Referral acceptance and timeframes

• The expectation to use a formal OT referral form has been reinforced to claims managers. OTs can request  more information prior to accepting and/or proceeding with a referral, if required.
• The TAC claims manager may set specific timeframes for completing the service and submitting the report. These will be outlined in the OT referral form when required.
• If no timeframe is provided, the OT must begin the assessment within two weeks of the referral acceptance date or within a timeframe agreed upon with the TAC. Reports should be submitted as soon as possible after completing the assessment.
• By accepting the referral, the OT confirms they understand and can meet the required reporting deadlines. If the OT cannot meet the deadline, they must promptly contact the TAC to renegotiate the timeframe, reassign the referral to a suitable colleague, or decline the referral so the TAC can engage another provider.

All OT recommendations and reports must:

• Be requested in writing by the TAC, unless the service is provided within 90 days post-accident
• Use the current specific service’s report template
• Comply with the TAC occupational therapy policy, the TAC Clinical Framework, all TAC provider requirements, and evidence-based practice
• Provide a clear explanation of how the proposed services and supports relate to the client’s accident-related injuries accepted by the TAC. OTs must clearly differentiate between needs arising from the accident, needs from unrelated health conditions, and general wellness or lifestyle activities not linked to the accident
• Prioritise safe, achievable, and sustainable support arrangements that promote the client’s independence and avoid dependence on paid supports
• Clearly outline any changes in the client’s independence or support since the previous review, where relevant
• Consider and document all other options before recommending attendant care, increased care hours, or 2:1 support. These other options include informal supports, adaptive techniques, environmental modifications, assistive technology (such as ceiling hoists), further OT intervention to build skills and independence, and any other available service the client is eligible for
• Consider alternatives to attendant care such as allied health assistance, on call, community group programs (CGP) or a supported employment service (SES), where suitable for the client
• Include only the supports required at the time of assessment. The TAC can review and adjust a client’s support needs if the client's function or circumstances change, and attendant care can be temporary while independence is being developed
• Be goal-focused, using measurable outcomes to support any recommendation for further OT services. OTs should promptly identify and address any new or emerging risks that may affect goal achievement
• Recommend the least restrictive practices, only when necessary and as a last resort to prevent harm to the client and/or others. Recommendations must promote the use of the least restrictive option. The TAC's restrictive practice policy outlines requirements for disability service providers in Victoria that may be relevant when OTs make recommendations for TAC clients with disability.

OT assessment and services must include:

• Direct observation of the client’s function whenever possible. If a direct assessment is not completed, the OT must document how the information was gathered (e.g., client self-report, family or carer feedback, service provider input) and whether the information is objective or subjective. Reports must clearly distinguish between observed findings and reported or subjective information
• Collaboration and communication with all relevant parties including the TAC, the treating team, carers/family, and support staff involved in the client’s care to ensure consistent delivery and the best possible outcomes for the client.

Outcome measurement

• Use outcome measures where appropriate to provide objective information about the client’s functional status and progress. These measures support clinical reasoning and assist the TAC in making informed decisions. See the TAC outcome measures.
• Follow any mandatory outcome-measurement requirements specified in the relevant service-specific report templates.

OTs should be aware of the regulatory landscape and associated provider registration requirements when working with clients who are accessing or need to access disability services, such as attendant care.

Victorian TAC and WorkSafe Victoria funded disability service providers are regulated by the Social Services Regulator (Regulator) and must be registered with both the TAC and/or WorkSafe and the Regulator prior to delivering services. When making referrals to disability providers, please consider a provider’s registration status, as this may affect the timeliness of access to services.

• Use the TAC Attendant Care Provider list to identify TAC (and Regulator) registered attendant care providers.
• Access the Regulator’s provider register to verify a provider’s registration status with the Regulator.
• If choosing a new provider, allow 60–90 days for completion of registration with the TAC and/or WorkSafe and the Regulator.
  • Services cannot begin until registration is approved and the provider has been authorised by the TAC and/or WorkSafe.
  • Registration is specific to the funder.
  • Additional requirements apply to Shared Supported Accommodation providers which may further extend registration timeframes.

