carer payments training guide Chapter · Chapter: getting started 18 You will now be presented with...

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CARER PAYMENTS TRAINING GUIDE

SoftBox Limited Atrium House 574 Manchester Road BURY BL9 9SW

www.softboxlimited.co.uk 0161 766 1777 [email protected]

http://www.softboxlimited.co.uk/�

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CONTENTS

Carer Payments Training Guide ..................................................................................... 2

Course – Carer Payments User Training ........................................................................ 6

Overview ...................................................................................................................... 10

Hardware Requirements .............................................................................................. 12

Installation ................................................................................................................... 14

Getting Started ............................................................................................................. 16

Form Controls .............................................................................................................. 20

Service Rates ................................................................................................................ 22

Carers – Part 1 .............................................................................................................. 40

Clients – Part 1 ............................................................................................................. 44

Tracing .......................................................................................................................... 48

Care Packages – Part 1 ................................................................................................. 50

Producing a Payment Run – Part 1 .............................................................................. 56

Carers – Part 2 .............................................................................................................. 64

Clients – Part 2 ............................................................................................................. 66

Care Packages – Part 2 ................................................................................................. 68

Care Package Supplements – Part 1 ............................................................................ 70

Producing a Payment Run – Part 2 .............................................................................. 74

Closing Care Packages and Overpayments – Part 1 ..................................................... 78

Clients and Packages – Part 3 ...................................................................................... 82

Care Package Supplements – Part 2 ............................................................................ 92

Birthdays .................................................................................................................... 100

Closing Care Packages and Overpayments – Part 2 ................................................... 104

Producing a Payment Run – Part 3 ............................................................................ 108

Relief Packages ........................................................................................................... 110

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Shared Care Packages ................................................................................................ 114


Closing Care Packages and Overpayments – Part 3 ................................................... 126


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COURSE – CARER PAYMENTS USER TRAINING

TARGET GROUP

Staff who will be involved in the day to day use of the package, including those who will be maintaining information on Clients

PREVIOUS KNOWLEDGE

It would be helpful if delegates had a good working knowledge of operational practices and basic WINDOWS. Good basic keyboard skills. N.B. This course will not cover any aspects of NT Server or Novell.

EQUIPMENT

Copy of the User Guide

PROGRAMME

Introduction and Course Objectives

Session 1 Product Overview

Getting Started Schedules

Loading Client Details Loading Carer Details Creating Placements Adjustments etc

Session 2

Ensuring that placements are correct and how to deal with exceptional events e.g. ‘birthdays’

Generating payments: Printing exception report

Provisional report Adjustments/Enhancements:

Clients Carers

Overpayments Authorisation

Final report/Remittance Advice Generating the transaction file

Updating to next period

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COURSE OBJECTIVES

By working through this training programme, you will be able to do the following in the Carer Payments System:

• Set up Payment Schedules with a wide range of specific rules relating to payments

• Add Foster Carers details to the system • Add Clients details to the system • Create Placements between carers and clients and record Additional Placement

Information • End Placements and view / edit Overpayments • Produce a Payment Run • Gain confidence in making placements • Handle system messages arising from placement decisions • Produce a Provisional Run to check Carer payments. • Make adjustments to payments for both Client and Carer • Manage overpayments

• Authorise payments and pass transaction details to corporate systems

• Produce Remittance Advice slips

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SESSION 1

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OVERVIEW

CARER PAYMENTS FOR WINDOWS 4.0

This application has been designed as a fully comprehensive package covering all aspects of calculating payments to Carers. The application maintains details in the following areas: Carers Clients Individual Placement Details Payment Schedules Additional Allowances and Payments Once a Client is placed with a Carer, the underlying principle of the application is that no further work on that placement record will be required to ensure continuous payments to the Carer. The only amendments required to the record, will be to note the details of any additional payments that have been requested. The application has been further enhanced to ensure that even in the case of Additional Allowances, it is only necessary to enter the details of one-off payments where the amount is not fixed e.g. clothing. Other ‘additions’ e.g. birthday and holiday allowances can have pre-set ‘rules’ governing when these amounts should be paid automatically. When a placement finally ends, the system is sensitive enough to check that there has been no overpayment of allowances. If there are overpayments it will prompt for the preferred recovery method. A facility exists for manual adjustments both at client placement level and at Carer level. It is flexible enough to cope with ‘split-placements’ and with ‘client contributions’. An almost infinite level of flexibility has been built into the payment schedules allowing any combination of circumstances to be accommodated. Within individual placements it is possible to ‘tailor’ the payments for an individual client. The package is capable of processing payments to Day Carers providing they are either paid regularly, via a schedule or through the submission of periodic ‘claims’ or ‘invoices’. Finally, the package contains a sophisticated security facility, which allows the application administrator to customize the access privileges of each user.

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HARDWARE REQUIREMENTS

This training copy is designed to run as a single user version, installed on a local PC. The machine specification that will be required is shown below. A full specification of equipment is included for information purposes only, as only the workstation requirements apply.

HARDWARE SUGGESTIONS FOR LOCAL NETWORK Server (Based on HP ProLiant ML115 G5) Opteron 1352 2.1 GHz Dual Processor or Dual Processor Support 8 Gb DDR2 SDRAM preferred Serial ATA Controller 250 Gb Hard Drive Serial ATA 150 Ethernet, Fast Ethernet, Gigabit Ethernet CD Drive or access to Rack CD Windows Server 2003 Windows Small Business Server 2003

LAN CABLING Support Ethernet, Fast Ethernet, Gigabit Ethernet

WORKSTATIONS P4 min 1.6 GHz 2 Gb RAM 250 Gb Hard Disk Ethernet, Fast Ethernet, Gigabit Ethernet 256 Mb Graphics Card Windows Vista, XP or 2000 Internet Explorer 6.0 or higher CD Drive 15” Monitor Keyboard Mouse ** 1 Workstation, with access to data sets, to be equipped with VPN and access for support, if required

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INSTALLATION

A fully automatic installation procedure has been included. It may be necessary for the machine to re-start during this process. This is a normal event dependent upon the particular machine on which the software is being installed. Should any difficulties be encountered during this process please contact SoftBox Technical Support at [email protected] with your name, contact number and brief description of the problem you have encountered. A member of the technical support team will contact you.

