Information for professionals dealing with adult social care

Adult social care information for professionals in Northumberland.

Here you will find information for front line staff on key processes and functions.

This page contains operational guidance for front line staff. It is currently under development and new guidance sheets will continue to be added over the coming months. They aim to provide an overview of key functions and processes and have been developed in conjunction with front line staff and managers.
Current versions of key guidance documents for our front-line staff are below.  These are documents which may also be useful to professionals in partner agencies and others. Standard Operating Procedures (SOPs) and other procedural documents likely only to be of interest to adult social care staff working within the Council are available to staff connected to the Council network in SharePoint.
  • Needs Assessment Handbook - guidance for social workers and care managers about assessing needs and planning care and support. This includes links to legislation and statutory guidance, an explanation of how we expect staff to carry out needs assessment and care and support planning, and detailed advice about how best to use our current assessment forms. Some sections are now slightly out of date, and we are intending to produce an updated version shortly.
  • Options Guidance Handbook - guidance for staff working with people who ask for help with specific care and support needs, but who do not currently wish to have a comprehensive needs assessment. Anyone in this situation who has continuing care and support needs should be sent a letter confirming that they are entitled to a full needs assessment if they subsequently decide that they would now like to have one.  Some terminology in this guidance is out of date, but the basic guidance which it offers is still current.
  • NHS funding after hospital discharge - guidance about when the NHS will fund care services for people who are awaiting an assessment of their eligibility for NHS Continuing Health Care funding, after screening in for assessment while in hospital. There is also a flowchart showing the process graphicaly.  Both documents reflect the position from 1 April 2022, when temporary special arrangements introduced during the Covid pandemic came to an end.
This ‘recording hazards in Swift’ procedure advises staff on their responsibilities in relation to:
  • recording hazards and highlighting violence and aggression alerts
  • informing the client/relative/carer and sharing hazard information with other professionals
  • reviewing, updating and ending hazards
This section shows frequently asked questions regarding recording information on Swift.

How can I get access to Swift?
Any new user requiring access to Swift must request this via their line manager. The line manager must do this by emailing the systems help line stating the name, designation, start date and team of the new starter.

I’m transferring to a different team. What do I need to do?
Your line manager should email the systems helpline with the name of the team you are transferring to and the date you are transferring. Your manager must ensure that any caseload you have is reallocated before Swift is updated with your new team.

I am working for more than one team. How does that affect my Swift access?
Systems can arrange for a separate log in for each team you work for. Your line manager should email the systems helpline stating which teams you need access for, together with your start date for each team.

I've forgotten my Swift password, what do I do?
You can reset your own Swift password via the Swift password reset icon on your PC desktop. Guidance on how to do this can be found in the ‘resetting Swift password’ crib sheet in the Swift manuals and guidance section at the end of this page.

If you do not have a Swift password reset icon, contact the systems helpline.

How often do I need to change my Swift password?
Every 30 days your password will expire and you will have to choose a new one. The following rules must be followed to ensure that your new password will be accepted:

  • It must not be the same as any of the previous eight passwords used.
  • Ensure you use a strong password i.e. use a minimum eight digit combination of letters, numbers and special characters. You should note that only the following special characters are allowable in Swift passwords:  ! $ - _ { }[ ] ~ # \ ? . ,
  • Do not use a special character as the first character of your password.
  • It cannot contain consecutive characters which are the same e.g. R#11NMLS, K!7SSYHT.
What address is recorded when a client goes into permanent residential or nursing care?
The residential/nursing home should be recorded with an address type of ‘care address.’ Leave the previous home address without an end date if the client is likely to visit their old home, for example where their spouse remains in the home, otherwise you can record an end date against the previous home address.

What do I do if the client has no fixed abode or where I don't know the address at time of referral?
It is important to record something as a client's address. Therefore, two fictitious addresses of ‘no fixed abode’ and ‘unknown’ have been set up in Swift. These addresses can be found by entering XXX in either of the postcode fields on the address search. This address must be changed once you find out what the client's actual address is.

What do I do if I can't find an address to attach to a client on Swift?
If you can't find an address, you will need to speak to admin in your office who are responsible for maintaining addresses. Give them the client's name or Swift ID, the address you are unable to find and the home telephone number of the client. They will then create the address for you and attach it to the client.

