ADP Documentation Guidelines for Clinicians at Providence Healthcare

This guide outlines documentation standards and expectations for both ADP
Authorizers, and non-Authorizers throughout the ADP funding process. While infrequent,
ADP does perform audits to ensure that proper procedures have been followed and
adequately documented.

According to the Policy and Procedures Manual of the Assistive Devices

Program September 2012 (p.34) ADP may review authorizers to determine:

1. That the number of approved applications per authorizer does not exceed
the average for authorizers within the LHIN average.
2. The Authorizer’s referral pattern (e.g. does it suggest a conflict of interest with
a particular vendor?).
3. If equipment recommended by authorizer identifies a potential conflict of
interest with manufacturer or distributer.

Roles/Responsibilities of the Authorizer

1. Gatekeeper to the program—must assess the client, confirm eligibility,

and complete documentation.
2. Inform client of ADP policies, eligibility criteria, and procedures, so that
informed decision making can occur.
3. Provide a list of vendors.

At Providence Healthcare, it is expected that ADP Authorizers and non-Authorizing

clinicians will work closely together to ensure that all of the requirements of the
Assistive Devices Program are met.

Please note:
The term “client” as used in the guide refers to the individual (patient, family
member, POA, etc) that is working with the clinician throughout the ADP process.

ADP Documentation Guide – March 2015 - adapted with permission from Bridgepoint Healthcare
 ADP Authorization Process: What and When to Document

•Diagnosis of client (clinician's initial assessment)

•Ensure client has OHIP
Assess •Rationale for mobility device and ensure client meets eligibility criteria
Eligibility

•ADP policies, procedures and eligibility criteria explained to client

•Provide ADP Applicant Information Sheet
•Provide and review Providence Mobility Device/Wheelchair Prescription Information Sheet
•Obtain consent to begin ADP process
Inform Client
•Audit Tip: ADP requires all authorizers to assess the client in person. Ensure this is reflected in your documentation

•Client provided with a list of vendors to choose from

(http://www.health.gov.on.ca/en/pro/programs/adp/registered_vendors.aspx)
•Indicate choice of vend
Provide •Audit Tip: ADP may review the number of vendors an authorizer uses. Using the same vendor repeatedly may
Vendor List indicate a pattern

•Client's consent to contact vendor on their behalf

•Client's consent to contact ADP on their behalf (ie. if authorizer needs to determine if previous funding was received)
Contact •Results of contact (eg. when will the vendor come, what was ADP's response to query, etc)
Vendor/ADP

•Date of meeting between vendor, client and authorizer

•Results of follow up meetings and pertinent equipment changes
•Assistance with funding arrangement
Assessment •Indicate details of final equipment and review quotation
and Trial •Audit Tip: ADP requires that authorizers document the nature of ALL follow up appointments

•Indicate ADP form completed and sent (form belongs to the client & may be submitted on his/her behalf by a vendor)
•Retain 2 copies (for vendor and chart)
•Client to receive copy if requested
ADP Forms •Audit Tip: ADP requires that Authorizers keep a complete copy of ADP application forms. At Providence these forms
are kept in the client's medical record.

•Indicate in progress note when ADP funding has been approved & append approval letter
Funding •If funding is not approved indicate what action was taken (eg. resubmit, appeal made, etc)
Status

•Follow up to ensure proper equipment was received (if client is already discharged, this may mean a confirmation
from the vendor that the equipment was delivered as ordered).
•If equipment was incorrect/doesn't meets needs, provide client with information on accessing re-assessment
•Audit Tip: ADP requires that all authorizers ensure the correct equipment has been delivered and that the
Follow Up client's needs are being met.

ADP Documentation Guide – March 2015 - adapted with permission from Bridgepoint Healthcare