NHS ICES Pin Training

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Ellen Burke
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1 ICES Pin Training Service Overview Service Provider and Logistics Integrated Community Equipment ICES - Commissioning Overview Introduction to WEBELMS

2 Hours of Operation NHS Service Overview Standard Deliveries & Collections 8.00am 6.00pm (Monday Friday) Customer Care Centre 8.00am 6.00pm (Monday Friday) Emergency call out 6.00pm midnight (Monday Friday) 8.00am midnight (Saturday & Sunday)

3 Deliveries Service Overview Service Level Target Time Booking format Standard 5 Working Days Online ordering module (OOM) Interim 3 working days Online ordering module (OOM) Prompt Emergency Call out Premium Same day / next day (depending on 3pm cut-off) Same day usually within 4 hours Telephone call to Customer Services Must be authorised by Managers Telephone call to Customer Services Must be authorised by Managers

4 Collections NHS Service Overview Service Level Target Time Booking format Standard 7 Working Days Online ordering module (OOM) Urgent Within 1 day Telephone call to Customer Services Must be authorised by Managers

5 Service Overview Equipment viewing and selecting items Electronic Catalogue in WEBELMS Standard equipment and Specials Multiple Images specifications supplied A-Z sections for ease of use Authorisation access rights for all equipment are based on financial limits and types of equipment individual prescribers are professionally competent to prescribe Evaluations and Assessments Dedicated areas at stores Request shuttle between stores to move items

6 Service Overview Equipment viewing and selecting items Online ordering module Intuitive and simple online store Unique log-in with automatic authorisation limits and access rights Provision Mandatory of Integrated field Community capture (e.g. Equipment GP Practice Code details) Services Standard in Nottinghamshire equipment catalogue Choice of Delivery Date within contract target Communication throughout the process automated s Ability to add notes at 4 points within webelms orders

7 Service Overview Equipment Ordering - Standard Online ordering for all standard equipment Except Emergency same/next day orders Phone through to BRC Customer services must be authorised by a Manager. Satellite stores (some have restricted access) contain limited stocks for emergency use (listed in section 1 on the catalogue) must complete a requisition for ALL items issued.

8 Equipment Ordering - Specials (new and refurb) Paper orders faxed through Service Overview Make sure the existing standard catalogue items don t meet the identified NEED and you can state why not, you will be expected to justify your reasoning. Must check existing specials refurb stock and re-use first Provision of Integrated Community Equipment Services ICES in Specials Nottinghamshire policy applies no items under 15 Do discuss with ICES OT/BRC for possible solutions/alternatives You must obtain supplier priced quote to attach to the order All orders have got to approved by designated Managers on ICES list If agreed order delivery dates are dependant on suppliers

9 Service Overview Equipment Ordering - Minor Adaptations Separate Catalogue and Guidance Manual Paper orders faxed through Separate mandatory ICES Training to get access OT staff only Provision of Integrated Community Equipment Services Financial Nottinghamshire thresholds apply Eligibility criteria applies to ALL clients and orders Be aware of clients own responsibilities for their property NO out of hours service

10 Service Overview Definition of Emergency Equipment Need Equipment needed to meet an urgent clinical need Urgent Pressure Care need Breakdown of care need for toileting/transfer equipment Prevention of emergency care admission Emergency discharge At the Managers Discretion in exceptional Circumstances ALL emergency orders MUST by authorised by a Manager

11 Service Overview Premises how the service will be delivered Two premises strategy Main Store Middleton Court, Glaisdale Drive, Bilborough Back up Store Eco Court, Sherwood Energy Village, Ollerton Provision On line of catalogue Integrated Community Equipment Services in Nottinghamshire Shuttle service Daily service Ollerton Middleton Ollerton Online booking form for next day assessment before 3.00pm

12 Service Overview Premises solution facilities overview Middleton Court Eco Court Facilities Main standard equipment store Adult specials Refurbishment & decontamination Maintenance & MA workshops Demonstration / Assessment Area Administration function Meeting room facilities Collect / Return Dedicated children s store Regular stock holding for skeleton delivery Emergency stock holding for Middleton Court Demonstration / Assessment Area Administration & equipment specialist Meeting room facilities Collect / Return Facilities delivered by shuttle Children s Equipment Adults Specials