For any questions, email sectors@tac.vic.gov.au.

The TAC recognises that children and young people have unique needs that are different to adults, and the TAC is committed to making sure these needs are met. OT intervention should be adapted to meet these needs.

A children, young people and families page is available on the TAC website, which provides targeted information to support children and families recovering from an accident. With this one-stop-shop resource, children and families don’t have to wade through all the adult-centric information on the TAC website.

A paediatric OT report template is available for use when a holistic review is needed.

Child-specific considerations should always be made, such as:

• Developmental milestones in relation to the child’s age
• Any pre-accident developmental delays or conditions
• Usual and reasonable parental responsibilities that are not to be replaced by funded support
• Age-appropriate recommendations
• The flow-on impacts on children and families of decisions made for adult claims.

All supports are to be delivered in a way that optimises the safety and wellbeing of children and young people, in line with our child safety expectations for providers.

The TAC can pay for reasonable travel to provide OT services to a client, but travel must be pre-approved. Travel time is calculated from the OT’s practice address to client's residence, not the OT’s home (unless this is the practice address). Travel should be a reasonable distance from the practice and be invoiced in 15-minute increments.

OTs should make every effort to minimise travel time, such as seeing multiple clients in one area. When multiple clients are seen in one travel period, total travel costs must be shared equally between clients.

WorkSafe’s Community Integration Program supports Victorian workers with a spinal cord injury or a moderate/severe acquired brain injury. The program is provided by the TAC to manage the medical and rehabilitation aspects of the claim, such as OT services.

WorkSafe continues to manage some aspects of the claim. All OT services must follow WorkSafe requirements including the clinical framework, framework occupational therapy services policy, and all other related WorkSafe policies. To provide occupational therapy services to clients in the CIP, OTs must register with WorkSafe and meet minimum requirements by completing both the occupational therapy registration form and framework occupational therapy services application form. These application forms must be sent to WorkSafe at service_provider_registration@worksafe.vic.gov.au for approval.

For more information, visit WorkSafe Community Integration Program or contact the client’s TAC claims manager.

Scope and purpose

The review of capabilities (ROC) assessment determines the supports a TAC client needs to optimise independence, safety, and participation after their transport accident. It considers physical, cognitive, and emotional functioning, as well as environmental factors, assistive technology and other interventions that enhance participation. This is typically completed when a client needs attendant care support.

The service may include:

• A full or partial review of the client’s capabilities and recommended supports to enhance their participation in personal care, home, and community activities
• A manual handling assessment, where required (refer to manual handling assessment section), particularly when 2:1 support is being recommended.

A full ROC is required when:

• The OT is new to the client and has not previously completed an ROC or any other assessment, or
• The TAC claims manager requests a comprehensive review of all activities of daily living (ADL) and support needs.

A partial ROC may be completed instead of a full ROC when:

• The OT already has an established therapeutic relationship with the client, and
• The TAC claims manager requests a review of up to two specific ADLs or a defined support need (e.g., reviewing meal preparation support after kitchen modifications)
• A supported accommodation ROC must be completed instead of an ROC when the client lives in supported accommodation and shared attendant care support is in place or recommended. Refer to the shared supported accommodation policy.

Key TAC policies

• Attendant care policy and provider guideline
• Shared supported accommodation policy

Eligibility

This service applies to clients whose accident-related injuries impact their physical, cognitive and/or emotional function, and who may require additional support.

Report templates

• Occupational therapy review of capabilities
• Occupational therapy partial review of capabilities, or
• Occupational therapy supported accommodation review of capabilities.