To begin installing follow these steps:

1. First close any open programs by displaying the taskbar, if hidden, and right click on the program button, and click Close on the menu that appears

2. If you are installing for the first time from CD-ROM, set-up starts automatically. You can skip the following steps, unless the CD-ROM installation does not start automatically.

3. Click the Start button on the taskbar, then click Run

4. When the Run dialogue box appears type d:\ setup, where D is the CD drive. If you have not already closed any open applications, you may get a message to close them before continuing. Click the Install button and follow the instructions.

NOTE: If you wish to run any of the sample documents you will need a copy of Microsoft Word installed on your machine

mailto:[email protected]�

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GETTING STARTED

To start the application use the left mouse button to click on Start select Programs, SoftBox Applications, Carer Payments, Log On. The User ID and Password form is then displayed. Before entering the User ID/Password details a brief description about how the information in this training guide is presented.

This image is used to indicate a table of information. The information will be details about the client or events surrounding the client that will need to be entered into the application. The table will be in 3 columns: the name of the form or tab card within the form, the description of the data item on the form and finally the information to be entered onto the form.

This image signifies that a

series of instructions follow. By following the instructions, which will appear in bold text, you will be able to locate the forms and information that have been completed. There may also be additional details included with the instructions. These appear in standard typeface. A vertical bar highlights the area containing instructions.

This is used to denote a click on the left mouse button or ‘‘ is used to signify a double click. A right mouse button click is signified by the symbol . E.g. Cancel means click once, using the left mouse button, on the Cancel button on screen.

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Forms Client

When the mouse is used with a key word it signifies menu choices. For example, Forms Client to indicate select Forms from the menu bar and Client from the menu popup that is displayed beneath it.

TAB

You will find it easier if the ‘Tab’ key is used to move between one data item and the next, rather than the Enter key. Tab is usually to the left of the letter ‘Q’ and above ‘Caps Lock’. Just take a moment to locate it, if you are not sure

The ‘log on’ screen is shown below

Type in the User ID USR1001 and tab The cursor has moved to the password field, which has now become enabled. Type in the password SOFTBOX The OK button has now become enabled, if you have correctly typed the above User ID and Password. If so, use OK to continue or go back and correct the User ID or Password

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You will now be presented with the application desktop. This screen controls all the functions of the application. At the top of the screen you have a traditional windows style menu File Edit Forms System Reports Administration Help Use Forms to display the list of menu options. Once this menu is active moving the mouse from left to right across the top of the menu will change the selected option and display the menu options linked to that key word. By moving the mouse up and down a list, the highlight bar, normally shown in blue will move through the options in that list. Using when an item is highlighted selects that option. To cancel the menu and return to the application desktop, move the mouse pointer away from the menus and use In addition to the menu, icons have also been placed on the application desktop. Icons appear on the top toolbar. A number of the main forms will also have additional forms appearing on a side toolbar similar to the one used in the email package Outlook. These forms will appear under group headings, for example Related Forms. In such circumstances instructions similar to the one below may appear in the training text. There is no need to try this at the moment.

Use Related Forms Contact/Relatives This means, use the left mouse button on the side heading Related Forms and then use the left mouse button on the option titled Contact/Relatives to display a new form. If at anytime you wish to close this session

Use to close the application At the end of each section, an option will be given to stop the training session. At the beginning of each section a reminder will be given on how to log in and resume at the point where the previous exercise finished.

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FORM CONTROLS

The application is organised around an ‘application desktop’ of which the standard menu controls, described in the previous section are part. The desktop however contains a number of additional controls, and the individual forms also contain controls for displaying additional forms. The icons displayed on the tool bars use the latest Windows ‘flat buttons’. This means that all options appear flat and not as raised buttons used in earlier applications. A disabled button is shown in pale grey. All options that have been enabled will be shown in black or subdued colour. When the mouse pointer passes over an enabled option the full colour icon is shown and the button is raised. To select the raised icon button use as with previous icon tool bars. The icons displayed on a toolbar are controlled as part of the set up of profiles discussed in the next section. To maintain a standard, it is recommended that icons controlling forms should be placed on the top toolbar, whilst those for actions, e.g. Add are placed on the left toolbar. Each tool bar icon also has a ‘tip’ attached to it. Pausing on the icon will reveal the ‘tip’. E.g. the first icon tip is Clients. The first three icons control the most commonly used forms - Clients, Carers and Resources. Attached to each of these icons is a button which when activated, displays a list of the last ten records used in this session. They are displayed in most recent first. The purpose of this is to allow the user to quickly re-select a record without the need for using trace facilities.

The top toolbar should always include the exit icon, is Exit. Navigation within records is always managed by displaying a list of entries for the form, within a list box. This list box will contain details from the record, enabling its identification. Once a record has been selected using the form will be refreshed with the details of the selected record.

The ‘cut and paste’ tools when available, are used to exchange details with the Windows clipboard. The first tool cuts the selected text, the next copies the highlighted text to the clipboard and finally paste the contents of the clipboard into the notes area. Additionally, all forms can be controlled using the menu bar as described in the section ‘General Control Descriptions’. In the sample Administration menu shown below a number of options have been included, with the underscored letter shown.

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The icon is Exit, which is found on the File menu. Both menu pad and menu popup options contain an underlined letter. This allows the use of the underlined letter to execute the required function e.g. A would Add a new record to the current database. Once a form has been brought onto the screen it can be closed by using the OK button displayed on the form. Alternatively use the icon in the top left hand corner of the form. This will display a menu shown below:

To close a form Close or C or Alt + F4. You will see this alternative key combination of ALT and an F key used in a number of circumstances. The main difference between the different methods is that the ALT key can be used without having first activated the relevant menu. Leaving the record in this way will automatically save any of the changes that have been made to the information. Active forms also contain controls. The first icon is a ‘Minimise’ facility. The last icon X is used to close a form once data has been entered. Some of the data items on forms will have lists attached to them. These are indicated by at the side of the data item. For example, Gender. To activate the list use . To leave the item blank use Spacebar and Tab .

As we have now reached the end of this section you may wish to stop at this point and resume later

To close the application use or File Exit.

