This is an HTML version of an attachment to the Official Information request 'Adult Mental Health Services Policy/Communication Standards'.



28 July 2023 
Sarah Brodrick 
[FYI request #23345 email] 
Tēnā koe Sarah 
Your request for official information, reference: HNZ00024409 
Thank you for your email on 1 July 2023, asking for the following under the Official Information Act 
1982 (the Act):  
I would like to get a copy of the most recent Adult Mental Health services policy for 
outpaitents 1)in the qualifying and access of treatment and care of persons living in the 
South Auckland community, 2) the treatment and care of outpaitents 3)and the discharge of 
outpaitents within the Counties Manukau region. 
I would like to get a copy of the most recent Adult Mental Health services policy 1)in relation 
to the qualifying & access to treatment and care for persons living in the South Auckland 
community, 2) the treatment and care of outpaitents within the Counties Manukau region 3) 
and the discharge of outpaitents within the Rapua Te Ao Waiora clinic. 
I'd also like to get a copy of the most recent policy that Te Whatu Ora New Zealand has, a 
policy and/or standards in place around the communication and correspondence of 
information which include appointments, referrals and assessments of Adult Mental Heath 
Services between Te Whatu Ora New Zealand and Outpaitents, receiving treatment and 
care from the South Auckland region, Counties Manukau Health, as well as Rapua Te Ao 
Waiora Clinic. This includes referrals, appointments and assessments made in Middlemore 
Hospital, and referrals, appointments and assessments made in the community. 
I'm only interested in policy, standards and internal processes which would be information 
avaliable to the general public.I'm not requesting for any details of outpaitents or staff 
members names. 
Te Whatu Ora – Counties Manukau District Response 
For context, Te Whatu Ora Counties Manukau employs over 8,500 staff and provides health and 
support services to people living in the Counties Manukau region (approximately 601,490 people). 
We see over 118,000 people in our emergency department each year, over 490,000 outpatient 
appointments each year, and over 2,000 visitors come through Middlemore Hospital daily. 
Our services are delivered via hospital, outpatient, ambulatory and community-based models of 
care. We provide national, regional and supra-regional specialist services i.e. for orthopaedics, 
plastics, burns and spinal services. There are also several specialist services provided including 
tertiary surgical services, medical services, mental health and addiction services. 
Please find each of your questions addressed in turn below. 
I would like to get a copy of the most recent Adult Mental Health services policy for 
outpaitents 1)in the qualifying and access of treatment and care of persons living in the 
South Auckland community, 



 
There is no policy in regards to those who qualify for treatment and care, this is done on an 
assessment basis of each individual and their needs, once their general practitioner (GP) or other 
health care professional has made the referral. As such, this part of your request is refused under 
section 18(e) of the Act, as the information requested does not exist. You can read more on the 
referral process here: www.healthpoint.co.nz/public/mental-health-specialty/adult-mental-health-
counties-manukau-te-whatu/.  
 
2) the treatment and care of outpaitents  
 
There is no specific policy on the care and treatment of outpatients as this is dependent on the 
individual’s specific needs. Attached as Appendix 1 is the policy for Acute Community Options for 
Acute Adult Mental Health Services, which may provide the information you are seeking. 
 
3)and the discharge of outpaitents within the Counties Manukau region. 
 
As above, there is no policy on the discharge process for outpatients in the Counties Manukau 
region as this is dependent on the individual, their care plan and progress. As such, this part of 
your request is refused under section 18(e) of the Act. 
 
I would like to get a copy of the most recent Adult Mental Health services policy 1)in relation 
to the qualifying & access to treatment and care for persons living in the South Auckland 
community, 
 
There is no policy in regards to those who qualify for treatment and care, this is done on an 
assessment basis of each individual and their needs, once their GP or other health care 
professional has made the referral. As such, this part of your request is refused under section 
18(e) of the Act, as the information requested does not exist. 
  
2) the treatment and care of outpaitents within the Counties Manukau region  

 
There is no specific policy on the care and treatment of outpatients as this is dependent on the 
individual’s specific needs. As such, this part of your request is refused under section 18(e) of the 
Act. Please also refer to Appendix 1 detailed above. 
 
3) and the discharge of outpaitents within the Rapua Te Ao Waiora clinic. 
 
There is no policy in regards to the discharge of patients specifically from Rapua Te Ao Clinic as 
this is dependent on the individual’s specific needs and care plan. Discharge planning is a multi-
disciplinary team standard of practice. As such, this part of your request is refused under section 
18(e) of the Act. However, at ached as Appendix 2 is the guideline Tiaho Mai Multidisciplinary 
Team standard of Practice. This mentions discharge planning, which may assist with your query. 
 
I'd also like to get a copy of the most recent policy that Te Whatu Ora New Zealand has, a 
policy and/or standards in place around the communication and correspondence of 
information which include appointments, referrals and assessments of Adult Mental Heath 
Services between Te Whatu Ora New Zealand and Outpaitents, receiving treatment and 
care from the South Auckland region, Counties Manukau Health, as well as Rapua Te Ao 
Waiora Clinic. This includes referrals, appointments and assessments made in Middlemore 
Hospital, and referrals, appointments and assessments made in the community. 
 
Please refer to Appendix 3, Appendix 4, and Appendix 5 attached, respectively: 
  •  Coordinated Care Planning - Policy 
•  Coordinated Care Planning - Procedure 
•  Information sharing between providers of health services for mental health clients. 
 
Please note these are not specific to certain areas. 
 





 
 
How to get in touch 
 
If you have any questions, you can contact us at [Health New Zealand request email]. 
 
If you are not happy with this response, you have the right to make a complaint to the 
Ombudsman. Information about how to do this is available at www.ombudsman.parliament.nz or 
by phoning 0800 802 602.  
 
As this information may be of interest to other members of the public, Te Whatu Ora may 
proactively release a copy of this response on our website. Al  requester data, including your name 
and contact details, wil  be removed prior to release.  
 
