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The provision of equipment and related services
These guidelines are in line with the Workplace Injury Rehabilitation and Compensation Act 2013 (WIRC Act) and the Accident Compensation Act 1985.
WorkSafe will have regard to these guidelines when making decisions for the provision of equipment and related services to people who have an accepted claim under the Victorian Workers Compensation Scheme.
Throughout these guidelines, any reference to WorkSafe also includes WorkSafe’s agents and self-insurers.
Equipment and related services
WorkSafe can fund equipment and related services to assist people to effectively recover from workplace injuries and safely return to work and life.
The following definitions apply within this guideline.
- Health professional refers to a registered medical practitioner or allied health professional who uses their expertise to recommend and clinically justify the most appropriate equipment to maximise a worker's rehabilitation or medical function.
- Supplier refers to a manufacturer or retailer that provides equipment and related services to a worker.
- WorkSafe contracted equipment supplier refers to a supplier WorkSafe has formally engaged on an ongoing basis for the provision of equipment and related services to workers
- Adaptive household equipment refers to adaptive household cleaning and gardening equipment with specific clinically justified features that are necessary for a worker to build capacity, participate in and maximise their independence with activities of daily living.
- The WorkSafe Equipment Purchasing Team source non-contracted, specialised and/or custom-made equipment for workers upon request from the agent.
- The Community Integration Program (CIP) is an initiative that provides specialist care for eligible workers in partnership with the Transport Accident Commission (TAC). Eligible workers are defined as those who have an accepted claim for compensation for a spinal injury resulting in quadriplegia/paraplegia or an acquired brain injury rated as severe or moderately severe.
- The WorkSafe contracted supplier equipment list is a guide to approved high-cost equipment available through WorkSafe's contracted equipment suppliers. The list is a resource for treating health professionals to use when recommending equipment items valued at $1,000 (excluding GST) or more. Items valued at less than $1,000 (excluding GST) that are available from WorkSafe's contracted equipment suppliers are not included on the WorkSafe contracted supplier equipment list (excluding continence, wound care and nutritional equipment). Information on contracted equipment items valued at less than $1,000 (excluding GST) can be obtained directly from WorkSafe's contracted equipment suppliers.
- Specific equipment items are categories or types of equipment that have additional or alternative prescription criteria and requirements. These include adaptive household equipment, medical and non-medical beds and mattresses, continence, wound care, nutrition, footwear, life support equipment, mainstream multi-functional technology (MMT), optical, personal alarms and monitoring services (safety items), room temperature control equipment, sport and recreation. Refer to the Specific equipment items section of the guidelines for details.
Who can request equipment?
Equipment requests
WorkSafe can pay the reasonable costs of equipment recommended by a health professional with relevant expertise. Refer to the sections on specific equipment categories below for information about items health professionals can prescribe.
Who can supply equipment and related services
Equipment can be obtained from a range of suppliers through WorkSafe, private and public hospitals, and health professionals, depending on the type of equipment and the worker's circumstances.
WorkSafe will only fund equipment and related services delivered by providers that hold the requisite insurance coverage to deliver equipment and related services.
Find out how to register for approval as a provider.
Equipment suppliers
Standard items are provided by WorkSafe's contracted equipment suppliers . Standard items are:
- all items valued under $1,000 (excluding GST) supplied by a WorkSafe contracted equipment supplier
- items valued at over $1,000 (excluding GST) detailed on the WorkSafe contracted supplier equipment list.
With a valid prescription and quote, agents can order standard items directly from the WorkSafe contracted equipment supplier with the Equipment Order Form.
It is expected that prescribing therapists will trial equipment from WorkSafe's contracted equipment suppliers before recommending any item from an alternative (non-contracted) supplier.
Where equipment items are to be provided by a non-contracted supplier (including customised, specialised items or adaptive equipment items) these must be ordered by the agent through the WorkSafe Equipment Purchasing Team.
In certain circumstances equipment can also be supplied by public hospitals, private hospitals or health professionals.
Public hospitals
Bed fees paid in Victorian public hospitals cover the cost of aids and equipment, including surgical supplies, provided to a worker while an inpatient.
Victorian public hospitals are responsible for the provision of aids, equipment and domiciliary oxygen free of charge (no deposits or hire fees) to facilitate a safe and effective transition for a period of 30 days post-discharge from hospital following an acute, subacute or rehabilitation admission.
In the event a worker requires equipment of a non-reusable nature, WorkSafe expects that these items are purchased by the hospital and not provided on a hire basis.
Following the initial 30 days after discharge, WorkSafe is responsible for providing aids and equipment that are reasonable and/or necessary for the worker's work-related injury or illness once a claim is accepted.
WorkSafe can accept equipment prescription recommendations from a hospital-based prescribing occupational therapist up to 12 weeks after discharge.
Victorian public hospitals must contact the agent to determine whether the agent will organise alternative provision of the hired aids and equipment or whether the current hire arrangements will continue. Equipment hires or purchases required after the first 30 days after discharge can be organised through the WorkSafe contracted equipment suppliers and/or the WorkSafe Equipment Purchasing Team.
Private hospitals
Bed fees paid in private hospitals cover the cost of aids and equipment provided to a worker while they are an inpatient. Theatre fees cover the costs of surgical supplies provided during operating room procedures. Refer to the Private hospital services guidelines.
Private hospitals can order equipment directly from a WorkSafe contracted equipment supplier without agent approval where the equipment is:
- required for inpatient discharge or where the worker has received only outpatient services
- valued at up to $500 (excluding GST) per item
- listed on the Hospital Direct Order Form .
