The following FAQ is designed to help guide you through the process of making referrals to OT Services. As this is a new process more details will be added as we progress:
When is the need for an OT assessment Identified?
This may be identified at triage stage or during the Form A assessment/ conversations between the beneficiary and their caseworker.
Do we need to provide evidence that statutory provision has been explored and applied for?
Yes! Please ensure all statutory provision has been explored and that evidence regarding delays, DFG decisions and waiting times are aquired and attached to MOSAIC prior to the referral.
Do we need to almonise for OT fees prior to making an OT referral?
No! We have worked with THE OT Practice, and colleagues across SSAFA to retain the ability to make the referral prior to the Assistance Required & Pledges stage on Mosaic.
Which OT Services can SSAFA make referrals to?
As previously we can use THE OT Practice for referrals, with the addition of now also being able to refer to local OT services, where there are known delays in obtaining an assessment via The OT Practice.
Is there a criteria that local OT services have to meet?
Yes, local OT services must meet the following criteria:
- OT's must be registered with the Register of Health and Care Professionals council
- OT's must have applicable indemnity and liability insurance
- OT reports should provide a full in depth narrative of the background, current situation and recommendations.
- OT reports should be accompanied by detailed specifications of equipment/ adaptations, or details/ links to the equipment that is recommended within the OT Report.
Who identifies which OT service to send the referral to?
This is a collaborative approach, as the Caseworker you may already have knowledge and experience of using local OT services in your region and we can therefore refer to these as long as they meet the criteria as stated in point 5.
When approaching local OT services please ensure they provide you with their referral form whch due to Data Protection purposes will need to be completed. Please do not transfer/ communicate beneficiary details directly to a OT service without a referral form.
Who completes the OT referral forms?
As previously, the Caseworker completes the OT referral form.
How do I access The OT Practice referral forms?
Each region now has it's own designated form, these can be accessed and downloaded via: The OT Practice Fees Pro-forma & Referral Forms | Caseworking | SSAFA Volunteer Knowledgebase
Who submits the OT Referral forms?
Unlike previously where you would send the OT referral forms to VS Welfare, you now send both The OT Practice and local OT referral forms to your Regional Office, after which they will submit this to either THE OT Practice or the local OT Service as identified on the referral form.
We have kept the process of Casework Services submitting the OT referral forms as:
a) All Regional Offices have access to THE OT Practice referral system.
b) We can track all OT referrals to keep up to date with the status of referrals, appointments and documents.
c) We can collate data regarding turnaround times.
d) We can collate data regarding OT fees.
How do we access The OT Practice Referral System?
This is done by the Regional Office, each region has it's own login details, with all Regional Office team members being able to submit referrals and download completed OT reports and supporting documents.
Do we need to provide two quotes for OT fees?
Yes, if using a local OT service.
No if using THE OT Practice.
How do we provide a second quote for OT fees when using local OT services?
Please note the Regional Office Teams will attach this prior to submitting the request to charities.
In the event of using a local OT service, we will need to attach the quote or invoice. However, to save you time we can use the THE OT Practice fees pro-forma which can be downloaded via The OT Practice Fees Pro-forma & Referral Forms | Caseworking | SSAFA Volunteer Knowledgebase, this will act as the second quote.
Do we have to continue with the joint visit with THE OT Practice and Electric Mobility Europe?
No! We are aware of issues that have arose from some joint assessments and have requested that THE OT Practice include an “opt out” box on their referral form. When this check box is selected THE OT Practice will know not to arrange a joint visit with Electric Mobility Europe.
You can also use local equipment retailers/ specialists to provide quotes, however, when using local suppliers the standard Assistance Providers quotes requirement will need to be met.
Can we still ask for Electric Mobility Europe to attend a joint visit with the local OT service?
Yes! When completing the referral you can request that the OT contacts Electric Mobility Europe, they will then provide the OT with details of local providers who can be contacted to arrange an equipment assessment.
Electric Mobility Europe contact: [email protected]
Is it mandatory to have a joint assessment?
Whilst not mandatory, it can in many cases benefit both the beneficiary and OT to have an equipment assessment take place at the same time as the OT assessment as this can help determine if the equipment is suitable or not.
This also increases the likelihood of receiving pledges for the application as Assistance Providers are provided with more assurance that the product it suitable.
