PURCHASING/MOSAIC Personal Budget Home Care Outside of Agreed Budget Drafted by Brenda Bonnell Draft Issue Date: Document Version: 0.8 Signed Off by Jannett Ashley 29/09/16 1
Contents Home Care... 3 View the requirements of the Care Grid and other supporting documents... 3 Provider Selection... 8 Begin Purchasing the Service... 9 Set the Budget Element... 10 To add a provision (set up the service)... 11 Add a Budget Element... 17 Draft Purchase Order... 18 To determine the shortfall... 19 To Add a budget Element:... 19 Authorisation... 22 2
Home Care View the requirements of the Care Grid and other supporting documents Broker to: start work; view the Care Grid : consider the Provider, cost etc. If there is any uncertainty about what is required you must contact the Social worker for clarification. Preferred methods of communication are: Phone; Email; Face to face is appropriate for Complex or Learning disability cases. All workflow steps that are assigned to you will appear in your current work > Incoming work. From here you can access the person summary screen for the person as well as start work. To view the historical documentation from Person Summary. Click on a person s name anywhere in Mosaic and you will go to that person s summary screen to go directly to the person summary screen. From Person Summary From Person Summary you can view the persons basic and other details. I.e. the allocated worker, age of Service User, Service User Group, as well as any other previously completed Workflow steps. From Person Summary /Work History: Click 3
A list of Workflow steps has opened and from here you see if a support Plan and or Panel Decision has been recorded. This indicates a Purchase services - Personal Budget would be correct in this instance. 1. From here you can view the Support Plan if necessary, or any other document(s) a. Click on the hyperlink to open the Step Summary Screen Click here to view a list of documents that have been previously recorded. From here you can also access any documents that have been uploaded to Care Store. The filed documents screen has opened 2. From here you can view the Support Plan if necessary, or any other document(s) a. Click on the hyperlink to open the document read only 4
When you are ready return to Current Work > Incoming Work. Click to start The Purchase Services step has now opened. 1. Click here to view and or print the Care Grid. Section two of the document is now displaying. 5
Click to output the Care Grid. The Output Options screen will appear Change any setting here as necessary Click here. Save the Care Grid as you will need to send it to the Provider later in the process. 6
Click Save. The Care Grid has been saved to the downloads folder. You must now save it with password protection to client file on the Q Drive Example of a Care Grid 7
Provider Selection A provider must now be found. A list of providers can be found here..file path please??? The list is maintained by the Senior Broker in consultation with the Contract Monitoring Team and is colour coded accordingly: Highlighted Blue - are block providers Highlighted Red temporarily on hold There are several factors that can impact on the provider selection: a. Price b. Quality Assurance c. Response Time d. Cultural Needs e. Preference (either from SW or Service User) The Care Grid must be emailed to the selected Provider(s): a. If emailing directly from Outlook the Care Grid must be saved in the clients file on the Q drive and password protected before attaching to the email. b. It is not necessary to password protect the Care Grid if it is to be sent using Egress. Providers usually respond by phone or email. If Cost & Volume the response is expected within ½ hour 2 hours maximum. Response time doesn t apply to SPOT purchases. When a Provider has been found a Case Note should be recorded and a case note alert sent to the Social worker involved. 8
Begin Purchasing the Service Click Start The Purchase Services Personal Budget Step will open. There are two mandatory forms the first of which contains the Care Grid. To view the Care Grid: 1. Click this tab 2. Click on Section 2 to view the Care Grid Read the Care Grid to be clear about what you need to purchase. 9
When you are ready to begin setting up the Purchase in Mosaic Click on this tab to begin the purchasing process. From here you can set the Budget Element (If it hasn t already been done) and add the Provision. NB this is only required when a personal budget is in place. Set the Budget Element The budget period start date should be equal to or before the start date of the first services. 2. Enter the Budget Period Start Date 1. Click Set Budget Period 3. Click Save 4. Click OK You have now been returned to the Purchase Screen where you can set up the service. 10
To add a provision (set up the service) 1. Click Provisions and Contributions 2. Click Add Provision From this screen you should select the Service Group and then the Service 1. Select Service Group 2. Select Service Click OK 11
The Standard Setting Screen is now displaying, it contains summary information about the selected Service i.e. Home Care. From here you can see the information that is already known i.e. populated from Service Users details or Worker log in details. It is also clear what information still needs to be recorded i.e. Start date and Budget Codes. NB The bold Titles on this screen relates to the Tab headings at the top of the screen. Click on each TAB to enter the relevant information required within each area. Click on the Dates Tab to record the start date of the Service. The planned end date can be left blank. Use the calendar to help you record the start date. Click on the Purchaser Tab - this should be correct as it has been determined by your logon details. However it can be changed if necessary, when you are amending an existing service.. Use the Find buttons if you need to change the details here. 12
