Orders of St John Care Trust

Information and guidance for Extra Care Housing and Care Home Placement services

On this page

Key information

Through the portal, you can:

  • Submit actuals data
  • Update contact details for your organisation and staff
  • View care package line item (support packages recorded within our system)
  • Receive individual service agreements/contracts confirming support packages and sign them electronically
  • Access remittance reports
  • View payments data

Setting up the planned care on your care system

Your care system needs to be kept up to date with the care to be delivered to a person. 

In the Provider Portal you will see the term Care Package Line Item (CPLI) – this will be the support package we have in our system for a service user. It is important that the agreed times of visits and hours of support is reflected in your care system.

Service requisition form

A service requisition form is used to notify providers of a care package that needs to be sourced. The timetable of care on this form is to be used to set up the number and duration of visits for the person on your care system.

Where a permanent change is needed to a care package once it has started, the Adult Social Care Team will send you a variation form. You can use the information on this form to update your care system.

Temporary changes

Where a temporary change is needed (for example, for two weeks or less, where, for instance, someone needs extra visits due to informal carer being away, extra visits needed to administer short-term course of medication) this will be agreed via phone calls/emails. You need to update your care system with these changes. 

Columns in the actuals screen

The following fields are displayed - the number of visits is for safeguarding purposes only, and are 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, Extra Care Housing (OSJ) – Planned Care
  • 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 delivery of planned care

How to log in

You can access the portal online using your email address and password. You will only be able to access the portal once an account has been created for you. Once we have set you up on the system, we will email you your username and password. If you require access, contact the Social Care Payments and System Data Team carepaymentqueries@oxfordshire.gov.uk.

Enter your email address and password. If this is your first time logging in, your password will have been supplied to you and you will be asked to change your password. Ensure it meets the following criteria:

  • 9 characters long
  • Includes uppercase and lowercase
  • Includes at least one numerical character

Once you have changed your password, you will be required to enter a six-digit security code. Please make sure this is memorable:

Whenever you log in from here on, you will be asked to:

  • Enter your password
  • Enter at random two digits of your six-digit security code

If you forget your password or you have entered your password incorrectly too many times, you can request a new password from the homepage. Complete the form and click Submit.

The Helpdesk staff will email the new password to your email address. There can be a delay in resetting passwords and accounts, therefore please do not send in multiple requests.

You can also change your password and your security code at any point by clicking on the relevant links having logged in:

Access the provider portal

Using the portal

Requirements

To use the portal, you will need:

  • a computer with access to the internet
  • software to edit CSV files such as Excel
  • software to view a PDF file such as Adobe Reader
  • a secure (named) email address - such as a provider email address or NHS digital-accredited account if you already have one, or another individual account (shared accounts are not permitted)
  • a printer and scanner - for printing out any relevant information such as supplementary remittance advice.

User accounts

Email carepaymentqueries@oxfordshire.gov.uk for a contact form.

Data protection

The information collected is not stored on your computer. You will only see the details of individuals you have been commissioned to provide care for once you have securely logged on to the system using the two-step login process. When logging on to the system you will sign up for user access and acceptable user policy (pdf format, 392Kb) that are designed to protect you and the individuals, we commission care for. 

Safeguarding or reviews

Other, non-financial issues need to be raised via existing processes.

Instant updates

Changes made in the ContrOCC finance system can be seen in real-time on the portal.

Submitting invoices

There isn’t currently any functionality to submit invoices. Invoices should continue to be submitted via existing processes. 

 

Payment schedules

The schedules show you when payments for services you have provided can be expected and how frequently the payments will be made.

A payment can only be made provided you have submitted your actuals data as expected, below table detail deadline for updating the data (ensure to upload your data before the deadline date).

Below is our payment timetable for Extra Care Housing services and Residential & Nursing placements. You should report any issues with payments to carepaymentqueries@oxfordshire.gov.uk.

Payment dates might differ if due around a bank holiday.

Extra Care Housing - Actuals
Paid every four weeks.
This covers planned care hours and core charges.
Period Payment Finalised OCC (A.M.) In your account Actuals imported every Wed after period end Other
23/01/23 - 19/02/23 06/03/2023 08/03/2023 Wed 22/02/23  
20/02/23 - 19/03/23 03/04/2023 05/04/2023 Wed 22/03/23  
20/03/23 - 16/04/23 28/04/2023 03/05/2023 Wed 19/04/23 Bank Holiday
17/04/23 - 14/05/23 26/05/2023 31/05/2023 Wed 17/05/23 Bank Holiday
15/05/23 - 11/06/23 26/06/2023 28/06/2023 Wed 14/06/23  
12/06/23 - 09/07/23 24/07/2023 26/07/2023 Wed 12/07/23  
10/07/23 - 06/08/23 21/08/2023 23/08/2023 Wed 09/08/23  
07/08/23 - 03/09/23 18/09/2023 20/09/2023 Wed 06/09/23  
04/09/23 - 01/10/23 16/10/2023 18/10/2023 Wed 04/10/23  
02/10/23 -29/10/23 13/11/2023 15/11/2023 Wed 01/11/23  
30/10/23 - 26/11/23 11/12/2023 13/12/2023 Wed 29/11/23  
27/11/23 - 24/12/23 08/01/2024 10/01/2024 Wed 27/12/23  
25/12/23 - 21/01/24 05/02/2024 07/02/2024 Wed 24/01/24  
22/01/24 - 18/02/24 04/03/2024 06/03/2024 Wed 21/02/24  
19/02/24 - 17/03/24 29/03/2024 03/04/2024 Wed 20/03/24 Bank Holiday

Order of St John’s Care Trust (OSJ) 

R & N Pay Schedule, including ECH Monthly Fixed 
Month Finalised On (P.M.) In your Account
Apr-23 12/04/2023 17/04/2023
May-23 10/05/2023 15/05/2023
Jun-23 12/06/2023 15/06/2023
Jul-23 12/07/2023 17/07/2023
Aug-23 10/08/2023 15/08/2023
Sep-23 12/09/2023 15/09/2023
Oct-23 11/10/2023 16/10/2023
Nov-23 10/11/2023 15/11/2023
Dec-23 12/12/2023 15/12/2023
Jan-24 10/01/2024 15/01/2024
Feb-24 12/02/2024 15/02/2024
Mar-24 12/03/2024 15/03/2024

Service users’ charges

Most of our service users make some contribution to the council for their care and these charges will be generated using the actuals data submitted by providers. It is therefore important, that this information is accurate and received in a timely manner as specified above.

Important information

The portal will be locked at the end of a four-week period to prevent files from being loaded after the deadline. This is to allow time for the data to be checked and any queries dealt with ahead of the payment run.

Key contact details