Devon County Council

Guidance for Sensory Team re Recording Sensory Assessment Work for Existing Care Managed Cases on the SS3(P) Process Form - (Revised Nov ’05)

Contents

How to Complete the Process Form
Part 1 - Monitor Event Outcome
Part 2 - Review Details
Part 3 - Other Review Details
Part 4 - Review Event Outcome
Part 5 - Moving the Client back into Monitoring and Setting Up the Next Review
Part 6 - Disability Registration
Part 7 - Changes to CareFirst Details
Part 8 - Care Plan/Service Details

As part of the Revised Review Process (Rev. November 05), it has been agreed that Sensory workers will not undertake review work, unless the sensory worker is operating in a personal care management role.  

Therefore, for existing, open care managed cases (either Help Desk or Personal Management), if a re-contact identifies that there are only issues of a sensory nature that need a sensory worker to undertake a sensory assessment, the case will not move into a Review event on CareFirst.  The sensory assessment activity (or initially a waiting list activity) will be added to the existing Monitoring event.  Any changes to services will be recorded on CareFirst in the client's Service Package.  

This guidance for completing the SS3(P) can also be used when there is a request from another worker (Personal Care Manager, Help Desk care manager or review worker) for a sensory assessment, which has been identified during the course of monitoring (for PCM cases) or review (either PCM or Help Desk cases).   

Note:   If the re-contact identifies changes of presenting need that need require a re-assessment, of which sensory issues form part of the change to the client's situation, then a full Review process must be initiated.  Follow the standard Review Process Form (SS3(P)) Guidance.   

• If the case is personally care managed by the sensory worker, any sensory work would be incorporated into the Review work, and would not be recorded on CareFirst as a separate activity.
• If the case is managed by the Help Desk, then the Review work would be undertaken by an appropriate worker and a specialist sensory activity would be recorded and completed separately by a sensory worker.  

How to Complete the Process Form

Part 1:   Monitor Event Outcome

Do not complete any details here.

Part 2:   Review Details

Use the activities box to record / allocate a sensory activity.  The details to be completed for the activities are:

Allocated to	Complete name/system number of the worker
Date required	This is the date by when the piece of work should be completed.  This will activate the 'traffic light' information on the assigned worker's desktop, where any Assessment activity assigned to them will show as Green, Black (becoming due) or Red (overdue).  This date must take into account risk, presenting needs and quality standard requirements.  Once input, this date must never be changed (see Waiting List activity below).
Input by	Initial and date to indicate that the activity has been added onto the system.
Completed/ Abandoned and Date	The worker allocated to undertake the activity completes this to confirm that the activity has been completed (C) or abandoned (A) and the date
Input by	This is for Business Resources staff to initial and date to indicate that the system has been updated.

Waiting List Activity
If there is no worker available to undertake the assessment, open a Waiting List activity to the designated Practice Manager.  When a Waiting List activity becomes due, or an appropriate worker is available, the Waiting List activity is marked as C (Completed), and the sensory assessment allocated to the available worker in the Activities section on the appropriate line.

Note:  If a Waiting List activity is no longer required (because the client no longer needs - or wants - to be assessed), mark the Waiting List activity as 'Abandoned'.

In exceptional circumstances, a Waiting List activity's required by date can be extended.  Note this in the same 'Date required' space on the SS3(P) using a different colour pen.  The responsible Manager should initial this.  Also indicate the CareFirst input in a different colour.  A Waiting List activity is the only activity that may be amended in this way.

Assessment Activity Reassigned
Complete the 'Assessment Activity reassigned to' when an assessment activity needs to be re-allocated to a different worker.  Update the system before passing it to the new worker.

Part 3:   Other Review Details

Do not complete any details in this section.

Part 4:   Review Event Outcome

Do not complete any details in this section.

Part 5:   Moving the Client back into Monitoring and Setting Up the Next Review

Do not complete any details in this section.

Part 6:   Disability Registration

Use this section if appropriate.  Completing this section will always result in Disability Registration, and therefore this must be discussed with the client.  Refer to separate guidance regarding definitions of the disability categories and who is able to request registration.  

The worker who completed the review / assessment should add their name and tick the appropriate box.  

A Secondary Disability Registration can be recorded if appropriate.  The worker needs to write the appropriate category details and their name, as the assessing worker.

Part 7:   Changes to CareFirst Details

Complete this section if appropriate.

Risk Assessment
The only risks being recorded on CareFirst are those that are High or Moderate and have a bearing on the safety of staff/service providers when visiting the client and/or their home.  If there are any changes to existing risk information recorded on CareFirst, this section must be completed to update the system.  

Tick the relevant Type of Risk box, annotate the appropriate risk level and an ‘N’ to show that it is a newly identified risk, or an 'R' if the risk is being removed (either due to error or as it is no longer valid).  Also, record the date this decision was reached and what document (Risk Assessment Form / Management Plan) it is evidenced on.

Any Other Changes or Additional Admin Tasks Required
Due to a lack of space on the SS3(P), the worker should add any other changes to the client's personal or case details on an SS4(a) and attach it to the SS3(P).  Each change or task will need an effective date.

This includes details such as changes to address, a change to the living alone status, new telephone / contact numbers, new important family members or other contacts (for example, emergency contact / spare key holder), or change of GP.

It is the responsibility of all staff to ensure that accurate records are maintained.

Part 8:   Care Plan / Service Details

Do not complete details in the Care Plan Section.  Any new or changes to services must be recorded in the New/Continuing or Ending Services table (see below).  This information will be used to update service details in the client's Service Package on CareFirst.  Do not record any new services on the current Care Plan on CareFirst.

Note:The client's care plan (SS2 Word template) must be updated if there are changes following the completed assessment.  

New or Ending Services

List any new or ending services.  The services to be provided are chosen from a restricted list of services on CareFirst.  Add the overall service type, such as:

Equipment / Adaptations Day Care Domiciliary Care Meals Residential/Nursing Care

Respite Residential/Nursing Care Short Term Residential/Reablement Professional Services Transport

For Equipment / Adaptation or Professional Services, record the type of equipment, adaptation, or professional service provided.

For new services, the Proposed Start Date is the date the service is due or intended to start.  A Fully Provisioned date is not required, as the service details are added to the client's Service Package only (and not the Care Plan on CareFirst).  

For services that have a known end date, include this date.

Authorisation
The SS3(P) does not need to be authorised prior to final computer input.