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SERVICE RATES

The Service Rates information holds all the information required to calculate individual payments to carers. In the examples that follow we shall be using a Short Term and a Long Term Fostering rate table. Each table will have its own basic maintenance rates, along with additional allowances or supplements as the application calls them, to cover additional expenditure items. In the example, Short Term Fostering will have supplements for Birthday and Festivity payments. The birthday payment will be set up so that it is paid automatically in advance of the client’s birthday. Festivity will be set up to be paid automatically at the beginning of December. In both cases, payment of the supplements will depend upon the client being deemed eligible for the payment and of course, being in placement at the time the payment is scheduled to be made. The Long Term table will have separate basic maintenance amounts and in addition to the Birthday and Festivity payments included in the Short Term table, will have additional supplements for Pocket Money and Holidays. To create the Short Term table, an additional table will be required for Festivity as this is also paid on an age-related basis. When creating tables it is always a good idea to create tables that are needed in support of a main table first. By doing so, the main table and all the supplements can be created together.

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EXERCISE 1: SETTING UP NEW SERVICE RATE TABLES FOR A FINANCIAL YEAR

OVERVIEW

This first exercise will show you how to set up a master table for the relevant financial year

INFORMATION REQUIRED

DESCRIPTION RESPONSE

Effective Date 01/04/09

INSTRUCTIONS

If you closed the application at the end of the last section: Type in the User ID USR1001 and tab The cursor has moved to the password field, which has now become enabled. Type in the password SOFTBOX The OK button has now become enabled, if you have correctly typed the above User ID and Password. If so, use OK to continue or go back and correct the User ID or Password Then: Use System Rate Tables

Use Related Forms Service Rates

Use Add from the left hand toolbar to create new rate year tables Enter Effective Date as shown above Now that a Year file has been created it is possible to set up individual Service Rate tables

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Effective Date

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EXERCISE 2: SETTING UP A FESTIVITY SERVICE RATE TABLE

OVERVIEW

This exercise will show you how to set up a Rate Table for use as a Supplement. This will then be used later in conjunction with the Long Term and Short Term Rate Tables that are created in the later exercises. Experience has shown that it is preferable to build rate tables by starting with any tables that will be needed to support the master table.


SERVICE NAME AGE FROM/TO BAND RATE

Festivity 0-5 £125 6-10 £137 11-14 £145 15-21 £152

INSTRUCTIONS

Use Add New Service, which appears on the form. DO NOT USE the top toolbar option as this will add a new year table Enter Service Name as shown above Use to select Week as the unit of pricing Use to select Child as the Service Type and then tick Use Age Bands to enable the lower half of this table Enter the age groups shown above together with the age-related amount To set the ages either type directly into the lower age box and then move to upper age box by either using Enter, Tab or the mouse pointer Alternatively, it is possible to use the spinner at the side of the age box to raise and lower ages Use OK to close the form

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Service description

Add Service button

Age rates

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EXERCISE 3: SETTING UP A SHORT TERM SERVICE RATE TABLE

OVERVIEW

By completing the following instructions and using the data provided below, you should be able to set up a Short Term Payment Rate Table with Supplements


SERVICE NAME AGE FROM/TO BAND RATE Short Term 0-7 £113.68

8-12 £124.25 13-15 £146.93 16-21 £181.02

INSTRUCTIONS

Use Add New Service, which appears on the form. DO NOT USE the top toolbar option as this will add a new year table Enter Service Name as shown above Use to select Week as the unit of pricing Use to select Child as the Service Type and then tick Use Age Bands to enable the lower half of this table Enter the age groups shown above together with the age-related amount To set the ages either type directly into the lower age box and then move to upper age box by either using Enter, Tab or the mouse pointer Alternatively, it is possible to use the spinner at the side of the age box to raise and lower ages

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SETTING UP A SUPPLEMENTS LIST

INFORMATION REQUIRED DESCRIPTION Birthday Festivity Holiday Pocket Money

Select Supplements

Supplements are a list item. Before beginning to add supplements it is helpful to create the list Use on Supplements, this will open the list editor, as shown below

Use that appears on the list editor form to add the first description that appears above Repeat the process until the last item has been entered and then close the list editor by using OK

SETTING UP A BIRTHDAY PAYMENT

FORM/TAB CARD DESCRIPTION RESPONSE

Supplements Supplement Birthday Rules Amount Per Week 50.00

Add Description

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Automatic Entitlement

YES

Alternative Service Weeks Birthday YES Days In Advance 14 Term Time Lump Sum YES Pay When Taxable NO Account Codes Cost Centre 100001 Subjective 200002

Use to display the list of newly created Supplements Select Birthday Enter the Amount shown above Enter remainder of details shown in the table above. Remember that YES means that the option should be ticked Account Codes are drop down lists so use to display the list and select the code shown above This will complete the first supplement Use Service Rate Tables to return to the first tab card

Select Supplement Description and Add

Account Codes

Amount and auto entitle

Birthday and days in advance

Lump Sum

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SETTING UP A FESTIVITY PAYMENT


Supplements Supplement Festivity Rules Amount Per Week Automatic

Entitlement YES

Alternative Service Festivity Weeks 1 Birthday Days In Advance Term Time Lump Sum YES Pay When 01/12 Taxable NO Account Codes Cost Centre 100001 Subjective 200003

Use Supplements to display the tab card Use to display the list of created Supplements Select Festivity Enter the Alternative Service shown above Enter remainder of details shown in the table above. Remember that YES means that the option should be ticked Account Codes are drop down lists so use to display the list and select the code shown above This will complete the first supplement Use Service Rate Tables to return to the first tab card

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SETTING UP A DEFAULT ACCOUNT CODE FOR SHORT TERM

SERVICE RATES/ RELATED FORMS/ SERVICE RATE TABLES


Cost Centre 100001 Subjective 200001

Select Short Term Use on the arrow at the right hand side of the Age Rate figures. This will display the account code fields

Enter the Account Codes shown above and use on the left pointing arrow to return to the age related details

Arrow button to change page

Account Codes

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EXERCISE 4: SETTING UP A POCKET MONEY SERVICE RATE TABLE

OVERVIEW

The following exercise will create a Pocket Money Payment Schedule, which you will use later within a Long-term Payment Schedule as an Additional Allowance.