Nāku iti noa, nā 
 
 
 
Dr Vanessa Thornton 
Interim District Director 
Te Whatu Ora Counties Manukau 
 
 
 
TeWhatuOra.govt.nz 
  


Appendix 1
Page 1 of 3
Policy: Acute Community Options for Adult Acute Mental Health Services
Policy: Acute Community Options for Adult Acute Mental 
Health Services

Purpose
The purpose of this policy is to outline the clinical acute requirements for entry and management of 
service users who require acute care delivered within Acute Community Options.
Note: This policy must be read in conjunction with the Acute Community Options Procedure.
Scope of Use
1982
This policy is applicable to all CMH employees, (full-time, part-time and casual (temporary) including 
contractors, visiting health professionals and students working in any CMH facility. ACT 
Background
Acute  Community  Options services  provide  active  support  to  mental  health  service  users  who  are 
experiencing  acute  symptoms.  The  services  are  acute  residential  facilities  or  services  based  in  the 
community  that  aim  to  minimise  the  need  for  hospitalisation  by  supporting  the  individual  in  their 
community. The duration is short term and intermittent or episodic.  The acuity must be such that the 
service user can be safely managed in a community setting and provide consent to receiving care by 
INFORMATION 
Home Based Treatment clinicians.  
Acute  Community  Options  aims  to  assist  service  users  in  reducing  distress,  enhance  wellness  and 
strengthen their ability to maintain their safety within the community. 
Policy
OFFICIAL 
Access to Acute Community Options is via Home based Treatment (HBT) Clinical Team Coordinator or 
the Acute Clinical Team Coordinator after-hours.
THE 
Definitions/Description 
Terms and abbreviations used in this document are described below:
UNDER 
Term/Abbreviation
Description
NGO
Non- government Organisation 
HBT
Home Base Treatment 
CMH
Counties Manukau Hospital
HBT 
Home Based Treatment
LOS
RELEASED 
Length of stay 
DHB
District Health Board 
CLS
Community Living Supports
MDT 
Multi- disciplinary Team 
Document ID:
A970020
CMH Revision No:
1.0
Service :
Acute Mental Health Service
Last Review Date :
30/05/2022
Service Manager - Acute and Hospital Services -
Document Owner:
Next Review Date:
31/05/2024
Mental Health Service
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
11/09/2018
Counties Manukau Health
Any hard copy (paper format) of this CM Health Controlled Document may not represent the most recent information.
The current record is accessed using the Documentation Directory on Paanui


Appendix 1
Page 2 of 3
Policy: Acute Community Options for Adult Acute Mental Health Services
CTC 
Clinical Team Coordinators
Entry Criteria:
 Residents of the Counties Manukau DHB district 
 Under the care of adult mental health services
 Over the age of 18 years 
 Experiencing acute symptoms of mental illness or acute psychiatric distress and are assessed 
as requiring  a supportive environment in order to remain in a community setting
 Must have a permanent address to return to on exit
Where possible partners in care, whaanau/family will be involved in a person’s care.
1982
All service users in Acute Community Options will be reviewed on a daily basis and the clinical 
treatment plan measured and reviewed.
ACT 
The daily face to face review will consist of:
▪ Face to face assessment with the service user
▪ Review of treatment provided and any adjustments that may be required.
▪ Consultation with whaanau/family/partners in care
▪ Review of exit plans with the service user
▪ Liaison with the NGO provider staff
INFORMATION 
▪ HCC documentation of the assessment
▪ Update documentation for the NGO provider as required
▪ Update communication with regular treating team where indicated
All medication is blister packed for safe storage and copies of medication charts and prescriptions 
must be supplied to the provider.
OFFICIAL 
Length of stay will be limited to 5 days unless clinically indicated.  MDT clinical discussions will identify 
clear plans for any extension to this timeframe and be authorised by the HBT Consultant Psychiatrist.
THE 
All service users will have a clear management plan that will outline the goals for the stay in Acute 
Community Options and anticipated timeframes for exit.
Home Based Treatment Team will take the lead in clinical management and treatment for all service 
users in Acute Community Options.  Regular community treatment team are expected to remain 
UNDER 
involved and share in care to maintain continuity and support throughout the acute episode of care.  
Any non-acute function such as social issues, housing, CLS referrals, etc. should continue to be 
managed by the regular treating team.
A service user will exit acute options when:
 the goals of acute options care are achieved (based on clinical assessment)
 the person no longer requires the level of support provided by the acute option
RELEASED 
 they no longer wish to receive services and/or do not agree to stay
 are no longer able to be supported safely and require alternate acute care
Document ID:
A970020
CMH Revision No:
1.0
Service :
Acute Mental Health Service
Last Review Date :
30/05/2022
Service Manager - Acute and Hospital Services -
Document Owner:
Next Review Date:
31/05/2024
Mental Health Service
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
11/09/2018
Counties Manukau Health
Any hard copy (paper format) of this CM Health Controlled Document may not represent the most recent information.
The current record is accessed using the Documentation Directory on Paanui


Appendix 1
Page 3 of 3
Policy: Acute Community Options for Adult Acute Mental Health Services
Length of Stay Management:
 LOS will be reviewed weekly
 The CTC actively monitors LOS
 The team will review and document any extensions to LOS in the HCC clinical notes through
the MDT process
 Where a complex case review is required, the regular treating team will be involved to ensure
continuity of care and current information and decisions are shared and discussed.
Escalation process:
The Consultant Psychiatrist for HBT has clinical responsibility for the care and treatment of all service 
users in Acute Community Options and who are under the service of HBT.  If there are any  1982
disagreements regarding treatment plans or care provided, the clinical heads of services will be 
consulted.
ACT 
Associated Documents
NZ Legislation
Mental Health (Compulsory Assessment and Treatment ) Act 
INFORMATION 
1992
NZ Standards
Health and Disability Sector Standards 
Code of Health and Disability Services Consumers’ Rights 
1996
CMDHB Procedure
Acute Community Options for Adult Mental Health Services –
OFFICIAL 
CMDHB Procedure
THE 
UNDER 
RELEASED 
Document ID:
A970020
CMH Revision No:
1.0
Service :
Acute Mental Health Service
Last Review Date :
30/05/2022
Service Manager - Acute and Hospital Services -
Document Owner:
Next Review Date:
31/05/2024
Mental Health Service
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
11/09/2018
Counties Manukau Health
Any hard copy (paper format) of this CM Health Controlled Document may not represent the most recent information.
The current record is accessed using the Documentation Directory on Paanui


