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Day Care DAPL

Providers must make their amendments directly into the portal for services provided in the previous week. You must confirm by close of business on Tuesdays. By doing this you are confirming that all payments and amendment are correct. Your payment will be based on what you have submitted. 

Failure to submit and confirm with-in the specified time may result in non-payment, until such a time that you’ve submitted any amendments and confirmed.  

Any missing service lines already agreed and confirmed by a social worker are reportable by the Provider to the Support Options team via email at support-options@bradford.gov.uk, once a 4-week period has elapsed.  Please forward incoming communications you may have had with the social worker. Support Options team would then refer to the allocated social worker.  

If you identify a change in a person’s need, i.e., you may consider the person would benefit from a change of service, you must contact either the allocated social worker or the relevant Adult Services Access Point. Providers should not change planned service delivery without prior authorisation from a social worker.    

The relevant Adult Services Access Points are: 

  • People with a Learning Disability or Autism to AWD Review Team 

AWDReviewTeam@bradford.gov.uk 

  • Mental Health to MH Duty Team 

to be advised, but in the interim jointly e-mail both:   

Abida.Bibi-Ashiq@bradford.gov.uk and Jennifer.Holroyd@bradford.gov.uk  

  • Older Persons to Independence Advice Hub 

IAHInbox@bradford.gov.uk 

For day care services funded by the Day Activities Provider List [DAPL] contract, and spot contracted services, payment is made against actuals. 

If a person’s scheduled day/days of support fall on a bank holiday and the service is not open on bank holiday the provider does not receive payment - this applies to all providers.   

Provider Guidance in relation to the reporting of service users who are absent from services is below. 

 

Absence Management Process                                                                                              

If a service user is not able to attend an agreed support session, the Provider will look to find out the reason for non-attendance as soon as possible, and the Provider will log that absence and the reason in their own records, as well as in the Provider Portal.

Planned absence

In the event of a pre-planned period of absence (whether this is by way of a holiday or a stay in hospital/ convalescence) and the period of absence from service is likely to exceed 4-weeks, then the Provider will immediately notify either the person’s allocated social worker, or the Council’s relevant Adult Services Access Point.  The Provider will log the absence, and the reason, in their own records, as well as in the Provider Portal.

Unplanned short-term absence

On the first day of any unplanned absence, the reason for the absence will be established; the Provider will contact the service user’s family to ascertain the whereabouts, and safety of, the service user and record this.   Individual circumstances may determine that the Provider should immediately notify either the allocated social worker, or the Council’s relevant Adult Services Access Point (commonly the Adults With Disabilities Front Door Team) or Safeguarding Adults Team depending on the circumstances.   The Provider will log the absence, and the reason, in their own records, as well as the Provider Portal.

Unplanned long-term absence

If a period of unplanned absence exceeds 2 weeks, then the Provider will advise either the allocated social worker, or the Council’s relevant Adult Services Access Point.  The Provider will log the absence in their own records, as well as the Provider Portal.

Sporadic / predictable absence

Regular absences with a pattern (e.g. same day each week) will trigger the provider to notify either the allocated social worker, or the Council’s relevant Adult Services Access Point in order to check whether the number of planned sessions is actually needed. The Provider will monitor and log all such absences, and the reason, in their own records as well as the Provider Portal.

Communication

There is an aspiration towards closer and more regular communication between Day Activities services and the Social Worker teams.  This will include each party keeping the other regularly updated about the circumstances of individual cases where social workers are involved.

Review of non-attendance

If an individual service user’s attendance falls below 70% in a rolling 3-month period, then the Provider will either advise the relevant allocated social worker, or the Council’s relevant Adult Services Access Point.  The Provider will log such absence in their own records, as well as the Provider Portal.  Where this applies, the Provider will notify the service user that their support package is being referred for review by a social worker.

If the social worker informs the Provider that this placement is no longer needed, then the provider will instigate the contractual notice period.