SERVICE NAME AGE RANGE RATE / WEEK Pocket Money 0 - 7 £3.68 8 - 12 £4.25 13 - 15 £6.93 16 - 21 £8.82

INSTRUCTIONS

Use Add New Service which appears on the form. DO NOT USE the top toolbar option as this will add a new year table Enter Service Name as shown above Use to select Week as the unit of pricing Use to select Child as the Service Type and then tick Use Age Bands to enable the lower half of this table Enter the age groups shown above together with the age-related amount

To set the ages either type directly into the lower age box and then move to upper age box by either using Enter, Tab or the mouse pointer Alternatively, it is possible to use the spinner at the side of the age box to raise and lower ages

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EXERCISE 5: SETTING UP A HOLIDAY SERVICE RATE TABLE

OVERVIEW

The following exercise will create a Holiday Rate Table


TAB CARD AGE RANGE RATE / WEEK Age Group Rates 0-5 £151 6-10 £195 11-15 £257 16-21 £300

INSTRUCTIONS

Use Add New Service which appears on the form. DO NOT USE the top toolbar option as this will add a new year table Enter Service Name as shown above Use to select Week as the unit of pricing Use to select Child as the Service Type and then tick Use Age Bands to enable the lower half of this table Enter the age groups shown above together with the age-related amount

To set the ages either type directly into the lower age box and then move to upper age box by either using Enter, Tab or the mouse pointer Alternatively, it is possible to use the spinner at the side of the age box to raise and lower ages

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EXERCISE 6: SETTING UP A LONG TERM SERVICE RATE TABLE

OVERVIEW

The following exercise will create a Long Term Service Rate Table and will incorporate the use of some of the service rates you set up earlier in the form of Supplements

INFORMATION REQUIRED FOR EXERCISE

SERVICE NAME AGE RANGE RATE PER

WEEK

Long Term 0-4 £159.22 5-7 £166.43 8-10 £171.26 11-12 £175.95 13-15 £188.83 16-21 £210.32

INSTRUCTIONS

Use Add New Service which appears on the form. DO NOT USE the top toolbar option as this will add a new, year table

Enter Service Name as shown above

Use to select Week as the unit of pricing

Use to select Child as the Service Type and then tick Use Age Bands to enable the lower half of this table Enter the age groups shown above together with the age-related amount To set the ages either type directly into the lower age box and then move to upper age box by either using Enter, Tab or the mouse pointer Alternatively, it is possible to use the spinner at the side of the age box to raise and lower ages

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SETTING UP A BIRTHDAY PAYMENT


Supplements Supplement Birthday

Rules

Amount Per Week 50.00


YES

Alternative Service

Weeks

Birthday YES

Days In Advance 14

Term Time

Lump Sum YES

Pay When

Taxable NO

Account Codes

Cost Centre 100002

Subjective 200002

Use to display the list of newly created Supplements

Select Birthday

Enter the Amount shown above Enter remainder of details shown in the table above. Remember that YES means that the option should be ticked

Account Codes are drop down lists so use to display the list and select the code shown above This will complete the first supplement

Use Service Rate Tables to return to the first tab card

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SETTING UP A FESTIVITY PAYMENT


Supplements Supplement Festivity

Rules

Amount Per Week


YES

Alternative Service Festivity

Weeks 1

Birthday

Days In Advance

Term Time

Lump Sum YES

Pay When 01/12

Taxable NO

Account Codes

Cost Centre 100002

Subjective 200003

Use Supplements to display the tab card

Use to display the list of created Supplements

Select Festivity


Account Codes are drop down lists so use to display the list and select the code shown above

This will complete the first supplement


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SETTING UP A POCKET MONEY PAYMENT


Supplements Supplement Pocket Money

Rules

Amount Per Week


YES

Alternative Service Pocket Money

Weeks 1

Birthday

Days In Advance

Term Time

Lump Sum

Pay When

Taxable NO

Account Codes

Cost Centre 100002

Subjective 200005



Select Pocket Money


Account Codes are drop down lists so use to display the list and select the code shown above

This will complete the first supplement Use Service Rate Tables to return to the first tab card

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SETTING UP A HOLIDAY PAYMENT


Supplements Supplement Holiday

Rules

Amount Per Week


YES

Alternative Service Holiday

Weeks 3

Birthday

Days In Advance

Term Time

Lump Sum YES

Pay When 01/04 25% 13/06 75%

Taxable NO

Account Codes

Cost Centre 100002

Subjective 200004



Select Holiday


Account Codes are drop down lists so use to display the list and select the code shown above This will complete the first supplement

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SETTING UP A DEFAULT ACCOUNT CODE

SERVICE RATES/ RELATED FORMS/ SERVICE RATE TABLES


Cost Centre 100002

Subjective 200001

Use on the arrow at the right hand side of the Age Rate figures. This will display the account code fields

Enter the account codes shown above and use on the left pointing arrow to return to the age related details

As we have now reached the end of this section you may wish to stop at this point and resume later

To close the application use or File Exit.

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CARERS – PART 1

OVERVIEW

Before you can create Care Packages, it is necessary to set up details on all your Providers and Clients. In this section you will be shown how to enter a Provider’s details using the information below. An image of the screen is on the next page.



Basic Details/ Carer 1

Title Mrs

Forename Carol

Lastname Harvey

Gender Female

Date of Birth 28/09/69

Work Phone No. 0131 432 5678

Carer 2 Title Mr

Forename Andrew

Lastname Harvey

Gender Male

Date of birth 12/09/61

Team 1st on list

Other Details Reference AUTO

Creditor Reference 1000000001

Provider address 12

Rathen Road

Closeby

Newtown

Newshire

NE34 4BT

Notes Notes

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INSTRUCTIONS

If you closed the application at the end of the last section:

Type in the User ID USR1001 and tab

The cursor has moved to the password field, which has now become enabled.