Items not on the Hospital Direct Order Form require written clinical justification. The hospital should send an Equipment Prescription Form to the agent for prior approval and payment for these items.
Workers must have an accepted claim before orders can be made by private hospitals. Certain pre-approved equipment items up to $200 (excluding GST) can be sourced from the small stock items list (see below).
Items not on the Hospital Direct Order Form require written clinical justification. The hospital should send an Equipment Prescription Form to the agent for prior approval and payment for these items.
Workers must have an accepted claim before orders can be made by private hospitals. Certain pre-approved equipment items up to $200 (excluding GST) can be sourced from the small stock items list (see below).
Health professionals
For equipment up to $200 (excluding GST) on the small stock items list (below) health professionals can order directly from the supplier and send the invoice to the agent.
This list has been developed to allow workers to quickly access items that may assist them to recover from their work-related injury or illness by:
- stabilising the injury
- assisting with self-management
- allowing the worker to perform activities of daily living more independently.
In relation to the supply of these items, note the following.
- The agent accepts that the reasonable costs of these items is the recommended retail price.
- The agent expects that health professionals will not invoice for consumables (such as, tape, ultrasound gel, dry needles, wax therapy) used as a part of in-rooms treatment. The approved items are intended to be supplied for the worker to take home to assist with the management of their work-related injury or illness.
- The agent will undertake periodic reviews of invoicing patterns of providers and may audit providers from time to time to ensure supply of these items is clinically justified.
Small stock items list
The following items can be supplied to workers by either private hospitals (for inpatient discharge and outpatients only) or health professionals, without prior approval from the agent. Small stock items have a cost price of up to $200 (excluding GST) per item and include the following.
- Taping (such as zinc oxide, Fixomull, strapping).
- Bandages (such as compression, Tubigrip, gauze products).
- Oedema control and dressing bandages.
- Thermal supports, pressure garments and gloves.
- Soft collars.
- Lumbar rolls.
- Braces and splints.
- Hand putty/Theraputty, Digi-flex, exercise foam, Thera-band.
- Walking aids (such as sticks, crutches).
- Triangular slings.
- Plaster.
- Ice packs, heat packs.
- Hibitane, Iso-wipes, Skin-prep, applicators.
- Adaptive cutlery.
- Dressing aids.
- Pick-up sticks.
- Hand weights up to 3kg.
- Silicone gel sheeting (one 10x13cm sheet only) or in equivalent liquid form.
What we can pay for
WorkSafe can pay the reasonable costs of equipment and related services under Victorian workers compensation legislation, where the item is required as a result of a work-related injury or illness.
The equipment, treatment or service must meet the following criteria:
- There is clinical justification that the equipment will measurably improve a worker's:
- function
- independence
- mobility
- community involvement (through vocational, educational or leisure activities)
- communication
- safety.
- Is safe and effective.
- Be likely to achieve measurable improvement in a person’s functioning.
- Promote progress toward a person’s functional independence, participation and self-management.
- Be for rehabilitation purposes for a work-related injury only.
- Be delivered in line with the Clinical Framework.
WorkSafe will periodically review a person’s entitlement to equipment and related services to make sure treatment and services remain reasonable, clinically justified, outcome focused and payable under the legislation.
Related services
WorkSafe can pay the reasonable costs of equipment hire, delivery, and installation under Victorian workers compensation legislation, where the item is required as a result of a work-related injury or illness.
- Modifications to equipment
The agent can fund modifications to equipment:
- where the equipment is adaptive or disability-specific (for example wheelchairs, commodes, powered mobility scooters).
- required to enable the worker to safely use the equipment.
- Maintenance
WorkSafe can pay the reasonable costs of maintenance for some high-cost equipment items paid for by the agent. This includes the following.
- Electric adjustable medical beds.
- Alternating air mattresses.
- Wheelchairs (powered, manual and tilt in space).
- Powered mobility scooters.
- Room temperature control units.
- Electric ceiling or standing hoists.
- Commodes (shower or transporter varieties).
- Feed pumps.
- Repairs and replacement
WorkSafe can pay the reasonable costs of repairs to equipment arising from normal wear and tear. The agent can consider requests to pay the reasonable cost of replacement equipment that has exceeded its expected lifespan. There are specific equipment items that WorkSafe generally does not pay for repair or replacement of. Refer to the Specific equipment items section of the guidelines for further details.
It is expected that equipment either partially or entirely paid for by WorkSafe is used in a responsible manner consistent with its intended use. Equipment should be maintained appropriately, stored responsibly and in no way wilfully damaged.
Workers should take out an appropriate level of insurance at their own cost.
- Urgent after-hours repairs
If an urgent repair of agent-paid equipment is required outside business hours, and a pre-approved repair order (PARO) has not been set up with the worker, a worker can request repair services up to $1,000 (excluding GST) from one of the contracted equipment suppliers, and send the invoice to the agent.
A repair is urgent when the worker's mobility or safety is at risk and the equipment requires servicing to be operable. The following types of equipment are eligible for urgent repair.
- Electric beds.
- Alternating air/pressure care mattresses.
- Wheelchairs (powered and manual).
- Powered mobility scooters.
- Room temperature control units.
- Electric hoists.
- Commodes.
- Feed pumps.
- Respiratory – ventilator and suction units.
