Providing Equipment (Early Help and Help Team)

1. When to Use this Procedure

This procedure should be used by any Occupational Therapy practitioner who is arranging equipment after a determination of eligibility.

2. Using Independent Advocacy

If the need for independent advocacy has not already been established at assessment and you feel that the person may lack capacity or have substantial difficulty being involved in exploring and deciding which equipment and minor works are required then you must consider whether the duty to make independent advocacy applies and, if so make the necessary arrangements.

3. Exploring Options and Making Decisions

As part of the assessment process you should have talked broadly about the equipment that may be suitable and available. You must now build on this conversation to determine specifically which equipment is required.

Who must be involved

The following people must be involved in any decision about equipment to be provided:

1. The person (or their representative if they lacks capacity);
2. Any carer;
3. Anyone that the person asks you to involve;
4. Anyone else that you feel needs to be involved with the person’s consent; and
5. When the person lacks capacity, anyone that you feel it is in their best interests to involve.

The process of exploring options

When exploring options you should:

1. Explore all available options and not limit yourself to ‘standard’ or most frequently used options;
2. Specifically explore any options requested by the person or carer; and
3. Take opportunities to provide good information and advice about ways to prevent, reduce or delay needs.

Factors that should be taken into account when weighing up available options include:

1. Whether the option is appropriate to meet the need;
2. Whether the option is proportionate to meet the need (or could the need be met in a less restrictive or intensive way);
3. The impact of the option on risk (to the person and carers);
4. The impact of the option on the person’s independence;
5. Whether the options will support the person to meet any outcomes (either outcomes identified at assessment or outcomes identified in any existing Care and Support Plan).

A simple pros and cons list can be an effective way to explore and weigh up available options.

Depending on the level of risk a formal risk assessment may need to be carried out. Click here to access the procedures for carrying out a risk assessment.

Making a decision

It is the responsibility of the Local Authority to decide the best way to meet a person’s eligible needs. As such this is your responsibility as you are the local authority’s representative.

Any decision that you make must have regard to:

1. The views of the person about the equipment required;
2. The views of any carer; and
3. The impact of the decision on the person’s Wellbeing.

Other factors that you should consider before making a decision are:

1. Whether the person’s involvement in the decision has been maximised;
2. Whether the full range of available options been explored;
3. Whether there are any alternative options that could meet the need;
4. Whether any risks associated with the preferred option have been identified and mitigated (for example through a period of direct support);
5. Whether the preferred option represents a good use of Local Authority financial resources (or is there an alternative more affordable option that will meet the need as well as the preferred option); and
6. Whether the preferred option is likely to be sustainable (taking into account anticipated changes in the person’s needs or circumstances over time).

Recording the decision

When a decision has been made about the preferred option to meet the need you must make a proportionate record of:

1. The decision;
2. The rationale for the decision (why the preferred option is deemed to be the most appropriate and proportionate provision); and
3. What alternative options have been explored (and why they were not suitable).

If the person is not happy with the decision

Sometimes the person (or their representative) will not agree with the decision that you have made about the equipment required to meet eligible needs.

In this situation you should be open to reviewing the available evidence and your rationale to ensure that the decision you have made is robust. You should be open and transparent about the evidence sources you have used and take steps to try and:

1. Support the person to understand the decision you have made; and
2. Understand the benefits of the equipment proposed.

If the person is still not happy with the decision you should seek the support of your line manager as required to decide:

1. Whether to proceed to make the arrangements as proposed; or
2. Whether to alter the arrangements in line with the person’s views about the most appropriate equipment.

Where a decision is made to proceed to arrange equipment as planned you should consider providing direct support as a mechanism to ensure safe and effective use of equipment. Direct support includes:

1. Training of informal and paid carers in the safe and proper use of equipment; and
2. Supporting the person to safely and confidently use equipment or adapt to their environment after an adaptation.

Click here to access the procedure for providing direct support.

You must also make the person aware of their right to complain about the decision that has been made.

If equipment is over £1000

If the proposed equipment is over £1000 you will need to confirm:

1. Local policy about charging for equipment over £1000; and
2. If the policy is to charge, request a financial assessment; and
3. Whether you are authorised to agree the provision of equipment over £1000; and
4. If not, make arrangements for this to be agreed and authorised.

Prior agreement and authorisation

If you do not have the authority to proceed to arrange equipment after making a decision about the best way to meet needs you should:

1. Explain this to the person (or their representative); and
2. Seek agreement and authorisation.

4. Prior Agreement and Authorisation

Requesting agreement and authorisation

If prior agreement and authorisation is required you must provide the person with responsibility for authorising the equipment with all of the information available about:

1. The person’s eligible needs;
2. The options that have been explored;
3. The rational for the preferred option (including why other options were not suitable).

Providing further information

If further information is required prior to equipment being agreed or authorised you should:

1. Provide this where it is available; or
2. Gather this where it is not available (for example through consultation with the person or carer).