Appendix 2
Page 1 of 8
Tiaho Mai Multidisciplinary Team Standard of practice Guideline
Guideline: Tiaho Mai Multidisciplinary Team Standard of Practice
Background/Overview
The multi-disciplinary team comprises of psychiatrists, registered nurses, 
psychologists, social workers, occupational therapists and pharmacists to 
provide comprehensive treatment and care for people with mental health 
problems.  Multi-disciplinary teams can improve the quality of care by 
including the perspectives of the service user, their family/whaanau and these 
disciplines into the treatment plan.  Effective and efficient multi-disciplinary 
team working is the agreed approach for Tiaho Mai to address complex needs 
in severe mental illness.  
1982
ACT 
Purpose
This guideline is to ensure that the Multi-Disciplinary Team (MDT) establishes 
membership,  roles  and  procedures  that  support  collaborative  treatment 
planning, with the goal of providing the best possible health outcome for the 
service user and their family whaanau/partner in care.  The MDT will promote 
comprehensive  sharing  of  information,  coordination  of  services  between  all 
disciplines  on  the  team  and  proactive  planning  of  on-going  services  in  the 
community.
INFORMATION 
The meeting is guided by the principles based on the Acute Services Model of 
Care, Te Whare Tapa Wha (Durie, 1994).
Scope of Use
OFFICIAL 
This  guideline  is  applicable 
THE  to all members of the inpatient multidisciplinary 
teams including nursing staff, medical staff, occupational therapy, social work, 
cultural  advisors,  house  officers,  registrars,  and  all  other  allied  healthcare 
professionals associated with the team.
UNDER 
Principles/Roles and Responsibilities
The  membership  of  the  inpatient  MDT  will  include,  at  a  minimum,  nursing 
staff,  medical  staff  (house  officer,  MOSS,  consultant,  registrar),  social  work 
staff, occupational therapy, and cultural liaison.  It may also include any other
professionals  (e.g.,  the  pharmacist)  who  participate  directly  in  the  inpatient
RELEASED 
care of the service user.  It is expected that each team member will contribute 
their  expertise  in  their  discipline  to  the  planning,  coordination,  and 
implementation  of  service users’  treatment.    At  times  the  roles  of  the 
different  disciplines  can  overlap,  and  MDT  members  will  need  to  maintain 
some flexibility with respect to their roles.  However, the goal of the MDT is to 
maximise benefit from the different perspectives of the various disciplines, so 
Document ID:
A178752
CMH Revision No:
2.0
Service:
Core Adult Inpatient Mental Health Services
Last Review Date :
21/07/2020
Document Owner:
Clinical Head - Acute Mental Health Service
Next Review Date:
24/07/2023
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
17/09/2013
If you are not reading this document directly from the Document Directory this may not be the most current version

Appendix 2
Page 2 of 8
Tiaho Mai Multidisciplinary Team Standard of practice Guideline
it  is  important  for  team  members  to  also  be  cognizant  of  the  unique 
contributions of their discipline to the overall treatment plan.
Each clinical team will have its own MDT meeting for 1½ to 2 hours duration 
every week on the same day, at the same time. At each MDT meeting the 
medical team will meet with the designated staff of Kimi Whanaungatanga 
ward and then with Tui or Ki Te Whai Ao ward to discuss each service user 
assigned to the team, prioritising those with the most complex needs as 
follows:

New admissions

Service users having acute needs

Service users who are progressing with treatment uneventfully.
1982
The focus of the MDT meeting is the inpatient management of the service 
user’s care including medical, psychosocial, environmental, functional, risk 
ACT 
management, and cultural and spiritual concerns.  Each member of the MDT 
will predicate the interventions in his/her area of expertise upon the goals 
and preferences of the service user and family/whanau to the greatest extent 
possible, with the goal of providing all services in the least restrictive and 
most consumer-guided manner. 
Prior to a Service User’s Initial MDT Review
INFORMATION 
 The MDT Form will be initiated by the Admitting Registered Nurse (RN) as part 
of the admission/initial contact and other MDT disciplines will add their initial 
clinical impressions and recommendations to the form in the appropriate 
OFFICIAL 
sections.
 The allocated RN will meet with the service user to hear his/her perspective 
THE 
and his/her identified issues/concerns/goals and will document this on the 
MDT form.
 The community team’s goals for admission will be entered on the MDT form 
by the allocated RN.
UNDER 
 A family/whanau meeting or discussion will ideally take place prior to the 
MDT meeting but may be deferred to the second meeting.
 If applicable, the RN will contact the GP and will document his/her treatment 
recommendations and goals.
RELEASED 
MDT Process for a Newly Admitted Service User

All disciplines involved in the service users’ care, that is to say, all members of 
the MDT, are required to come to the meeting prepared with relevant 
information and should be present throughout the duration of the meeting.
Document ID:
A178752
CMH Revision No:
2.0
Service:
Core Adult Inpatient Mental Health Services
Last Review Date :
21/07/2020
Document Owner:
Clinical Head - Acute Mental Health Service
Next Review Date:
24/07/2023
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
17/09/2013
If you are not reading this document directly from the Document Directory this may not be the most current version

Appendix 2
Page 3 of 8
Tiaho Mai Multidisciplinary Team Standard of practice Guideline

The MDT facilitator (usually the Charge Nurse Manager/ Associate Charge 
Nurse Manager, CNM/ACNM) will initiate the meeting by presenting the 
schedule and ensuring all members are familiar with each other by offering an 
introduction (whakawhanatanga) and  karakia.

