Adoption Support Fund Processes

Referrals

To Team Manager via the Contact Centre

To Team Manager from Social Worker or Supervising Social Worker

If a referral comes directly to a Social Worker who works on the Adoption Support Fund, this information/referral needs to be passed to the Team manager within 48 hours.

Allocation

Team Manager to allocate the case within 48 hours

Contact with the referred family

Allocated worker to make contact with the family within 48 hours of allocation

On this contact, allocated worker needs to discuss the following:

Purpose of the Assessment of Need
Processes
Expectations
Expectedtimescales
Whether it is appropriate to gain information from other professionals and the family’s perspective on this
Information the family will be expected to provide

The above information needs to be documented in a micare case-note

Assessment of Need

Allocated worker to complete Assessment of Need within 7 days of initial contact with the family

Liaison with other professionals to be completed if appropriate, and if agreed with the adoptive parent

Service Provider

Service Provider to be agreed between family and allocated worker. Costings received and request to the ASF needs to be within 7 days of the completion of Assessment of Need

If this timescale needs to be extended, discussion with the Team Manager or Deputy Service Manager is required

All Service Providers need to be OFSTED registered, if not, discussions are required with the Team Manager or Deputy Service Manager before an application to the Fund is processed

Request for Fund Application Form

Allocated worker will liaise with customer advisers from Mott McDonald in relation to completing the Request Form to minimize the likelihood of the request being sent back for ‘rework’

Allocated worker to take responsibility for tracking the status of the Request Form. If rework is required, the allocated worker is required to inform the Team Manager so that the Form is released for noted alterations. Re-work needs to be completed within 48 hours

Recordings

The allocated worker is to update the ASF Spreadsheet with the following information:

Name of family
MM number
Micare number
Allocated Worker’s name
Amount being requested
Date of request
Type of therapy identified
Service Provider
Status of Service Provider i.e. OFSTED approved, Ltd Company

ASF Spreadsheet can be found under H-Drive – Adoption Team

Micare case-notes will also document work completed

Manager Approving Request

It is the allocated worker’s responsibility to liaise with the Team Manager regarding the completion of the application so that a decision can be made and a request processed. The information documented above will need to be recorded in the ASF Spreadsheet prior to the Manager’s considerations

Vendor creation

If a specific Service Provider does not have vendor status, it is the allocated worker’s responsibility to create this so that invoices can be paid without delay –timescale ?????????????

Mott McDonald Approving Request

It is the allocated worker’s responsibility to track the status of a Request for Funding. Once the request is approved the allocated worker is to inform the family and the Service Provider of this approval within 48 hours

A letter to be sent to the Service Provider documenting the agreed work, the costs of the agreed work and expectations in relation to communications, reviews and information to be provided on any sent invoices

Recordings following Approval

The allocated worker will update the ASF Spreadsheet in relation to the sum of money agreed and the date of this agreement

Top-up Application

Allocated worker will:

Evaluate the report from the Service Provider and their perceptions on the proposed extended work

Have discussions with the family in relation to the request

Complete a Review of original ASF funded therapeutic work. This Review Form is accessed through micare

Complete an additional Assessment of Need from the information above

Go through the same process as original request

Recordings of Top-up Request

Allocated worker will record information on the ASF Spreadsheet as previously outlined. This recording will be documented under the original information relating to a specific family.

Reviews

Other than in relation to top-ups, Reviews should be completed at the mid point of the therapeutic service provided as well as the end point. If the provided therapy is a short course or an Assessment, it may be appropriate to complete a Review following completion of the work only. Allocated workers are responsible for the Reviews. Analysis regarding the outcomes of the Review will be recorded