Most offices should have someone who has attended the Swift Gazetteer course. If there is no-one available in your office to set up the address, contact systems support helpline on (01670) 622 450 and they will set it up for you.

What should I do if I find that a client appears to be recorded on Swift more than once?
It is very important that a thorough search is carried out before new clients are created in Swift to avoid the risk of duplicates. If you suspect that there is a duplicate record, please contact the systems support helpline on (01670) 622 450 to arrange for the records to be merged and the unwanted client record deleted.

Please note that if a client has had more than one address or other names recorded, the initial search in Frontdesk will return more than one result. In this instance, you can see the unique Swift IDs in the second column of the search results screen.


Why does a key team need to be recorded?
All open referrals must have a key team recorded on the involvements screen. The key team should be the team that is responsible for any costs of services the client is receiving. The key team's cost centre will default into the cost centre field against any services recorded in the costed packages Swift’s care module.

Why is there a financial agent recorded on the involvement screen?
This is because they are handling the client's financial affairs with regards to their charges for services. The involvement role of financial agent is currently being recorded on this screen by the finance section.

Should I leave the GP practice open when the case is closed?
No. An end date should be recorded against the GP practice when the case is closed. However, if the client is re-referred and the GP practice hasn't changed, you can just remove the end date rather than reinputting the GP practice. You must not remove the end date from any other involvement at re-referral. These will have to be reinput with the new start date.

How can I see a history of professionals and organisations involved with a case?
On accessing the involvements screen, only current involvements will display (those without end dates). If you wish to see a list of previous involvements, you will need to click on the ‘all’ button. As soon as an end date is input against an involvement, the involvement will disappear from the current view. You will then only be able to see this by clicking on the ‘all’ button.

How can I get a new organisation or professional recorded on Swift?
New organisations, such as GP surgeries and hospitals, or professionals, such as NTW consultants, can only be added by the systems support team. You should contact the systems support helpline on (01670) 622 450 to arrange this.

What is involvement based security?
Involvement based security is used in Swift to control user access to specific areas of a client's Swift record, currently contact notes and hazards screens.

Swift looks at which teams you are part of and restricts your access to contact notes and hazard screens for any client where you do not meet the criteria.

What are the criteria for involvement based security?
You will only be able to access contact notes and/or hazards for a client if you meet the following criteria:

  • you are the key worker
  • you are a member of the key worker's team
  • you are a member of the key team
  • you are recorded as an involved worker on the involvements screen
  • you are a member of an additional involved team
  • you are the team manager of an involved worker

How can I access contact notes and/or hazards if I don't meet the criteria?
You will need to record yourself as an ‘involvement’ on the involvement screen. Please remember to record an appropriate involvement role to explain why you require access to the record.

When should I end my involvement?
If you will not have ongoing involvement with the client, it is important to end your involvement when you have completed necessary work and no longer require access to the record.

I can't access the client's record to add myself as an involvement.
Make sure that you search for the client via Frontdesk before adding yourself as an involvement.

There is a procedure relating to recording hazards in Swift which advises staff on their responsibilities in relation to:
  • recording hazards and highlighting violence and aggression alerts
  • informing the client/relative/carer and sharing hazard information with other professionals
  • reviewing, updating and ending hazards
Guidance on how to record a hazard on Swift can be found in the hazards crib sheet in the Swift manuals and guidance section at the end of this page.
Where can I go to find a summary of information about a client?
There is a case frontsheet report, which summarises certain information recorded in Swift about a client. As well as basic demographic details, the report gives information about relatives, current professional involvements, sensory impairments and details about costed services the client is receiving.

The case front sheet indicates if there is a current or historic hazard or safeguarding referral and also where further information is available from NTW's RiO client information system.
The report is available from the frontsheet, contacts, referrals or involvements screen. Click on ‘print’ at the bottom left of the screen and select ‘case frontsheet’ from the list of options. Click on ‘go'.

Where can I see a list of electronic Swift forms such as CSP1 and CSP2 for a client?
The catalogue bundle screen shows a list of all finalised electronic Swift forms such as:
  • CSP1 and CSP2
  • short term multidisciplinary baseline assessment forms
  • safeguarding episode forms
The forms are all listed in datal order and from this screen you can view the form. Guidance on accessing the catalogue bundle can be found in the catalogue bundle crib sheet in the Swift manuals and guidance section at the end of this page.