Type in the password SOFTBOX

The OK button has now become enabled, if you have correctly typed the above

User ID and Password. If so, use OK to continue or go back and correct the User ID or Password

Use System Rate Tables Then:

Select to display Provider form

Add a new form by using Add A form appears to select the type of Provider being entered

Ensure that Approved is selected and enter Approval Date as TODAY Use OK to confirm details

Tab card Basic Details – Carer 1 is displayed. Enter details shown above

Use to select Carer 2, enter details

Carer 1 and Carer 2 tab cards

Finance and Carer Payments option groups

Other Details tab card

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Use Carers Payments to display a list of additional options

ENTER CARER BANK DETAILS


Provider/ Finance/ Provider Bank Details

Sort Code 010202

Account No 4657890

Payee Name Mrs C Harvey

Bank Name HSBC

Bank Address Wilmslow Road

Newtown

Newshire

NE45 5FD

BACS Yes

Use Finance Provider Bank Details, note that

it is not necessary to use Add Enter the details shown above

Use OK to close the form and return to the Carer details

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ENTER CARER PAYMENT DETAILS


Provider/ Carer Payments/ Payment Details/ Payment Options

Frequency Weeks

Weeks 2

Use Carer Payments Payment Details, note

that it is not necessary to use Add

Select Payment Options tab card Enter the details shown above

Use OK to close the form and return to the Carer details

Use OK to close the Carer form As we have now reached the end of this section you may wish to stop at this point and resume later

To close the application use File Exit.

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44

CLIENTS – PART 1

OVERVIEW – BASIC DETAILS

The Client Details screen forms the ‘core’ of client information. This results in clients forming a ‘client index’ of all persons known to the application. Adults have also been incorporated into this index. From this core data set additional forms have been added to hold varying levels of detail.

EXERCISE 1: INFORMATION REQUIRED

CLIENT DETAILS

TAB CARD/FORM DESCRIPTION RESPONSE Client Details Title Forename Tom Lastname Jones Basic Details Address 18 Amhurst Road Closeby Newtown Newshire NE14 4ER Gender Male Date Of Birth 06/06/02 Other Details/ Page 1

Client Category Child Care

Team North Other Details/ Page 2

Language English

Ethnicity White British

INSTRUCTIONS FOR EXERCISE If you closed the application at the end of the last section:

Type in the User ID USR1001 and tab The cursor has moved to the password field, which has now become enabled.

Type in the password SOFTBOX The OK button has now become enabled, if you

have correctly typed the above User ID and Password. If so, use OK to continue or go back and correct the User ID or Password Then:

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45

Use to display Client form or Forms Client Details

Use Add or File Add to display a new blank form

Enter details of the Client, Forename and Lastname as shown above

Enter details shown above for the Basic Details tab card

Use Other Details to display the tab card on which the list items shown above, can be recorded

Language and Ethnic Origin are on Page 2. To display the second page of Other Details use on the arrow that appears at the right hand edge of the form Use Basic Details to return to the opening tab card when complete

Client Category

Page 2

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46

CLIENT DETAILS

TAB CARD/FORM DESCRIPTION RESPONSE

Client Details Title

Forename Michael

Lastname Smith

Basic Details Address 4

The Close

Closeby

Newtown

Newshire

NE14 4ER

Gender Male

Date Of Birth 01/09/95

Other Details/ Page 1


Team North


Language English


INSTRUCTIONS FOR EXERCISE

It is not necessary to close the first client form, before adding the second


Enter details of the Client, Forename and Lastname as shown above

Enter details shown above for the Basic Details tab card

Use Other Details to display the tab card on which the list item Client Category shown above, can be recorded. This is a drop down list of options, so use in the list box

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47

Language and Ethnic Origin are on Page 2. To display the second page of Other Details use on the arrow that appears at the right hand edge of the form

Use Basic Details to return to the opening tab card when complete

Use OK to close the form As we have now reached the end of this section you may wish to stop at this

point and resume later. To close the application use File

Exit.

Client Category

Page 2

Chap

ter:

Tra

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48

TRACING

In this previous exercise a number of client details were set up. These client details will enable us to use the trace facility. Client trace is achieved through the trace form. Normally this will be included on the menu under the Forms menu





User ID and Password. If so, use OK to continue or go back and correct the User ID or Password Then:

Use Forms Client Trace or the icon to display the form

At the right hand side of each data item, e.g. Lastname, a button appears. Once information has been entered into the adjacent field the item can be selected using and will appear ‘ticked’. This becomes a search criterion. Any number of criteria can be included in the search. Additionally, trace type determines how the information is to be treated. A ‘full’ trace looks for an exact match of the information supplied; ‘partial’ returns any records that commence with the information supplied and ‘containing’ will return any records that have the supplied information contained within them. The full basic details of the client are as follows

INFORMATION REQUIRED FOR EXERCISE 1

CLIENT

Forename Tom

Lastname Jones

Address 18

Amhurst Road

Newtown

Newshire

NE34 4ER


Chap

ter:

Tra

cing

49

Use Forms Client/Relative Trace to display the trace form, if the form is not already displayed

Using only the client’s lastname from the details above, insert lastname overtyping any information already there, if necessary Select the button adjacent to the lastname using to display

Select Trace Type Full (located in the centre of the form)

Select Trace Use the result set, which appears at the bottom of the form, and the details on page T61 to identify the correct client. Highlight the client by using and then

use OK to display the Client Details form When you have finished use OK on the client Details form to close the form and return to the desktop If you wish, repeat the Trace by using different criteria from the information given on page T47 As we have now reached the end of this section you may wish to stop at this


Exit.

Enter lastname and check the box at the end

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50

CARE PACKAGES – PART 1

OVERVIEW

Having entered the details on Carers and Clients, the next stage is to create Care Packages, with each of the carers. Use the instructions provided to complete the information given below



Client Tom Jones

Services/Care Package Details/ Basic Details

Start Date 20/02/06

Provider Name Carol Harvey

Other Details Placement Type FP In LA Carer LA

Carer Payments/ Payment Details/ Payment Rates

Service Rate Short Term

Allowances As Entitled

Payment Options Paid Up To 06/09/09

INSTRUCTIONS






Chap

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Car

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51

Use Client Trace to find the client

Use Services Care Package Details to display the Care Package form


Accept the default Package Type –Child Care by using OK

Enter Start Date of Care Package

Select Provider by using … button that appears alongside the field and selecting the name shown above

Select Other Details tab card and enter the Placement Type

Select Carer Payments Payment Rate Details/Options

Start date

Select Provider

Payment Rate Details/Options

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Select Service Rate Short Term and accept the supplements as indicated

Select Payment Options tab card and enter Paid Up To Date as this will prevent the application from paying the carer from the start date of the package

Use OK to close the form

Use Account Codes to check that the basic account codes from the Service Rate Table have been entered

Use Confirm to change the status of the package from provisional to confirmed. A care package will only be paid once confirmed. This means that an unconfirmed care package can be on the client’s record

Use OK to close the form Leave the client basic details from open

Select Short Term

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Client Michael Smith


Start Date 20/09/06






Payment Options Paid Up To 06/09/09

INSTRUCTIONS

Use Client Trace to find the client by using Related Forms

Client Relative Trace





Select Other Details tab card and enter the Placement Type

Select Carer Payments Payment Options to set up the remainder of the information

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Select Payment Options

Enter Paid Up To Date as this will prevent the application from paying the carer from the start date of the package





Use OK to close the Client form As we have now reached the end of this section you may wish to stop at this


Exit.

