Health service reporting

All mandated and eligible health services must report their progress and activities against Health Purchasing Victoria policies and legislation, according to individual reporting requirements.

Compliance with policy is important. Policies and legislative requirements support health services to do the right thing, maintaining the integrity of public hospital and health service procurement and achieving best value supply chain outcomes for Victoria’s health sector.

The HPV Compliance Framework

The HPV Compliance Framework explains the organisation’s approach to managing and supporting compliance in the Victorian health sector. It is informed by HPVs legislative functions under the Health Services Act 1988 (Vic).

  • Our key compliance activities prioritise support and prevention, compliance monitoring and the understanding of emerging compliance priorities.
  • Health services are accountable for their compliance to HPV Purchasing Policies.
  • The five HPV Health Purchasing Policies (HPPs) outline a number of requirements for health services relating to their procurement functions, including ongoing reporting obligations.
  • Detailed information on the compliance obligations of health services arising from the HPPs is set out in the HPV Compliance Guidelines

Find out more about the HPV Compliance Framework. 

What are the reporting requirements?

Reporting requirements vary depending on the hospital or health service, and the contracts they are party to.

Mandated health services

Mandated health services are required to comply with the requirements of the Purchasing Policies, together with other legislative and reporting obligations as set out in the Health Services Act 1988 (Vic).

Mandated health services are those specified under Schedule 1 and 5 of the Act. This group is accountable for their compliance to the Purchasing Policies (subsection 134(3) of the Act refers). In relation to HPP compliance, these obligations include reporting requirements as outlined under section 3 of Health Purchasing Policy 1: Procurement Governance.

HPV has a legislated responsibility to monitor compliance with Purchasing Policies and HPV directions, and to report irregularities to the Minister.

Eligible health services

Non-mandated health services (or ‘eligible services’) are required to comply with the terms of the agreements to which they have been granted access.

Compliance requirements are set out in the access deed between HPV and the organisation, as well as in the HPP5: Collective Purchasing. This includes an annual compliance self-assessment to be completed via the CPO Compliance Portal.

Health Service Reporting obligations

Audit program

A mandated health service is required to conduct a compliance audit:

  • Every three years as per the auditing schedule (tri-annual auditing program). 

  • As requested by HPV, if it has concerns about a health service’s compliance standing (spot audits).

A health service is required to submit their audit report by 30 June of the nominated year for the tri-annual auditing program.

HPV may require a spot audit to be conducted as part of an escalated compliance approach, or when the potential risks and/or harms substantiate the action (for example, protected disclosures or media investigations).

Annual attestation to HPPs in health services' annual report of operations

A mandated health service must publish an annual attestation of compliance with the HPPs in its annual report of operations for that financial year (i.e. the health service annual report)

Annual compliance self-assessment to HPPs and HPV Collective Agreements

The self-assessment requires a health service to review its compliance against the HPPs and HPV Collective Agreements and make an online submission to HPV by 31 May of each financial year.

This reporting requirement applies to both mandated health services and eligible health services.

Real time status reporting with HPV Collective Agreements

This is an ongoing requirement to provide ‘real time’ status reports of compliance with HPV Collective Agreements. For example, to confirm transition to a new HPV Collective Agreement at the end of the transition period.

Ongoing obligation for health services to report non-compliance

Health services are expected to report to HPV non-compliance which is high-risk and likely to have a significant impact on the health service.

Report material non-compliance issues.

Further information about health service reporting requirements is detailed in the HPV Compliance Guidelines.

How to report

Mandated and eligible health services can report their compliance via the CPO Compliance Portal. The CPO Compliance Portal is an online tool available on the HPV website. Eligible users can access the tool via their HPV Dashboard.

Access resources and support

We’ve created a number of resources to support health services in meeting their reporting obligations.

Health services can also access the HPV Help Centre for a list of frequently asked questions about reporting requirements.

  • Compliance Guidelines: The HPV Compliance Guidelines provide detail on our Compliance Framework for Schedule 1 and 5 public hospitals and health services required to comply with HPV’s purchasing policies and directions. They also provide advice for Health Service Chief Procurement Officer’s to support them in achieving required compliance.
  • Graduated Compliance Guidelines: The Graduated Compliance Guidelines outline HPV’s approach to compliance issues.
  • Audit Guidance Note: Subsection 132(d) of the Health Services Act 1988 (Vic) states that HPV may require the Chief Executive of a public hospital to audit compliance with the HPPs, HPV directions and provide audit reports to HPV. This document helps to explain the guidelines and requirements of the HPV Audit Program.
  • Compliance Assessment Tool: The Compliance Assessment Tool is designed to be used by health services to monitor and assess compliance to HPV’s Purchasing Policies.
  • Audit Schedule: Access more information about the rolling three year Audit Program for all Schedule 1 and 5 hospitals and health services, including Audit Guidance Notes and a Compliance Assessment Tool.
  • Guidelines for Procurement Practice: Use these resources to plan, create and implement a procurement policy and strategy.