- Pre-approved repair order (PARO)
PARO is a service where a pre-determined number and reasonable cost of repairs is pre-approved by WorkSafe for high-cost equipment. This minimises the administration required and enables responsive servicing where:
- the worker's mobility or safety is at risk
- the equipment requires servicing or repair to be operable.
The worker is able to contact the equipment supplier directly and arrange repairs.
WorkSafe PARO only applies to high-cost equipment purchased directly by the WorkSafe equipment purchasing team or the agent.
From 1 October 2018, a PARO will be established for all high-cost equipment listed in the categories below. This excludes any repairs done under warranty periods or conditions.
Repairs covered by the PARO
PARO can only be arranged for the following high-cost equipment.
- Electric beds.
- Alternating air/pressure care mattresses.
- Wheelchairs (powered and manual).
- Powered mobility scooters.
- Room temperature control units.
- Electric hoists.
- Commodes.
- Feed pumps.
- Respiratory – ventilator and suction units.
PARO pre-approves:
- repairs up to the value of $1,000 (excluding GST) for each repair
- 2 repairs a year for the first 2 years of the life of the equipment
- 3 repairs a year for every subsequent year.
PARO will be set up initially for a 3-year period, then be reviewed and extended if required.
If the cost of the repair exceeds $1,000 (excluding GST) or is greater than the number of services pre-approved for that time period, then the equipment supplier will be required to submit a quote to the WorkSafe agent or the WorkSafe equipment purchasing team for approval prior to undertaking any works.
Service delivery expectations
WorkSafe expects that all providers delivering equipment related services as part of the Victorian workers compensation scheme follow the below principles.
- Provide culturally safe and respectful services.
- Protect the person’s human rights and report any concerns of abuse, neglect or discrimination to an appropriate regulatory or complaints body.
- Support the person to maximise their independence, promote recovery and self-advocacy.
WorkSafe also expects that any service provided is reasonable, clinically justified, outcome focused, and in line with the Clinical Framework.
WorkSafe has reporting and engagement expectations for all providers delivering services to workers. WorkSafe expects providers to communicate, collaborate and provide information to WorkSafe and other relevant parties as required.
For example:
- Providers should work with treating health practitioners or other providers, such as medical practitioners to enable the most appropriate service or treatment
- Providers should work with occupational rehabilitation providers, treating health practitioners and employers in relation to return to work.
Providers are required to comply with the requirements set out in these guidelines and in the Application for registration to provide services to workers. If a provider does not meet these requirements or WorkSafe has concerns about the provider’s conduct or services delivered, WorkSafe may take appropriate action in accordance with the legislation.
Equipment and services we will not pay for
Under the Victorian workers compensation legislation, WorkSafe cannot pay for equipment and related services that are
- not required as a result of a worker’s accepted injury or illness.
- for a person other than the person with an accepted claim.
- not a reasonable cost as determined in accordance with the Victorian workers compensation legislation.
- provided outside of Australia without prior approval from WorkSafe.
- required for a pre-existing condition.
- required regardless of the work-related injury or illness
Under WorkSafe’s determination of reasonable cost, WorkSafe will not pay for costs relating to the following.
- Equipment items provided to an in-patient as part of a hospital bed fee. Refer to the Private hospital services guidelines .
- Equipment which provides no clear benefit to the worker.
- Insurance to cover equipment paid for by the agent.
- Fees associated with non-attendance at consultations or fittings.
- Treatment or services provided by telephone or other non-face-to-face mediums.
- Treatment, services, prostheses or equipment where there is no National Health and Medical Research Council level 1 or 2 evidence that the treatment, service, prostheses or equipment is safe and effective. Refer to the non-established, new or emerging treatments and services guidelines .
How much we can pay
WorkSafe will pay for equipment and related services in line with our fee schedules.
Sometimes there is a difference between what a provider charges and what WorkSafe will pay as the reasonable cost. If the provider charges more than what WorkSafe will pay, workers will need to pay the difference. In this instance, WorkSafe recommends the provider advises the worker before providing any equipment or services.
Refer to the Specific equipment items section of the guidelines for further details on how much WorkSafe can pay for specific equipment.
Worker contribution
A worker will be required to contribute to the cost of equipment where the following applies.
- The worker requests equipment that is more expensive than a suitable standard model being clinically recommended.
- The equipment is only partially related to a worker's work-related injury or illness.
Information required
WorkSafe requires the following information to consider paying for equipment.
Equipment that is not listed on the Hospital Direct Order Form or included on the small stock items list (above) requires written clinical justification from a worker's treating health professional. The Equipment Prescription Form should be completed and submitted to the agent for approval. The request should include the following.
- A summary of the worker's injuries and equipment needs.
- The relationship between the equipment and work-related injury or illness.
- Details of the specific item, function and intended use.
- The duration and expected use of the equipment.
- Details and outcomes of equipment trials.
- Measurable independence goals.
- A valid supplier quotation showing the total cost of the equipment.
It is expected that trials of items from WorkSafe's contracted equipment suppliers will occur before recommending an item from an alternative supplier. Where the agent has accepted that payment of standard equipment items is reasonable, it is expected that the items will be ordered from one of WorkSafe’s contracted equipment suppliers. The prescribing health professional must provide written clinical justification for the recommended item. If an item is requested from an alternative supplier, the written clinical justification must also explain why WorkSafe’s contracted equipment supplier products did not meet the worker’s injury related needs.
Note: for workers who are part of the CIP, the request, approval and submission of equipment requests under $1,000 (excluding GST) (with the exception of mainstream multifunction technology requests) may form part of the independence planning process.