How can I see the services a client is currently receiving?
The service diary report will allow you to see the community services a client is currently receiving in a diary sheet format. Go to the client’s Frontsheet screen within the Frontdesk module. Click on the ‘print’ button and select ‘service diary’ from the list of options. Click on ‘go'. The diary sheet for the client will appear on the screen.

The report does not show any residential or nursing stays or any cost attributed to independent personal budgets. The case frontsheet report summarises the services the client is receiving and the weekly cost of these services.

Is there a report where I can see the charges a client is paying for home care or short break care?
Yes, this is called ‘home care/short break charges'. You can view the letter that was sent to the client about the charge they will pay towards home care and short break care. Go to any screen within the Frontdesk module (frontsheet, contacts, referrals or involvements).

Click on the ‘print’ button and select the report entitled ‘home care/short break charges’ and click on ‘go'. A charge determinations screen will appear and you will need to click on the view letter button at the top left of the screen. The letter sent to the client outlining the charges will be displayed.

The case frontsheet report shows the charge the client has been assessed to pay.

How can I view information from NTW's RiO system in Swift?
Certain RiO information is available via a report in Swift for any service user where there is an involvement of an NTW professional recorded on Swift and information is being recorded on RiO.

To access the report, go to the client's contact notes screen and click on the ‘print’ button. Select the report entitled ‘client information from RiO’ and click on ‘go'.


Can I amend a note I have entered?
No. Once saved, a contact note can only be edited or deleted by a member of the systems support team. All amendments to contact notes made by systems support are logged for audit purposes.

Is there an easy way to search through a list of contact notes?
You can search through a list of contact notes using a search facility in Swift. For example, you may want to search for all contact notes recorded with a specific note type beginning with ‘CHC’ or all notes that have certain detail entered in the head line field.

To search for specific note types, press F7 on your keyboard which should turn the right hand part of the screen turquoise. Next, select the note type you would like to search on from the drop down list, then press F8 to view a list of contact notes matching your selection criteria.

The contact notes manual has guidance on how to carry out searches in contact notes. The manual can be found in the Swift manuals and guidance section at the end of this page.

I have a specialist involvement in a case and I want to be able to pick out the notes that I added myself, rather than have everything mixed up together.
Swift doesn't offer an automatic way of viewing only your own notes. You can, however, use the F7 and F8 functionality to search for your own notes.

First, begin a query by pressing F7 on your keyboard. Enter some characters from your surname surrounded by a % sign in the second ‘creator’ field at the bottom of the notes screen. Then, press F8 to execute the query. A list of all notes you have entered should now be displayed.

It's a problem writing long notes, since there is no way to save them unfinished and then go back to them.
We would advise that you type lengthy notes into Word, so that you can save as you go along. Once you have finished, you can copy and paste the text into a contact note in Swift.

Can I copy a contact note to a related person's record?
Yes but you can only do this if the person is recorded on the client's relationships screen. Once you have recorded and saved the note on the client's record, click on the copy button that appears at the bottom of the screen.

A list will appear of all people who are recorded on the client's relationships screen and you must tick the copy box against the person whose record you wish to copy the contact note to. Click on continue and you should then see a message that tells you the note has been successfully copied.

You should note that anything recorded in ‘further details’ of the contact notes screen, for example questionnaires, do not copy to the relative’s record and will need to be recorded manually.

How do I mark a contact note as a significant event?
When recording a contact note on Swift, tick the ‘significant event’ box before you save the note. When recording a contact note as a significant event, you must enter a headline in the ‘headline’ field, otherwise Swift will not allow you to save the note.

When a significant event contact note has been recorded by anyone other than the client's key worker, the key worker will receive a workflow job entitled ‘significant event'.

What should I do if I’m asked to record a contact note for a colleague?
Record the note as normal and then record the name of your colleague in the ‘creator’ field.

