Supporting People Client Record Form

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Supporting People Client Record Form (April 2009
March 2010) Training for service providers
managers and staff Last updated 1 April 2009
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Introduction

• The Client Record System is being administered by
  the Centre for Housing Research (the SP Client
  Record Outcomes Office).
• In March 2009, we wrote out to service providers
  in England with details of changes to Client
  Records for April 2009 along with Quick Reference
  Cards. Forms and Guidance can be downloaded from
  www.spclientrecord.org.uk.
• Information about the team at the SP Client
  Record Office and how to contact us is given at
  the end of this document.
• These training slides are intended to give
  additional guidance on specific questions and
  issues which have arisen since providers started
  completing the Client Record Forms.
• SP Outcomes began in May 2007, please see
  separate section of our website for more details.

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Changes to Supporting People

• From April 2009 the ringfence on Supporting
  People funding will be removed. This increased
  flexibility will provide Authorities with the
  opportunity to come up with new and innovative
  ways to support vulnerable people in a range of
  different situations.
• This means that the services Outcomes forms
  should be completed for will no longer be
  identified through their funding stream (i.e.
  Supporting People funding) but by the nature of
  the service being for housing-related support
  purposes. Guidance on this is provided alongside
  the National Indicator Handbook of Definitions.
• See the link below for further details
• www.communities.gov.uk/localgovernment/performance
  frameworkpartnerships/nationalindicators/

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Purpose of the Client Record Form

• To provide information about who starts to use
  housing related support services and by which
  route they come into the service, as of 1st April
  2003.
• The project is now in its seventh year and you
  should submit details for new clients starting to
  receive a housing-related support service or an
  existing client starting to receive another
  housing-related support service from 1st April
  2009 using the 2009-10 Client Record Form. You
  must submit information electronically using one
  of the two methods available.

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Benefits to providers of the Client Record Form

• Regardless of Administering Authority, the same
  client based information will be gathered across
  England.
• If you use our web entry system (CROSS), then you
  will be able to generate reports about the Client
  Record data you have entered (contact our
  helpdesk sphelp_at_st-andrews.ac.uk or 01334 461765
  for advice).
• In addition, providers can commission analysis of
  their Client Record Data from the Housing Figures
  service at the National Housing Federation (NHF).
  Contact George Marshall on 020 7067 1097 or
  georgem_at_housing.org.uk

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Who should complete the Client Record System

• A Client Record Form must be completed for
  clients who start to receive the following types
  of service
• Supported housing, Residential care home,
  Womens refuge, Foyer, Teenage parent
  accommodation, Direct access accommodation,
  Floating support service, Outreach service,
  Resettlement service, Adult placement, Supported
  lodgings.
• The following service types are excluded from the
  Client Record system
• - Very sheltered housing
• - Sheltered housing with warden support
• - Almshouses
• - Peripatetic wardens
• - Leasehold schemes
• - Home Improvement Agencies
• - Community Alarm services

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When should providers complete a Client Record
Form

• Client Record Forms provide a snapshot of
  information about a client when they start to
  receive housing-related support.
• A Client Record Form must be completed when- a
  new client begins to receive housing-related
  support
• - an existing client begins to receive another
  housing-related support service
• DO NOT complete a client record form for existing
  clients every month

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How to submit Client Record information

• All Client Record documentation is available from
  our website www.spclientrecord.org.uk
• There are two ways in which providers can
  complete and return this information
• CROSS - use the on-line web entry system for
  more information about this then please visit our
  website to apply for a password or contact our
  helpdesk on 01334 461765 (email
  sphelp_at_st-andrews.ac.uk)
• Export data from your own housing management
  system in XML format and transfer to CHR using
  web services (details on the project website
  www.spclientrecord.org.uk).
• Note that paper forms cannot be accepted by the
  Client Record Outcomes Office.

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When to return completed forms

• We ask that you submit completed Client Record
  data on at least a monthly basis.
• If you provide data on a regular basis then it is
  easier for you to answer any queries we may have
  about missing information.

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What happens to the returned forms?

• Submitted data is checked through our validation
  system. If there are errors then one of our team
  of Quality Assessors will check the information
  you have sent and get back in touch with you
  about any missing information or errors which
  appear. You may be contacted by telephone, email,
  fax or letter.
• When data has been fully validated and has no
  errors then it is becomes part of the Client
  Record dataset.