Please complete the Portal Use Template. You will be asked to provide the following:

  • Full name 
  • Organisation
  • Job Title
  • Email 
  • Direct Contact Number
  • Office Telephone Number
  • Work Address

The Portal User Template should shared with those staff in your organisation responsible for entering and submitting financial data related to the payment of Day Care services which you provide. 

Once you have completed the Portal User Template, we will create your account for the Provider Portal. Your credentials will be sent to the email you have provided in your Portal User Template submission, via Galaxkey. 

Helpful Content

                                       

                               Definitions                                                                  Do's & Don'ts

                                                           

                                 Contacts                                                                          FAQs

 

 

Functional Content

Log in                      Generate Actuals                         Variations

           Logging In                                          Generate Actuals                      Inputting Actuals (Variations)

 

                                                                        

        Exceptions                                                Confirm Actuals                                       Checklist

                                                    

         Communication (Actuals)                                Disputes                                               Reports

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Logging In

 

Logging in to the portal (and password reset)

 

If you have forgotten your password or are locked out, you will need to email provider.portal@bradford.gov.uk to request the account unlocking,

Your account will be locked if you have not accessed the Provider Portal within the last 90 days.

If you wish to reset your password and/or your six-digit security code, you can do this from the Provider Portal home page.

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Generate Actuals

 

 

  • Select Actuals from the taskbar or from the available tasks in the functional area

  • Select the applicable service (if more than one service is provided)

 

 

  • Select the week required using the Actuals Week calendar
  • Click ‘Generate Actuals’
  • Click ‘Confirm Actuals’
  • To amend the service delivered to a person, click the Add/Edit button next to that person’s record

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Inputting Actuals

(Variations)

 

Actuals can be input manually or by exporting and importing a CSV file.

To view guidance on inputting actuals using a CSV file, click here

 

Below is an example of the Edit Actuals section of the portal

  • Actual – This is the actual service delivered
  • Service Level – Details the type of service e.g. full day session
  • PL – This is the planned service. This cannot be amended.
  • FRSTD – Frustrated. Do not enter any figure here, this is likely to cause delays in payment.
  • MSD – Missed. This is the box to use when the person has not received the expected service.
  • XTR – Extra. Do not enter any figure here, this is likely to cause delays in payment.
  • VST – Visit. Do not amend this figure regardless of service delivered.
  • Total Cost – This details the breakdown of the cost/payment due
  • Comments – We require you to provide adequate detail when the planned service is not delivered

 

See below drop-downs for examples of how to record actuals when service not delivered

If the planned service is not provided for any reason, this needs to be recorded on the portal by amending the figure in the Actual box to the service that was provided and the corresponding figure in the Missed box for sessions not attended. You will also be required to provide a comment. 

On this example, the planned service was 5 full day sessions. The client only attended 3 of the sessions as was unwell on the Monday and Tuesday.

Amend the figure in the Actual box from 5 to 3

Put the 2 missed sessions in the Missed box

Provide a comment detailing the reason

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Importing/Exporting Actuals using CSV file

 

  • Select Actuals from the taskbar or from the available tasks in the functional area

  • Select the applicable service (if more than one service is provided)

  • Select the week required using the Actuals Weeks calendar

 

  • Click ‘Generate Actuals’ at the bottom of the page
  • Click Actuals Bulk Export (towards the left side of the page)

 

  • You will then be required to add a start and end date (Monday to Sunday of that week’s submission)
  • Click Export

 

  • Open the file

 

  • The file will contain details of all services the organisation offers
  • Highlight the content of the file and filter by A-Z to put into alphabetical order of the services

 

  • Delete any lines that are not required i.e. other services (highlight, right-click and delete) so that you are left with only the service that you are working on

 

  • The file includes columns which relate to timetabled services, You will not have any timetabled services so to for clarity and avoidance of incorrectly inputting on these columns, you may wish to hide them (highlight the column, right-click and hide)

 

The file will detail:

Service – Name of the service provider

Service Level – Full day, Half day etc

SS Ref – This is what is used to identify the person receiving service. For guidance on how to use VLOOKUP to include the name of the person, click here

Date – This relates to the week the actuals are for. The format is Year/Month/Date.