Agent response
Upon receipt of the required information, the agent will advise within 10 working days if:
- the request has been approved
- the request has been denied
- further information is required to make a decision.
Where further information is required, the agent will advise whether the request has been approved or denied within 10 working days of receiving the additional information.
For urgent equipment and related services, the agent will respond promptly to ensure that, where payment of equipment is accepted as reasonable, the equipment will be supplied within the following timeframes from receipt of the request.
- Level 1: within 8 business hours – the worker's mobility or safety is at risk requiring urgent equipment service or supply (for example respiratory or mobility items).
- Level 2: 8-16 business hours – the worker's mobility, hygiene or pain management is compromised but there is no risk.
- Level 3: 3-10 business days – a non-customised equipment item is required to enhance a worker's rehabilitation or independence.
- Level 4: customised (estimated delivery to be advised within 3 business days of order receipt) – the equipment item requires customisation to suit the worker's needs, for example particular specifications or enhancements.
Specific equipment items
Please see below for further information about these specific equipment items. This information applies in addition to the guidelines above.
- Adaptive household equipment
If the worker's injury means they cannot return to completing household tasks as they did pre-injury, adaptive household equipment may be considered to help the worker maximise their independence, in accordance with the Household help services guidelines.
The type of adaptive household equipment covered by this guidance includes, but is not limited to, the following.
- Household cleaning equipment, such as a stick vacuum or steam mop.
- Lightweight gardening equipment, such as a battery powered mower or trimmer.
Note: Ride on mower supply is covered under a separate Specific equipment item section below.
WorkSafe may consider paying the reasonable cost of, or making a contribution to, the purchase of adaptive household equipment, where the following conditions are met.
- The worker requires adaptive household equipment as a result of a work-related injury or illness to complete tasks they performed prior to their injury or illness.
- The agent has considered the reasonable contribution of family/household members to completing the required task.
- The injured worker has the capacity to achieve independence with adaptive equipment to complete the task.
- An ADL assessment has been completed for household help services where the assessing health professional has recommended adaptive household equipment supply to promote the worker’s independence, recovery or rehabilitation.
- It is expected that supply of adaptive household equipment will replace or reduce the need for WorkSafe funded household help services. Where a graduated reduction of services is indicated, the prescribing health professional must document a plan to reduce services over a defined time period, including a graded activity program, outcome measures, complexities/barriers, and defined review points. This plan should be developed in consultation with the worker’s treating team and submitted to the agent for approval.
- A suitably qualified prescribing health professional, for example, occupational therapist, has completed the Equipment prescription form recommending equipment supply with supporting written clinical justification and trial outcomes. Trials may be completed at the supplier store or within the worker’s home.
- The worker has successfully trialled the recommended equipment and demonstrates the functional capacity to safely operate the equipment.
- The prescribing health professional has provided the agent a quote for the recommended equipment with supporting information regarding the equipment features and functionality. For example, including detail regarding standard base versus superior item options and the functionality necessary to meet worker needs.
- The agent has assessed the reasonable cost of the equipment and informed the worker where they are required to contribute. For example, for equipment that is more expensive than a suitable standard model.
- The request has been approved by the agent.
In relation to any WorkSafe-funded or partially funded adaptive household equipment item, WorkSafe will generally not pay for the following.
- New equipment where the worker’s existing household equipment will meet the need.
- Household equipment required regardless of the work-related injury or illness.
- Any running costs, related consumables or spare parts.
- Maintenance, repairs or replacement.
- Equipment supply cost for any secondary residence or holiday home.
- Equipment supply cost where the injured worker moves to a new property post-injury which requires additional maintenance to their pre-injury residence.
- Any upgrades to or superior models of equipment where the base or standard model meets the worker’s injury-related functional requirements.
- Beds and mattresses
Medical beds and related items guidelines
WorkSafe may in certain circumstances pay the reasonable cost of, or make a contribution to, the purchase of a:
- medical bed and related items
- companion bed or mattress for a medical bed
- non-medical beds and related items.
Medical beds and related items
WorkSafe can pay the reasonable costs of medical beds and related items required as a result of a work-related injury or illness under Victoria workers compensation legislation. Medical bed and related items may include, but are not limited to:
- adjustable medical bed bases
- hilo beds/mattresses
- specialist or high risk pressure care mattresses
- pressure care overlays
- moving or positioning supports
- mattress protectors (based on individual needs relating to incontinence).
A worker may claim the reasonable cost of a medical bed or a related item if they:
- are participating in a WorkSafe approved CIP
- have a spinal cord injury, acquired brain injury/traumatic brain injury or amputation as a result of their work-related injury
and
- can supply clinical justification from a suitably qualified allied health professional (for example, occupational therapist) relating to the request for a medical bed, mattress or related item.
Note: If the worker is not a participant in a WorkSafe approved CIP and does not have a spinal cord injury, acquired brain injury/traumatic brain injury or amputation as a result of their work-related injury and is recommended a medical bed mattress by an allied health professional they will be required to contribute towards the cost of the medical bed in line with the WorkSafe contribution table.
A worker’s condition needs to be stabilised at least 6 months from the worker’s date of injury or last surgery for purchase of a medical bed, mattress or related item to be considered.
Allied health professional assessment and referral to WorkSafe's Equipment Purchasing Team
The worker's selected allied health professional (for example, occupational therapist) will assess the worker's individual requirements and select a suitable medical bed, mattress or related item upon completion of equipment trials. The allied health professional must identify a suitable medical bed, mattress or related item from WorkSafe's contracted equipment suppliers. After completion of contracted equipment trials if no suitable item is identified, the allied health professional may conduct trials of non-contracted medical beds, mattresses or related items and must provide a valid supplier quotation, along with a written clinical justification for this recommendation using the WorkSafe equipment prescription form, in line with the equipment and related services guidelines, to the agent.
