Direct or Third Party PHB Care Packages

Where the care to be provided is to be paid for by a PHB which is a Direct or Third Party the system will:

- In place of the create care package step of the workflow, which is used for Notional PHBs, the system has an alternative create care package step that:

o Allows a set of documents to be uploaded and attached (instead of the Individual Placement Agreement)

o Records the weekly amount to pay

o Has a drop-down field that allows the user to:

§ select a PHB company e.g. Virtual Wallet or Disability, or

§ mark that payments are going direct to the patients bank account

- In place of the letters to provider stage, the system has a new stage called “Direct Payment Arrangement” where a signed copy of the arrangement must be uploaded. This upload is mandatory before progressing to the next stage

- Where the payment is direct to the patients bank account the “Finance Review” stage has an additional field to allow the VSR code for the patient to be recorded.

The care package tab displays the uploaded documents and the weekly amount from the ‘Create Care Package’ instead of the existing list of services and providers.

There is a new type of payment schedule in Finance to pay PHBs, which can be run at any time. It detects any unpaid PHB packages for the current month and any previous unpaid months (either part or whole).

1. Settings

Lists – PHB Payment Companies

Companies set up in here are available to users when creating a Care Package and the PHB Type is “Third Party”. This screen holds the VSR code that will be used for Payments made from IEG4 via SBS.

Lists – PHB Care Package Document Types

This is needed to allow users to select the PHB Care Package Document Type when uploading a set of documents in the Complete Care Package step of the Workflow:

Care Package Approval Workflows

Complete funding review form step, where Funded by PHB is “Yes”:

The user selects the Type of personal health budget:

If it’s Direct Payment:

Then on the Complete Care Package step the Pay PHB Payments to field gives options of either:

· Via a company or organisation

· Direct into the patients bank account

The weekly amount to pay field is mandatory.

Supporting documents can be attached by clicking on the “Attach Document” button:

The user must select the Document Type from the drop-down list. The list of options are what have been set up in the Settings area as PHB Care Package Document Types.

It is mandatory to attached supporting documents; a warning “please attach supporting documents” will be displayed if no documents have been attached and the system will not allow the step to be completed:

PHB – Via a Company or Organisation

If Via a company or organisation is selected, it becomes mandatory for the user to select the company in the next field:

That list will include any companies that have been set up in the Settings area as a PHB Payment Company (that includes their VSR code).

The weekly amount to pay field is mandatory.

Supporting documents can be attached by clicking on the “Attach Document” button:

The user must select the Document Type from the drop-down list. The list of options are what have been set up in the Settings area as PHB Care Package Document Types.

It is mandatory to attached supporting documents; a warning “please attach supporting documents” will be displayed if no documents have been attached and the system will not allow the step to be completed:

Direct Payment Arrangement step

For Direct and Third Party Payment PHBs it is mandatory to upload a copy of the signed Direct Payment Arrangement:

The final step in the Care Package Approval Workflow is “Funding Review”.

PHB - Direct into a Patients Bank Account

If Direct into a patients bank account is selected:

Where the payment is direct to the patients bank account the ‘Funding Review’ stage has an additional mandatory field to allow the VSR code for direct payments to patient’s bank account to be recorded (this must be set up in Directory of Services first).

Finance – PHB Payment Schedules

There is a new type of payment schedule in Finance to pay PHBs.

Click on New PHB Schedule button:

This can be run at any time. It will detect any unpaid PHB packages for the current month and any previous unpaid months (either part or whole).

When finalized, the schedule will generate an IP File, with one line per patient. The patient id will be used to identify the patient within the file.