13 British Red Cross NHS Provider Overview Trusted global / local charity Large voluntary sector community equipment provider Over 50 years experience as local provider of equipment Provision of Integrated Community Equipment ISO 9001:2000 approved Services in Nottinghamshire Proven H & S management systems / records DOH website listed best practice service

14 Working in Partnership consistent with national guidance NHS to meet overall objectives of making equipment available to all as effectively & efficiently as possible empowering prescribing clinicians Flexible Service Management Team commitment / dedication In house skilled Technicians User satisfaction surveys Provider Overview

15 Provider Overview SERVICE DELIVERY Customer Care Recycling Warehouse / Storage Collections Delivery

16 Stock Management NHS Equipment management models Asset management and tracking system via bar code audit trail for warranty claims maximising item s useage Distribution Provider Overview single driver technician delivery / collection vans 2 person teams with tail lift vans service technicians in store and community dedicated refurbishment service

17 Contract Targets NHS All equipment delivered within 7 working days of decision to provide British Red Cross to deliver within 5 working days of order being placed Proactive collection process in place 80% of all equipment collected recycled Average of 1 working day to recycle Service Performance Provider Overview over 99% deliveries within 7 working days over 98% of urgent items delivered within 1 working day

18 Partner Organisations commissioners funding the service Nottinghamshire County Council Nottingham City Council Bassetlaw NHS Nottinghamshire County NHS Nottingham City NHS Provider Organisations employing professional assessment and prescribing staff Local authorities ICES Overview NHS foundation trusts and Health Care Partnerships

19 ICES Overview Geographical Area and Boundaries The service will be provided across Nottingham & Nottinghamshire working to the local authority boundaries of: Nottingham City Ashfield Bassetlaw Mansfield Newark & Sherwood Broxtowe Gedling Rushcliffe This makes a distinction between district boundaries which work to resident population as compared to PCT s which normally work to GP registered populations

20 Financial Matters NHS ICES Overview Commissioning Partners transfer funding into the ICES Pooled Fund Pooled fund is public money and we all have a responsibility for its stewardship i.e. ensuring that the money is properly spent and value for money is obtained Prescribing staff are responsible to manage prescribing, loan periods, reviewing and the return of equipment in line with current policy and guidance Prescription should be based on assessed clinical need, with service users meeting NHS / Social Care criteria Partner organisation will pay for what their staff prescribe

21 ICES Overview Distribution and Monitoring of Costs British Red Cross invoice the ICES Partnership monthly ICES charge Partners with agreed contributions, any overspends will be addressed regularly Financial reports are presented to the ICES Board and finance representatives PIN numbers are unique and provide an audit trail to enable managers to monitor Team and Individual prescription through operational reports. Operational reports will be accessed via the online reporting module

22 Governance Information Policies - see local intranet sites NHS ICES Overview Eligibility Criteria Provision of Equipment to Care Homes Cross Border Service Agreement

23 Governance Information Procedures NHS ICES Overview Complaints/comments/compliments Guidance on accessing & using the ICES service and equipment criteria Pathway Flowcharts e.g. Pathway for prescribing out of area hospitals Forms e.g. Non Standard Special Equipment Requisition Can all be found in the virtual catalogue and on local intranet sites

24 Governance Information NHS ICES Overview The ICES Partnership Board meets regularly, members represent Partner Organisations at Directorate / Lead Commissioner levels Management and Finance Leads Operational Managers / Clinical Leads Representatives Both oversee the direction of the service Equipment & Clinical Advisory Groups meet regularly to ensure processes, guidance remain current & up to date and also to regularly review the standard equipment range

25 ICES Overview ICES Partnership Support Team Partnership Manager Sarah Bailey Occupational Therapist Jane Reed Finance Officer Sam Miller Admin Assistant Kay Addleton Based at: Sir John Robinson Way, Arnold Contact Numbers or BRC contact: or

26 ANY QUESTIONS?

Nottinghamshire Better Care Fund (BCF) Plan 24 February 2016

RCCG/GB/16/037 Nottinghamshire Better Care Fund (BCF) Plan 24 February 2016 The Comprehensive Spending Review (25 November 2015), confirmed that the BCF will continue into 2016-17 with a mandated minimum