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

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

• Adults Provider Portal Training
• User guide: Recording Actual Service Delivery
• User guide: What is Adult Services Provider Portal

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

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.

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. 

Weekly payments dependant on actuals entered in Provider Portal

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 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.

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.

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

• Download Flexible Breaks Payment Schedule 2023-2024 (PDF)

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

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

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are the latest rates for domiciliary care and supported living, including the temporary enhanced Covid rates, which are no longer applicable.

• Download: Domiciliary care tier rates (PDF)
• Download: Supported living tier rates (PDF)

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:

• area team for Malvern Hills: AreaTeamMalvernHills@worcestershire.gov.uk
• area team for Worcester: AreaTeamWorcesterCity@worcestershire.gov.uk
• area team for Wychavon: AreaTeamWychavon@worcestershire.gov.uk
• area team for Redditch: RedditchAreaTeam@worcestershire.gov.uk
• area team for Wyre Forest: WFCSWT@worcestershire.gov.uk
• area team for Bromsgrove: ta-randb@worcestershire.gov.uk
• team for Evesham, Malvern and Pershore: EMPTeam@worcestershire.gov.uk
• young adults team: YoungAdultsTeam@worcestershire.gov.uk
• learning disabilities north team: LDNorthAdmin@worcestershire.gov.uk
• learning disabilities south team: LDSouthAdmin@worcestershire.gov.uk
• community mental health team: whcnhs.socialcareteamcmht@nhs.net