The Outcome of the Disabled Facilities Grant Application and Next Steps (Occupational Therapy)

1. The Outcome of the Application

Notification of the outcome

The Equipment and Adaptations Manager should contact you to;

  1. Notify you of the outcome of the Disabled Facilities Grant application;
  2. Explain the rationale for the decision; and
  3. When the application has been approved, advise you of planned next steps and proposed timeframes to carry out the adaptation; and
  4. Confirm that the person has been notified of the outcome.

If you have any questions regarding the outcome you should seek clarity, especially when the DFG application was not approved.

You may also be notified of the outcome by the person (or their carer/representative). In this instance you should seek confirmation from the Equipment and Adaptations Manager.

Notifying the person of the outcome

The Housing Authority must write to the person to notify them of the outcome of the application. They must make sure that they communicate in an accessible way and take steps to satisfy themselves that the person understands the outcome of the application.

Recording the outcome

You must make a proportionate record of the outcome, including the rationale for any decision made.

Notifying others of the outcome

When the original referral was internal you should seek consent of the person to notify others of the outcome who;

  1. Have not been involved in the assessment; but
  2. Who have an interest in the outcome of the DFG application; because
  3. They have a role in supporting the person to meet any on-going needs.

Examples of people who you may need to notify include;

  1. A social work practitioner;
  2. A service provider.

When notifying others you should explain;

  1. The outcome of the DFG application; and
  2. When the DFG application was approved, what the next steps and proposed timeframes for carrying out the adaptation are; or
  3. When the DFG application is not approved, any on-going role that the Occupational Therapy service will have (for example exploring whether needs can be met through equipment or minor works); and
  4. What next steps have been agreed (or are required) to ensure that the needs identified through assessment can be met (for example applying Care Act eligibility or referring to a more appropriate service).

2. Arranging the Adaptation

The responsibility of the Equipment and Adaptations Manager

Where the Disabled Facilities Grant application is approved it is the responsibility of the Equipment and Adaptations Manager to;

  1. Gather any further information required before arranging for the adaptation (from the person or from the Local Authority);
  2. Carry out any financial means-testing;
  3. Provide information and advice to the person and answer any questions they have about the process of carrying out the adaptation;
  4. Agree a suitable time to begin the adaptation;
  5. Carry out the adaptation through an approved contractor; and
  6. Notify the Local Authority if any additional Care and Support is required during any time that works are carried out.

Your role

As the referring Occupational Therapist you should;

  1. Monitor progress of the adaptation as required;
  2. Notify the Equipment and Adaptations Manager if you become aware of any change in circumstance or need that may impact on the appropriateness of the adaptation.

Monitoring the Adaptation

Appropriate monitoring of progress of the adaptation should be carried out to;

  1. Ensure that the adaptation is progressing as intended;
  2. Identify and respond to any need to provide urgent or interim support; and
  3. Establish the optimum time to provide any direct support that may be required to make effective and safe use of the adapted area of the home.
Monitoring could include;
  1. E-mail contact with the Equipment and Adaptations Manager;
  2. Telephone contact with the person or carer.

Proportionate records should be made of all monitoring activity.

If you are concerned about the time it is taking to carry out the adaptation you should discuss your concerns and agree any action with your line manager.

Urgent and Interim Support

If an adaptation is delayed or not progressing as intended you must consider whether;

  1. There is appropriate support in place to meet the needs identified during assessment in the interim (either though a carer or an existing Care and Support Plan); and
  2. If not, the steps that need to be taken to ensure any urgent needs are met.

If there are unmet urgent needs you must take steps to ensure that these are met. Urgent needs can be met under the Care Act without a determination of eligibility having been made.

If a practitioner from a social work service is already involved with the person you should;

  1. Inform them that the adaptation has been delayed and that the person appears to have unmet urgent needs;
  2. Advise them of a possible timeframe for the adaptation to be completed; and
  3. Provide them with access to any information gathered through assessment so they can prioritise and consider the most appropriate course of action.

If the person is not known to a social work service you will need to decide whether to;

  1. Proceed to arrange the urgent support yourself (if you have the capacity and knowledge to do so); or
  2. Make an urgent referral/request to a social work service.

You can find out how to access social work services by using the How to Access the Service procedures in each service/team area within this site.

If you will be arranging urgent or interim support yourself click here to access the general procedure, including when to arrange urgent support and how to seek funding agreement for urgent support.

3. Actions when the Application is not Approved

Possible actions

There are a range of actions possible when a DFG application is not approved. These include;

  1. Providing information and advice to the person to make independent arrangements to carry out the adaptation;
  2. Considering whether there are other appropriate and proportionate ways to meet needs;
  3. Establishing eligibility under the Care Act.

Any decision made about next steps should be made with regard to;

  1. The views of the person about what the next steps should be;
  2. The views of any carer; and
  3. The impact of any decision/action on the person's Wellbeing.

Providing information and advice to the person to make independent arrangements to carry out the adaptation

If the person intends to proceed to arrange for the adaptation to be carried out using their own financial resource you must provide them with good information and advice about;

  1. Available contractors that can carry out the required adaptation;
  2. Specialist advice sources that may be beneficial to them (for example financial advice experts);
  3. Other options that may be appropriate, such as equipment solutions (subject to an eligibility determination under the Care Act).

If the person wishes to arrange for the adaptation to be carried out it is their responsibility to make the arrangements to do so (with support of their informal networks as required). The Local Authority only has a duty to meet needs that have been determined eligible under the Care Act, not the HGCRA.

In this instance you can proceed to close the case when;

  1. There are no outstanding actions for the Occupational Therapy service following the assessment;
  2. The person has been provided with all information and advice required (or that would be beneficial);
  3. Steps have been taken to ensure that any eligible on-going needs for Care and Support will be met in a timely way (either through urgent/interim services or through Care and Support planning).

Click here to access the checklist for closing a case.

If the person wishes to explore other ways to meet their needs you must establish eligibility under the Care Act, unless it is likely that those needs are to be met through a prevention service.

Establishing eligibility under the Care Act

You will need to establish eligibility under the Care Act when;

  1. The DFG application has not been approved; and
  2. The person does not intend to make their own arrangements for the adaptation to be carried out; and
  3. Alternative options to meet needs are to be explored.

Click here to access the procedure for applying National Eligibility criteria under the Care Act.

Exploring other ways to meet needs

Until eligibility under the Care Act has been determined conversations about ways to meet needs should always be;

  1. Strengths based to promote independence and resilience; and
  2. Broad rather than specific.