnosis

5 – Treatment Plan

6 – Certifier Declaration



17
.  Where on the new Certificate of Capacity do I provide the rationale for backdating the certificate?

You should explain why a Certificate of Capacity refers to a period before the date of examination.  You can provide details in Section 3 – Capacity Assessment in any of the additional comments sections.



18
.  Can I use a stamp with my provider details for Section 6 – Certifier's Declaration?

Yes. Space has been provided for certifiers to use their stamp.



19
.  Can a 'bradma' label be used instead of completing Section 1 – Worker Details?

Yes, provided that the patient name, address and date of birth are clear.

20 .  On the TAC medical certificate there used to be a space to request support services such as home services or taxi travel. How should I request this now?

Requests for services can be submitted in any written format such as a letter or a fax.
Refer to the relevant policy for details of what information the TAC or VWA agents require to consider a request for services.

TAC: tac.vic.gov.au/providers/fees-and-policies

VWA: vwa.vic.gov.au/health-professionals/policies-a-to-z

The purpose of the Certificate of Capacity is to support TAC clients and injured workers to claim income support and return to safe work. It is not designed as a request form for support services and may not capture all of the information required for a decision to be made.

If the Certificate of Capacity is used to request a support service for a TAC client, the request should be included under Section 5 - Treatment Plan. For clients not claiming income support, requests should be submitted separately.

For VWA claims the Certificate of Capacity is not usually sent directly to the VWA agent so requests for support services should be submitted separately to the agent for consideration.

21 .  The worker declaration is a new requirement for TAC clients – does my patient need to sign it?

Section 7 – Worker Declaration of the certificate is for the patient to complete.  It is not your responsibility to complete this section.  If the worker declaration is not completed, the TAC may contact the patient to clarify their work status.

22 .  What if my patient is unable to sign the worker declaration due to their injuries?

In some cases patients may be physically or cognitively unable to sign Certificates of Capacity. TAC and VWA patients unable to complete the worker declaration may have an authorised representative sign on their behalf.



23
.  Can the new Certificate of Capacity be completed on an iPad?

Yes. With an appropriate app the new Certificate of Capacity can be completed on an iPad.


24
. Where can I get more information, resources and support for the Certificate of Capacity?

 TAC VWA

To access the Certificate of Capacity

tac.vic.gov.au/certificate vwa.vic.gov.au/certificate
To access Certificate resources and support such as a User Guide and e-learning modules

tac.vic.gov.au/certificate

vwa.vic.gov.au/certificate
To access resources and support for GPs tac.vic.gov.au/gp vwa.vic.gov.au/gp
Feedback about the Certificate of Capacity medicalcertificatefeedback
@tac.vic.gov.au
medicalcertificatefeedback
@vwa.vic.gov.au
Individual claim or billing enquiries 1300 654 329 1800 136 089
All other enquiries from health professionals

provider@tac.vic.gov.au

provider@tac.vic.gov.au