The programs operate on a fee-for-service basis, requiring full payment upon registration to secure a spot in the course, as availability is limited. Third-parties wishing to fund a client’s participation have two options for registration:
1. Online Registration.
The third party can independently register the client online through the ticketing portal. Payment is processed directly through this portal, and an automatic registration notification is sent through. Subsequent client communications will follow the standard procedures outlined in the VicRoads business manual and will be done directly between PH and the client.
2. Invoice and Manual Registration.
For cases where the third party wishes to pay via EFT, a more managed approach is required due to the ticketing system’s limitations. PH will issue an invoice upon request. Payment must be confirmed before a staff member contacts the client and completes their registration through the ticketing system with a $0 payment registration.
Both options ensure that the client is registered in compliance with program procedures and VicRoads’ guidelines, however registration may be delayed in option 2 until payment confirmation.
Communication with a funding third-party
When a third-party initiates contact to fund a client’s participation in the DDD BCP course, the following points will be communicated via email:
- Payment Requirements: Full payment is required prior to registering a client for the course. Due to number of participant limitations in each group, a spot cannot be reserved while awaiting funds.
- Registration Process: Only upon receipt of funds, PH DDD BCP will contact the client to register them for the next available course spot.
- Post-Registration Communication: After registration, all communications will be conducted directly with the client. PH is unable to share information about course content with the paying party. Information about attendance can only be provided with the client’s written consent. Proof of consent must be provided prior to any communication with the third-party following registration.
- Refund Policy: The course refund policy applies regardless of the funding source. Details of the refund policy are available on the Refund Policy page.
- Attendance and Re-enrolment: In accordance with VicRoads guidelines, clients who miss sessions or arrive late will not be able to complete the course. They must re-enrol with payment, and course fees are non-refundable
- Relicensing Letter: A copy of the client’s relicensing letter is required before registration to ensure they are enrolled in the appropriate course. The letter can be sent through by either the client or the third party
- Client Status Changes: If a client ceases to be a customer of the third-party agency during our episode of care, the fees are non-refundable. However, the client may still complete the course if they choose to do so.
Registration of a client when third party is invoiced
Upon confirmation of payment, a PH DDD BCP staff member will contact the client to complete their registration through the ticketing system. The client will be assigned to the next available spot for the course specified in their relicensing letter. All subsequent communication and management of the client will follow the same procedures as those for all other registered clients.