Provider portal and payments

Provider portal and payments

Information, advice and guidance for WCC contracted providers on payments, schedules and finance systems.

The Adult Services Provider Portal will be unavailable from 5:00pm on Friday 29 September through to Sunday 1 October due to a system upgrade.

Therefore, you will not be able to enter your actuals on to the Provider Portal until the system is live again on Monday 2 October.

Please contact adultsproviderportal@worcestershire.gov.uk with any queries.

Information and guidance on the Adults Services Provider Portal

The ASPP is used to view purchase orders, remittance advices, pending payments and also confirm care delivered for domiciliary, day care, shared lives and supported living services in order for payments to be made.

Adult Services Provider Portal

The Adult Services Provider Portal (ASPP) will allow service providers to see remittances, purchase orders and payment reports online.

It allows care delivered to be confirmed against the purchase order on a weekly basis submitted directly to Worcestershire County Council removing the need for producing and sending invoices and speeding up the payments process.

The portal is a view into Controcc (the Adult Services finance system) so purchase orders, changes etc show in real time 

Access the portal

Please note, If the contract you have with Worcestershire County Council requires the portal to be updated with actuals you have delivered you will not be paid unless the actuals have been confirmed.

You should report any issues with payments or purchase orders by email to: adultsproviderportal@worcestershire.gov.uk

Guidance for using the Adult Services Provider Portal

We have a full range of guidance, documents and videos to support you using the Adult Services Provider Portal 
User Guides: 

How to videos

Adults Portal Provider Training

Portal overview

Provider's Portal Login

Provider's Portal - Forgot Password

Viewing a Purchase Order

Viewing a remittance advice

Viewing Actuals

Editing Actuals

Adult Services Provider Portal Frequently Asked Questions

Who do I contact for help on using the portal?

If you have immediate questions about accessing the portal, please email adultsproviderportal@worcestershire.gov.uk.

How will I log into the portal?

To register you will need an email address, which will be your portal username and you will be provided with a single use password which you will change on first log-on.

Please use a strong password. Your password must contain a minimum of nine characters, a capital letter, at least one alphabetic character and two numeric value characters.

If you get locked out of the system please contact adultsproviderportal@worcestershire.gov.uk for a password reset.

How will I be able to change my password?

Once you have logged in to the portal, you can use the links on the right hand side to update your password.

What if information is missing?

As the Provider Portal is a view into the Adults Services finance system then if something is missing then it has not been purchased. Please contact the social worker.

Will I be able to see past remittances?

You will only be able to access information from our current system which has been live since November 2019, so only information on payments in the current system will have remittances.

What will the columns mean in the actuals screen?

When completing Non-Timetabled Actuals, the following options are available:

The following fields are displayed — the number of visits is for information only, and are not required to be completed for every actual:

  • Actual - shows the Actual quantity delivered, the units and the unit cost
  • Service Level - the specific level of service. for example. External Domiciliary Care - Tiered, Home Care External - Spot
  • Pl. (Planned) - number of planned service units (according to the contract)
  • Frustd. (Frustrated) - number of service units originally planned, but missed by the Service User
  • Msd. (Missed) - number of service units originally planned, but missed by the provider
  • Xtr. (Extra) - number of extra service units delivered in addition to those planned
  • Vst. (Visits) - total number of visits to the Service User (informational)
  • Total Cost - this shows the total cost; either based on the Actual + Frustrated quantity or the Planned Quantity, depending on payment terms
  • Comments - Free text field for comments: Compulsory if there has been an over- / under delivery of planned care

For Timetabled Actuals, the correct dates and times should be selected / de-selected to record the actual visits. Add new rows for Frustrated Visits or where the planned timetable has change.

Payment and billing schedules

If the contract you have with Worcestershire County Council requires the portal to be updated with actuals you have delivered you will not be paid unless the actuals have been confirmed and exported from the portal.

You should report any issues with payments or purchase orders by email to: adultsproviderportal@worcestershire.gov.uk

Please note the payment dates might differ if due around a bank holiday.

If your contract states that you can claim an enhanced rate for bank holidays, then this rate will be automatically applied to the actuals on the portal. 

Payment schedules: Domiciliary Care, Day Care and Supported Living (one to one)

Weekly payments dependant on actuals entered in Provider Portal

Last Date for Amendments Payment run finalisation date Period covered starts/strong Period covered end Day BACS payment paid into bank account
Tuesday Wednesday Starts Saturday Ends Friday Tuesday in bank account

Is paid on a weekly basis start day Saturday, end day Friday. The payment run is finalised on a Wednesday and will be in the bank by BACs the following Tuesday.