Click on the Provision Tab this will take you to the Suppliers screen. Where you can select the supplier from this list displayed. Select the correct Supplier Allocated Party is not required in this purchase so you can leave the fields blank Click on the Budget Codes Tab to select the correct budget code. The options available are determined by the Service User Group. Select by Age. Select the correct Cost Centre NB There is no requirement to complete the Outcomes tab The Cost Element will be populated when the Element has been recorded. Click Ok The New Home Care screen has opened. From here you can record the detail of the service you are providing 13
Click Add element. From the New Home Care New Element screen you can select the appropriate Element Type. In this example the Element Type is Home Care (Total Weekly Hours) If Extra Care is required it is a different Element Type and is available to select here. Select Element Type Click Next 14
NB Notes typed here will appear on the Purchase Order and will be visible to the Supplier Click Delivery Tab 1. Click Delivery Tab to enter the no of hours /units required 2. Click Budget codes to enter the Cost Element Click Delivery Tab NB Click Summary Tab at any time to return to this screen. The delivery tab has opened with the Standard Unit Cost displaying a. Enter the required no. of hours here c. The standard Total cost is now displaying b. Click Recalculate The standard Total cost is now displaying Click Next 15
The Budget Codes tab has opened. Select the appropriate Element Code Click OK The New Home Care screen is now displaying The Change Type should be new if it says incomplete use the pencil to record the missing information. Use the pencil to edit the element if any amendments need to be made. Click OK 16
Add a Budget Element There may be occasions when the services provided are out of Budget Agreement. This will become apparent after the budget element has been recorded when a warning will be visible. If this is the case you will need to determine the shortfall add a Budget Element to cover it: A Red warning has appeared - Click Ok You will be returned to the Provisions and Contributions tab 17
Draft Purchase Order It is good practice to firstly view the Draft Purchase Order to ensure that the element is recorded correctly. 1. Click here to view the 1. Click draft here purchase to view the order 2. draft Click purchase open order Example of a DRAFT Purchase Order If everything is correct you must determine the shortfall Close the DRAFT Purchase Order Click File > Exit 18
To determine the shortfall 1. Click Budget breakdown Shortfall amount is noted here 2. Click Budget To Add a budget Element: From here you can Add the Budget Element. Click add Budget Element The New Budget Element screen has now appeared. 19
1. Click Show all element types 2. Select the appropriate Budget Element Type 3. Click Ok The New weekly Additions Summary Screen is now displaying. From here you can set date, and amended Budget Amount. Click here to enter start date Click here to enter the Weekly Additional Budget Amount (the negative amount noted on the budget breakdown) Use the calendar to help you to enter Start date 20
Enter the Weekly Additional Budget Amount here Click OK You can see that the Total Budget for the Period has been increased and the Average per week / is now 0.00. Click here to see the budget breakdown Click OK You have now been returned to the Budget Tab. Click Provisions and Contributions tab where the selected Service and Element are now displaying and the red warnings have disappeared: 21
Authorisation Click Authorisation Tasks The Authorisation screen is now displaying; from here you can select the authoriser 1. Select Authorisation level 2. Select the name of an appropriate person to authorise the care package 3. Click Add The number in brackets (1) (2) etc. is for guidance purposes only. It indicates the highest level a particular worker can authorise. i.e. Christine Jones has (2) against her name, indicating that she can authorise care packages up to level 2. She could also authorise level 1 care packages but not level 3 22
Click Done You have again been returned to the Provisions and Contributions tab where the selected Service and Element are now displaying. You must now save and close the purchase services step and wait for the care package to be authorised. Click to save your work so far. Click to close the workflow step Click Yes 23
Return to your Current Work Pane NB the Purchase Services Step is now in your incomplete work. There are two noticeable reminders that the Purchase Services Step is awaiting authorisation: 1. The Type icon 2. The yellow shading 3. If the authorising Manager is available it is appropriate to inform them (verbally) that this purchase is awaiting their authorisation. (This will reduce the process time) Following Authorisation: 1. The Purchase Services Step is still in your Incomplete Work. 2. The yellow shading has gone 3. The Type icon has changed to 1. Click The Purchase 2. Click Services Resume Step will Work reopen enabling you to select the Next Action and FINISH it. 24
Click Add 1. Select Services Updated 2. Click Add and Close The Next Action has now been set. Click to FINISH the work The Purchase Order will generate automatically as a PDF document. From Narrow Workview/Person Summary: 25
The Care Package Provided is now displaying on the person summary screen 26