The Registrar assigned to the medical teams (or MOSS, Consultant) will 
present the client and include:
o
Name, age, ethnicity, gender, employment, marital statuses, 
background mental health history (1 sentence), MHA status and 
review date
o
Current presentation
o
Diagnostic assessment
o
Any medical issues 
1982
o
Any substance abuse or withdrawal issues
o
Treatment/progress so far (1 sentence)
ACT 
o
Medications Plan and response, including adverse effects noted by 
staff or reported by the service user
o
Risk statement (1 sentence) including leave status and AWOL 
category
o
Discharge plan 

The assigned RN will present a brief summary of the service user’s events 
INFORMATION 
since admission including:
o
Number of admissions in the past 6 months
o
Service user’s expressed goals and current motivation for recovery 
o
The community team’s goals for admission and any feedback from 
the community coordination meeting
OFFICIAL 
o
Current engagement with plan
o
Nursing observations of behaviour, medication use and side effects, 
THE 
risk to self or others
o
PRN medication use and effects
o
Incidents of restraints/seclusion/assaults since admission
UNDER 
o
Placement recommendations on the unit 

The Pharmacist will present pertinent issues regarding medication dosing, 
administration, and selection

The House Officer will present active medical issues, diagnostic tests, and 
medical consultations
RELEASED 

The Social Worker will briefly present
o
Expressed goals for admission by family/whanau members
o
Support system (tana whanau)
o
Psychosocial report
o
Any planned meetings
Document ID:
A178752
CMH Revision No:
2.0
Service:
Core Adult Inpatient Mental Health Services
Last Review Date :
21/07/2020
Document Owner:
Clinical Head - Acute Mental Health Service
Next Review Date:
24/07/2023
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
17/09/2013
If you are not reading this document directly from the Document Directory this may not be the most current version

Appendix 2
Page 4 of 8
Tiaho Mai Multidisciplinary Team Standard of practice Guideline

The Occupational Therapist will briefly present
o
Initial assessments of function
o
Progress/participation within groups

Cultural and Spiritual Needs perspective will be presented
o
Overview  of  assessment  and  recommendations  for  cultural  support
and resources

The  MDT  facilitator will  summarise  the  discussion  and  comprehensive
treatment plan, ensuring all tasks are allocated and the MDT form is updated
reflecting the plan before moving ahead to the next service user.

The  comprehensive  treatment  plan  should  address  the  following  areas,  as
appropriate  to  the  individual  needs  of  the  service  user,  and  should  be
organised  around  the  goals  and  preferences  of  the  service  user  and  his/her
1982
family whaanau/support system:
o
Safety and risk management on the ward and after discharge
ACT 
o
Pharmacologic  management,  including  management  of  adverse
effects of medication
o
Non-pharmacologic treatments
o
Interventions  to  develop  natural  sources of  support,  including
interventions and support to the family whaanau
o
Skill-building to support resilience and stress management
INFORMATION 
o
Health education, including physical and mental health
o
Diagnostic investigation and treatment of medical issues
o
Interventions to address substance abuse and/or withdrawal
o
Legal status, timelines for MHA, consideration for CTO
OFFICIAL 
o
Cultural and spiritual support
o
Support for activities of daily living
o
Anticipated needs in the community
THE 
o
Preliminary discharge plans
Post Initial MDT UNDER 

The designated health care professional meets with the client to discuss the
proposed treatment options.

The designated health care professional will make contact with the family
whaanau to discuss proposed options.

If there are any concerns raised by the service user or family whaanau then
RELEASED 
this will need to be entered into HCC notes for discussion at the next meeting.

A complex case review will be scheduled for service users who are identified
to have had 2 or more admissions within the past 6 months.
MDT presentation for on-going service users
Document ID:
A178752
CMH Revision No:
2.0
Service:
Core Adult Inpatient Mental Health Services
Last Review Date :
21/07/2020
Document Owner:
Clinical Head - Acute Mental Health Service
Next Review Date:
24/07/2023
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
17/09/2013
If you are not reading this document directly from the Document Directory this may not be the most current version

Appendix 2
Page 5 of 8
Tiaho Mai Multidisciplinary Team Standard of practice Guideline

Each discipline will present, in the order above, progress in treatment since 
the last MDT and this will be documented on the MDT form.

Changes to the treatment plan will be documented.

The team will identify if the service user is a candidate for early discharge
Documentation

The MDT form will be scribed during the course of the MDT meeting, using a 
new form on each date.

The presentations of each discipline will be recorded in the appropriate area 
of the form.

Each form will indicate the current, up-dated comprehensive treatment plan 
and who is responsible for each item and the timeline for completion. 1982
Community interface meetings
ACT 

In addition to the twice-weekly inpatient MDT meetings, each team will have 
a weekly meeting, usually via teleconference, with their allocated community 
teams, for approximately 30 minutes per community team (total of 1 hour).

Participants will include, at a minimum, allocated nursing staff, the CTC of the 
aligned HBT team, the medical team, the CMHC manager, and the CMHC 
psychiatrist, but may also include other inpatient MDT members or outpatient 
service providers as appropriate.
INFORMATION 

The focus of the community interface meeting will be to achieve continuity of 
care and to promote the sharing of information during the service user’s 
transition to and from acute services.

The MDT facilitator (usually the Charge Nurse Manager/ Associate Charge 
Nurse Manager, CNM/ACNM) will initiate the meeting by presenting the 
OFFICIAL 
schedule and ensuring all members are familiar with each other by offering an 
introduction (whakawhana
THE  ungatanga) and karakia.

For each service user in turn, the MOSS will briefly summarise the service 
user’s progress and the plan for treatment going forward; in most instances, 
this should include:
UNDER 
o
Medications and medical treatment
o
Diagnostic concerns
o
Discussion of risk management
o
Legal status under the MHA, including timelines and court dates
o
Anticipated service and support needs after discharge
RELEASED 
o
Discharge planning and accommodation

There will be discussion of each service user concerning disposition and 
transition to on-going treatment, in order to achieve consensus and 
coordination between the inpatient and outpatient teams.
Document ID:
A178752
CMH Revision No:
2.0
Service:
Core Adult Inpatient Mental Health Services
Last Review Date :
21/07/2020
Document Owner:
Clinical Head - Acute Mental Health Service
Next Review Date:
24/07/2023
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
17/09/2013
If you are not reading this document directly from the Document Directory this may not be the most current version

Appendix 2
Page 6 of 8
Tiaho Mai Multidisciplinary Team Standard of practice Guideline

The community team will be informed when a service user has been identified 
as a potential candidate for early discharge.

If there is significant disagreement between the inpatient and outpatient 
teams concerning the treatment plan, a complex case review will be convened 
at a later time.

Documentation of salient concerns, tasks, and the staff assigned to those 
tasks will be documented in HCC by allocated nursing staff.   Additions to the 
treatment plan will be noted, and added to the inpatient treatment plan at 
the next MDT.
Timelines
1982

MDT entries will be completed at the time of the MDT meeting.

Documentation of community interface meetings will be completed during or 
ACT 
immediately after the meeting.