Service-specific expectations

In addition to the general OT expectations:

• A full ROC report must address all ADLs
• For clients with a spinal cord injury, recommendations must consider the Spinal Cord Injury Guidelines. Any deviation from the guidelines must be justified
• The Care and Needs Scale (CANS) must be completed and documented in the report
• All available supports and interventions must be considered first. Attendant care or other funded supports should only be recommended when other appropriate options are unavailable or unsuitable
• Recommendations must reflect the client’s need and must not be adjusted to meet provider or shift requirements (e.g., minimum shift lengths). The TAC will work with providers and OTs to resolve any specific shift or staffing requirements required under employment awards, as needed.

Scope and purpose

A manual handling assessment identifies safe ways to support a TAC client during physical tasks and determines whether additional equipment, environmental changes, or increased care or alternative supports are needed to manage manual handling risks.

• A manual handling assessment may be required:
• As part of, or after, a review of capability (ROC) assessment, when manual handling risks are identified (e.g., when 2:1 support is being considered), or
• As a standalone assessment when the TAC requests specific advice on safe manual handling practices and support needs.

The service may include:

• A structured review of the client’s functional transfers and manual handling needs such as bed mobility, sit-to-stand, repositioning, toileting, showering, and other mobility-related tasks
• Assessment of risks and requirements for both the client and their carers when completing manual handling tasks safely
• Review of relevant environments (home, community, education, workplace), focusing on tasks or settings where manual handling risks are present
• Identification of strategies, equipment, and environmental modifications to support safe and sustainable care (e.g., ceiling hoists).

Key TAC policy

Attendant care policy and provider guideline

Eligibility

The service applies to clients who, as a result of their accident-related injuries, have actual or  potential risks to themselves and/or their carers during manual handling tasks such as transfers, mobility, or other daily activities.

Report template

Manual handling assessment

Service-specific provider requirements

• OTs must have current and practical experience in manual handling assessment and techniques (e.g., use of hoists, slide sheets, safe transfer methods)
• The assessment may be completed with, or by, a treating physiotherapist.

Service-specific expectations

In addition to the general OT expectations:

• Recommendations must clearly include any support needs, including whether increased care supports are required and strategies to reduce support needs over time
• Impact on support needs must be documented when any equipment is recommended
• Basic equipment recommendations can be ordered via the basic equipment request form. If specialised equipment is recommended, an assistive technology (AT) assessment must be completed.

Scope and purpose

Holiday support planning helps a TAC client identify, coordinate, and document the supports they need to safely participate in a holiday, either within Australia or overseas. The service ensures the client’s functional, care, and safety needs are met during travel, and that appropriate supports are arranged before the trip.

The service may include:

• Assessing the client’s functional and support needs in the context of planned travel or future travel goals
• Providing education or guidance to the client and their support network to build their capacity to plan holidays independently in the future.

Key TAC policy

Attendant care policy and provider guideline

Eligibility

This service applies to clients who, as a result of their accident-related injuries:

• Need support and planning to safely participate in a holiday or short-term travel, and/or
• Have complex personal care, mobility, or behavioural needs that require structured holiday planning.

Report template

Holiday support plan

Service-specific timeframes

• For overseas holidays requiring 1:1 attendant care, the plan must be submitted to the TAC at least 12 weeks before the departure date
• For other holidays (domestic or without 1:1 care), the plan must be submitted to the TAC at least four weeks before the departure date
• The OT should begin planning early enough to allow time for TAC review, approvals, and any required booking or staffing arrangements.

Service-specific expectations

In addition to the general OT expectations:

• The OT must contact the client's TAC claims manager before starting the assessment to confirm relevant care entitlements
• Booking travel, accommodation, and preparing itineraries is the responsibility of the client, with support from their family or other supports as needed
• Holiday support recommendations should focus on the client's support needs arising from their transport accident injuries, particuarly where assistance may be required during travel or while participating in activities.
• The OT should consider the client's usual support arrangements and whether these can reasonably be maintained or adapted while the client is on holiday.
• The OT should identify any equipment, environmental or access considerations that may affect the client's ability to travel safely or participate in planned activities.
• The report must clearly identify general holiday expenses that the TAC cannot fund. This includes additional costs for the client’s travel or accommodation (e.g. flight upgrades) even if these costs are associated with the client’s accident-related injury.

