Dose Administration Aids are used by Pharmacies to assist Patients with the management and timing of their medicines. The Dose Administration Aids Program is designed to improve Quality Use of Medicines by facilitating the uptake and delivery of Dose Administration Aids to community-based Patients.

A Dose Administration Aid (DAA) is defined as a well-sealed, tamper-evident device that allows individual medicine doses to be organised according to the dose schedule determined by the Patient’s prescriber. There are a number of Dose Administration Aid systems available on the Australian market.

Pharmacy

To be eligible to receive payments under the DAA Program, a Community Pharmacy must:

  • Be approved under the National Health Act 1953
  • Be accredited by an approved Pharmacy Accreditation Program (e.g. the Quality Care Pharmacy Program), be in the process of completing accreditation, or have an exception from the Australian Government Department of Health
  • Agree to publicly display and comply with the Community Pharmacy Service Charter and Customer Service Statement, available from the Resources page
  • Abide by the Pharmacy Programs Administrator General Terms and Conditions
  • Deliver DAA services in accordance with the current DAA Program Rules, the Pharmaceutical Society of Australia Professional Practice Standards (PSA Standards) and the Pharmacy Board of Australia Guidelines for Dispensing of Medicines
  • Register for the Program via the Pharmacy Programs Administrator Portal
  • Continue to meet the Eligibility Criteria outlined in the DAA Program Rules while participating in the Program.

Patient

To be eligible for a DAA service under the Program, a Patient must:

  • Hold a Medicare card and/or Department of Veterans’ Affairs (DVA) card, or be a person who is eligible for a Medicare card
  • Live at home in a community setting
  • Have a valid government-issued concession card; and
    • Have difficulties managing their medications due to literacy or language issues, physical disability or cognitive difficulties; or
    • Be taking five or more prescription medicines and be experiencing difficulties with medication management.

A person is not eligible for a DAA service funded under this Program if they are currently:

  • An In-Patient at a public hospital, private hospital, day hospital or transition care facility
  • A resident of an Aged Care Facility or a correctional facility; or
  • Already receiving funding from other government-funded DAA programs, such as the DVA DAA Program or the QUMAX Program.

Funding of $120 million is available in the 2018/19 financial year. All Approved Providers will be allocated an individual cap based on previous DAA service volumes. Caps will be monitored and may be modified by the Department of Health to ensure expenditure does not exceed the allocated funding.

Claim Submission

Approved Providers must submit eligible claims on a monthly basis, subject to the following requirements:

  • The Patient’s medicine/s in the DAA are dispensed and packed in the Pharmacy by the claiming Approved Provider, in accordance with the relevant quality standard; or
  • The Patient’s medicine/s in the DAA are dispensed by the claiming Approved Provider but are packed at another site that meets the Pharmacy Approval Authority requirements in the relevant state or territory as well as the relevant quality standard.

DAA services must be claimed by the end of the calendar month after the service is delivered (e.g. services provided in May must be claimed by 30 June). Claims submitted outside this time frame will not be paid.

For the purposes of claiming, a single DAA service is defined as the provision of any number of packs required by that Patient to adequately assist with their medication for that week. A single claim is made regardless of the number of packs required. For clarity:

  • If a Patient receives a part-pack for the week after initiating a DAA or having been discharged from a hospital or facility, this is equivalent to one service
  • If a Pharmacy supplies a DAA that is subsequently altered or changed midweek, this is equivalent to one service
  • If a Patient requires multiple DAAs each week due to the volume of medicines, compatibility of medicines, the number of dosing times per day, or other factors, this is equivalent to one service.

The following information must be provided to the Pharmacy Programs Administrator in order to claim a payment:

  • Patient’s Medicare/DVA Card Number
  • Date/s of provision of the DAA/s
  • A declaration by the claiming Approved Provider that all applicable Program Rules and criteria have been met.

Pharmacies participating in the DAA Program are required to collect health outcomes data to allow the Australian Government Department of Health and the Pharmacy Programs Administrator to monitor and evaluate the delivery and impact of the Program.

Approved providers must gain consent from Patients to collect this data in accordance with Appendix A of the Program Rules. This information will be used by the Pharmacy Program Administrator and the Australian Government Department of Health to evaluate the DAA Program. Collection of this data entitles the Approved Pharmacy to claim a payment for five Patients at initial Patient Registration and at the six-monthly follow up.