As each team will have MDT meetings weekly, the initial treatment plan 
should be completed and documented within 8 days of admission.

As the community interface meeting will convene once weekly, the initial 
documentation of community coordination of care should be completed and 
documented within 8 days of admission.INFORMATION 
Overview
Each multidisciplinary inpatient team will have one MDT meeting and one 
community interface meeting weekly. These meetings will adhere to the process, 
content, and timelines described above.
OFFICIAL 
As applied to the treatment of the service user, the following processes are 
recommended:
THE 
Step
Action
1
At the time of admission, the admitting nurse will begin organising the 
information on the MDT form and will obtain information concerning 
the goals and perspective of the service user and the family/whanau 
UNDER 
as well as the goals of the community team.
2
Within 2 days of admission, the team will arrange a family/whanau 
meeting or discussion, to take place within 1 week of admission.  Any 
obstacles or reasons for delay, or the inability to set up such a 
meeting, will be documented in HCC.
3
RELEASED Within 8 days of admission, the initial MDT meeting will be held and 
documented on the MDT form in the service user’s records, resulting 
in establishment of the initial inpatient treatment plan. 
4
Individuals who are identified to have had 2 or more admissions 
within 6 months will have a complex case review arranged.
5
Within 8 days of admission, the initial community interface meeting 
will be held and documented in HCC, with any changes or additions to 
Document ID:
A178752
CMH Revision No:
2.0
Service:
Core Adult Inpatient Mental Health Services
Last Review Date :
21/07/2020
Document Owner:
Clinical Head - Acute Mental Health Service
Next Review Date:
24/07/2023
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
17/09/2013
If you are not reading this document directly from the Document Directory this may not be the most current version

Appendix 2
Page 7 of 8
Tiaho Mai Multidisciplinary Team Standard of practice Guideline
the treatment plan.
6
At the MDT meeting following the community interface meeting, 
modifications to the comprehensive treatment plan will be 
documented on the new MDT form.
7
Subsequent MDT meetings will document the service user’s progress 
in treatment, up-dates to the treatment plan, and disposition 
planning.
8
Subsequent community interface meetings will document the 
development of the discharge plan and transition to on-going services 
in the community.
1982
The low intensity inpatient wards of Tiaho Mai are aligned with either the North or the 
South geographic area of Counties Manukau.   This allows each geographic region (North 
and South) to have a defined continuum of care that includes the CMHC, a Home Based 
ACT 
Treatment team, and a designated inpatient treatment team on a specific inpatient ward.  
The purpose of the alignment is to improve consistency and coordination of care as 
service users’ progress in their treatment.  The service has as a principle that alignment to 
a ward should only occur when it benefits the service user. If transfer and alignment is 
not in the best interest of a service user the team should consider not aligning. 
NORTH CMHC
SOUTH CMHC
INFORMATION 
Te Rawhiti
Intake & 
Rapua Te Ao Waiora 
Matariki
Acute Assessment
Nga Raukohehoke
OFFICIAL 
HBT NORTH
HBT SOUTH
THE 
KI TE WHAI AO WARD
KIMI 
Te Rawhiti
WHANAUNGATANGA 
UNDER 
TUI WARD
Matariki
WARD
ICT
Each ward is assigned medical, allied and cultural staff except Kimi Whanaungatanga
RELEASED 
Kim Whanaungatanga ward will instead provide high acuity care for service users from all 
teams
Document ID:
A178752
CMH Revision No:
2.0
Service:
Core Adult Inpatient Mental Health Services
Last Review Date :
21/07/2020
Document Owner:
Clinical Head - Acute Mental Health Service
Next Review Date:
24/07/2023
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
17/09/2013
If you are not reading this document directly from the Document Directory this may not be the most current version

Appendix 2
Page 8 of 8
Tiaho Mai Multidisciplinary Team Standard of practice Guideline
References
Mental health: Effectiveness of the planning to discharge people from hospital
Office of the Auditor-General, NZ
https://www.oag.govt.nz/2017/mental-health
Victoria’s Mental Health Services (2003, October) A Guide to Mental Health 
Terminology. 
Acute Services Model of Care, Te Whare Tapa Wha (Durie, 1994)
1982
ACT 
INFORMATION 
OFFICIAL 
THE 
UNDER 
RELEASED 
Document ID:
A178752
CMH Revision No:
2.0
Service:
Core Adult Inpatient Mental Health Services
Last Review Date :
21/07/2020
Document Owner:
Clinical Head - Acute Mental Health Service
Next Review Date:
24/07/2023
Approved by:
Mental Health Clinical Governance Group
Date First Issued:
17/09/2013
If you are not reading this document directly from the Document Directory this may not be the most current version

Appendix 3
Page 1 of 3
Coordinated Care Planning Policy
Policy: Coordinated Care Planning 
Purpose
To ensure that service users receiving care from CMDHB Mental Health Services,
receive optimum  care  that  is  co-ordinated,  consumer  focused and  integrated  to 
promote continuity of service delivery. Treatment and Interventions provided will 
be evidence based and recovery oriented.
Scope
1982
This  policy  is applicable  to all  CMDHB mental  health  employees,  (full-time, part-
time  and  casual  (temporary)  including  contractors,  visiting  health  professionals 
ACT 
and students working in any CMDHB facility.
Policy
All  service  users  under  the  care  of  the  Counties  Manukau  District  Health  Board 
(CMDHB)  Mental  Health  Services  will  have  a  current  up-to-date  Regional 
Coordinated Care Plan. 
INFORMATION 
Development of the Regional Coordinated Care Plan
The Regional Coordinated Care Plan is developed in collaboration with the service 
user,  their  family  /  whaanau,  other  service  providers,  peer,  cultural  and  other 
support people with consideration of service user's Rights.
The  Regional  Coordinated  Care  Plan  will 
OFFICIAL  be  developed  in  a  timely  fashion 
appropriate to the care setting, i.e.
▪ Inpatient by time of discharge.
THE 
▪ Community Service Users over the course of the first 3 appointments/contacts
or within two weeks of acceptance to the service.
The lead Clinician will ensure that the Regional Coordinated Care Plan is completed 
and recorded in the service user’s clinical records in HCC.
UNDER 
Regional Coordinated Care Plan includes:
▪ Collaborative Goals that are written in recovery focused language and include
recovery planning resilience, strengths and abilities.
▪ Identified  Issues (Consider: Mental  Health,  Physical  Health,  Co-existing
problems, Psychological, Social, Family/Whaanau, Cultural and Spiritual Work /
RELEASED Vocational, Accommodationneeds)
▪ A Risk and safety plan, crisis plan and respite plan as required
Document ID:
A5615
CMH Revision No:
5.0
Service:
Mental Health Services
Last Review Date :
1/04/2020
Document Owner:
Clinical Director - Mental Health Services
Next Review Date:
1/04/2023
Approved by:
Mental Health Quality Forum
Date First Issued:
14/07/2011
Counties Manukau Health