Scope and purpose

An assistive technology (AT) assessment evaluates and recommends equipment or technology that supports a TAC client’s independence, safety, and participation in daily activities.

The service may include:

• Assessing both basic AT (e.g., simple off-the-shelf aids and devices) and specialised AT, considering lower-cost or simpler alternatives first before recommending specialised or customised solutions
• Reviewing the client’s current AT and identifying any additional AT needs.

Key TAC policy

Medical and rehabilitation equipment policy.

Eligibility

This service applies to clients who, as a result of their accident-related injuries, currently use, require, or may benefit from equipment or technology that supports independence, safety, or participation.

Report templates

• Assistive technology assessment and recommendations, or
• Basic equipment can be requested via the basic equipment request form or webform (coming soon).

Service-specific expectations

In addition to the general OT expectations:

• AT should be recommended from TAC-contracted equipment providers wherever possible. If an item is not available through a contracted provider, the OT must provide a justification in the request
• For higher-cost AT, trials must be thorough and completed in all environments where the client will use or transport the equipment (e.g., home, vehicle, community,  workplace). Trial outcomes must be documented in the report
• If extended trials are not possible, the OT should consider recommending a hire arrangement to allow adequate trialling before recommending purchase. The report must include the costs of both hire and purchase
• TAC approval is required before proceeding with any assessments for high-cost AT.

Scope and purpose

A home services assessment evaluates a TAC client’s ability to manage household and family responsibilities after their transport accident. Home support services include cleaning, gardening, and childcare, where the provider completes the task for the client. This differs from attendant care,  where the client is supported to complete the household task themselves.

The service may include:

• Reviewing the client’s capabilities and identifying supports needed to maintain their home, based on pre-accident responsibilities
• Developing a short-term plan for home support services following initial assessment
• Trialling assistive technology to increase a client’s independence with household tasks
• Providing education and training to build a client’s independence (e.g., pacing, pain management)
• Reviewing needs after a period of home support services or when circumstances change, to determine ongoing support needs.

Key TAC policy

Support at home policy and provider guidelines

Eligibility

This service applies to clients who, as a result of their accident-related injuries, are unable to perform their usual household tasks in the short or long-term.

Report templates

• Home services assessment and plan
• Home services review.

Service-specific expectations

In addition to the general OT expectations:

• Alternatives to paid support must be considered first, including task modification, adaptive equipment, OT intervention and training to increase independence, and family and informal support
• Recommendations for home support services must align with the TAC’s support at home policy, particularly for services that can only be funded when the client was responsible for the task pre-accident and no one else at home can assist
• The OT must clearly distinguish home support services (tasks done for the client) and attendant care (supporting the client to participate in the task).

Scope and purpose

A community access and transport assessment identifies a TAC client’s community access and transport needs after a transport accident. It determines appropriate transport solutions and whether a vehicle modification assessment is required to address a client’s barriers to safe and sustainable transport.

The service may include:

• Identifying transport options that enable safe participation in community activities (e.g., work, education, shopping, banking, rehabilitation, and social activities)
• Reviewing all transport options before considering a different vehicle or vehicle modifications.

Key TAC policy

Driving and vehicle modifications

Eligibility

This service applies to clients who, as a result of their accident-related injuries, experience impacts on community access or transport.

Report template

Community access and transport assessment and recommendations

Service-specific expectations

In addition to the general OT expectations:

• All alternative transport options must be explored first before recommending a contribution towards a vehicle or vehicle modifications, which will also need a clear justification
• Low-cost and informal supports (e.g., community transport, assistance from family and friends) must be considered first before recommending higher-cost solutions.