Payments will only be made if actual service delivered has been confirmed in the provider portal by the provider and imported to WCC before the Tuesday evening.

Please Note:

Unless the actuals are completed and entered accurately before the billing date the client will be charged on the planned service in line with the purchase order. See billing scheduled dates. To ensure correct billing to the clients please ensure actuals are completed on the portal before the last date for adding actuals

Payment schedules: Direct Payment, Pre-Payments, Managed and Carer Direct Payments

Last date for amendments

Payment run finalisation date

Period covered starts

Period covered ends

Paid into bank account

Tuesday

Wednesday

Starts Saturday

Ends Friday

Tuesday in bank account

11/04/2023

12/04/2023

29/04/2023

26/05/2023

18/04/2023

09/05/2023

10/05/2023

27/05/2023

23/06/2023

16/05/2023

06/06/2023

07/06/2023

24/06/2023

21/07/2023

13/06/2023

04/07/2023

05/07/2023

22/07/2023

18/08/2023

11/07/2023

01/08/2023

02/08/2023

19/08/2023

15/09/2023

08/08/2023

29/08/2023

30/08/2023

16/09/2023

13/10/2023

05/09/2023

26/09/2023

27/09/2023

14/10/2023

10/11/2023

03/10/2023

24/10/2023

25/10/2023

11/11/2023

08/12/2023

31/10/2023

21/11/2023

22/11/2023

09/12/2023

05/01/2024

28/11/2023

15/12/2023

18/12/2023

06/01/2024

02/02/2024

22/12/2023

16/01/2024

17/01/2024

03/02/2024

01/03/2024

23/01/2024

13/02/2024

14/02/2024

02/03/2024

29/03/2024

20/02/2024

12/03/2024

13/03/2024

30/03/2024

26/04/2024

19/03/2024

Payment arrangements may be amended due to Bank holidays and delays in payment reaching the bank are included in this schedule for Bank Holidays agreed as at 1 January 2023.

Payment schedules: Residential, Shared Lives and Supported Living (weekly support)

Last date for amendments

Payment run finalisation date

Period covered starts

Period covered ends

Paid into bank account

Tuesday

Wednesday

Starts Saturday

Ends Friday

Tuesday in bank account

29/03/2023

30/03/2023

01/04/2023

28/04/2023

05/04/2023

02/05/2023

03/05/2023

29/04/2023

26/05/2023

10/05/2023

30/05/2023

31/05/2023

27/05/2023

23/06/2023

06/06/2023

27/06/2023

28/06/2023

24/06/2023

21/07/2023

04/07/2023

25/07/2023

26/07/2023

22/07/2023

18/08/2023

01/08/2023

18/08/2023

21/08/2023

19/08/2023

15/09/2023

25/08/2023

19/09/2023

20/09/2023

16/09/2023

13/10/2023

26/09/2023

17/10/2023

18/10/2023

14/10/2023

10/11/2023

24/10/2023

14/11/2023

15/11/2023

11/11/2023

08/12/2023

21/11/2023

12/12/2023

13/12/2023

09/12/2023

05/01/2024

19/12/2023

09/01/2024

10/01/2024

06/01/2024

02/02/2024

16/01/2024

06/02/2024

07/02/2024

03/02/2024

01/03/2024

13/02/2024

05/03/2024

06/03/2024

02/03/2024

29/03/2024

12/03/2024

The schedule allows for 4 weekly payments based on two weeks in arrears and two weeks in advance. Bank Holidays are included in above schedule for holidays agreed as at 1 January 2023.

Carer Flexible Breaks 2023 to 2024

Actuals must be entered by providers through the Adults Provider Portal to enable payments.

Payment arrangements may be amended due to Bank holidays and are not included in above schedule.

Billing Schedule Dates 2022 to 2023 invoice issue dates to clients

Bills are issued to clients in arrears following the actuals being confirmed on the adults provider portal.

Rates for domiciliary care and supported living

Here are the latest rates for domiciliary care and supported living, including the temporary enhanced Covid rates, which are no longer applicable.

Purchase orders and contacts

Payment relies heavily on the Purchase Order being correct as any variation to the amount of the Purchase Order can delay swift payment being made. If you think the number of hours or days or the rate is incorrect, you need to raise this as soon as possible with the Social Worker or the Duty Team (for the area where the individual lives) if there is no current allocated worker.  

The Social Worker Duty Team email addresses are:

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