Appendix 3
Page 2 of 3
Coordinated Care Planning Policy
Regional Coordinated Care Plan shows
▪ Planned Treatment and Interventions that include service user ownership and 
responsibilities that are informed by evidence based practice.
▪ Service integration and coordination
▪ Expected outcomes
Review of Regional Coordinated Care Plan
Plans are reviewed and updated every 3 months or sooner as relevant to changes 
in service user’s needs/treatment progress. 
1982
Transfer of Care
When transferring the care or discharging a service user to primary care, a copy of 
ACT 
the  current  Regional  Coordinated  Care  Plan,  risk  assessment  and  relapse 
prevention plan must be updated before the change of treatment team occurs.
Documentation of Coordinated Care Planning
Clinical notes in HCC
▪ All contacts with service user or relating to care planning and processes
▪ Informed consent to treatment
INFORMATION 
▪ Consent to sharing health information 
Forms in HCC
Integrated Care Adult
Mental  Health  Services  Regional  Coordinated  Care 
Plan Form
OFFICIAL 
Tiaho Mai
Tiaho  Mai  MDT  Review  and  Regional  Coordinated 
Care Plan
THE 
Tamaki Oranga
Tamaki Oranga MDT Review form
MHSOP
Mental  Health  Services  Regional  Coordinated  care 
plan
Child and Adolescent Services
Mental  Health  Services  Regional  Coordinated  care 
UNDER 
plan
Definitions
Term/Abbreviation
Description
Regional Coordinated Care Plan:
A document that reflects the issues and goals agreed to by the 
RELEASED 
consumer, the treatment team, and family / whaanau as 
appropriate.  This is a working document and the main focus of 
delivering a continuum of care.
Document ID:
A5615
CMH Revision No:
5.0
Service:
Mental Health Services
Last Review Date :
1/04/2020
Document Owner:
Clinical Director - Mental Health Services
Next Review Date:
1/04/2023
Approved by:
Mental Health Quality Forum
Date First Issued:
14/07/2011
Counties Manukau Health

Appendix 3
Page 3 of 3
Coordinated Care Planning Policy
Associated Documents
NZ Legislation
The Code of Health and Disability Services Consumers’ Rights Health and 
Disability Commission (2014).
CMDHB Policies & Procedures Regional Coordinated Care Planning Procedure
Risk Assessment and Management Policy
Medication Policy
Restraint Minimisation and Safe Practice
Relapse Prevention Plan Policy
Clinical Documentation in Mental Health Services Policy
NZ Standards
Recovery Competencies for Mental Health Workers. Mental Health 
1982
Commission New Zealand (2001)
New Zealand Disability and Health (Core) Standards NZS 8134.1.2008 
ACT 
Ministry of Health (2008)
INFORMATION 
OFFICIAL 
THE 
UNDER 
RELEASED 
Document ID:
A5615
CMH Revision No:
5.0
Service:
Mental Health Services
Last Review Date :
1/04/2020
Document Owner:
Clinical Director - Mental Health Services
Next Review Date:
1/04/2023
Approved by:
Mental Health Quality Forum
Date First Issued:
14/07/2011
Counties Manukau Health

Appendix 4
Page 1 of 3
Coordinated Care Planning Procedure
Procedure: Regional Coordinated Care Planning
Purpose
The purpose of this procedure is to ensure that staff understand their responsibilities 
in relation to ensuring that all service users under the care of the Counties Manukau 
Health (CMH) Mental Health Services have a current, up-to-date Regional Coordinated 
Care Plan that identify goals for receiving Mental Health Services. 
“Outcome 3: Consumers participate in and receive timely assessment, followed by 
services that are planned, coordinated, and delivered in a timely and appropriate 
manner, consistent with current legislation.” (Standard 3 HDSS 2008)
Responsibility
1982
All  CMH  mental  health  employees,  (full-time,  part-time  and  casual  (temporary) 
including contractors, visiting health professionals and students working in any CMH 
ACT 
facility who work with mental health service users. 
The formulation and writing of a care plan is the responsibility of all disciplines.  This 
is to ensure that there is a coordinated approach to the planning of care with 
individual service users/whaanau and that this information is accessible to all 
concerned parties.
The Mental Health Clinician (MHC) will ensure that the regional coordinated care plan 
is completed and recorded in the service users’ clinical records.
INFORMATION 
Frequency
For new service users making first contact with mental health services, an initial care 
plan must be completed within 24 hours by the assessing clinician and a more 
complete care plan completed by the treating team with the service user in follow up 
OFFICIAL 
meetings.
The coordinated care plan will be developed in a timely fashion appropriate to the 
THE 
care setting, i.e.

Inpatient by time of discharge.

Community service users over the course of the first 3 appointments/contacts or
within two weeks of acceptance to the servi
UNDER 
ce.
The coordinated care plan will be reviewed at a minimum:

Weekly within Acute Inpatient setting

Every three months within community setting.

When transferring the care or discharging a service user.
RELEASED 

The  Regional  Coordinated  Care  Plan  can  be  updated  more  often  if  clinically
indicated.
Document ID:
A162246
CMH Revision No:
4.0
Service:
Mental Health Services
Last Review Date :
1/04/2020
Document Owner:
Clinical Director - Mental Health Services
Next Review Date:
1/04/2023
Approved by:
Mental Health Quality Forum
Date First Issued:
14/07/2011
Counties Manukau District Health Board


Appendix 4
Page 2 of 3
Coordinated Care Planning Procedure
Procedure
Step
Action
Important: Any service user SAFETY issues identified must be 
included in the care plan and a full risk assessment of that 
particular risk must be carried out and documented.
1
Following assessment by the Treatment Team and through 
discussion with the service user, family / whaanau, the identified 
issues and goals that support the person to manage and maintain 
their own health and wellbeing will be documented by the lead 
clinician. 