If the prescribed medical bed, mattress or related item(s) are to be supplied by a non-contracted supplier, or to be supplied by a WorkSafe contracted equipment supplier, but are not from the WorkSafe Contracted Equipment List and any of the requested items are valued at over $1,000 (excluding GST), an agent is required to contact WorkSafe's Equipment Purchasing Team at [email protected] for assistance with processing the request and ordering the equipment recommended by the worker’s treating health professional.
All requests sent to the WorkSafe Equipment Purchasing Team by agents should include the following.
- A completed WorkSafe equipment order form.
- A completed WorkSafe prescription form.
- A valid quotation from the WorkSafe contracted equipment supplier or non-contracted supplier.
- Any additional information to support the request, especially if the recommendation is for an item not from a WorkSafe contracted equipment supplier.
Contribution cap does not apply
WorkSafe’s contribution to a medical bed, mattress or related item will not be subject to the cap for workers who meet the criteria mentioned in the beginning of these guidelines. A worker may be eligible for replacement medical beds or mattresses depending on the worker's needs with support of clinical/medical justification provided by a suitably qualified allied health professional (for example, occupational therapist). Where a worker requires the replacement of a medical bed or related item, the replacement must be the same (or similar to) the original item being replaced.
Companion bed or mattresses for medical beds
Where a worker is entitled to a replacement of their medical bed or mattress under these guidelines and the relevant medical bed or mattress is also used by the worker's companion, WorkSafe may fund the replacement of the companion's section of the medical bed or mattress if the worker is a participant in a WorkSafe approved CIP and has a spinal cord injury, acquired brain injury/traumatic brain injury or amputation as a result of their work-related injury.
If the worker is not a participant in a WorkSafe approved CIP and does not have a spinal cord injury, acquired brain injury/traumatic brain injury or amputation as a result of their work-related injury and is recommended a medical bed mattress by an allied health professional the worker will be required to fund the cost of the companion bed and mattress.
Where WorkSafe funds the replacement of a companion's section of the bed or mattress, or any related item, the funding will be on a one-off basis for the life of the workers claim. Any additional requests will not be considered and will be at the cost of the worker or their companion.
The funding of the replacement of the companion's section of the medical bed or mattress will only apply to a same, similar or smaller sized section depending on clinical justification. A larger sized replacement may be purchased if the companion/worker elects to pay the difference in cost for the larger-sized product.
WorkSafe's contribution to the companion section of the medical bed or mattress will only be a standard basic bed or mattress taking into consideration the minimum requirements of a functioning base and mattress.
Non-medical beds and related items guidelines
Non-medical bed, mattress and related items include, but are not limited to:
- mattresses supplied by non-medically specialised retail providers
- orthopaedic mattresses
- memory foam mattresses.
A worker’s condition needs to be stabilised at least 6 months from the worker’s date of injury or last surgery for supply of a non-medical bed, mattress or related item to be considered.
Requests for a contribution towards a non-medical mattress will only be approved in exceptional circumstances as determined by WorkSafe, which are justified by a suitably qualified allied health professional (for example, occupational therapist). Where deemed appropriate, a contribution towards a non-medical mattress will be subject to a capped contribution.
A contribution toward a non-medical bed, mattress or related item will only be made once during the life of a claim. Any further requests will not be considered and will be at the cost of the worker.
When a worker is eligible for a contribution toward the cost of a non-medical mattress and trials of equipment have been completed, the worker's selected allied health professional (for example, occupational therapist) will assess the worker's individual requirements and select a suitable non-medical bed, mattress or related item upon completion of equipment trials. The allied health professional must identify a suitable non-medical bed, mattress or related item from WorkSafe contracted equipment suppliers. After completion of contracted equipment trials if no suitable item is identified, the allied health professional may conduct trials of non-contracted non-medical beds, mattresses or related items and must provide written clinical justification for this recommendation using the WorkSafe equipment prescription form, in line with the equipment and related services guidelines, to the agent.
Agents are required to contact WorkSafe's Equipment Purchasing Team at [email protected] for all non-medical bed, mattress and related requests. This team will be able to assist with determining if a suitable bed/mattress can be provided through a WorkSafe Contracted Equipment Supplier, or assist to find alternative options.
All requests sent to the WorkSafe Equipment Purchasing Team by agents should include:
- a completed WorkSafe equipment order form
- a completed WorkSafe prescription form
- a valid quotation from the WorkSafe contracted equipment supplier
- any additional information to support the request, especially if the recommendation is for an item not from a WorkSafe contracted equipment supplier.
Capped contribution to non-medical mattresses
Any WorkSafe contribution toward the cost of non-medical mattresses will be capped and determined after considering the following factors.
- The extent to which the standard non-medical mattress is necessary to manage the worker's work-related injury or illness beyond the ordinary requirements of an average person.
- The age and condition of the worker's current mattress. WorkSafe will not contribute towards the cost of a non-medical mattress where the worker's mattress is of an age or condition where it would have reasonably required replacement irrespective of the work-related illness or injury.
- The size of a worker's current mattress. WorkSafe will only contribute towards the cost of a non-medical mattress that is the same, similar or smaller in size than the pre-accident/injury mattress taking into consideration the worker's work-related injury or illness needs and any medical recommendations.