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The Client Record Form (Version 7 01/04/09)

• The Client Record Form has 18 questions.
• The form asks for information about the client
  and how they came to receive housing-related
  support, but does not identify the client.
• A detailed guidance manual and copies of all
  documentation relating to Client Records can be
  downloaded from www.spclientrecord.org.uk
• The guidance manual provides detailed advice on
  each question on the form, and the Quick
  Reference Card gives summary information. Please
  ensure that your staff read and understand the
  guidance.
• The following slides highlight some of the
  frequently asked questions about completing the
  form.
• NOTE Paper copies of the form are for your
  internal use only. Do NOT send them to the Client
  Record Outcomes Office we can accept only
  electronic data.

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Changes to Client Records for April 2009

• Additional questions
• Q3 Partnership working does your service work
  in partnership with agencies to deliver this
  support? If YES, please indicate which agencies.
  You should indicate whether your service works
  regularly with other agencies to deliver support.
• 2) Q4a Individual Budgets does the client have
  an Individual Budget? If YES, is the client using
  some or all of their Individual Budget to
  purchase this service?
• Individual Budgets provide funding directly
  to the client (or an intermediary) with the
  intention of giving clients greater choice and
  control over the type of support services they
  receive. Clients can use their budgets to
  purchase a wide range of services or amenities to
  promote their independence. Please indicate if
  the service you are providing is being funded
  using the clients Individual Budget. Cont./

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Changes to Client Records for April 2009 cont.

• 3) Q4b Rent deposit schemes was the clients
  accommodation secured through a rent deposit
  scheme?
• Rent deposit schemes are intended to help
  people overcome the barrier presented by the need
  for a deposit to secure rented housing. These
  schemes might involve payment of the deposit or a
  guarantee to landlords that financial redress
  will be provided for any loss resulting from a
  persons tenancy. Please indicate whether your
  client has secured their accommodation using such
  a scheme. This applies to clients who are within
  part of a rent deposit scheme at the time the
  client starts to receive the support service.
• 4) Q10 Religion What is the clients religion?
  (same categories as on Outcomes)
• None, Christian (all denominations),
  Buddhist, Hindu, Jewish, Muslim, Sikh, Any other
  religion, Not known or Does not wish to
  disclose. Cont./

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Changes to Client Records for April 2009 cont.

• 5) Q15 For clients receiving floating support,
  outreach resettlement services only type of
  accommodation occupied by the client when
  starting to receive the floating support,
  outreach or resettlement service.
• Indicate the type of accommodation in which
  the client is living on the first day the service
  is provided. Categories are the same as those for
  Q16a, Type of accommodation occupied immediately
  prior to receiving the support service.

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Changes to Client Records for April 2009 cont.

• Amendments to existing questions
• Q9 Additional category for Ethnic Origin
  Gypsy, Romany, Irish traveller
• 2) Q11 Alterations to primary and secondary
  client group categories
• Women at risk of domestic violence has been
  expanded to People at risk of domestic
  violence.
• Generic and Complex needs now form a
  single category Generic/Complex needs for
  primary and secondary client groups.
• 3) Q12b Additional category for Homeless question
  Dont know

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Changes to Client Records for April 2009 cont.

• Changes to council areas in England - from 1st
  April 2009 some councils have become unitary
  authorities
• Cornwall, County Durham, Northumberland,
  Shropshire, and Wiltshire were previously County
  Councils with District Councils and are now
  unitary authorities
• Cheshire East and Cheshire West Chester unitary
  authorities replace Cheshire County Council.
• Bedford and Central Bedfordshire unitary
  authorities replace Bedfordshire County Council.
• These changes are reflected in our lookup lists
  in Appendix 3 for local housing authority area
  codes which are in alphabetical order for
  England. For those who were living outside
  England. The codes for Scotland, Wales, Northern
  Ireland and Non-UK country are also on the list.

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National Client Record Provider ID

• This is a 5 digit number which is unique for each
  Administering Authority (AA) with whom each
  provider organisation has a housing-related
  support contract.
• Example 1 your organisation has contracts with
  six AAs then six different IDs will be allocated.
• Example 2 your organisation is funded by one AA
  to provide ten services, then one ID will be
  allocated. Please ensure that you use the correct
  Provider ID on each Client Record Form.
• These ID numbers are allocated by the Client
  Record Outcomes Office. If you are unsure,
  please contact our Helpdesk on (01334 461765 or
  email sphelp_at_st-andrews.ac.uk).

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National Provider ID (8 digits)

• This is an 8 digit number allocated to your
  provider organisation by Communities and Local
  Government (CLG).
• There should be one National Provider ID for your
  organisation regardless of where services are
  delivered in England.
• You can check the National Provider ID from the
  website www.spkweb.org.uk by clicking on
  'National provider database' or contact the
  Client Record help desk on 01334 461765 or email
  sphelp_at_st-andrews.ac.uk.
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• If there is more than one National Provider ID
  listed on the spkweb that pertains to your
  organisation, then you should contact Abigail
  Adjei in CLG abigail.adjei_at_communities.gsi.gov.uk
  or on 0207 944 4775 to ask for clarification.
• If you cannot find your organisation on the list
  then you should contact Abigail Adjei in CLG
  abigail.adjei_at_communities.gsi.gov.uk or on 0207
  944 4775 to ask for clarification.

