Equipment Care Package Approval Workflows
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Once a referral has been assessed and a decision made that the patient is eligible for CHC funding then the relevant Care Package Equipment Approval Workflow process can be started.
As part of the Digital back-office product there are four standard built-in Care Package Equipment Approval Workflow processes:
1. Care Package Equipment Approval
2. Fast Track Care Package Equipment Approval
3. S117 Aftercare Care Package Equipment Approval
4. CYP Care Package Equipment Approval
As a case progresses, according to the outcome recorded the relevant Workflow process and steps within it will be triggered.
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”.
You must type in the “start date” in the format dd/mm/yyyy.
To add equipment 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 equipment 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 equipment 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 price differs.
The quantity needed and Description/details/specification of equipment needed are mandatory fields.
The equipment will then appear on the “Complete Care Package” screen:
You can add other equipment 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”:
All fields are mandatory.
Once all fields have been completed click on the “progress” button to trigger the next step “Contract Team Review”.
The Contract Team can review Care Package details by clicking on the “Equipment” 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 Equipment 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 “Confirm Start Date”.
If the equipment is NOT to be paid via IEG4 then the checkbox can be ticked.
If it is to be paid via IEG4 then DO NOT tick the checkbox.
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 Equipment Care Package:
The above steps would then be repeated until the Equipment Care Package is approved by the Contract Team.
Depending on the total cost different levels of users may need to approve the Care Package. In this example because the equipment cost is over £1000 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:
An Equipment Care Package can go through up to 3 different levels of financial approval, which are configured in the Settings area of the system:
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 “Create Notification” button and that will call the Template for the Purchase Order:
The system will do a mail merge of relevant data into the Purchase Order 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 Purchase Order.
Click on the “progress” button to trigger the next step in the process “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 Equipment Approval Workflow will now show as complete:
