Registered Care Homes Finance Policy

Transcription

1 Registered Care Homes Finance Policy References Other policies relating to this policy Disciplinary Policy Supporting Service Users on Holiday Inappropriate Practice Policy Service User planning and Recording Housing Management Policy Transport Policy Service User Guide Legislation relating to this policy The Care Homes (Wales) Regulations 2002 (regulation 17, schedule 4 and regulation 26) Date of Last Review January 2016 Date of next Review January 2017 Responsible for Policy Review Registered Managers of 8

2 INTRODUCTION This guidance manual provides information about how the Consortium supports Service Users to manage their own monies when they live in or use Registered respite Care Home services. What do we do in our own lives? Let s start this guide by looking at how we all typically manage our domestic finances. We set a budget for ourselves: We think about the money we have coming in; We then think about how much money we have to pay out for things like our gas, electric and telephone bills; We then try to make sure that we have enough money left to live on for things like food, clothes and holidays We then decide how we are going to look after our money: We decide on the bank account or bank accounts that suit us We decide on how we are going to pay our bills (monthly or quarterly, direct debit or post office etc). We also decide if we are going to save and how much, or if we can borrow money to pay for bigger things that we want. We then think about how we will keep an eye on our money: Are we just going to keep an eye on our bank statements and cash point receipts? Are we going to keep a record of what we spend as we spend it? Are there easier ways of paying our bills? Are our credit cards or the amount of money we owe others getting out of hand? If we are living with other people (especially adults with their own money), there are other things that we will need to think about; How will everybody agree to deal with any shared money and bills: Page 2 of 8

3 Paying for shared food and household expenditure; The gas, electricity and telephone bills; Who broke the toaster? Who pays for replacing it? Finance Policy Section 1 Introduction Are we all going to chip in on a weekly basis or agree a regular payment? If we agree a payment, how will this money be managed? Shared money need to be managed carefully as it is easy to argue over! What extra help will People we Support need? Supporting people with learning disabilities to manage their own finances when living in a Registered Care Home is no different in principle. However there are extra things that we need to consider when we are supporting people. Service Users setting a budget: We need to make every effort to help Service Users to understand: Where their money comes from (how much benefit money that people have); What charges they have to pay (what they pay in rent, what charges they pay for care and support and maybe for transport they need); What other bills they need to pay; What they have left to spend if they are not going to go into debt; How are they going to save for the extra things that they want. Service Users looking after their money: Some of our Service Users will find it very hard to understand how to look after their money, some may be legally seen as incapable of making decisions about their finances. We must use the Individual Care Planning (ICP) process and Service User Money Plans to agree with the Service User, their Care Manager, family members, and deputy (if they have one) the right level of assistance that we will offer that Service User in the management of their own monies and the role that others will play in these arrangements. For some Service Users the Chief Executive of the Consortium may become their Appointee and thus will be legally accountable for the management of their benefits. Service Users might also have other people acting as Appointee on their behalf, if this is the case then they must also be included in the planning process. Page 3 of 8

4 What ever the different abilities of Service Users we should be working to help people take as much control as possible over their finances and involving others to help make this possible. Working with Service Users to keep an eye on their money: We are responsible for helping Service Users to monitor their monies, many of whom will have little experience or confidence in this area. Some will have no understanding of money. Thus they are enormously vulnerable to financial exploitation from the people that they come into contact with. Thus we need to be able to demonstrate that we are helping Service Users to manage and monitor their monies safely. We need to be able to provide records that show that Service Users have used their money to live the life that they want in the community free from exploitation from: the organisation, staff, and fellow Service Users. Service Users agreeing how they will manage shared money If Service Users are living together, they will need to decide how they are going to manage their shared living arrangements: Are they going to live as a household (by buying their food and sharing it as a group and all chipping in for bills)? If they are going to live as a shared household, how much will everybody chip in and how will this money be managed? Or do one or more of them want to live separately (shopping for themselves, maybe keeping their food separate and paying their contribution to bills as they come in)? In whose names are the bills going to be in? These things will need to be agreed through the ICP process and the Service User Money Plan with the Service Users and their supporters. We must never forget that any shared money remains the property of the Service Users and they have a right to their share at any time. What can you find in this policy document? This policy looks in detail at how consortium staff will support Service Users to manage their money whilst they are supported to live in a Registered Care Home in the community. While the process may feel more complicated at times (because of the process of record keeping and getting agreements through the ICP process) it should feel for our Service Users as similar as possible to that that we try to use every day in our own lives. Page 4 of 8

