Care Package Approval Workflows
Once a referral has been assessed and a decision made that the patient is eligible for CHC funding then the relevant Care Package Approval Workflow process can be started.
As part of the Digital back-office product there are four standard built-in Care Package Approval Workflow processes:
Care Package Approval
Fast Track Care Package Approval
S117 Aftercare Care Package Approval
CYP Care Package Approval
As a case progresses, according to the outcome recorded the relevant Workflow process and steps within it will be triggered.
From the Case click on the “Workflow” tab. This will show any active or completed (click on All to view completed) Workflow processes for the case:
To start a new Care Package Approval Workflow on the case click on the “New Workflow” button in the top right-hand corner.
Select the Care Package Approval Workflow and click on the “Start this Workflow” button:
Fast Track Care Package Approval
If the case is a Fast Track case then there will be an option for the user to start the “Fast Track Care Package Approval” Workflow:
The steps are exactly the same but the process will show as Fast Track Care Package Approval to help users distinguish the case from normal CHC cases.
1. Complete funding review form
The first step is “Complete funding review form”:
All fields are mandatory.
Please note that the Commissioning Pathway field is used to control whether details of any jointly funded care packages can be recorded. Select Joint if you want to record details of the other parties contributing to the funding of the Care Package.
Once you have completed all fields the click on the “Progress” button and the next step is triggered “Complete Care Package”.
2. Complete Care Package
You must type in the “start date” in the format dd/mm/yyyy.
To add services to the care package click on the “Add Service” button and this will take you in the search screen:
You can filter on searching for services using the text field, distance, and commissioned cost only.
Click on the “Go” button and you will be presented with a list of services to select:
You can click on the Filters on the right-hand side of the screen if you wish to filter on the search results:
To add a service to a package click on the “Add To Package” button.
You will then see the commissioned price and the unit of measure for the service you have selected. The “Use custom price” field allows you to overtype the commissioned price if the negotiated price differs.
If the service is not weekly then you can set the days the service will be commissioned for by choosing either Regular daily visits, or Flexible weekly visits:
Click on the “Add Visit” button for the relevant day:
Then record the visit details using “Time of visit”, “Length of visit” and “No of carers):
Please note that length of visit cannot be less than 1.
If the same visits are required on other days click on the “Copy to Other Days” button and then select the days:
Click on the “Save Changes” button to copy the visits to the other days.
Scroll to the bottom of the page and then click on the “Save” button:
The service will then appear on the “Complete Care Package” screen:
You can add multiple services by repeating the steps above.
Once all services for the care package have been added, type in “Brief rationale” and then click on the “progress” button to trigger the next step “Nurse Approval”:
3. Nurse Approval
All fields are mandatory.
Once all fields have been completed click on the “progress” button to trigger the next step “Contract Team Review”.
4. Contract Team Review
The Contract Team can review Care Package details by clicking on the “Care Plan” tab of the case where they can click on the four tabs; Package Details, Funding Review Form, Nurse Declaration and Approval History to see Care Package Details:
Once you have viewed the Care Package details, click on the Workflow tab to complete the step in the process:
Click on the Name of the Workflow step:
You can then click on the drop-down to Approve or reject the care package.
If it is approved then the case moves on to the next step “Provider Letters”.
If it is rejected then then you must record the reason rework is needed and add comments:
The case will then be sent back to the CHC nurse to change the Care Package:
The above steps would then be repeated until the Care Package is approved by the Contract Team.
5. Financial Approval
Depending on the total weekly cost different levels of users may need to approve the Care Package. In this example because the weekly care cost is over £600 then the Care Package needs separate approval by users in a specified Security Group.
The users in the Security Group will also receive an email alerting them to the need for the Care Package to be approved or rejected:
A Care Package can go through up to 3 different levels of financial approval, which are configured in the Settings area of the system:
6. Provider Letters
Click on the “Create Notification” button and that will call the Template for the IPA:
The system will do a mail merge of relevant data into the IPA Template.
Once any relevant changes have been made click on the “Save” button to save the actual wording that will be then be generated in the PDF of the IPA.
Click on the “progress” button to trigger the next step in the process “Confirm Care Package Start Date”.
7. Confirm Care Package Start Date
The system will automatically display the start date that was typed in on the “Complete Care Package” step earlier on in the process, but this date can be changed if the actual start date of the care package is different.
Click on the “progress” button to trigger the next step “Finance Review”.
8. Finance Review
You must also record the “Pay from date” in the format dd/mm/yyyy (this is to cater for cases that are being migrated from your previous system to ensure there is no duplication of payment).
This step will display key information about the case to help Finance staff add the correct:
· Cost centre
· Analysis 1 (auto-derived from Place the GP Practice is linked to)
· Subjective
· Analysis 2
When all fields have been complete click on the “progress” button to complete the last step in the Workflow process. The Care Package Approval Workflow will now show as complete:
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