PURCHASING/MOSAIC Personal Budget

Transcription

1 PURCHASING/MOSAIC Personal Budget Blitz Clean Drafted by Brenda Bonnell Draft Issue Date: Document Version: 0.1 Signed Off by Jannett Ashley 29/09/16 Contents 1

2 Blitz Clean... 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 To add a provision (set up the service) Draft Purchase Order Authorisation Finish the Workflow Step

3 Blitz Clean View the requirements of the Care Grid and other supporting documents Broker will start work, view the Care Grid, consider the Provider, cost etc. If there is any uncertainty about what is required you must contact the Social worker for clarification. Preferred methods of communication are: Phone; ; Face to face is appropriate for Complex or Learning disability cases All workflow steps that have been assigned to you will appear in your Current Work > Incoming Work folder. From here you can access the person summary screen for the person as well as start work. To view historical documentation: from Person Summary Click on a name to go directly to the Person Summary Screen for that person. From Person Summary 1. 1 Click Documents 2. 2 Forms and letters To view documents that have been saved to CareStore click here. 3

4 The filed documents screen has opened. The Care Grid is also available here 1. From here you can view the Support Plan if necessary, or any other document(s) a. Click on the hyperlink to open the document read only If you have opened a document, click the when you are ready to close it. Return to Current Work to start work Click adjacent to the required workflow step to start work. Purchase Services step has now opened. Click here to display the Care Grid. Section two Care Grid is now displaying. 4

5 Click here to output the Care Grid. The Output Options screen will appear Change any setting here as necessary Click here. 5

6 Save the Care Grid as you will need to send it to the Provider later in the process. Click Save. Click Open to view. The Care Grid has been saved to your downloads folder. You must now save it with password protection to client file on the Q Drive Example of a Care Grid Read the Care Grid to be absolutely clear about what you need to purchase. Close the Care Grid File>Exit 6

7 You have now been returned to the Purchase Services step. Save the Workflow Step. will move to your Incomplete Work folder. 1. Click Save 2. Click 3. Click Yes The Workflow step will move to your Incomplete Work folder. 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 Click here Resume work The Purchase Services Personal Budget Step will reopen. There are two mandatory forms the first of which contains the Care Grid. When you are ready to begin setting up the Purchase in Mosaic Click on this tab to begin the purchasing process. From here you can set the Budget Element (If it hasn t already been done) and add the Provision. NB this is only required when a personal budget is in place. 9

10 Set the Budget Element This only needs to be done once. The budget period start date should be equal to or before the start date of the first services. 1. Click Set Budget Period 2. Enter the Budget Period Start Date 3. Click Save 4. Click OK You have now been returned to the Purchase Screen where you can set up the service. 10

11 To add a provision (set up the service) 1. Click Provisions and Contributions 2. Click Add Provision From this screen you should select the Service Group and then the Service Blitz Clean is a service offered under the Service Heading Other Services 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. Blitz Clean. From here you can see the information that is already known i.e. Service Users details or Worker log in details. It is also clear the information that is missing and therefore needs to be recorded i.e. Start date and Budget Codes. NB The bold Titles on this screen relates to the Tab headings at the top of the screen. Click on each TAB to enter the relevant information required within each area. Click on the Dates Tab to record the start date of the Service. The planned end date can be left blank. Use the calendar to help you record the start date. Click on the Purchaser Tab - this should be correct as it has been determined by your logon details. However it can be changed if necessary, when you are amending an existing service. Use the Find buttons if you need to change the details here. 12

13 Click on the Provision Tab this will take you to the Suppliers screen. Where you can select the supplier from this list displayed. Select the correct Supplier Click on the Budget Codes Tab to select the correct budget code. The options available are determined by the Service User Group. You should select according to age. Select the correct Cost Centre Click Ok The New Other Services Screen has opened. From here you can record the detail of the service you are providing Click Add element 13

14 From the Other Services> New Element screen you can select the Element Type Select Element Type Click Next The New Other Services> New Blitz Clean (One Off)- summary screen has opened. From here you can see what type of information, if any, is missing and therefore needs to be added. If there is any information missing it would be very clearly labelled REQUIRED. Total overridden cost is missing. Click delivery Delivery 14

15 Enter total overridden cost Click OK The Element has now been listed. The Change Type should be new. If status is incomplete use the pencil to record any missing information. NB An end date has automatically bee applied as this is a one off service. Use to edit the element if any amendments need to be made to the summary screen. 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 open the draft purchase order 2. Click Open 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 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) Finish the Workflow Step Following Authorisation: 1. The Purchase Services Step is still in your Incomplete Work. 2. The yellow shading has gone. The Type icon has changed to Click 2. Click Resume Work

20 The Purchase Services Step will reopen enabling you to select the Next Action and FINISH it. Select the appropriate next Action Click Add 1. Select Services Updated 2. Click Add and Close The Next Action has now been set. Click to FINISH the work The Purchase Order will generate automatically as a PDF document. 20

21 From Person Summary: The Care Package Provided is now displaying Because Blitz Clean is a one off service it will automatically insert an end date (same as start date) and the Care Package. 21