- The referral provided by an allied health professional including written medical justification.
- Whether the worker requires the recommended non-medical mattress due to a pre-existing condition.
WorkSafe contribution table
WorkSafe will contribute up to the amounts listed below for medical and non-medical mattresses unless a larger contribution is determined to be reasonable (in exceptional circumstances only).
Age of existing mattress Less than 12 months 1-2 years 3-5 years 6-9 years 10+ years Contribution - percentage of the average cost of a standard bed 100% 75% 50% 25% 0% Standard non-medical mattress capped contribution payments
Item description Maximum payment rate Double Up to $1,900 for 100% co-contribution or pro-rata % based on age of existing mattress. King Up to $2,600 for 100% co-contribution or pro-rata % based on age of existing mattress. King Single Up to $1,600 for 100% co-contribution or pro-rata % based on age of existing mattress. Queen Up to $2,100 for 100% co-contribution or pro-rata % based on age of existing mattress. Single Up to $1,300 for 100% co-contribution or pro-rata % based on age of existing mattress. What WorkSafe won’t fund
In relation to medical beds, mattresses and companion beds and related items, WorkSafe will not pay for the following.
- New items where a worker's existing mattress will support their work-related injury or illness.
- Antique bed replacements or repairs.
- Linen, blankets or bedding.
- Bases, bed frames and headboards above the minimum recommended requirements.
- Beds and mattresses larger than the worker’s pre-injury sleeping arrangement, unless recommended and clinically justified by an allied health professional.
In relation to non-medical beds, mattresses and related items, WorkSafe will not pay for the following.
- New items where a worker's existing mattress will support their work-related injury or illness.
- Anything other than standard basic models.
- Waterbeds or waterbed heaters.
- Antique bed replacements or repairs.
- Linen, blankets or bedding.
- Bed bases, bed frames, headboards (in circumstances where the worker already has a suitable base), companion beds and mattresses.
- An upgrade to a larger bed or for a base when the worker has elected to upgrade to a larger size bed.
- More than one non-medical mattress over the lifetime of the worker’s claim.
- Clothing: including compression garments
WorkSafe can pay the reasonable costs for clothing only where required for the following.
- Body temperature control (thermoregulation)- for example thermal undergarments, thermal gloves, mittens or mitts.
- Reducing the risk of re-injury or deterioration - for example wheelchair gloves.
- Minimising hypertrophic scarring, oedema or other similar conditions - for example, compression garments prescribed by a treating health professional for the management of wounds or burns.
WorkSafe can pay the reasonable costs of modification/alterations to standard retail clothing and/or clothing paid for by the agent where this is required to facilitate independence, safety or return to work. In relation to clothing, the agent will not pay for the following.
- Off the shelf clothing.
- Custom made clothing for a pre-existing condition.
- Clothing normally issued by an employer.
- Replacement of clothing that was damaged at the time of the work-related injury or illness.
- Continence, wound care and nutrition
Continence equipment must be prescribed by a qualified continence nurse. The agent will accept a prescription for a maximum of 2 years.
Unlike standard equipment items, all of WorkSafe's contracted continence, wound care and nutrition equipment is detailed in the WorkSafe contracted supplier equipment list, regardless of item cost. Equipment in these categories must be prescribed by a suitably qualified treating health professional.
Continence equipment must be prescribed from the WorkSafe contracted supplier equipment list using the Continence Equipment Request and Order Form – Hospital Discharge or the Continence Prescription (Community) Form.
- Footwear
Footwear or modifications will only be considered where a worker is unable to wear their pre-injury footwear because of their work-related injury or illness as footwear is an expense incurred regardless of a work-related injury or illness.
WorkSafe can pay the reasonable costs of the following.
- Custom-made or orthopaedic footwear that is required because standard off the shelf footwear or pre-injury footwear cannot be worn due to the work-related injury or illness or does not support a worker's rehabilitation needs.
- Modifications to a worker's pre-injury footwear or off the shelf footwear required as a result of their work-related injury or illness.
- Once-only replacement of footwear that is required to accommodate an orthosis (where a therapist has demonstrated that every attempt has been made to accommodate the orthosis in the worker's own footwear).
The agent will only accept written requests for footwear from:
- an appropriately qualified medical specialist, for example, orthopaedic surgeon
- an orthotist
- a podiatrist.
In relation to footwear, the agent will not pay for:
- footwear normally issued by an employer as part of OHS requirements
- standard off the shelf footwear
- subsequent replacement of footwear to accommodate an orthosis.
- Life support equipment
WorkSafe can pay the reasonable costs of life support equipment, including artificial respirators and ventilators, humidifiers and enteral feed pumps.
In addition to life support equipment, the agent can also make a contribution to the reasonable costs of provision, installation, maintenance and increased consumption of utilities associated with the running of life support equipment, such as electricity costs.
In relation to life support equipment, the agent requires the following information.
- Clinical justification based on the work-related injury or illness supplied by a suitably qualified consultant physician or specialist recognised by the Health Insurance Act (1973).
- Worker's eligibility for energy concessions (for example, life support machine electricity concession).
- Proportion of the electricity account related to the worker prior to their work-related injury or illness accident (if available).
- Demonstrated increase in electricity consumption (measured in kilowatts hours or cubic metres multiplied by the cost per unit, rather than the gross dollar increase), for example, copy electricity accounts.
- Mainstream multi-functional technology (MMT)
Standard MMT devices such as personal computers, tablets and smart phones are considered to be a standard or everyday personal item and will not usually be paid for. WorkSafe will only consider paying MMT for eligible workers.