Scope and purpose

An OT driving assessment evaluates a TAC client’s medical fitness and functional capacity to drive with their transport accident-related injuries. It determines whether the client can safely return to driving, requires rehabilitation or vehicle modifications, or should be referred to VicRoads for licensing decisions.

The service may include:

• An off-road (clinical) assessment of the client’s medical history, functional abilities, and cognitive/psychological readiness to drive
• An on-road assessment with a qualified driving instructor in a dual-controlled vehicle
• Submission of a VicRoads occupational therapy driver evaluation report to VicRoads (or state-based reporting requirements outside of Victoria) and the TAC.

Key TAC policy

Driving and vehicle modifications

Eligibility

This service applies to clients who, as a result of their accident-related injuries, have actual or potential impacts on their driving ability (physical, cognitive, visual, or psychological conditions).

Report template

As required by Vic Roads requirements (or state-based reporting requirements outside of Victoria)

Service-specific timeframes

• The OT must meet the timeframe set by VicRoads – the TAC has no influence over this date
• If this is not possible, the OT must contact VicRoads directly to request an extension or negotiate an alternative date, and keep the TAC informed.

Service-specific provider requirements

• The OT must be registered with VicRoads as an OT driving assessor and follow VicRoads’ standards. State-licensing requirements should be followed for clients outside of Victoria
• A qualified driving instructor with a dual-controlled vehicle must complete the on-road component.

Service-specific expectations

In addition to the general OT expectations:

• Any recommended driver rehabilitation must follow OT intervention service requirements
• TAC approval is required before proceeding with vehicle modification recommendations
• Reports must meet VicRoads standards and provide clear, actionable recommendations for the TAC.

Scope and purpose

A vehicle modification assessment determines what vehicle modifications are reasonably required to support a TAC client’s independence, community access and participation after a transport accident, so they can safely drive independently or travel as a passenger.

The service may include:

• Assessing whether a client’s current vehicle is suitable for modification and recommending a contribution towards a suitable vehicle if not
• Recommending modifications that enable to client to drive independently (e.g., modified controls, access equipment, specialised seating)
• Recommending modifications that enable a client to access a vehicle and travel safely as a passenger such as equipment, specialised seating, or wheelchair accessible vehicles.

Key TAC policy

Driving and vehicle modifications

Eligibility

This service applies to clients who, as a result of their accident-related injuries, may require vehicle modifications and/or a suitable vehicle to drive or travel safely as a passenger.

Report templates

• Vehicle modification assessment and recommendations (modifications only)
• Vehicle modification assessment and recommendations (contribution/modifications).

Service-specific provider requirements

• Only OTs with post-graduate OT driving assessor training may recommend driver modifications
• Suitably experienced OTs may recommend passenger modifications.

Service-specific expectations

In addition to the general OT expectations:

• Existing vehicle(s) must be assessed for suitability and feasibility of modifications before alternative vehicle options are considered
• TAC approval is required before assessing for vehicle contributions or contracted wheelchair accessible vehicles if the client’s existing vehicle has been deemed unmodifiable
• Trials of modifications and vehicles must be demonstrated and documented
• Collaboration with vehicle modifiers, engineers, driving instructors, TAC vehicle modification specialists, and the client's rehabilitation team is required to inform recommendations
• Recommendations must meet legal and safety requirements or outline relevant medical exemption process in the state or territory of intended registration.
• The OT must provide training and handover to the client (or client’s representative) after modifications are completed, with confirmation provided to the TAC.

Scope and purpose of service

A home modification assessment identifies reasonable home modifications needed to support a TAC client’s functional independence and safety at home after a transport accident.