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55

Chap

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Pay

men

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56

PRODUCING A PAYMENT RUN – PART 1

OVERVIEW

By working through the following stages, you will be able to produce a payment run

EXERCISE 1: PRODUCING A PAYMENTS PROPOSAL






Use or Forms Payment Proposal to display the form

The Payment Period, which has been pre-set displays 07/09/09-20/09/09

Use Generate Carer Payment Information to display a list of all proposed Carer payments

The Carers to be paid are now listed under List Of Carers To Be Paid

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57

Highlight the name of a Carer and use Payment Details to see a breakdown of the individual Carer payments

Use Related Forms Payment Proposals Report Preview to view the printed report Close the report using X in the top right hand corner of the report

Select Print on the toolbar to print the report

Use OK when the print has been finished Compare the report with the sample appearing on the next page

Chap

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58

Chap

ter:

Pro

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Pay

men

t Run

– P

art 1

59

CC C AA A R

R R EE ERR R

PP PAA A

YY Y MM M

EE E NN N

TT T SS S

Chap

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60

EXERCISE 2: AUTHORISING A PAYMENT RUN

Select Related Forms Authorise Payments. No ID is required to do this as the option is controlled by the Users menu settings

EXERCISE 3: UPDATING A PAYMENT PERIOD

Use Related Forms Update Payment Period to complete the process

Use OK to close the Payments Proposal form

EXERCISE 4: VIEWING PAYMENT INFORMATION

Use Forms Provider Trace and trace the first carer named on the report

Use Carer Payments Payment History to display the last payment run details. Note that the payment details are grouped by the payment periods. Selecting a payment period will change the displayed information As we have now reached the end of this section you may wish to stop at this


Exit.

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61

Chap

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62

SESSION 2

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Pay

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63

Chap

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64

CARERS – PART 2

OVERVIEW

Set up a second carer using the following information. Refer to instructions if the previous session if necessary.




Title Mrs

Forename Samantha

Lastname Hughes

Gender Female


Work Phone No. 0131 442 1231

Carer 2 Title Mr

Forename Brian

Lastname Hughes

Gender Male

Date of birth 12/12/66

Team 1st on list



Provider address 22

Beech Court

Closeby

Newtown

Newshire

NE34 4BT

Notes Notes

Chap

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65

CARER BANK DETAILS



Sort Code 012232

Account No 12345790

Payee Name Mrs S Hughes

Bank Name Nat West Bank


Newtown

Newshire

NE45 5FD

BACS Yes

CARER PAYMENT DETAILS


Provider/ Carer Payments/ Payment Details

Frequency Weeks

Weeks 2

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66

CLIENTS – PART 2

OVERVIEW

Set up additional client using the information below. Refer to the instructions in the previous session, if necessary




Forename Amy

Lastname Edwards


Crescent Lane

Closeby

Newtown

Newshire

NE14 4ER

Gender Female




Language English



Team North

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67

Chap

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Car

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68

CARE PACKAGES – PART 2

OVERVIEW

Use the information and instructions below to complete the care package details for Amy Edwards



Client Amy Edwards


Start Date 21/09/09

Provider Name Samantha Hughes



Service Rate Long Term


Payment Options Extra Days YES

Days 2

Enhancement 10%

Review Date 05/10/09

Hold At Review YES

Paid Up To

Cost Centre 100002

Subjective 200001

INSTRUCTIONS




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69


Select Carer Payments Payment Options to set up the remainder of the information

Select Payment Options

Enter Payment Option details as shown above





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70

CARE PACKAGE SUPPLEMENTS – PART 1

OVERVIEW This exercise is designed to demonstrate how supplementary payments are made for additional one-off items. Amy Edwards requires a payment of £70 for clothing which you will pay at the start of the placement Use the following information to carry out the instructions below in order to create additional placements forms.

EXERCISE 1: INFORMATION REQUIRED FOR EXERCISE


Client/ Services/ Care Package/ Payment Options

Supplement Clothing Payment

Cost Centre 100002

Subjective 200001

Additional Rules Amount 70.00

Dates Option DATE RANGE

Pay From Pay To

DEFAULT

Lump Sum YES - RUN

INSTRUCTIONS Use Client Trace to locate client if the form has been closed or this client is not

the displayed clientUse Services Care Package Details to display the Care Package form

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Select Carer Payments Payment Options to set up the remainder of the information Payment Rate/Supplements tab card is displayed

Use Add Manual Supplement button that appears on the tab card

Under Supplement enter a suitable description for the payment

Use Additional Rules which appears at the bottom of the form and begins with the description just entered

Enter Amount from the information on the additional payment

Use to select Date Range

Check that the Pay From/ To dates are both the same and are in the current payment period

Ensure that Lump Sum has been ticked and Run selected

Use Return To List Of Supplements to close the supplement details

Ensure that the Account Codes are completed

Use OK to close the Care Package

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Amy is currently taking swimming lessons and requires £36 for a 12 week course. Payment is required in the current period



Supplement Swimming Lessons

Cost Centre 100002

Subjective 200001



Pay From Pay To

DEFAULT

Lump Sum YES - RUN

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Car

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Mr. and Mrs. Hughes will have to take Amy to London for an eye test on the 10/09/09. This will incur travel expenses of £40. They request the amount at the start of the placement



Supplement Travel Expenses

Cost Centre 100002

Subjective 200001



Pay From Pay To

DEFAULT

Lump Sum YES - RUN

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OVERVIEW










Use OK when the print has been finished Compare the report with the sample appearing on the next page



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Use Related Forms Update Payment Period to complete the process Use OK to close the Payments Proposal form



Use Carer Payments Payment History to display the last payment run details. Note that the payment details are grouped by the payment periods. Selecting a payment period will change the displayed information

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Chap

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77

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CLOSING CARE PACKAGES AND OVERPAYMENTS – PART 1

OVERVIEW

A placement ending prior to the end of the last payment period (21/09/09-04/10/09) requires an end date to now be recorded on the placement form.