Weekly Actual Quantity – This is the service actually delivered

Weekly Frustrated Quantity – Do not enter any figure here, this is likely to cause delays in payment.

Weekly Missed Quantity – To be used when the planned service not provided

Weekly Extra Quantity - Do not enter any figure here, this is likely to cause delays in payment.

Weekly Number of Visits – Do not amend this figure regardless of whether the full planned service was provided or not

Comments – This must be completed with the reason(s) why the full planned service was not provided or where claims for additional services are being made. Failure to complete this may result in payment being rejected.

 

  • Make the necessary amendments by amending the figures in the Actual and Missed columns only
  • Ensure a comment is provided where amendments are made

 

  • Once all amendments are made, save the file to a location of your choice
  • In the portal, go to Actuals and select Actuals Bulk Import

 

  • Select Choose File and then select the CSV file you’ve just saved and then ‘Import’

 

  • You will be taken to the following screen. If there are any errors or warnings, details are provided at the bottom to identify which line the issue is on and details of the problem e.g. a word has been written where the required format would be numerical.

 

  • If there are errors, click ‘Cancel’ and you will have the opportunity to amend accordingly and then repeat the process.

 

  • If there are no errors/warnings or once corrections are made, you can proceed by selecting ‘Update System’

 

 

  • You will receive confirmation that the Import is complete. Now click ‘Return’

 

See below drop-down sections for examples of how to record actuals in different circumstances and a video demonstration

In this example, the planned service is 5 sessions per week. The client only attended 3 of the sessions. 

Amend the figure in the Actual box from 5 to 3

Record the 2 missed sessions in the Missed box

Provide a comment detailing what happened. 

 

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Exceptions

Exceptions are alerts which highlight a possible issue with your submission. They are also brought to the attention of the Local Authority.

Whenever you see the Exception Alert, you can hover over the icon which will advise you that you can view the details by clicking in the icon.

 

See below drop-down boxes for examples of exceptions

In this example, the exception advises that the Actual does not add up. The full service of 3 half-day sessions attendance was not provided as the placement was cancelled after the second day

The planned service was 3

The Actual claimed is 2

There would need to be 1 recorded in the Missed column

In this example, the exception advises that the Plan exceeded for week. This is because the planned service is 3 sessions but 5 sessions are being claimed.

***IMPORTANT*** WHENEVER THIS EXCEPTION IS TRIGGERED, THE ENTIRE PAYMENT FOR THAT CLIENT WILL BE AUTOMATICALLY SUSPENDED (both the planned service and the additional claim)

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Confirm Actuals

  • On the taskbar, select ‘Scheduled Payments’
  • Filter to the applicable Contract
  • You will see a list of scheduled payments. Select the week which relates to the actuals you are submitting. You will see that it states it is ‘Unconfirmed’

 

  • This will display the scheduled payments according to Bradford Council’s contract management system

                *Note* – It shows the costs of the planned service, not the amount based on actuals

 

  • The page defaults to the ‘Payable’ tab which details the service lines which will be considered for payment

 

  • You can see at a glance the total payable and non-payable items

 

  • The Non-Payable tab will detail any service lines which are not automatically going to be included in the amount paid and the current status.

** You should not see any figure in the Non-Payable section if you have entered the actuals as detailed in this guidance. If you do see an amount, this is likely to be because you have claimed for more than someone’s planned service and it has triggered the exception for Plan Exceeded For Week **

  • Bradford Council still receive the Non-Payable claims and will make the appropriate decision on whether to accept or reject the payment amount
  • At the bottom of the page (on either Payable or Non-Payable tab), is a Confirm/Reject button
  • Click on Confirm/Reject and you will see the following screen
  • You will note that the status is ‘Unconfirmed’
  • Add any appropriate comment and also state your name
  • Once done, click confirm

 

  • The status will now show as ‘Confirmed’ and is the indication to Bradford Council that any amendments have been made and the actuals have been submitted.

