PURCHASING/MOSAIC Personal Budget

Transcription

1 PURCHASING/MOSAIC Personal Budget Meals on Wheels Issue Date: 23/09/16 Document Version: 1.0 Drafted by Brenda Bonnell Signed Off by Jannett Ashley 1

2 Contents Meals on Wheels... 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... 9 To add a provision (set up the service) Draft Purchase Order Authorisation

3 Meals on Wheels View the requirements of the Care Grid and other supporting documents Named worker to start work; view the Care Grid and 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; ; Face to face is appropriate for Complex or Learning disability cases. To view the Care Grid and other supporting documents: From full Workview: Click work. to start 3

4 The Purchase Services step has now opened. It contains the Care Grid which can be accessed and viewed from Section 2 of the Care Grid Schedule. Click here to view the person summary 2. Click to output the Care Grid. 1. Click Section 2. The Output Options screen will appear click output to PDF when you are ready. Change any setting here as necessary Click Output to PDF. 4

5 1. Click Open Save the Care Grid with password protection as you will need to send it to the Provider later in the process. Example of a Care Grid NB the Next of Kin and GP Surgery schedule details are clearly visible here. Close the Care Grid File > Exit 5

6 Return to the purchase Services step Click here to view other historical documents. The Person Summary Screen will open (you will need to be in Narrow Workview from here 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. To view documents created in Mosaic Click 1. here Click to view Documents a list existing 2. Forms documents.. and letters You can click here to view a list of Workflow steps that have been previously recorded Click here to view existing documents that are stored on CareStore. The filed documents screen has opened 1. From here you can view the Support Plan/Assessment or Care Grid Service Schedule, or any other document(s) a. Click on the hyperlink to open the document read only When you have all the information you need click to close. Click Ok You have now returned to the Person Summary. 6

7 Return to the Purchase Services Step by clicking on the IE Icon and clicking on the Purchase Services Tab 2. Click on Purchase Services Tab 1. Click To close the workflow step 1. Click 2. Click 3. Click Yes The Purchase step will have moved to your Incomplete Work Folder in your Current Work Pane. 7

8 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 ed to the selected Provider(s): a. If ing directly from Outlook the Care Grid must be saved in the clients file on the Q drive and password protected before attaching to the . 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 . 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

9 Begin Purchasing the Service From Current Work > Incomplete Work Click here to resume work The Purchase Services Personal Budget Step will open. There are two mandatory forms the first of which contains the Care Grid. Read the Care Grid to be clear about what you need to purchase. Close the Care Grid (if you opened it) to begin setting up the Purchase in Mosaic. From here you can set the Budget Element (If it hasn t already been done). 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. 9

10 1. Click on this tab to begin the purchasing process. 3. Enter the Budget Period Start Date 2. Click Set Budget Period 4. Click Save Click OK when prompted 10

11 To add a provision (set up the service) Click Provisions and Contributions 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

12 The Standard Setting Screen is now displaying, it contains summary information about the selected Service i.e. New Meals. 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. Apetito Services Ltd is the only supplier so it is preselected. Click on the Dates Tab to record the start date of the Service. The planned end date can be left blank. 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. 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

13 Click on the Provision Tab this will take you to the Suppliers screen. Where you can select the supplier from this list displayed. Apetito Services Ltd is the only supplier so it is preselected. Click on the Budget Codes Tab to select the correct budget code. The options available are determined by the Service User Group Select the correct Budget Code 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 Meals screen has opened. From here you can record the detail of the service you are providing. Click Add element. 13

14 From the New Meals > New Element Screen you can select the Element Type Select show all element types to reveal the entire list of available element types. 1. Select Show all element types 2. Select element type 3. Click Next The New Meals > New Vegetarian Diet Summary Screen has opened. Check that the detail is correct. NB Any note typed here will appear on the Purchase Order and will be visible to the Supplier Click Ok NB Click Summary Tab at any time to return to this screen. 14

15 The Change Type should be New if it is 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 15

16 Draft Purchase Order It is good practice to view the Draft Purchase Order to ensure that everything is correct, if so the Purchase Services step is now ready to be authorised. 1. Click here to view the draft purchase 1. Click order here to view the 2. draft Click purchase open order Example of a DRAFT Purchase Order Close the DRAFT Purchase Order Click File > Exit 16

17 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 17

18 The Authorisation record is now listed under existing authorisations. 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 18

19 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 2. Click Resume Work 19

20 The Purchase Services Step will reopen enabling you to select the Next Action and FINISH it. 1. Click Actions Taken 2. Click Add 1. Select Services Updated 2. Click Add and Close The Next Action has now been set. Click to FINISH the work 20

21 The Purchase Order will generate automatically as a PDF document. Click Open NB Ensure you do not click ok here! If you do the PO will not be generated From Narrow Workview/Person Summary: The Care Package Provided is now displaying on the person summary screen 21