Who deals with queries raised by the OT service we have referred to?
In all cases, regardless of which OT service we have referred to, the Caseworker should be the person the OT service contacts with queries.
The Regional Office should be cc'd into these emails and the response from the Caseworker. This ensures that continuity of information is maintained in the event of the Caseworker not being available.
How do we know the status of OT assessments, reports, etc?
The OT Practice will send an email notification to the applicable Regional Office that an assessment has been scheduled. The Regional Office can than update the Caseworker with this information.
Local OT services should keep both the Caseworker and Regional Office updated as to the status of each referral, assessment and report.
How do we access OT reports when they have been completed?
All Regional Offices have access to THE OT Practice referral system and once notified can download and email you the OT reports and supporting documents.
Local OT services can email the OT report and supporting docuemnts to both the Caseworker and Regional Office.
20. How do we obtain quotes from Electric Mobility if a joint assessment has taken place with them?
Once you receive the OT report and specifications the Regional Office will email these to [email protected], copying the Caseoworker into the email.
Electric Mobility Europe will respond to confirm receipt and that they will provide the quotes as soon as possible.
The quotes will be shared with the Caseworker and Regional Office.
Full details of the process can be found here: Obtaining a quote from Electric Mobility Europe (EME) – Process | Caseworking | SSAFA Volunteer Knowledgebase
If other equipment specialists/ retailers have been involved and not Electric Mobility Europe, please follow their quotation process.
21. Is there anything we need to do when submitting the Request to Charities?
The quotes/ invoices and OT documents will need to be uploaded to Mosaic and a request to charities sent for the goods/ services and OT Costs.
Send requests to ALL applicable Assistance Providers, including TRBL.
In the request box add:
Please see the attached OT Fees from The OT Practice, pas per the process agreed with TRBL's Head of Grants & SSAFA's Casework Policy & Grants Manager.
22. When should we pay OT fee invoices?
All OT services should only invoice us once the OT assessment has taken place and we have received the OT reports and specifications. These must meet the following criteria:
- OT reports should provide a full in depth narrative of the background, current situation and recommendations.
- Reports should be accompanied by detailed specifications of equipment/ adaptations, or details/ links to the equipment that is recommended within the OT report.
Please do not pay for any OT services until the above has been confirmed.
Please note:
In some cases there are add on fees for OT Assessments, such as mileage and follow up assessments. Should the total cost stated on the invoice be for more than the TOTP pro-forma states, please attached the invoice to Mosaic and raise a request for the actual amount.
23. Where will OT invoices be sent to?
All OT invoices should be sent to the applicable Regional Office.
The OT Practice will send invoice twice a month to the applicable Regional Office.
24. What do we do with invoices received prior to Assistance Providers funds being received by the RO?
Email the invoice to [email protected] and request that payment is made from the CoL Fund. (This is the Cost of Living Fund.)
Finance will then add the invoices to SAGE for the Casework Policy & Grants Manager to approve payment, the invoice will then be paid.
25. Do we still need to almonise for invoices already paid as above?
Yes! SSAFA Financial Assistance is covering the fees up front in cases where the Assistance Providers have not yet pledge. We will require this to be repaid once the Assistance Providers have pledged and paid.
This is to a) Expidite the OT referral and b) Meet the invoice payment deadline.
This is not deemed as a retrospective cost.
26. Where do we repay OT fees to?
Once funds have been pledged and received the Regional Office is to repay the OT fee costs by setting up a payment on Bankline as per the usual payment process.
Bank Details:
Name: SSAFA CO Admin
Account Number: 48625078
Sort Code: 60-00-01
Reference: Case Number and Surname Name
When emailing finance to approve the payment on Bankline, inform them it is to be paid from the Cost of Living Fund.
If the funds have been paid to a branch prior to that regions migration to NDP, the Branch Treasurer will pay the invoice, and inform the Regional Office of this payment.
27. How do we pay invoices received after Assistance Provider funds have been received?
The RO can make the payment as per the usual process for any invoices.
If the funds have been paid to a branch prior to that regions migration to NDP, the Branch Treasurer will pay the invoice, and inform the Regional Office of this payment.
28. Do we have an internal way of tracking OT referrals?
Yes! Referrals are recorded on the Regional Offices OT Referral Log - No personal data is recorded on this log.