This page pulls together answers to frequently asked questions for providers who have already applied to be part of North Yorkshire County Council's Approved Provider Lists during the first application window.
There is a separate FAQ page for providers who have yet to submit an application. FAQs for applicants
Application Status
1 When will we be notified what the status of our application is? How will letters regarding application status be sent out?
All providers should now have been notified directly of which group they fall into under the transitional arrangements. This notification was issued via Yor Tender.
2 Is there a cut-off date for knowing which group you are in?
There is no cut-off date. Providers can move up through the categories as the status of their application progresses. The evaluation panel is working hard to progress applications and notify providers of the outcome of their application as quickly as possible. We ask that providers also do everything possible, including providing any necessary documentation to enable their application to be progressed during the transitional period.
3 If we have resubmitted our quality questions, how long can we can expect to wait to find out if we are approved?
The evaluation panel is working hard to progress applications and notify providers of the outcome of their application as quickly as possible.
4 If we have not heard otherwise, can we assume our application contained all the information needed and is considered a complete application?
All providers should now have been notified directly of which group they fall into under the transitional arrangements. This notification was issued via Yor Tender. Providers whose application has outstanding information and is therefore incomplete, have been contacted directly.
Transitional arrangements
6 If you have not been approved but have been advised to resubmit your questions what group do you fall into?
All providers should now have been notified directly of which group they fall into under the transitional arrangements. This notification was issued via Yor Tender.
7 Will NYCC be able to commission packages of care with newly registered locations that have not been on the 2016-2022 APLs and who fall into Groups 2 and 3?
We are not able to commission with providers who fall into either Group 2 or Group 3 who have not previously been on the 2016-2022 Adult Social Care Approved Provider Lists. Providers will need to wait until they fall into Group 1 and are issued with a new APL contract before we can commission packages of care with them
Payment terms and processes
9 Does North Yorkshire County Council anticipate any payment delays with implementing the new systems during now to Jan 2023?
The Council will work hard to avoid any delays to payments as a result of the introduction of new systems. The implementation of the new systems has been delayed to allow time for adequate testing in advance of going live, and for robust training to be delivered to both Council staff and providers.
10 For people who have packages of care and support under the new APL, you have said there will be 100% payment if they do not give notice of non-attendance. Do we, therefore, put on this sheet that they have not attended or just leave it as if they have?
The new planned and unplanned absence definitions will only come into effect at the end of the transitional arrangements. Providers will receive training on how to complete e-invoice returns in advance of the new notice periods coming into effect. E-invoice returns should be completed based on actual services which has been provided.
11 How often are bed returns required?
Bed Returns are sent out every 4 weeks and should be updated and returned as soon as possible.
12 If you are not funding existing placements under the new ACOC rate are you expecting providers to provide the care nursing hours specified under the new contract?
The direct care hours set out in Volume 4 Price document apply to packages/placements commissioned under the new APL contract only.
14 What notice on contracts do we expect from NYCC if we have to give 28 days notice on contracts?
There are a number of different circumstances in which the Council may terminate a care package with a provider. Providers should refer to the Termination clauses within the List Specific Terms of the Contract.
15 According to 1.14 - We are expected to hold a room for a resident should they be admitted to hospital for up to 12 weeks, and 5 of those weeks at 50% of our rate. This is very worrying for small homes. Is there any comment on this?
The tapering of payment to providers in the event that a person is in hospital has been based on work to understand current hospitalisation rates and lengths of stay. If a provider has specific concerns around this and the impact on their sustainability, they should contact the Council directly to discuss this.
Brokerage
16 Could we have a copy of the brokerage process? We are concerned about contracts being changed before we have accepted the changes, and potential to include incorrect hours or rates.
A copy of the Brokerage process was provided in the original application pack. It is Appendix 4 of the contract documentation, and is available on Yor Tender. The process sets out that where there is no response querying the content of an ISC/IPA within five days of issue, the ISC/IPA is passed to Finance.
Contracts
17 If the contracts are finishing as of 31st October as stated, why are existing contracts not moving onto new payment structure from November?
Existing Individual Service Contracts will not finish on 31st October; they will continue as per the terms of the previous Pre-Purchase Agreement.
18 Is there an email to let you know that the contract is available via Egress?
Yes, an email is sent from the Brokerage Service with the Contract attached. This email is encrypted via Egress and sent to the provider email address that has been set up with an Egress account. Here it can be accessed using the pre-arranged passwords (Brokerage team will advise what these are).
PAMMS and Quality Management
19 When and how can we sign up/on to PAMMS?
Providers will be contacted individually at the point that they are required to use PAMMS. This is linked to the work being undertaken on the Quality Pathway.
20 When do you expect your quality team changes to be in place?
Unfortunately we do not currently have a timeline of when these changes will be in place, however, we will communicate any changes with Providers as soon as possible
21 For non-regulated care (Practical Support) can a provider receive 'Outstanding' by NYCC or can that only be granted by the CQC for regulated care activity?
Non-Regulated Providers via the rating system within the Quality Pathway and PAMMS can obtain the rating of outstanding, however, this is internal to the Council.
A rating of Outstanding within the CQC Regulations can only be granted by CQC, via their inspection regime.
22 Is the Quality Conversation just one to one or do we involve service managers, particularly if we have different kinds of service?
This is dependent on the knowledge base of the staff member from your organisation that is completing the Quality Conversation. If the staff member has the knowledge of each service, then one Quality Conversation may be sufficient, however, if you feel that a Quality Conversation per Service with the Registered Manager is preferable then you can book separate Quality Conversations.
Questions relating to VAT structures
23 Is the VAT registration compulsory for all Providers?
VAT restructuring is NOT compulsory; it is an option for providers should they wish to take this up.
24 Can you specify what the management fee would be?
Whilst the council is not in a position to provide a definitive fee, we can assure Providers that the fee will only represent the reasonable costs and expenses of the Council arising from the implementation, contract management, oversight and/or termination of the Alternative Structure. These expenses include, but are not limited to: internal and external legal costs and/or accountancy costs or other professional advisory fees.
Details about the management fee can be found in Clause 64 of the contract.
25 The councils states that Providers must outline the benefit of the alternative status to service users. Why is this?
The Council requires assurance that the benefits of the VAT position will be have a direct benefit to the services being delivered and ultimately therefore to the people in receipt of the service.
26 Can Providers who do not accept the ACOC rate request an alternative VAT structure?
Providers who are applying to be on the Approved Provider List can only request an alternative VAT structure if they accept the Actual Cost of Care rate. If an organisation is applying and is subject to charging VAT they will be automatically disqualified from joining the list if they do not accept the Actual Cost of Care rate.
The reason for this requirement is because the Council has a statutory obligation to manage the market. As part of the market management the Council has a duty to ensure equal and fair access to social care services, whilst having due regard to cost-effectiveness and value for money
Details of the above are outlined in the procurement documents, Volume 4-Price, paragraph 1.11.
