Yarran’s Service Agreement
Range of Billable items
Parent’s please note that your child’s plan can be billed for the following:
Entire length of visit – actual time staff spend supporting your child.
If the visit is reduced in length by the parent or childcare / school staff, then Yarran reserves the right to bill for the entire time the session had been booked for.
15 mins for billable administration for the visit report per visit as per Yarran’s quote
One hour to write the support plan and send to family- beginning of the plan as per Yarran’s quote
One and a half hours to evaluate support plan and send to family- end of the plan before review as per Yarran’s quote
Joint visits are billed for each of the staff members that attend for the length of the visit that has been approved by you
1.15 to make resources that have requested and approved by you
2 hours for any other report requested by the parent. This is not a progress report, service report or support plan.
Phone calls that last more than 15 mins that are not part of preparation or record management for a visit.
Consults – organised meeting with another staff member that parent has approved generally 30 mins.
Meetings – organised meeting with parents and other providers, billed actual length of time spent at the meeting as requested and approved by you.
School Inductions
If this process takes longer than 1hr then Yarran reserves the right to bill your plan for this time
Parent’s need to give Yarran two clear business days’ notice to cancel a visit or Yarran can bill the plan 100% of the cost for that visit.
Yarran’s staff will attempt to find a replacement child or a replacement billable item so your plan is not billed but this may not always be possible. Staff will always try their best.
There is no limit to the amount of cancellations that can be billed from your plan.
If your child’s school or childcare/ preschool cancels our visit and it is short notice the visit will be billed.
You will receive a text message to remind you of the planned visit for your child. This will be three days before your appointment to help you inform Yarran if you need to cancel.
Staff will also text you the morning of your child’s visit.
Your child’s appointment will be entered into Echidna at least 4 days’ notice so the texts can be sent.
If Yarran’s staff member needs to cancel your visit you will be advised as soon as possible.
Families are not charged if Yarran cancels the visit.
If childcare centres or school’s cancels Yarran with short notice, then the child’s plan will be charged.
Yarran and families will cancel visits to comply with the latest NSW Health orders in relation to COVID
Visits in your child’s school.
Families need to contact their child’s school to discuss and plan for Yarran’s staff to visit your child at school. Yarran’s staff cannot do this.
Families need to be aware of the school’s processes and decisions they make. Once this has been done Yarran will contact the school to organise their visits.
Schools will have inductions procedures that Yarran needs to comply with.
If Yarran experiences any delays to us supporting your child, we will contact you so you can discuss this with the school.
If the school has limited the times, days and number of Yarran’s staff that can attend, we may not be able to accommodate these. This will affect how Yarran can support your child at school.
Families may need to consider if there are other ways that Yarran can support your child if we cannot access school visits.
With the protocols, schools place on our visits, it has become extremely problematic for Yarran to find a replacement child for a cancelation within the school system.
Please note that Yarran will not withdraw a child from their classroom to provide support in another area or room in the school.
Withdrawing a child from their classroom is not best practice and not in the child’s best interest.
Exiting or cancelling your service book and service agreement with Yarran.
Families need to give Yarran two weeks’ notice should they wish to cancel this agreement. and that services already provided will be invoiced against the plan.
Yarran will give you 4 weeks’ notice if Yarran needs to cancel or change this service booking where possible.
If you would like to change or end your service agreement, speak to Yarran’s CEO directly.
Please do not inform your Early childhood Intervention Educators and Therapy Assistants or therapist of any changes you wish to make or if you wish to end your agreement with Yarran.
This can only be communicated to the CEO by email or phone call.
Parents will need to approve any service booking and any changes to it.
Yarran will cease support two weeks before the end date.
This means that any outstanding invoice that occurs in this period can be taken from your next plan – reducing the funds you have for that plan
Yarran, to avoid invoicing your next plan will cease our support 14 days prior to your end date.
Parents should budget for all funds to be expended 14 days before the end date.
This helps to address concerns families have around surplus.
Yarran will try to help families address surplus in their plans, but it may not always be possible.
When my child’s plan concludes then so does the service booking with Yarran.
Parents need to gain another quote and service agreement with Yarran to resume Yarran’s support.