I’m involved with the client but I’m not the key worker. How can I be notified if any contact notes are recorded by other involved professionals?
If you add a role of ‘subscribed’ to your involvement in the ‘involvements’ screen, you will receive a workflow notification whenever another professional records a contact note for the client. The involvements crib sheet will give you guidance on how to subscribe to contact note workflows and can be found in the Swift manuals and guidance section at the end of this page.

How is a client needs assessment recorded?
Admin record a client needs assessment after an initial referral has been recorded. The assessment should be linked to the referral by selecting this from the drop down list in the ‘resulting from’ field.

The target start date of the assessment will be recorded as the same date as the referral and the target end date will initially be recorded as a fictitious date of 365 days ahead of the target start date.

This date should subsequently be changed by the care manager to reflect the actual date of the assessment. The care manager should then generate a CSP1 against the assessment.

I have carried out a review but I keep getting a Swift reminder to say that the review is due.
Swift will send a workflow reminder to the client's key worker for any review recorded on Swift that does not have a completion date.

If you have carried out this review and you want Swift to stop sending you the reminder, you will need to enter a completion date. Check that you have the date of the next review you wish to carry out for the client set up, then Swift will remind you when this review is due.

I have saved a CSP1 as a final version but I have made an error and I want to amend or add more information to the form. What can be done?
Contact the systems support helpline on 01670 622450. Final versions of the CSP1 can be reverted to a draft format by a member of the systems support team. You may be asked to explain why you require this change to be made to establish that this is the best course of action.

I have double clicked on the ‘SendSwiftForm’ icon but get a message that there are no emails to send.
It is possible that your network access may be incorrectly set up. Please contact the systems support helpline on 01670 622450 for further advice.

Can I leave my CSP1 in draft format?
The CSP1 can be saved as a draft as many times as you wish. However, all CSP1s should be saved as a final version as soon as possible.

My new CSP1 does not hold the details that I know existed in a previous CSP1.
Please contact the systems support helpline on 01670 622450 for further advice.

What should be recorded in Swift on receipt of a safeguarding adults notification?
For every safeguarding adult notification received, a contact note entitled ‘safeguarding adult concern notification’ must be recorded on Swift.

I have recorded a safeguarding adult concern notification contact note but I see an error message when I try to run the safeguarding episode form.
Safeguarding adult concern notification contact note types are not linked to the safeguarding episode form. You should record the safeguarding adult concern notification contact note and enter the relevant information in the note details field.

What should be recorded on Swift on receipt of a safeguarding adults referral?
A contact note entitled ‘safeguarding referral’ must be recorded on Swift, followed by the generating and completing the safeguarding episode form. The episode form should hold all of the information regarding the referral.

Once the safeguarding referral contact note has been recorded then any further safeguarding referral information should be recorded under the safeguarding referral form update contact note and then the episode form will need to be updated. If appropriate, the current status will change.

How do I generate the safeguarding episode form?
Record a contact note type of either ‘safeguarding referral’ or ‘safeguarding referral form update’ and save the note. Click on print at the bottom left of the screen. Click on the safeguarding episode form report option and then click on go. The episode form will need to be updated and, if appropriate, the current status changed.

What other information do I need to record in relation to a safeguarding case?
There are other safeguarding contact note types that can be used for recording safeguarding information. They are: ‘safeguarding referral form update’ and ‘safeguarding manager validation'. When either contact note is entered, the safeguarding episode form should then be generated and update with the information. The current status should also be updated, if appropriate, and then the form should be saved.

Can an unwanted provision be removed from Swift?
Please contact the systems support helpline on (01670) 622 450 and have the Swift ID of the client, details of the provision and start dates available. Systems will need to check with the finance team to ensure that no invoices or client charges have been raised against the provision that requires deletion.

If the provision has links to a financial assessment, or has had invoices or charges linked to it, the provision cannot be removed. Systems support will end the provision so that there is no cost to the budget.

Why do I have a workflow job called view a provision/provision amendment?
At times, a team manager may receive ‘view a provision’ and ‘view a provision amendment workflow jobs'. These jobs tend to arise when a case has been transferred from one team to another, where services have been previously paid for by a different team.

These jobs should be actioned in the same way as the authorise a provision/provision pmendment workflow jobs. However, if you have any difficulty in dealing with them please contact the systems support helpline on 01670 622450 for assistance.