Each goal will be:-
– Specific
– Measurable
– Achievable
1982
– Realistic
- Timely.

Interventions will, have time frames and a responsible person 
ACT 
clearly identified.

Expected outcomes will be defined and reviewed within 
identified, specified timeframes.

The care plan will be developed with the involvement of the 
service user and may include family/whaanau/ caregivers and 
any other service involved in service users’ care.  

Any comments by the service user will be documented and a 
copy of the plan will be given to the service user and shared 
INFORMATION 
with identified parties. 
2
It is intended that this will be a working document and the main 
focus of delivering recovery orientated care.  Clinical notes should 
reflect  progress  with  interventions  to  meet  the  identified  goals 
and resolve issues recorded in the care plan. 
OFFICIAL 
3
No decision about me without me
Review of goals/issues will be a continuous process, which will be 
THE 
reflected in the clinical notes.
 At review the progress of the treatment or intervention 
will be assessed.
UNDER   Goals that have been achieved or issues that have been 
resolved are documented as attained in the clinical notes 
needs to be included in the regional coordinated care plan.  
(HCC  retains  a  record  of  previous  versions  of  the 
coordinated  care  plans  with  changes  that  can  be  viewed 
and compared at any time when required.)
RELEASED 
 New  goals/issues  identified  will  be  included  in  the  care 
plan  and  will  inform  service  delivery.  Reviews  will  occur 
within identified timeframes.
4
When  transitioning  care  or  discharging  the  service  user,  the 
regional  coordinated  care  plan  will  be  reviewed,  updated  and 
incorporated into the care discharge summary or transfer of care 
Document ID:
A162246
CMH Revision No:
4.0
Service:
Mental Health Services
Last Review Date :
1/04/2020
Document Owner:
Clinical Director - Mental Health Services
Next Review Date:
1/04/2023
Approved by:
Mental Health Quality Forum
Date First Issued:
14/07/2011
Counties Manukau District Health Board

Appendix 4
Page 3 of 3
Coordinated Care Planning Procedure
(TOC)  document  to  be  utilised  by  the  next  accepting  clinician  or 
team.
Definitions
Terms and abbreviations used in this document are described below:
Term/Abbreviation
Description
Mental Health Clinician
Clinician who is the primary person working with the 
service user. 
Coordinated Care Plan:
A working document that reflects the goals, issues and 
planned interventions agreed to by the service user, the 
treatment team, and family / whaanau as appropriate.  
Not required for Service Users if under Acute (I&AA or 
HBT).
1982
Service user
This term is being used to represent; Client, Consumer, 
Patient, Tangata Whaiora, Tagata Ola, 
ACT 
Associated Documents
Other documents relevant to this procedure are listed below:
NZ Legislation
The Code of Health and Disability Services Consumers’ 
Rights Health and Disability Commission (2014).
CMDHB Clinical Board 
Coordinated Care Planning Policy
Policies
Restraint Minimisation Policy
Relapse Prevention Policy
INFORMATION 
Risk Assessment and Management Policy 
Medication Policy
Clinical Documentation Policy
NZ Standards
Recovery Competencies for Mental Health Workers. 
Mental Health Commission New Zealand (2001)
New Zealand Disability and Health (Core) Standards NZS 
OFFICIAL 
8134.1.2008 Ministry of Health (2008)
THE 
UNDER 
RELEASED 
Document ID:
A162246
CMH Revision No:
4.0
Service:
Mental Health Services
Last Review Date :
1/04/2020
Document Owner:
Clinical Director - Mental Health Services
Next Review Date:
1/04/2023
Approved by:
Mental Health Quality Forum
Date First Issued:
14/07/2011
Counties Manukau District Health Board


Appendix 5
Page 1 of 4
Information Sharing between Providers of healthcare Services for Mental Health clients Policy
Policy: Information Sharing Between Providers of Healthcare Services 
for Mental Health Service Users
Notes: This policy should be read in conjunction with the Privacy – Protecting and respecting personal 
information policy
Purpose
Personal health information is obtained from mental health services service users to provide ongoing care 
and treatment. This includes sharing relevant health information with other providers of health care 
services who are involved in the service user's care and treatment. 
1982
This policy outlines the expectations regarding the sharing of information between external healthcare 
ACT 
providers (including primary, secondary, community and NGO providersand CM Health Mental Health 
Service staff.
The purpose is to reduce duplication and encourage good quality information sharing to help improve 
outcomes for users of mental health services.
Important:  
INFORMATION 
Counties Manukau Health (CM Health) recognises the importance of protecting 
personal information about our staff and patients in all business activities. 
Protecting an individual's privacy is about respecting a person's rights and is 
fundamental to maintaining trust and freedom of expression.
OFFICIAL 
The right to privacy refers to having control over your personal information. It is 
the ability to limit who can collect this information, how it is kept and what can 
THE 
be done with it.
Service users must be made aware that their health information will be shared 
with other health professionals who are providing ongoing care and treatment, 
UNDER 
which may include their GP Rule 3 (Collection of Health Information from 
Individual) and Rule 5 (Storage and security of Health information) of the Health 
Information Privacy Code

Scope
This policy applies to all CM Health employees (full
RELEASED 
-time, part-time and casual (temporary), including 
contractors, visiting health professionals, and students across CM Health Mental Health Services.
Document ID:
A5622
CMH Revision No:
2.0
Service:
Mental Health Services
Last Review Date :
17/06/2022
Document Owner:
Quality and Risk Manager - Mental Health
Next Review Date:
1/05/2024
Approved by:
Quality and Risk Manager - Mental Health
Date First Issued:
30/10/1999
Counties Manukau District Health Board