The service may include:

• Simple modifications to the home environment to improve safety, access or independence that require basic installation or fitting by a qualified tradesperson and do not involve complex design, structural work or building permits. Once installed, these modifications become fixed or semi-permanent features of the home (e.g., grab rails, handheld showers, simple ramps, or threshold wedges)
• Complex or structural modifications that involve significant changes to the home environment, require engineering input, and become permanent features (e.g., bathroom redesigns, ramps, lifts, or structural alterations).

Key TAC policy

Home modifications policy

Eligibility

This service applies to clients who, as a result of their accident-related injuries, have functional limitations that prevent safe access, mobility, or participation in essential daily activities at home.

Report template

• Simple home modification assessment and recommendations
• Complex home modification assessment and recommendations (not available online – provided by TAC once assessment is approved).

Service-specific timeframes

• Simple modification: submit recommendations promptly after assessment
• Complex modification assessments must not begin without TAC home modification specialist approval.

Service-specific OT requirements

OTs completing complex home modification assessments must have appropriate experience or work under supervision from an OT with this experience.

Service-specific expectations

In addition to the general OT expectations:

• Complex modification assessments must not begin without approval from a TAC home modification specialist
• As noted in the home modifications policy, the TAC cannot fund:
  • Renovations, upgrades, or modifications that are not essential for injury-related needs
  • Modifications undertaken for aesthetic reasons or general home improvement
  • Non-essential features beyond what is required to meet the clients’ functional needs (e.g., luxury fittings)
• Recommendations must comply with the relevant building codes and Australian Standards
• When the OT has not met the client (e.g., when the client is still an inpatient in hospital), they should consider meeting the client before conducting a site assessment with the home modification specialist and the project manager
• The OT is expected to work collaboratively with the TAC home modification specialist and project manager allocated by the TAC for all complex/structural modification requests
• For inpatient clients, the OT is expected to work collaboratively with the inpatient OT and treating team and discuss their proposed recommendations before submitting the report to the TAC
• Reports must show that simple home modifications and assistive technology options were considered before recommending complex modifications.

Scope and purpose

Occupational therapy intervention provides client-centered assessment, planning, and therapy to help TAC clients restore, develop, or maintain participation in everyday activities after a transport accident. This intervention is any OT service that is not provided as part of a specific OT assessment. It can be recommended for further time-limited OT support after an assessment is completed or requested for goal-oriented intervention.

OT intervention enables clients to:

• Work towards meaningful and functional goals that promote independence and participation, and/or
• Progress their recovery through graded, evidence-based therapeutic activities and environmental strategies.

The service may include:

• An initial assessment to identify functional impacts, goals and therapy needs
• Delivery of therapy to address functional and participation goals
• Development of an occupational therapy service plan review (OTSP) after the initial funding period to outline ongoing therapy goals, progress and outcome measurement, and justification for further intervention if required.

Report templates

• Initial occupational therapy assessment
• Occupational therapy paediatric assessment.

If further OT funding is requested:

• Occupational therapy service plan review – when further funding is requested.

Eligibility

This service applies to clients who, as a result of their accident-related injuries:

• Experience functional limitations or participation restrictions
• Require intervention to regain, maintain, or enhance participation in personal care, family, home, or community life
• Need ongoing monitoring to ensure therapy remains targeted, effective, and aligned with recovery goals.

Service-specific timeframes

• Initial assessment and funding requests must be completed after referral and before intervention begins. The initial assessment report should be submitted promptly after assessment
• An OTSP must be submitted before the end of the initial funding period, upon completing the intervention, or when proposing the next phase of therapy.

Service-specific expectations

In addition to the general OT expectations:

• Funding requests must be included in the initial assessment report for a defined intervention period, if needed
• The TAC may decline an OT intervention if an OTSP is not provided
• Intervention plans and funding requests must be clearly linked to specific, measurable goals and supported by clinical reasoning
• Baseline Goal Attainment Scale (GAS) must be included in the initial assessment report and OTSP
• Intervention must be evidence-based, goal-directed, and delivered as approved to the client’s individual needs.