 

  • You have now done everything required and can log out of the portal

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Checklist

 

Checklist

 

  • Generated Actuals
  • Amended actuals where necessary
  • Provided comment where submission is anything different to planned service
  • Reviewed exceptions and amended/corrected where necessary
  • Confirmed actuals

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Communication

Communication

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Disputes

 

Disputes

See drop-down options below for further guidance on responding

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Reports

Using Reports

 

See drop-down options below for further details on each of the reports

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Definitions

See below drop-down options for further explanation

If you identify a change in a person’s need, i.e., you may consider the person would benefit from a change of service, you must contact either the allocated social worker or the relevant Adult Services Access Point. Providers should not change planned service delivery without prior authorisation from a social worker.

The relevant Adult Services Access Points are: 

  • People with a Learning Disability or Autism to AWD Review Team 

AWDReviewTeam@bradford.gov.uk 

  • Mental Health to MH Duty Team 

to be advised, but in the interim jointly e-mail both:   

Abida.Bibi-Ashiq@bradford.gov.uk and Jennifer.Holroyd@bradford.gov.uk  

  • Older Persons to Independence Advice Hub 

IAHInbox@bradford.gov.uk 

If you identify a change in a person’s need, i.e., you may consider the person would benefit from a change of service, you must contact either the allocated social worker or the relevant Adult Services Access Point. Providers should not change planned service delivery without prior authorisation from a social worker.

Providers should always note in the Provider Portal the reason they have delivered an increased or reduced service in the comments box. Failure to do this will result in delays in payments for increased support or potential complaints from service users where support has been reduced and they are being charged by the Council for the higher amount.

The provider must have processes and procedures in place that meet the business requirements of the Council, a mechanism that supports the completion of the Provider Portal so that they are completed accurately and submitted no later than 5 working days after the end of each weekly period.

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Do's & Don'ts

Do's & Don'ts

 

Do

Don’t

Ensure submissions are in by the close of business each Tuesday

 Don't put any figures in Frustrated or Extras

Confirm actuals in Scheduled Payments

Don't amend the figure in Visits

Provide detailed comment when claim is for anything other than the planned service

Don't add names on to the CSV file if exporting/importing actuals

Record absences in the missed column

 

 

 

 

 

 

 

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Who to contact and when

Who to contact and when

Password Reset - Please email provider.portal@bradford.gov.uk

Access to Portal required - Please complete the Portal Use Template.

Service line incorrect - Contact either the allocated social worker or the relevant Adult Services Access Point. Providers should not change planned service delivery without prior authorisation from a social worker. The relevant Adult Services Access Points are:

People with a Learning Disability or Autism to AWD Review Team -AWDReviewTeam@bradford.gov.uk

Mental Health to MH Duty Team - to be advised, but in the interim jointly e-mail both: Abida.Bibi-Ashiq@bradford.gov.uk and Jennifer.Holroyd@bradford.gov.uk

Older Persons to Independence Advice Hub - IAHInbox@bradford.gov.uk

Service ended/client died - As above. 

Payment query - Fss Payments at fss.payment@bradford.gov.uk

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FAQs

You cannot confirm actuals for a week where the payment has already been processed. 

Any missing service lines already agreed and confirmed by a social worker are reportable by the Provider to the Support Options team, once a 4-week period has elapsed.  Support Options team would then refer to the allocated social worker.

Please e-mail Support-Options@bradford.gov.uk with service user's details i.e. NHS number, full name, address and post code and Support Options will look into.

You may need to generate the actuals. This could be a new and/or backdated service line.

You cannot request resolution of a dispute that has already been resolved. Check if the status is 'Resolved'.

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