Appendix 5
Page 2 of 4
Information Sharing between Providers of healthcare Services for Mental Health clients Policy
Policy
All healthcare providers work in unison towards the common goals of recovery and inclusion. Information 
sharing includes both the giving and receiving of information. Information given to clinicians is confidential. 
Information sharing will be open, transparent and intended to increase the quality of care that all parties 
deliver. It will include a consistent and agreed approach to care planning.
Service users will be informed about how their information will be used and who will have access to it when 
it is collected from them. This includes being as clear and transparent as possible about who the 
information will be shared with and what information will be disclosed. These discussions will be accurately 
documented in the service user's clinical file.
1982
General Principles:
 Service  users  should  be  advised  that  services  intend  to  share  information  with  other  healthcare 
ACT 
providers involved in their care and be informed why this exchange of information is necessary. 
 Information  to  be  shared  needs  to  be  explicitly  discussed  with  the  service  user  except  in  the 
circumstances of imminent risk to self or others and where it is not possible to discuss with the service 
user.
 Sharing  appropriate  information  with  other  health  professionals  providing  care  is  usual  practice  and 
helps mental health services provide the best care and treatment options to our service users.
 A degree of clinical decision-making is required regarding what information is being shared and with 
INFORMATION 
whom the information is being shared.
 Information shared will only be accessed and used for the purpose it was intended - to provide health 
and disability services. 
 All staff must maintain the confidentiality of service users' information. This includes staff who become 
aware of information about service users who are not under their direct clinical care. 
OFFICIAL 
 Safeguards must be in place to protect health information against loss, misuse, unauthorised access, 
modification or disclosure.
THE 
Levels of information access
The team working with the service user and in collaboration with them will determine the relevance of 
health information that is shared. Information may be limited depending on the role of the provider in 
UNDER 
service delivery.
Information readily available
Right 4 (5) of the HDC Code of Consumers Rights notes that every service user has the right to co-operation 
among providers to ensure quality and continuity of services. 
RELEASED 
Information  about  early  warning  signs,  relapse  prevention  plans  and  care  planning  will  be  shared  with 
appropriate health care providers. This will help ensure that other services working with the service user 
are  aware  of  factors  that  could  impact  the  wellbeing  of  the service  user  and  other  people  involved. 
Information about an individual's goals and strengths can also be shared with the service user's permission. 
It  is  important  to  clarify  understanding  of  the information  provided  and  the  information  that  should  be 
received, including signs/symptoms/behaviours. 
Document ID:
A5622
CMH Revision No:
2.0
Service:
Mental Health Services
Last Review Date :
17/06/2022
Document Owner:
Quality and Risk Manager - Mental Health
Next Review Date:
1/05/2024
Approved by:
Quality and Risk Manager - Mental Health
Date First Issued:
30/10/1999
Counties Manukau District Health Board

Appendix 5
Page 3 of 4
Information Sharing between Providers of healthcare Services for Mental Health clients Policy
Restricted access
In some cases, more detailed information about the service user may be requested or provided. This may 
include access to the complete service user file, full risk assessments or access copies of other clinical 
assessment documentation. Careful consideration must be given regarding the appropriateness or need for 
this degree of access to information. This level of disclosure may not be necessary to provide care to the 
service user. Discussion with the clinical team allocated clinician and service user should be considered to 
determine the appropriateness of the disclosure being sought.  
Staff and Service User concerns
If a staff member is concerned about the disclosure/non-disclosure of information, they must raise their 
concerns  with  their  clinical  or  operational  manager.  If  a  service  user  raises  concerns  about  the 
disclosure/non-disclosure of information, they can raise their concerns with their allocated clinician or the 
1982
appropriate service manager.
Verbal information 
ACT 
Sharing information with other health professionals providing care is the usual practice. This may include 
involving  members  of  other  services  in  team  meetings  or  joint  visits/assessments  when  meeting  with 
service users around similar issues or within similar timeframes, e.g. CSWs, CLS, employment consultants 
and AOD specialists. 
Staff exposed to information about people they do not actively work with must treat that information as 
'private and  confidential. When providing  information  over the telephone, staff should  ensure they take 
INFORMATION 
the appropriate steps to verify the identity of the person requesting the information. 
Written information
Health Care providers involved in sharing service user information are responsible for ensuring appropriate 
safeguards to prevent unauthorised access and use of information.
OFFICIAL 
THE 
UNDER 
RELEASED 
Document ID:
A5622
CMH Revision No:
2.0
Service:
Mental Health Services
Last Review Date :
17/06/2022
Document Owner:
Quality and Risk Manager - Mental Health
Next Review Date:
1/05/2024
Approved by:
Quality and Risk Manager - Mental Health
Date First Issued:
30/10/1999
Counties Manukau District Health Board

Appendix 5
Page 4 of 4
Information Sharing between Providers of healthcare Services for Mental Health clients Policy
Associated Documents
NZ Legislation
Privacy Act 1993
Health Information Privacy Code 1994
Official Information Act 1982
Health Act 1956
Archives Act 1952
Quality Health NZ
Information Management (Acute Care, 2001, Version 2)
Standards
CM Health Policies

Correcting & Altering Personal Health Information at the Patient's 
Request - Procedure
1982
Checking for accuracy and authorising entries into the clinical 
record Procedure
Correcting inaccuracies in the clinical record Procedure
ACT 
Disclosing Anonymous Health Information Procedure
Documentation in the Clinical Record - Procedure
Disclosure of Health Information to Relatives, Friends Procedure
Employee Initiated Unanticipated Disclosure Procedure
How Parents and Guardians Request Personal Health Information 
Procedure
How Patients Access Their Own Information Procedure
Retention and Destruction of Personal Health Information Policy
INFORMATION 
Safe Management and Privacy of Personal Health Information 
Policy
Storage and Security of Clinical Records
Third Party Requests Procedure
Organisational Procedures
HR Policies – Code of Conduct
OFFICIAL 
Other related documents
Southnet – Privacy and Legal Intranet Site
THE 
Definitions
Terms and abbreviations used in this document are described below:
Term/Abbreviation
Description
UNDER 
CSW
Community Support Worker 
CLS
Community Living Skills Specialist 
NGO
Non-Government Organisation 
CYFS
Children, Young People and their Families 
G.P 
General Practitioner 
AOD
RELEASED 
Alcohol and Other Drugs
Document ID:
A5622
CMH Revision No:
2.0
Service:
Mental Health Services
Last Review Date :
17/06/2022
Document Owner:
Quality and Risk Manager - Mental Health
Next Review Date:
1/05/2024
Approved by:
Quality and Risk Manager - Mental Health
Date First Issued:
30/10/1999
Counties Manukau District Health Board

Document Outline