1. The Variation Process Mark Curtis Business Change Technical Adults & Communities

2. The Variation Process Why do we have the variation forms? What must I ensure is completed on the forms to make the process work? What happens when these are not included on the forms? What happens to the forms once I have completed them? New ways of working

3. The Variation Process Why do we have the variation forms?

4. The Variation Process We want to pay you correctly and on time Some service users are invoiced for a proportion of the costs of home support. If the variation form is not completed to show a reduction in service then the client may be invoiced for a service they have not received or they may not be invoiced for a service they have. Enables Adults and Communities to monitor service delivery and identify gaps in service and clients that may require re-assessment.

5. The Variation Process The Variation Form. SS8046 Example 012354 12-12- 2012.docSS8046 Example 012354 12-12- 2012.doc

6. The Variation Process What must I ensure is completed on the forms to make the process work?

7. The Variation Process 1. Your Company Name 2. Area Office –Name of the Social Services Office responsible for the client, these are: »Edgbaston »Hall Green »Northfield »Selly Oak Use the ‘My Local Information’ on Birmingham.gov.uk and the list of constituencies to help with this Birmingham City CouncilBirmingham City Council

8. The Variation Process 1. Service Users Details Family Name –Surname of the Client First Name –First name of the client Address –Full postal address of the client PLEASE INCLUDE THE FULL POSTCODE ISO Number –Individual Service Order Number Contract Reference Number –Each Service Provider has one of these – you should know what yours is CareFirst ID –This is the client identity number provided by social services. You may not know this but it would help if you could obtain this for all your clients, when possible From –Then name of the person completing the variation form

9. The Variation Process Reason for Change. Reason –This is a dropdown list, choose an option (if Other enter a reason in the text box) Date of Change –Date the variation in service took place Date & Time Provider Notified by Telephone –The date and time call received by provider, instructing of any change Date Purchaser or Provider Notified Restart service on original ISO No. –Insert the original ISO Number for a restart of service ie after Hospital admission Replacement ISO No. Issued –Insert the Number of any replacement ISO which has been issued which may affect the service provision.

10. The Variation Process Each day has two columns: –One for the hours –One for the Minutes Enter the amount of the variation in hours and/or minutes Use the drop-down before the value for an increase in service Use the drop-down before the value for a decrease in service E.G. + 30 for an extra 30 minutes of service or -1 for a missed 1 hour call Payment Reqd. –Choose Yes or No depending on if you are expecting to be paid for this variation or not. Variation Form Jul 09.dot

11. The Variation Process Always Have a New Variation form for each calendar week –If the variation starts on a Wednesday of week 1 and affects service provision through to Thursday of week 2 – Two variation forms are required – Wednesday, Thursday Friday, Saturday and Sunday of week 1 Monday, Tuesday and Wednesday of week 2 REMEMBER the weeks starts on a Monday and ends on a Sunday Please indicate if you require payment (within the terms of your contract) –If this is not indicated then it could have an affect on the invoice totals matching CareFirst – and therefore delaying payment to you.. If more than 1 carer please indicate this by the Hours and Mins by using the drop-down to record x2 for two carers x3 for three and so on…. –Please do not double up the times as this will cause a problem within CareFirst

12. The Variation Process What happens when these are not included on the forms? What happens to the forms once I have completed them?

13. The Variation Process Signatures: –Can be the provider name or a persons name –The date and telephone number needs to be completed in this section as contact details for any questions relating to the variation form. Saving the file: –We suggest each file is given a unique file name Client Surname_ISO Number_ Date of Change –EG… Smith_1234_030108 Emailing the Variation Form: –In order to enable us to process the forms as quickly as possible, we ask that you type in the subject bar of the email the name of the area office responsible for the client (which has already been entered on the form)

14. The Variation Process What happens once I have sent it? –All the variations which have been received are held in a mail database –There are currently 5 mailing databases one for each quadrant North, South, East, HOB and one for Learning Disabilities. There are several area offices with access to these mail databases –Northfield, Edgbaston, Selly Oak and Hall Green administer the south it is therefore important to specify which office from the south is responsible for this client. –In the subject bar of the email enter details as follows: ISO_Area Office_Older Adults –EG.. “Confidential 1234 Edgbaston OA NEVER enter the clients name in the subject field of an email. –This is a data protection issue

15. The Variation Process When should I complete and send the Variation Form. As per your contract

16. The Variation Process What address do I send it to? –SCHVariationReturnsNorth@birmingham.gov.ukSCHVariationReturnsNorth@birmingham.gov.uk –SCHVariationReturnsSouth@birmingham.gov.ukSCHVariationReturnsSouth@birmingham.gov.uk –SCHVariationReturnsCentral@birmingham.gov.uk –SCHVariationReturnsPD@birmingham.gov.ukSCHVariationReturnsPD@birmingham.gov.uk –SCHVariationReturnsLD@birmingham.gov.ukSCHVariationReturnsLD@birmingham.gov.uk –SCHVariationReturnsMH@birmingham.gov.ukSCHVariationReturnsMH@birmingham.gov.uk

17. New ways of working Copy of variation template.xls