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Some help with specific questions Q1

• Question 1. Who is the Service Provider? 
•    Organisation Name - You should enter the name
  of the organisation that holds the
  housing-related support contract for the service.
  If the service has been subcontracted, enter the
  name of the provider who holds the
  housing-related support contract.                 
     
•    Service Name - please record the name of the
  service.
• SP Service ID
•    This is a unique Service ID which allocated
  to each housing-related support service funded by
  the Administering Authority.
•    If you are unsure of the Service ID for your
  services then please contact the Administering
  Authority that funds the service.

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Some help with specific questions Q6 Client
details

• Only details of clients who are receiving
  services under the same support plan should be
  entered. For example if a client moves into a
  group home then only their details should be
  entered not those of the other people with whom
  they share the house.
• If you are recording the details of a family
  group with more than 6 members, please record the
  client and then the first 5 eldest family members
  in descending order of age.
• Children between 16 and 19 and still in full time
  education should be recorded as economic status
  category 7 full time student.
• Babies aged under 1 year should be entered as age
  1.
• Adults who are not receiving Job Seeker allowance
  should be recorded as not seeking work even if
  they receive income support. If another category
  is more appropriate e.g. retired, long-term
  sick/disabled then this should be entered.

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Some help with specific questions Q7 NI Number

• Q7 National Insurance Number
•    National Insurance Numbers will not be linked
  to any database allowing the identification of
  individual clients. The inclusion of the National
  Insurance Number enables analysis of client
  movement from service to service and geographical
  movement within and across Administering
  Authorities in England. This will provide a
  measure of progression. A client consent form has
  been provided (Appendix 2 of the Guidance Manual
  or can be downloaded from the website). The use
  of this is not mandatory, but it is recommended
  that it's completed and retained.
•   Please enter the details of the clients
  National Insurance Number in the space provided.
  The format for this number is two letters,
  followed by six numbers, followed by one letter
  e.g. AB123456D.
•  If the client does not know his or her
  National Insurance Number, refuses to give this
  information or does not have one, please tick the
  relevant box provided.

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Some help with specific questions Q8 Is the
client a disabled person?

• The client should define the answer to this
  question.
• An answer should be provided to the first part of
  the question (Yes/No/Dont know). See Page 17 of
  the Guidance Manual (April 2009 Version 7) for
  more details about definitions of disability.
• If the answer is Yes then as many of the
  disability categories as apply to the client
  should be ticked. However, if the client does not
  wish to provide details then the Does not wish
  to disclose category should be ticked.

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Some help with specific questions Q9 and Q11

• Q9 Ethnic origin
•    The categories for this question are based on
  the 2001 UK Census
•    Part d- clients who describe themselves as
  Black British and do not describe themselves as
  Caribbean or African can be recorded as Black
  Other at category 14
•    Please note that category 16 Other under e)
  Chinese or other ethnic group refers to any
  other ethnic group which has not been specified
  in the earlier parts of the question
• Q11 Primary and secondary client groups
•    Please tick only one primary group and, if
  appropriate, up to three additional client groups
  under secondary (Do NOT tick the same group
  under primary and secondary)
•    The definition of young people at category 12
  (young people at risk) is 16-25yrs
•    The definition of young people at category 13
  (young people leaving care) is 16-21yrs 

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Some help with specific questions Q12 Statutory
frameworks

• Q12a, Q12c and Q12d
•   You must respond to each part of Q12a, Q12c
  and Q12d (seven responses in total). Please tick
  Dont know if you do not know. The definitions
  for each of these statutory frameworks can be
  found on Pages 21-25 of the Client Record
  Guidance Manual (April 2009 Version 7)
•   PLEASE NOTE Q12c MAPPA multi-agency public
  protection arrangements Please tick yes only
  where a client is an offender subject to MAPPA.
  Please do not tick yes in the box provided if a
  client is at risk from another person.

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Q12b Homelessness

• In summary
• Not homeless the client is not homeless or not
  threatened with homelessness.
• Statutory homeless and owed a main homelessness
  duty the client is homeless and is owed a main
  homelessness duty by the housing authority
  (unintentionally homeless and in priority need)
• Statutory homeless but not owed a main
  homelessness duty the client is homeless and has
  been found statutory homeless but the housing
  authority is not duty bound (unintentionally
  homeless but not in priority need)
• Other homeless the client is homeless but has
  not been accepted as statutory homeless by the
  housing authority (either because the client was
  found intentionally homeless or because the
  service considers the client to be homeless)
• Dont know
• When answering this question, please refer to the
  notes on pages 22-24 of the Guidance manual.