5 There is however the need for the Consortium and its staff to ensure that in supporting Service Users to manage their money, our practice is safe and accountable to minimise the risk of financial abuse and exploitation. We will also endeavour to work in partnership with our Service Users and the other people in their lives who support them, making our practice transparent and open to scrutiny. Section 2 Seeking Agreement about the Practical Arrangements In this section you can find information about: Ensuring Everyone has a Clear Understanding about the Way that Service Users Monies are Managed. Service User Money Plan Personal Valuable Belongings List In supporting Service Users to manage their own money, the Consortium will actively involve Service Users and their supporters. It is therefore important that the Consortium adopt an open approach and share clear information with those we support and work in partnership with. This is how we record and monitor the amount of money a Service User has coming in and going out. It is also how we agree with Service Users and their supporters the way we will help Service Users to manage their monies. Completing and revising the plan should form part of the ICP and Annual Life Planning processes. Where a person has an appointee or deputy an inventory will be completed and kept up to date of valuable (monetary and/or sentimental) belongings. Where a person does not have an appointee or deputy they have a choice as to whether they wish to keep an inventor. This choice will be recorded in the Service User Money Plan and agreed with supporters. Section 2 Section 2 Page 2 Section 2 Page 4 Section 3 Financial Support from other People and Departments In this section you can find information about: Consortium Tenant Services Department The Tenant Services Department will help the Service Users to manage their money when the Chief Executive of the Consortium is acting as the Service Users Appointee or Agent. Section 3 Page 5 of 8

6 Others Who Might Act as Appointees, Deputies or Agents for Service Users A Service User could have other people to act on their behalf in respect of their financial affairs, some of these people are detailed here. The Consortium will work in conjunction with these people in order that they can perform their role effectively. Section 3 Page 3 Consortium Finance Department The Consortium Finance Department will invoice Service Users or external Receivers for the charges that the Service User has agreed to pay for services provided to them by the Consortium Section 3 Page 5 Service User Bank Accounts The way the Consortium will make bank accounts available for the use of Service Users is described here. Section 3 Page 6 Section 4 Working with Service Users to Monitor their Finances: In this section you can find information about: Reviewing and Recording Service User Expenditure Here is described the way Service User s income and expenditure are reviewed using bank statements, and how Service User s money is recorded when Consortium staff are responsible for managing day to day spending with Service Users. Section 4 Managing Cash Details how cash is to be managed either in conjunction with or on behalf of Service Users who are likely to be vulnerable to financial abuse. Section 4 Page 3 Managing Cheques Helping Service Users to Understand their Finances. Provides guidance for the management and recording of cheques. Presented here are ideas about how individual planning process should be used to help Service Users to maximise their financial understanding. Section 4 Page 6 Section 4 Page 5 Page 6 of 8

7 Section 5 Service Users Managing Shared Money In this section you can find information about: Helping Service Users to Manage Shared Living Arrangements Helping Service Users to Set a Monthly Household Budget Recording Money Managed within Shared House Accounts Here is described how Service Users can be supported to manage how they live together. Service Users will need to think about and agree how much money they need to put aside for food, bills and other things they might want to budget for. This section also introduces the Shared House Account Budget Planner as a useful tool to use in conjunction with Service Users and their supporters to set a budget. Here is detailed the practical arrangements of how staff supporting Service Users in their shared house expenditure will account for expenditure and ensure safe working practices. Section 5 Section 5 Page 4 Section 5 Page 9 Section 6 Monitoring Service User s Money Effectively: In this policy there is a section that considers the monitoring arrangements that need to be in place for this framework to be effective. Financial Monitoring by Registered Network Managers & Registered Managers Financial Monitoring by The Tenant Services Department This explains the process of quality assurance and monitoring that is conducted by Registered Network Managers & Registered Managers. Monthly monitoring will be carried out by a member of the Tenant Services Department. This monitoring will specifically focus on the spending and accounting of the Service Users money paid into the shared house account. Section 6 Section 6 Page 2 Financial Monitoring by External Regulators This describes the annual process of external audit conducted by the Consortium s External Auditors and other statutory bodies. Section 6 Page 2 Page 7 of 8

8 Section 7 Other Important Information Finance Policy Section 1 Introduction At the end of this policy is further information that staff, Service Users and their representatives need to know. Paying Charges to the Consortium Additional Payments that can be Made to Service Users Other Payments Available for Consortium Use Personal Shopping and use of Staff Credit Cards or Loyalty Cards This section explains the way Service Users are charged where they live in their own tenancies in the community. This explains the range of one off payments that Service Users can access if they require. This describes other payments that are available to the Consortium staff to manage the service and home on behalf of Service Users, and how they will be accounted for. This sets down the rules for staff when they might wish to carry out personal spending or use their own personal means of payment on behalf of a Service User. Section 7 Section 7 Page 3 Section 7 Page 3 Section 7 Page 6 Page 8 of 8