In this section of the guidelines:
- MMT means a device or service which is commercially available for everyday use by anyone, can perform multiple functions, and has not been especially designed for rehabilitative use or for disability purposes, but under these guidelines is being used for a rehabilitative or disability purpose.
- Devices refer to the hardware aspect of MMT, for example, touch screen tablet computers, smartphones, desktop or laptop computer hardware and related items.
- Software means programs or applications (apps) that are used on MMT devices and may require download from the internet to obtain and update.
- Internet services means an internet connection that allows the device to access software downloads and updates, as well as interact with online programs, websites, and other devices. An internet service is essential for downloading programs and updating the programs and applications, but is not necessarily essential for running software on the device.
- Eligible workers are those who reasonably require access to an existing MMT device used prior to their work-related injury or illness, and who are:
- participating in the CIP, or
- approved by the agent in exceptional circumstances, due to the severity of their work-related injury or illness are unable to communicate in a usual way.
The agent can consider paying the reasonable costs of MMT for eligible workers who meet the following criteria.
- Require the MMT as part of a goal-oriented rehabilitation program in which the recommendation is that the MMT will:
- measurably increase independence, for example, through a reduction in need for support workers, and/or
- measurably improve a deficit in communication.
- Can demonstrate the ability to effectively use MMT (both device and prescribed software) for the reasons it has been recommended.
- Do not own or have reasonable access to the requested MMT or other equipment that meets the identified needs.
- Require a MMT device due to an injury that means the worker cannot communicate in a usual way, such as:
- acquired brain injury
- quadriplegia
- significantly reduced arm function
- upper limb/hand amputation
- brachial plexus palsy.
WorkSafe can pay for the reasonable costs of the following.
- Standard model MMT devices with the minimum requirements to run the prescribed program or software.
- Software or apps that are prescribed to meet a worker's specific work-related injury or illness needs.
The agent considers the reasonable costs for MMT devices to be the recommended retail price and will not pay above this amount.
Where the worker requires the MMT equipment for a resolving condition the agent will not purchase the item and will only consider paying the reasonable costs of hiring the item for the period until the condition has resolved.
The agent will only accept written requests for MMT on the equipment prescription form.
The form must be completed by an appropriately qualified and experienced speech pathologist, occupational therapist or Framework OT and the worker's medical practitioner.
Treating health professionals are strongly encouraged to contact the agent to discuss the request before completing the form.
Consultations provided by speech pathologists and occupational therapists regarding MMT can be paid in line with the WorkSafe fee schedules for speech pathology and occupational therapy.
The agent will not pay for the following.
- MMT that is not part of a goal-oriented rehabilitation plan.
- Costs associated with accessing the internet if a worker has sufficient existing internet services that will enable them to access and use the prescribed software.
- Insurance or warranty costs.
- Redeemable products, for example iTunes vouchers/cards.
- Consumables such as printer ink, paper, blank USBs and CD/DVDs.
- Telephone lines for the purpose of an internet installation.
- Costs of mobile telephone plans, telephone calls, or telephone services.
- Optical
WorkSafe can pay the reasonable costs of:
- spectacles or contact lenses prescribed as a result of a work-related injury or illness
- optometry consultations (refer to WorkSafe's Schedule of Fees for Optometry Services).
Refer to the Optometry Guidelines for information about services provided by an Optometrist.
- Personal alarms and monitoring services (safety items)
Personal alarms and monitoring services can be useful for workers who would like greater independence but require daily monitoring and support for medical reasons.
The type of service or device will depend on the worker's needs and circumstances. Personal alarms and monitoring services may include the following.
- A personal alarm which can be worn as a necklace pendant, watch or belt clip. Otherwise, a special sensitive button or 'blow switch' can be used where a worker has limited or ataxic movements.
- A receiver unit and the required components that are plugged into the worker's telephone line. This allows the signal to be received from the personal alarm and automatically dials the monitoring centre.
- The monitoring station, which provides the 24-hour monitoring by a third party. If the worker needs assistance or if a regular 'check in' is missed, the nominated emergency contact/s will be notified.
- The Royal District Nursing Service (RDNS) Response Service. This service only applies to workers who have no nominated emergency contacts.
- Medical alert devices (such as a medical alert bracelet, pendant, vial of life and/or wallet card) are worn by a worker, with details of their medical, supervision, and emergency instructions.
- Keysafes, which comprise the safe and mounting hardware. This could be the spin-dial or pushbutton version and mounted to a wall or located on a fence, railing or pipe. A keysafe can hold several keys and is accessed by entering a pin or combination.
- On-call services, which are a remote service for workers who require a low level of care but do not require an attendant carer to always be present in their home. Refer to the On-call services guidelines.
On-call services guidelines
The agent requires a written request from the worker's treating health professional confirming that a personal alarm and monitoring service is appropriate for the work-related illness or injury. The request should outline the following.
- The worker's pre-accident functional ability.
- The components of the monitoring system to be paid, for example, initial set up and/or ongoing monitoring.
- The estimated cost of the monitoring system.
- If the worker has a nominated contact person for the personal alarm and monitoring service.
- The level of support within the household (excluding medical alert devices).
The agent cannot pay for personal alarms that are not monitored by a monitoring station.
- Room temperature control equipment
WorkSafe can pay the reasonable costs of room temperature control equipment when required to address difficulty regulating body temperature as a result of a work-related injury or illness.