How can access be given for one team manager to authorise provisions for another?
Systems support can set up named people to be a deputy for a team manager. To initiate this, first contact the systems support helpline on 01670 622 450. Once you have been created as a deputy, follow the guidance in the Swift workflow manual, which can be found in the Swift manuals and guidance section at the end of this page.

How can I obtain a printout of all my cases and/or reviews?
To obtain a printed caseload list, go to Frontdesk and access the frontsheet screen. Carry out a search for the person whose caseload list you wish to retrieve and have their details displayed on the frontsheet screen. Click on the ‘print’ button at the bottom left of the screen and select ‘caseload list report’ and click on ‘go'. Select how you wish the report to display e.g. by review date, involvement start date and click on submit query.

How do I transfer a case in Swift?
If the case is transferring from one worker to another within the same team, the only change needed is to end the current key worker on the involvements screen and record the new key worker. Swift will automatically transfer any review reminders linked to the previous key worker to the new worker.

If the case is transferring from one key team to another, Swift will need to be updated to reflect the new key team/key worker on the involvements screen, the new cost centre paying for any services in the ‘costed packages of care’ module. The paper file location should also be updated to reflect the new location for the manual file.

For advice on what to do when transferring a case, contact the systems support helpline on (01670) 622 450 or refer to the Swift Frontdesk manual, which you will find in the Swift manuals and guidance section at the end of this page.

Can a workers entire caseload be transferred to another worker?
Please contact the systems support helpline on (01670) 622 450 who can arrange a bulk transfer of cases to a new worker.

What is a CSP2?
CSP2 is where you record the carer’s assessment.  You can do this in two ways.
The first way would be from the carer’s assessment screen by recording a carer’s needs assessment type, pressing print, then carer’s needs assessment bundle and go.  You will then be able to create and fill in this form, either through Swift or save it to bundle out onto your tablet to fill in. 

Alternatively, when you bundle out a client needs assessment for the client, a ‘manual’ carer’s needs
assessment form for the carer is also created within the bundle for you to fill in manually. However, this cannot be bundled back into Swift when it has been pulled through from the clients assessment bundle.

It must be entered manually via the carer’s assessment screen on the carer’s Swift record.  There is no way to bundle in a manual CSP2 into Swift.

How do I record that a person is a principal carer for a client?
Record the person who is the carer on the client's relationship screen within Frontsheet/ further details and enter the relationship of the person to the client. You will also need to click on the principal carer ‘yes’ field and the word ‘carer’ should be recorded as part of their telephone number so that this will appear in the header.

How do I record a carer's assessment?
When a carer's assessment is carried out, a contact note must be entered onto both the carer's and the client's record using a note type of ‘carer assessment completed'. You can copy the contact note from the carer's record to the client's record using the copy button at the bottom of the contact note screen.

The care manager should update the relevant questions within the CSP1 to reflect a carer’s assessment has been carried out and the date of the assessment.

Do I need to record if a carer does not wish to have an assessment?
If a carer does not want a full assessment, we recommend they contact Carers Northumberland (info on carers information sheet C4) for advice and support. Carers Northumberland can also advise people on whether they would benefit from a formal carer’s assessment. If a person is unsure, the best advice will often be that they should talk to Carers Northumberland first and then decide.

How do I record that a client doesn't have a known relative/carer?
Go to the client's relationship screen (via Frontdesk/further details), press F6 and carry out a search for Swift ID 272576. Swift will find a fictitious record named ‘no known relative/carer'. Enter a relationship of ‘unknown’ and click on save.

How do I record that a client has declined to give details about their relative/carer?
Go to the client's relationship screen (via Frontdesk/further details), press F6 and carry out a search for Swift ID 272577. Swift will find a fictitious record named ‘details withheld'. Enter a relationship of ‘unknown’ and click on save.