Again, this can only be organised with Yarran’s CEO.
Yarran reserves the right not to accept a request for ongoing support.
Yarran will reserve a place for 4 weeks.
If after this time the family has not contacted Yarran for a new quote and a service agreement, then the place will be considered vacant and filled with another child.
Families cannot expect or demand support from Yarran if you have a new plan and do not engage with Yarran within 4 weeks after your end date.
For families who have a signed agreement before the 1st of September 2020 Yarran will exit our support the year your child turns 10.
For families who engage Yarran after the 1st of September Yarran will exit when their child turns 8 yrs. of age including therapy support.
Our service commitment and standards
Yarran is a not-for-profit agency that provides Early childhood Intervention Educators and Therapy Assistant and therapy.
Yarran will:
Provide you with a service that is professional, accessible, based on your child’s needs.
Provide supports in the best interest of your child and family
Endeavour to provide supports that fit your child’s needs and at your preferred times and settings.
Treat you with courtesy and respect
Will deliver supports in a holistic, individual, and family centred way. This includes intervention planning and goal setting.
Treat all information as private and confidential and will ensure safe and secure storage of any written documentation.
Make appointments with you in advance and entered into ECHIDNA.
Consult you on decisions about how your child’s supports are provided.
Listen to your feedback and resolve problems quickly
Use Echidna to keep records on the services provided to your child.
Will comply with Yarran’s code of conduct and ethics.
Comply with all NSW Health, state, and federal orders in relation to COVID
Have current Working with Children Checks and National Police clearance on all staff
Have staff that hold qualifications relevant to their roles.
Have all staff complete the mandatory worker’s orientation course.
Comply with all relevant laws, including the National Disability Insurance Scheme Act 2013 and rules, Disability Inclusion Act 2014, Children and Young Persons Protection Act 1988. Privacy and Personal Information Protection Act 1988, Fair Work Australia, relevant Modern awards, Work Health and Safety Act 2011.
Ongoing written progress reports and feedback on your child’s progress to their goals; a written support plan at the beginning of your plan and an evaluation of this support plan for your review.
For children under 7 years and who still have their plans completed by Life Start, Yarran will use for the final reviews
Engage and invoice families in the same way regardless if you are plan, agency or self-managed.
Staff qualifications
Yarran will successfully complete all external independent audits.
Yarran is a mandatory report under the child protection act.
Yarran’s Occupational therapist must hold qualification recognised for registration with the
Occupational Therapy board of Australia and must hold general registration with the Occupational Therapy board of Australia.
Yarran’s Speech Pathologist must hold a bachelor or post graduate degree in speech pathology which provides eligibility for membership of Speech Pathology Australia.
Early childhood Intervention Educators and Therapy Assistants have a variety of early childhood qualifications from BA in E.C, Diploma of Teaching, Diploma of children services
Insurance.
Yarran maintains required level of insurance, including public liability insurance, professional indemnity insurance, and worker’s compensation insurance.
Staff can provide copies of Yarran’s insurances to your child’s school and childcare centre or
preschool.
Yarran will:
Provide one month’s notice in writing of its intent to withdraw or terminate its services. In the situation where staff resign from Yarran, Yarran may not have the 1mth notice.
Charge fees determined by the current Pricing Guide and Catalogue of Supports.
Reserve the right to increase its fees in line with any pricing increases.
Reserve the right to implement any changes introduced.
Apply any increase in its fees at the beginning of a new service agreement.
Confidentiality
All personal information gathered by Yarran during the provision of the service will remain confidential and secure except where your consent has been obtained to provide written reports to another professional or agency or information is subpoenaed by a court, or if disclosure is
required or authorised by law; or Yarran is required to comply with the Child Protection act as a mandatory reporter
Access to Personal Information
You have the right to request access to the information in your file.
Please ensure that you keep our records up to date by informing us if you change your address, phone number, email, or any other relevant information we need to provide you a service.
Feedback, complaints, and disputes.
We welcome feedback. If you have any suggestions, concerns or feedback, you can talk to your Yarran Early childhood Intervention Educators and Therapy Assistant or therapist or Yarran’s CEO. Yarran’s CEO can be contacted on 0414943404 or yarranceo@msn.com
Yarran will send you survey monkeys to gain your feedback on the support Yarran has provided your child. Yarran appreciates you completing these surveys.
