Provider portal and payments

Provider portal and payments

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

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

Here are the latest rates for domiciliary care, including the temporary enhanced Covid rates, which are no longer applicable.

Supported living rates

Detailed extract from Supported Living Specification 2023-2026 of Tier 1 and Tier 2 rates.

Tier pricing and allocation

All providers will be automatically allocated to provide support at the Tier 1 rate of pay.  This should encapsulate most of the people supported in supported living within Worcestershire

For some people due to various complexities a higher rate of pay may need to be paid to providers to enable them to support certain individuals. Below is a list and description of what may constitute an uplift to Tier 2

Tier 2 descriptions of needs

The needs that would warrant an increase to Tier 2, falls under the below basic conditions.

  • behaviour that may challenge
  • health needs and intensive management
  • rurality of the service
  • high risk Individuals and legal frameworks

For the above there is a list below of some examples that WCC would consider to be relevant to the previously detailed basic conditions.

Behaviour that may challenge – often significant de-escalation required, expansive PBS plans, high levels of intensity, high levels of frequency, high levels of severity and unpredictable. Specific training requirements such as Studio. Behaviour that requires safe physical intervention.

Health needs requiring intensive management – Dysphagia and SALT needs, bowel management (fluid, food, exercise), manual handling, weight management (under or overweight), skin integrity, diabetes  management, complex epilepsy, stoma care, PEG feeding and care, breathing issues that require monitoring and intervention, complex drug therapies.

Rurality – service is situated in a rural area where extra payments for travel time of support workers is required.

Risk and specific legal frameworks – management of self-harm and suicide risk, management of Emotional dysregulation, Community Treatment Order’s, significant self-neglect and risk of harm, unpredictable Aggression to staff and peers, people under Community Treatment orders, people under Guardianship orders , people under section 37/41, people subject to Sexual Harm Prevention Orders.

Year Tier 1 hourly rate Tier 2 hourly rate
2023/2024 £18.20 £19.50

 

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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