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Some help with specific questions Q14 Type of
referral

• Q14 Definition of Host/Non-Host
• This is based on where the client was living
  the night before they started to receive the
  service
• If a client has been living in the
  Administering Authority Area funding the service,
  even if only for one night, then this would be
  described as Host. Please note that no more
  detail should be recorded in this question if it
  is a Host referral
• If a client comes from a location which is
  outside the funding Administering Authority Area
  then this should be described under one of the
  Non-host categories Pages 26-28 of the Guidance
  Manual for definitions.
• If you are unsure, please contact our helpdesk
  for advice

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Some help with specific questions Q16 type of
accommodation immediately before starting to
receive service

• Q16c relates to the location of the
  accommodation described in Q16a.
• For Q16c, only complete the postcode where the
  accommodation is not temporary.
• We have defined the following as always being
  temporary Direct access hostel Hospital
  Prison Approved probation hostel Bed
  Breakfast Womens refuge Foyer Rough sleeping
  Any other temporary accommodation
• If the accommodation was temporary or you are
  unable to obtain postcode information then please
  tick the tick box at the bottom of the form to
  tell us this.
• We will not query missing postcodes for clients
  starting to receive Womens Refuge services (at
  Q2).

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Some help with specific questions Q17a Length of
time in area

• Question 17 should be answered for Host referrals
  only
• Q17a. How long has the client been living in the
  Administering Authority area where the service is
  provided?
• In the boxes provided, please record the
  length of time that the client has lived in the
  Administering Authority area where the service is
  funded (answer given at Question 1). For example,
  if the service is funded by the Administering
  Authority in Bradford Metropolitan District
  Council, how long has the client been living in
  Bradford?
• For example if a client has lived in the area
  for 20 years then record 20 in the years box
  and nothing in the ones for months and days.
  If the client has lived in the area for 18 months
  then you would record that as 1 year and 6
  months. If the client has lived in the area for 6
  weeks then you would record this as 1 month and
  15 days.
• Note If you are unable to obtain this
  information please use the tick box provided.

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Some help with specific questions Q17b Length of
time in area

• Q17b. If the client has been living in that
  area for less than 6 months, where did they live
  before?
• For HOST referrals only AND if the client has
  been living in the area where the service is
  being funded for less than 6 months, THEN please
  record where they lived before.
• Name of local housing authority area
  enter the name of local housing authority area in
  which the client lived before receiving the
  service. If located in a two tier authority, then
  this will be the name of the district housing
  authority (NOTE that there have been some changes
  from 1st April 2009 with some councils becoming
  unitary authorities)
• ONS LA Code - enter the relevant ONS Local
  Authority code in the boxes provided. Appendix 3
  lists the codes for Local Authorities in England
  in alphabetical order, with the codes for
  Scotland, Wales, Northern Ireland and Non-UK
  country listed at the end.
• And how long did the client live there?
• Please record the length of time that the
  client lived in the area reported in Q17b above.
• Note If you are unable to obtain this
  information please use the tick box.

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Some help with specific questions Q18 Length of
time in area

• Question 18 should be answered for Non-Host
  referrals only
• Question 18. How long did the client live in the
  local housing authority area recorded at Q16c?
• Please record the length of time that the
  client lived in the local housing authority area
  recorded at Q16c.
• Note If you are unable to obtain this
  information please use the tick box provided.

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SP Outcomes

• The Client Record Office is also collecting SP
  Outcomes information. This covers both Short-term
  and Long-term services.
• For more information about SP Outcomes, visit
  our website www.spclientrecord.org.uk or contact
  Mary Nicoll, Project Officer on
  sphelp_at_st-andrews.ac.uk, tel [phone].

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Client Record Outcomes website
www.spclientrecord.org.uk

• All Client Record documentation is available from
  our website.
•    CROSS enter Client Records or SP Outcome
  forms on-line
•    Latest Reports make use of the online
  reporting facility for Client Record and Outcome
  data.
•    Publications Annual reports and short
  research papers are available from this section
•    News and Contact sections
• Note all documents require Acrobat Reader. This
  can be downloaded from our website.

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Contact Details

• SP Client Record Office
• Postal Address
• CHR, The Observatory
• SP Client Record Outcomes Office
• University of St Andrews
• Buchanan Gardens
• St Andrews, Fife, KY16 9LZ
• SP Client Record Help Desk
• Telephone [phone]
• or
• Email sphelp_at_st-andrews.ac.uk
• or
• Fax [phone]
• Website www.spclientrecord.org.uk