If you are still not satisfied or you do not want to talk to the CEO, you can contact the National Quality and safeguard commission by calling 1800 035 544 or visiting ndis.gov.au for further information.
Self -Managed/ Plan Managed
If you are self-managing your funding, you will be invoiced at regular intervals.
You agree to pay the invoice within 7 days.
If your invoice is not paid and falls into arrears, Yarran reserves the right to cancel your agreement and exit your child from Yarran’s services.
Yarran expects families to have budgeted their funding and to have available the amount in the quote that you have accepted and agreed to with Yarran
If you reduce the amount of funding agreed to with Yarran, then there is no guarantee Yarran can increase or reinstate the supports at a later date or in future plans.
Terms and Conditions
I commit to give Yarran two weeks’ notice should I wish to cease this agreement. and that services already provided will be invoiced against the plan.
I understand that this information is kept on a secure cloud- based database of a third- party provider – Echidna.
I understand that Yarran has to create a confidential file to record all necessary and relevant information on my child.
I give Yarran consent to share information with other agencies and individual’s involved in including childcare, preschool, school, paediatrician etc. that relates to my child’s supports.
I understand that I will be kept informed about the information shared.
For each visit 15 minutes is spent in preparation and an additional half hour for record management after the visit. You will receive progress reports or visit reports after each visit. Yarran charges an additional 15 mins to assist with the costs of this reporting.
I will advise Yarran of any changes to our family’s personal details including address, contact numbers, email address to my child’s plan, new plans as a result of an unscheduled review or yearly review or extensions.
Please note that the NDIS do not contact us about your plans
Parents need to inform Yarran when their review has been planned so the review of the support plan can be completed.
If more than one month passes without contacting the CEO for a new quote and service agreement Yarran will exit my child and this place will be filled by another child.
If wanting home visits, families agree to provide a clean, safe environment for Yarran staff to work in and to treat staff with courtesy and respect.
The CEO can organise to have visits move to other settings in needed
I understand that it is my responsibility to inform Yarran if you cannot make a scheduled appointment.
Work with Yarran to ensure that the services and supports delivered meet my child’s needs.
Talk to Yarran if I have any concerns about the services or supports being provided.
This process automatically enrols all our children and families into the audit process.
You may be contacted by the auditor for interviews and/or have your child’s files, records or plans reviewed to ensure Yarran’s compliance with the standards.
Yarran requires written consent from you for the auditor to access your child’s records, discuss the participant’s support or make contact with you.
Yarran is required to provide the auditor with a de-identified list of all of our children.
This is the information I am required to send to the auditor about your child.
Gender
Age/date of birth
Location of service delivery
Cultural, religious or language differences
Diagnosis
Length of tenure with the service
The files we would show the auditor would be
Yarran’s quote and service agreement, Progress reports. Support plans, Final reviews
I agree to participate in the audit process including the review of my child’s files and to be contacted by the auditor
I accept the quote detailed in this agreement
I give permission for Yarran to make the service booking on my behalf
I have read, understood, and agree with this service agreement with Yarran Early Intervention Services
I understand and agree that Yarran’s supports will stop two weeks from my end date so all invoices can be paid.
I understand and agree that I have four weeks from my end date to contact Yarran about my new plan or my place may be given to another child.
I understand that Yarran is not obligated to accept my plan if more than one month has lapsed.
I understand and agree that Yarran is not responsible for any surplus my plan may have.
I understand and agree that Yarran will place my child on hold if there are any outstanding invoices to be paid. If these invoices are not paid Yarran will terminate my place.
I understand that by reducing Yarran’s funded supports that Yarran may not be able to reinstate them at a later date or plan. Yarran may have filled this place with another child
I understand that the NSW Health orders and restrictions required for COVID will be implemented by myself and Yarran.
I understand that once my child turns seven and their plan is developed by Social Futures the Early childhood Intervention Educators and Therapy Assistant role is no longer funded.
I understand that my child will exit Yarran’s supports when my child turns 8 yrs of age.