Payments

Payments will be made in accordance with the table below:

Payment
(per Patient)
Description
$6.08 Provision of weekly DAA service for all eligible Patients who receive a DAA service
$31.90 Collection of data at initial Patient Registration for 5 Patients
$31.90 Collection of data at six-monthly follow up for 5 Patients

Record Keeping and Auditing

Participating Pharmacies must keep all relevant records for seven years, including service records, claim records and Patient information for DAA Program evaluation. The records may be electronic or hard copy.

The Pharmacy Programs Administrator is responsible for auditing the DAA Program. If an audit is conducted, the Approved Provider will be required to produce supporting documentation. Providers found to be in breach of the DAA Program Rules may be subject to penalties.

Dose Administration Aids FAQ

  1. Please refer to the Portal User Guide – DAA that is available from the Downloads section of this page.

  2. No, but you can cut and paste from an Excel spreadsheet into the Portal.  You can cut and paste all records at once, you don’t need to do it line by line.  If you used to upload a .csv file, you can open this in Excel and cut and paste from there.

    Please see the Portal User Guide – DAA  or the DAA Claim Tutorial video for instructions.

  3. The format of the spreadsheet must be correct for the cut and paste to work.  Please check that:

    • Your spreadsheet has two columns, the first for Medicare/DVA number and the second for date
    • Medicare numbers are 11 numbers long, with no dashes or slashes between numbers.  If you do need to remove other characters, you don’t have to delete them one by one.  You can use the ‘Find and Replace’ feature in Excel, and replace the characters with nothing. For instructions from Microsoft on how to use this feature, click here
    • The date format must be DD/MM/YYYY, i.e. 01/02/2019 is 1 February 2019.  If your date is not in this format, please change the date column to ‘Short Date’ format
    • Your spreadsheet does not have blank rows between records.  You don’t need to delete these rows individually, just sort your spreadsheet by either the Medicare/DVA number or Date columns and these blanks will be moved to the bottom and you should be able to copy and paste all the relevant records.
  4. If you get this message for all rows, it means you have already successfully submitted your claim.  You can check this by navigating to the View Claims tab after you’ve selected the DAA Program, then selecting Service Claim from the Claim Type drop-down on the left side of the screen.  This will show you all of your previous claims.  If you click on the View Claims icon on the right of the screen for each claim, it will show you all the patients you claimed for on that date.

  5. Please see the Program Rules available from the Downloads section of this page.

  6. In some instances, yes. Please refer to the Program Rules available from the Downloads section of this page, or contact the Support Centre for additional information.

  7. Each Pharmacy has an individual cap. Pharmacies new to the Program have a cap of 30 DAAs per week. Pharmacies that previously participated in the Program have caps that are based upon their claims during the 2016/17 financial year, with an increase after Department of Health review in 2018.  For more information please see the Program Rules.

  8. The Pharmacy Programs Administrator does not have the ability to review caps. The Department of Health may conduct a review of all caps if it believes this is warranted.

  9. Each provision of a DAA Service for eligible Patients is paid $6.08.  For further information about what constitutes an eligible service, please refer to the Program Rules, available from the Downloads section of this page.  For the collection of the Patient registration and six-month follow up service data, a further $31.90 is available for up to five Patients.

  10. No sooner than six months since the initial service – the Pharmacy Programs Administrator Portal will not accept a follow-up service date less than six months after the initial service.

  11. No, eligible Patients must hold a current government issued concession card.

  12. Yes. Refer to the Portal User Guide – DAA that is available from the Downloads section of this page.

  13. Claims are due at the end of the calendar month after the DAA Service was performed. For example, DAAs provided in March would be required to be submitted on the Pharmacy Programs Administrator Portal by the end of April.

  14. You can collect Patient data for up to five Patients. This includes both an initial Patient registration data and a follow up data after six months.

  15. Yes, the DAA should be claimed by the Pharmacy where the medicines for the DAA were dispensed. Please refer to the Program Rules, available from the Downloads section of this page, for additional information.

  16. If you are currently using an Excel file to manage your DAA claim then yes, you will be able to copy Patient data from previous claims into a new claim.  For instructions please see the Portal User Guide – DAA that is available from the Downloads section of this page

  17. If your Pharmacy operated under a previous PBS approval/s90 number (under a previous owner) the cap will be calculated using their data. If the Pharmacy was not open in the calculation period then the Pharmacy will be allocated the base cap of 30 Patients per week.

  18. No, they are not eligible.

  19. The start date of the pack.