If equipment is not agreed

If the equipment is not agreed you will be notified of the reason for this. If you do not understand the reason you should seek clarity.

You will need to decide the most appropriate next steps based on the situation, which could include:

1. Providing additional information as appropriate;
2. Exploring alternative equipment with the person.

Providing agreement and authorisation

This guidance should be used by anyone with responsibility for agreeing and authorising equipment.

The practitioner requesting agreement and authorisation must provide you with information about:

1. The person’s eligible needs;
2. The options that have been explored;
3. The rational for the preferred option (including why other options were not suitable).

From the available information you must be satisfied that:

1. A proportionate assessment of need has been carried out;
2. A determination of eligibility has been made;
3. The person’s involvement in the decision has been maximised;
4. The practitioner has given regard for the person’s views, any carers views and the impact on the person’s Wellbeing;
5. The full range of available options been explored;
6. There are no alternative options that could meet the need;
7. If the person lives in a care home, the care home do not have a legal responsibility to provide the equipment;
8. Any risks associated with the preferred option have been identified and mitigated (for example through a period of direct support);
9. The preferred option represents a good use of Local Authority financial resources (and there is no alternative more affordable option that will meet the need as well as the preferred option); and
10. The preferred option is likely to be sustainable (taking into account anticipated changes in the person’s needs or circumstances over time).

If further information is required

If you require further information before agreeing and authorising the equipment  you should request this from the practitioner that carried out the assessment.

If you do not agree equipment

You should not agree or authorise the equipment if you find that, having taken into account all available information:

1. The equipment is not appropriate or proportionate to meet the eligible needs of the person; or
2. The equipment proposed do not make best use of available local or financial resources.

If you are unable to agree equipment you must provide the practitioner with information about:

1. Why you have not been able to agree the equipment; and
2. The steps that the practitioner may take to resolve any issues identified.

5. Ordering Equipment

The process of ordering equipment

All equipment should be ordered through TCES.

Any available local guidance for using TCES can be found in the Local Resources by clicking here.

If you require support to use TCES you can contact Tony.Greensmith@walthamforest.gov.uk.

TCES will only allow you to order equipment that you are authorised to order. If further authorisation is required TCES will request this.

Providing specific information

You must take steps as required to provide additional information if:

1. There are specific order requirements;
2. There is a sense of urgency; or
3. You require notification when the equipment is delivered.

Specific order requirements could include:

1. The location in the person’s home where equipment needs to be placed;
2. The height that equipment should be set at (to ensure safe and effective use);
3. The size required (when the equipment is available in a range of size options).

Note: When including such information a drawing is required with relevant measurements etc.

After ordering equipment

You should make a proportionate record of:

1. The equipment that has been ordered and when it was ordered;
2. The proposed delivery date (if known);
3. Where relevant, any arrangements for delivery made with Mediquip;
4. Steps taken to ensure proper and safe use of equipment after delivery.

It is the responsibility of Mediquip to:

1. Liaise with the person (or their representative) to agree suitable arrangements to deliver equipment; and
2. Notify you of any problems, issues or delays.

Short term equipment provision

Sometimes equipment needs to be provided on a short term basis, for example:

1. To facilitate discharge from hospital where the person is expected to recover;
2. During a period of illness or following an injury;
3. During a period of reablement;
4. As a way of ‘testing out’ how best to meet long term need when this was unclear;
5. As an urgent interim measure.

Equipment to be provided on a short term basis should be arranged in the same way as equipment that is to be provided longer term. However, you must:

1. Record the date that the short term equipment loan is going to end (when this is known); and
2. Agree appropriate monitoring arrangements to regularly review the need for the equipment.

When to close the case

You can consider closing the case when:

1. You have confirmed the equipment is in place and being used as intended to meet eligible needs;
2. There is no need to provide direct support or monitoring;
3. There are no other outstanding actions.

Before closing the case you must provide the person (or their representative if they lack capacity) with the following in writing:

1. Information and advice about maintaining and repairing equipment;
2. Any other information and advice requested, or that you feel would be beneficial;
3. What they should do if their needs change;
4. What to do if the equipment no longer appears to be meeting their needs; and
5. What they should do if they (or a carer) requires further direct support in the future to use the equipment safely.

6. Urgent and Interim Support

If the provision of equipment or works is delayed you must consider whether:

1. There is appropriate support in place to meet the person’s eligible needs (where the equipment is being provided to meet eligible needs); and
2. If not, the steps that need to be taken to ensure any urgent needs are met.

7. The Care and Support Plan

Equipment provided does not have to be recorded on a Care and Support Plan unless:

1. A Care and Support Plan is being developed; or
2. The person already has an existing Care and Support Plan.

You should provide the following information to the practitioner or service with statutory responsibility for reviewing and maintaining the Care and Support Plan:

1. The equipment that has been provided;
2. The date that the equipment was provided; and
3. The cost of any equipment over £1000 (where the local policy is to charge a person for equipment costing more than £1000).

You should make a proportionate record of the information provided and the name of the practitioner it was provided to.