Assessments & Reviews 154 KB (.pdf)
Basic Use of Swift 278 KB (.pdf)
Budgets and Authorisations (for TM's) 220 KB (.pdf)
Contact Notes 213 KB (.pdf)
CPC 836 KB (.pdf)
Crib Sheet - Accessing RiO from Swift for EDT 123 KB (.pdf)
Crib Sheet - Accommodation Status 40 KB (.pdf)
Crib Sheet - Case Frontsheet 40 KB (.pdf)
Crib Sheet - Changing an Address 147 KB (.pdf)
Crib Sheet - CHC Reviews on Swift 91 KB (.pdf)
Crib Sheet - Closing a Case Due to Death of Client 221 KB (.pdf)
Crib Sheet - Closing a Case 166 KB (.pdf)
Crib Sheet - Completing Reviews 92 KB (.pdf)
Crib Sheet - Contact Note 39 KB (.pdf)
Crib Sheet - Creating a Person 75 KB (.pdf)
Crib Sheet - Current Guidance - Recording Safeguarding Information on Swift 158 KB (.pdf)
Crib Sheet - Employment Status 57 KB (.pdf)
Crib Sheet - Ethnic Origin 59 KB (.pdf)
Crib Sheet - GP Name 59 KB (.pdf)
Crib Sheet - Hazards 1 MB (.pdf)
Crib Sheet - Hospital to Home Swift Recording Procedure 34 KB (.pdf)
Crib Sheet - Housing OT Swift Recording Procedure 24 KB (.pdf)
Crib Sheet - Immediate Response Referrals 32 KB (.pdf)
Crib Sheet - Involvement Based Security 78 KB (.pdf)
Crib Sheet - Involvements 228 KB (.pdf)
Crib Sheet - Keystrokes in Swift 46 KB (.pdf)
Crib Sheet - Logging Into Swift for the First Time or After a Password Reset 69 KB (.pdf)
Crib Sheet - Resetting Swift Password 108 KB (.pdf)
Crib Sheet - Safeguarding Information 166 KB (.pdf)
Crib Sheet - Sensory Impairment Cases on Swift 36 KB (.pdf)
Crib Sheet - Service Diary 126 KB (.pdf)
Crib Sheet - Short Term Multidisciplinary Baseline Assessment Form (STSS1) 369 KB (.pdf)
Crib Sheet - STSS Referrals and CAT Decisions 56 KB (.pdf)
Crib Sheet - Transferring a Client's Key Team 23 KB (.pdf)
Crib Sheet - Viewing Check Contact Note Workflow Jobs Crib Sheet 109 KB (.pdf)
Crib Sheet - Viewing Shared Care Provisions 136 KB (.pdf)
Crib Sheet - Workflow 222 KB (.pdf)
Crib-Sheet-CHC-Contact-Notes 27 KB (.pdf)
Financial Assessments 989 KB (.pdf)
Frontdesk 928 KB (.pdf)
Gazetteer 228 KB (.pdf)
Hospital-Discharge-Guidance 161 KB (.pdf)
Legal Status 96 KB (.pdf)
Maintaining Providers and Provisions 996 KB (.pdf)
Overview of Swift Recording Manual 1 MB (.pdf)
Paper File Location July 2006 66 KB (.pdf)
Person's Registrations 441 KB (.pdf)
Recording an Involvement of a Person or Worker.pdf 98 KB (.pdf)
Rehab Swift Recording Procedure.pdf 287 KB (.pdf)
Restarting the Clipboard.pdf 12 KB (.pdf)
Searching for Information using F7 and F8 Search.pdf 16 KB (.pdf)
SPA Contingency.pdf 114 KB (.pdf)
Standard Work - Recording Shared Care on Swift.pdf 186 KB (.pdf)
Swift Reports and Forms.pdf 244 KB (.pdf)
Viewing Providers and Provisions.pdf 233 KB (.pdf)
Workflow.pdf 298 KB (.pdf)
Crib Sheet - Admin Recording Short Breaks at Bebside Unit and Alan Shearer Centre.pdf  
Crib Sheet - CHC Contact Notes.pdf  
Crib Sheet – Community Support Worker.pdf  
Crib Sheet - Deputising on Swift.pdf  
Crib Sheet - Finance Recording Short Breaks at Bebside Unit.pdf  
Crib Sheet - Catalogue Bundle.pdf  
Helpline available:
Monday to Thursday 8:30am to 5pm 
Friday 8:30am to 4:30pm 

If the line is busy or you ring out of the above hours you may leave a message and we will return your call as soon as possible.
This section shows a list of frequently asked questions (FAQs) in relation to recording short term support service information on Swift.