Uses the following information to search for and end this placement, the instructions to complete this appears below.


DETAILS

Carer Carol Harvey

Client Michael Smith

Placement End Date 30/09/09

INSTRUCTIONS

Using either Carers or Clients trace the required record

Use Services Care Package Details to display the Care Package form Ensure that the highlight is on the correct care package record by using

Use End Package button to display the end package procedure

Enter the End Date and then use OK to close the form

Any overpayment is then calculated and the amount shown

If Client was used use Services Overpayment

Details otherwise use Carer Payments

Overpayment Details to display details of any overpayment records that have been created. If the Client route is used only the overpayment for that Care package is shown. If the Carer route was chosen then all overpayments are shown by client name. Select the relevant client

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Client Name Michael Smith

Overpayment Details/ Overpayment Recovery Method

Amount Per Run FULL AMOUNT

Start Recovery 19/10/09

Use Overpayment Recovery Method Enter Recovery Details shown above. Note that the recovery start date is in the next period, not the current one

Use Confirm If using Client close the form and trace the Carer

Use Carer Payments Payments Preview

Preview to view the proposed payments to this carer for the current period

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81

Chap

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82

CLIENTS AND PACKAGES – PART 3

OVERVIEW

In this example a complete record will be created as a single exercise. This will include Supplements. This case also demonstrates how the application warns the user of a client birthday payment that has been missed because the package start date, which occurs before the client’s birthday, is after the date on which the payment should have been processed. When this prompt is received confirm that the payment should be made.


CLIENT DETAILS



Forename Alan

Lastname Black


Ashurst Close

Closeby

Newtown

Newshire

NE14 4ER

Gender Male


Other Details Client Category Child Care

Language English


Team North

PACKAGE DETAILS


Client Alan Black

Services/Care Package Details/

Start Date 06/10/09

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Basic Details






Payment Options Extra Days

Days

Enhancement

Review Date

Hold At Review

Paid Up To

Cost Centre

Subjective

Chap

ter:

Clie

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and

Pack

ages

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84

PRODUCING A PAYMENTS PROPOSAL








Chap

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and

Pack

ages

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85

Chap

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and

Pack

ages

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86

Chap

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and

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CLIENT DETAILS



Forename Amanda

Lastname Jones


Smithy Lane

Closeby

Newtown

Newshire

NE14 4ER

Gender Female




Language English



Team North

PACKAGE DETAILS


Client Amanda Jones


Start Date 02/10/09

Provider Name Samantha Hughes





Payment Options Extra Days YES

Days 2

Chap

ter:

Clie

nts

and

Pack

ages

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88

Enhancement

Review Date

Hold At Review

Paid Up To

Cost Centre

Subjective

Chap

ter:

Clie

nts

and

Pack

ages

– P

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89









Chap

ter:

Clie

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and

Pack

ages

– P

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90

CC C AA A R

R R EE ERR R

PP PAA A

YY Y MM M

EE E NN N

TT T SS S

Chap

ter:

Clie

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and

Pack

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91

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92

CARE PACKAGE SUPPLEMENTS – PART 2

OVERVIEW This exercise is designed to demonstrate how supplementary payments are made for additional one-off items. Amanda requires a payment of £55 for clothing which you will pay at the start of the placement Use the following information to carry out the instructions below in order to create additional placements forms.

EXERCISE 1: INFORMATION REQUIRED FOR EXERCISE



Supplement Clothing Payment

Cost Centre 100002

Subjective 200003



Pay From Pay To

DEFAULT

Lump Sum YES - RUN

INSTRUCTIONS

Use Client Trace to locate client if the form has been closed or this client is not the displayed client


Select Carer Payments Payment Options to set up the remainder of the information Payment Rate/Supplements tab card is displayed

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Use Add Manual Supplement button that appears on the tab card

Under Supplement enter a suitable description for the payment

Use Additional Rules which appears at the bottom of the form and begins with the description just entered

Enter Amount from the information on the additional payment

Use to select Date Range

Check that the Pay From/ To dates are both the same and are in the current payment period

Ensure that Lump Sum has been ticked and Run selected

Use Return To List Of Supplements to close the supplement details

Ensure that the Account Codes are completed

Use OK to close the Care Package

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Amanda is currently taking riding lessons and requires £48 for a 12 week course. Payment is required in the next period. Note that to produce this payment it will be necessary to change the default Pay From/To Dates



Supplement Riding Lessons

Cost Centre 100002

Subjective 200001



Pay From Pay To

19/10/09 19/10/09

Lump Sum YES - RUN

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Mr. and Mrs. Hughes will have to take Amanda to London for an eye test on the 11/10/09. This will incur travel expenses of £40. They request the amount at the start of the placement



Supplement Travel Expenses

Cost Centre 100002

Subjective 200001



Pay From Pay To

DEFAULT

Lump Sum YES - RUN

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Use OK to close the Print/Preview toolbar

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CC C AA A R

R R EE ERR R

PP PAA A

YY Y MM M

EE E NN N

TT T SS S

Chap

ter:

Car

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men

ts –

Par

t 2

98

Chap

ter:

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ts –

Par

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99

Chap

ter:

Birt

hday

s

100

BIRTHDAYS

OVERVIEW

In an earlier exercise we set up a client Amanda Jones, who was placed with Samantha Hughes. A birthday allowance was identified as payable.

The placement ends on 10/10/09. As a result, no overpayment is made. Because the birthday allowance has been set up to pay in the current period a warning is issued about the birthday payment. Allow the application to continue to make the payment. The supplement for riding lessons is not paid because the placement ends before the payment became due. A new Care Package is created for Amanda who is placed with the Harvey’s on 10/10/09, the application again detects that no birthday allowance has been paid and prompts for payment. The option is therefore available to pay both Carers as is shown on the example.