In most cases this would be a spinal cord lesion at or above the level of T6. In other exceptional cases it must be medically confirmed that the work-related injury or illness has resulted in a permanent inability to regulate temperature.
WorkSafe can pay the reasonable costs of provision of equipment, installation, maintenance and increased consumption of gas or electricity associated with the running of an air conditioner, evaporative cooling unit or heater.
The agent will only accept requests for room temperature control equipment from a consultant physician or specialist, as recognised by the Health Insurance Act (1973), who is able to confirm that the worker's injuries meet the medical criteria outlined above.
In relation to room temperature control equipment, the agent requires the following information:
- documentation of a spinal cord injury at or above the level of T6 or other exceptional cases where the work-related injury or illness has resulted in a permanent inability to regulate temperature
- eligibility for energy concessions, such as the life support machine electricity concession
- electricity consumption prior to the installation of the equipment. For example, supplying a copy of the electricity or gas account to demonstrate pre injury usage. This can be compared to electricity consumption after the installation of the room temperature control equipment to identify any increased usage
- the proportion of the electricity account related to the worker prior to their work-related injury or illness.
The agent will not pay for equipment for areas of the home that the worker cannot access or does not access for activities of daily living.
- Sport and recreation
This section of the guidelines only applies to workers who reasonably require modified or adapted equipment to enable participation in a sporting or leisure activity the worker undertook prior to their work-related injury or illness, and who are:
- participating in the CIP or,
- approved by the agent in exceptional circumstances, due to the severity of their work-related injury or illness.
For a worker who is able to return to their pre-injury activity the agent can pay the reasonable costs of adaptions to the worker's own equipment. For a worker who is unable to return to their pre-injury activity the agent can pay the reasonable costs of the following.
- Hire of sporting or recreational equipment for 3 months.
- Purchase of entry level equipment for one sporting or leisure activity where a worker can demonstrate commitment to continued participation.
- Purchase of equipment for subsequent sporting or recreational pursuits. Where the worker has discontinued the previous activity in favour of another, it would be reasonable for the worker to contribute the trade-in value of the WorkSafe paid equipment toward the new equipment.
- Making a contribution towards elite or advanced equipment where required.
In relation to sporting and recreational equipment, the agent requires the following information.
- Demonstrated commitment to the sport or recreational activity such as club membership, regular attendance and/or evidence of participation.
- Reasons why basic entry level equipment will not be sufficient, when requesting elite or advanced equipment.
In relation to sporting and recreational equipment, WorkSafe will not pay for:
- vehicles used for sport or recreational use
- optional features (for example, metallic paint or tool kits)
- maintenance and repairs (except for sporting wheelchairs)
- sport or recreational clothing
- participation costs (i.e. court hire, entry fees or coaching).
For information about sporting and recreational prostheses, please refer to the prosthetist and orthotist services (external) guidelines.
- Ride-on-mower supply
If the worker's injury means they cannot return to completing household tasks as they did pre-injury, adaptive equipment may be considered to help the worker maximise their independence in accordance with the Household help services guidelines.
WorkSafe may consider paying the reasonable cost of, or making a contribution to, the purchase of a ride-on-mower or like vehicle, where all of the following conditions are met.
- The worker was solely responsible for completing the task pre-injury.
- The agent has considered the reasonable contribution of family/household members to completing lawn mowing tasks.
- The worker seeks independence with assistive equipment to complete the task.
- A long-term assistive equipment solution is required.
- The worker's condition is stable and capacity is not expected to change.
- Supply of assistive equipment will replace provision of WorkSafe funded mowing services.
- The agent has received a written request from the worker's treating medical practitioner recommending supply of a ride-on-mower or like vehicle.
- An assessment has been completed for household help services where the assessing health professional has recommended adaptive equipment supply in place of long-term services.
- An occupational therapist has completed the ride-on-mower prescription form recommending equipment supply with supporting evidence (measurement recordings, detailed site photos showing identified hazards, photo and/or video footage of the worker trialling the equipment, related notes).
- The worker has successfully trialled the recommended equipment at their property and demonstrates the functional capacity to safely operate the equipment. Store trials are not acceptable.
- The worker, prescribing therapist and equipment supplier have completed and signed the ride-on-mower trial and user training acknowledgment form.
- The size of the worker's garden (property curtilage – area to be mowed) at the time of their injury necessitates a ride-on-mower for example, greater than 2000sqm or as clinically justified as reasonable and necessary.
- The worker's property has an area where the equipment can be securely stored, for example, garage or shed.
- The request has been approved by the agent.
- The agent has assessed the reasonable cost of the equipment.
- The worker has signed a Capital Services Agreement where the equipment cost is equal to or greater than $10,000 (excluding GST).
Ride-on-mower equipment prescription form
Ride-on-mower trial and user training acknowledgement
In relation to any WorkSafe-funded or partially-funded ride-on-mower or like vehicle, WorkSafe will not pay for:
- any running costs (including fuel and other consumables)
- maintenance
- repairs
- cost to replace equipment for any reason, for example, damage, stolen, misuse.
In relation to any WorkSafe-funded or partially-funded ride-on-mower or like vehicle, WorkSafe will generally not pay for the following:
- Equipment supply cost for more than one ride-on-mower or like vehicle for the life of the claim.
- Equipment supply cost for any secondary residence or holiday home.
- Equipment supply cost where the injured worker moves to a new property post-injury which requires additional maintenance to their pre-injury residence.
- Lawn mowing service costs following the provision of a ride-on-mower or like vehicle.