DETAILS

Carer Samantha Hughes

Client Amanda Jones

Package End Date 10/10/09

INSTRUCTIONS End the Care package. This will prompt for continued payment of the original

birthday allowance

Yes

Chap

ter:

Birt

hday

s

101

PACKAGE DETAILS


Client Amanda Jones


Start Date 10/10/09







Days

Enhancement

Review Date

Hold At Review

Paid Up To

Create the new Care Package and pay the Birthday Allowance when prompted Confirm the package Close the forms Use the Payments Proposal Form to generate the payment proposals

Chap

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102

Chap

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Birt

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103

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OVERVIEW

A placement ending prior to the end of the last payment period (21/09/09-04/10/09) requires an end date to now be recorded on the placement form.

Use the following information to search for and end this placement, the instructions to complete this appear below.


DETAILS

Carer Carol Harvey

Client Tom Jones

Placement End Date 24/09/09

INSTRUCTIONS


Use Services Care Package Details to display the form Ensure that the highlight is on the correct care package record by using

Use End Package button do display the end package procedure

Enter the End Date and then use OK to close the form Any overpayment is then calculated and the amount shown

If Client was used use Services Overpayment Details otherwise

use Carer Payments Overpayment Details to display details of any overpayment records that have been created. If the Client route is used only the overpayment for that Care package is shown. If the Carer route was chosen then all overpayments are shown by client name. Select the relevant client

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Client Name Tom Jones




Use Overpayment Recovery Method Enter Recovery Details shown above If using Client close the form and trace the Carer Use Payment Proposals to view the results

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OVERVIEW










Use OK when the print has been finished Compare the report with the sample appearing on the previous page



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Chap

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Rel

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110

RELIEF PACKAGES

OVERVIEW

A Client has been placed with another Carer during the course of an existing Placement, in order to provide relief to the primary Carer. It is not our intention that the primary Carer should have their payments reduced or stopped. If we had wished to cease the Primary Carer payment then it would be necessary to finish the current placement, and re-open it after the end of the relief placement. Alternatively, use overlapping placement adjustments.This technique can also be used for recording placement information which becomes available ‘out of sequence’ i.e. a subsequent placement has already been made.



Client Amy Edwards


Start Date 20/10/09


Placement Type FP In LA Carer LA



Allowances


Days

Enhancement

Review Date

Hold At Review

Paid Up To

Cost Centre

Subjective


End Date 22/10/09

Chap

ter:

Rel

ief P

acka

ges

111

Chap

ter:

Rel

ief P

acka

ges

112

Chap

ter:

Rel

ief P

acka

ges

113

Chap

ter:

Sha

red

Care

Pac

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s

114

SHARED CARE PACKAGES

OVERVIEW

In this section we will create a situation where the client is spending part of the week at one carer and the remainder at a second carer




Title Mrs

Forename Mary

Lastname Robinson

Gender Female


Work Phone No. 0131 442 3345

Carer 2 Title

Forename

Lastname

Gender

Date of birth

Team 1st on list



Provider address 14

New Road

Closeby

Newtown

Newshire

NE34 4BT

Notes Notes

Chap

ter:

Sha

red

Care

Pac

kage

s

115

CARER BANK DETAILS



Sort Code 012232

Account No 78901234

Payee Name Mrs M Robinson

Bank Name Nat West


Newtown

Newshire

NE45 5FD

BACS Yes




Frequency Weeks

Weeks 2

Chap

ter:

Sha

red

Care

Pac

kage

s

116




Title Mrs

Forename Alice

Lastname Thompson

Gender Female


Work Phone No. 0131 442 3345

Carer 2 Title

Forename

Lastname

Gender

Date of birth

Team 1st on list



Provider address 24

Close Avenue

Closeby

Newtown

Newshire

NE34 4BT

Notes Notes

CARER BANK DETAILS


Provider/ Finance/ Provider Bank

Sort Code 010202

Account No 12331244

Payee Name Mrs A Thompson

Bank Name HSBC

Bank Address Manchester

Chap

ter:

Sha

red

Care

Pac

kage

s

117

Road

Newtown

Newshire

NE45 5FD

BACS




Frequency Weeks

Weeks 2

Chap

ter:

Sha

red

Care

Pac

kage

s

118




Forename Anne

Lastname Richards


Fallowfield Road

Closeby

Newtown

Newshire

NE14 4ER

Gender Female


Other Details Client Category Child Care

Language English


Team North

Chap

ter:

Sha

red

Care

Pac

kage

s

119



Client Anne Richards


Start Date 19/10/09

Provider Name Mary Robinson





Payment Options Respite YES

Days 5

Mon, Tues

Wed, Thur

Fri


Client Anne Richards


Start Date 26/10/09

Provider Name Alice Thompson




Allowances None

Payment Options Respite YES

Days 2

Sat, Sun

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OVERVIEW




The Current Payment Period is displayed






Use OK when the print has been finished Compare the report with the sample



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Chap

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ter:

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sing

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OVERVIEW

A placement ending prior to the end of the last payment period (19/10/09-01/11/09) requires an end date to now be recorded on the placement form. Use the following information to search for and end this placement, the instructions to complete this are below.


ENDING PLACEMENT

Carer Carol Harvey

Client Alan Black

End Date 30/10/09

Retainer 50%

Retainer End Date 30/11/09

Account Codes

Cost Centre 100001

Objective 200002

INSTRUCTIONS


Use Services Care Package Details to display the form Ensure that the highlight is on the correct care package record by using

Use End Package button do display the end package procedure

Enter the End Date and then use OK to close the form Any overpayment is then calculated and the amount shown

If Client was used use Services Overpayment Details otherwise

use Carer Payments Overpayment Details to display details of any overpayment records that have been created. If the Client route is used only the overpayment for that Care package is shown. If the Carer route was chosen then all overpayments are shown by client name. Select the relevant client

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Client Name Alan Black




Use Overpayment Recovery Method Enter Recovery Details shown above Use OK to close the form

Select Carer Payments Payment Options

and Retainers tab card

Select Pay Retainer Enter retainer percentage Enter retainer end date If using Client close the form and trace the Carer Use Payment Proposals to view the results

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ter:

Clo

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ents

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ter:

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ents

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OVERVIEW




The Payment Period is pre-set






Use OK when the print has been finished Compare the report with the sample



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art 5

131


Use Related Forms Update Payment Period to complete the process Use OK to close the Payments Proposal form




carer payments training guide Chapter · Chapter: getting started 18 You will now be presented with...

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Transcript of carer payments training guide Chapter · Chapter: getting started 18 You will now be presented with...