What date should be recorded in the contact date field?
The date the referral was received, usually the day before the CAT meeting, should be entered.

If the case is to be allocated to both care and therapy, what should be recorded?
Where a case is allocated to both specialisms, you must only enter one referral. The outcome of the referral should reflect the lead specialism decided by the CAT. The involvements screen should be updated with the relevant STSS team and also the named professionals from both care and therapy.

What should I record if the CAT hasn't made a decision about who to allocate the case to?
If the CAT is unable to make an allocation decision until further information is received, you can record the referral and enter an outcome of ‘CAT: awaiting further information'. Once a decision is made, the outcome should be amended to reflect the decision made by the CAT.

What should be recorded as the first face to face contact if the client wasn’t seen?
If the client wasn’t seen by an STSS professional for whatever reason, the face to face contact date entered should be the date the client withdrew, died, was admitted to hospital etc. Failing that, enter the same date as the referral date.

How do I record that an STSS referral has been signposted?
When a referral is signposted to a service or organisation other than STSS or social care, record the referral on the contacts screen and enter an outcome of ‘inappropriate referral/not suitable for STSS'. A contact note should be entered with the details of where the referral has been signposted to.

When recording the ‘CAT: initial allocation decision’ contact note, what date should be recorded?
The date of the CAT meeting should be entered.

Should I record the STSS team as a key team?
If STSS is the only team involved, then it should be recorded as the key team on Swift. If there is a care management team involved, the care management team must be recorded as the key team and the STSS team must be entered as an additional involvement. Note that once the client begins receiving costed services, the key team must be the care management team responsible for the cost centre.

What start date should be entered in the involvements screen to record the involvement of the STSS team?
The date the case was allocated to the STSS team should be entered. This will usually be the same date as the CAT meeting.

Should I record the involvement of an STSS professional?
Yes, if there is an STSS professional allocated, then this involvement should be recorded on Swift. The STSS professional should only be ticked as a key worker if they are the only worker involved.

We've recorded an STSS professional on the involvements screen but the situation has changed and the professional will not be involved with the client. They have not had any contact with the client and the case is to be allocated to a different STSS professional. How should this be recorded on Swift?
Record an end date against the original STSS professional using the same date as the start date. Record the new STSS professional using the date they became involved with the client as the start date.

What do I record so that an STSS professional, who is not the key worker for the client, receives notifications about contact notes recorded for clients they are involved with?
On the involvements screen for the client, click on the STSS professional's involvement in the summary list on the left side. On the lower part of the screen, click in the involvement role field and select ‘subscribed’ from the list of options. Enter the involvement start date in the start date field. Click on save.

They will now receive a check contact note (subscription) workflow job when someone records a contact note against a client they are involved with. You can add this involvement role when you are allocating a case to an STSS professional who isn't going to be the key worker.
Where STSS are to provide a bridging service, the STSS referral, involvements and CAT initial allocation decision contact note should be recorded in line with the current procedure. A contact note type of ‘CAT: bridging support agreed’ must be recorded on Swift to reflect that STSS are providing this service.

How do I record STSS care hours?
There are two contact note questionnaires that can be used to record STSS care hours. One is for recording planned care provided, named ‘start hours (questionnaire in further details)'.

The other is for recording hours that were over and above a client's planned STSS care plan and is named ‘STSS variance hours (questionnaire in further details).’

How do I record half an hour or three quarters of an hour of care received?
Half an hour is recorded as 0.5 and three quarters of an hour is recorded as 0.75. Only numbers should be recorded, you should not enter any words.

I'm confused about what should be recorded in the care hours questionnaire.
The following example should hopefully provide clarification about recording detail in the ‘start hours (questionnaire in further details)'.

Where a client has received five hours of care each week for six weeks of STSS but does not require any hours after they leave STSS, the following should be recorded on Swift:
  • week one= five hours
  • ongoing care hours after last week=0
  • total number of hours delivered= 30
When recording ongoing care hours, they should reflect hours arranged by social care and not privately arranged care by the client.


Where both care and therapy are involved but care is the lead specialism, should the rehab/therapy priority be entered against this referral?
Yes, the therapy priority should be recorded against the referral which shows that care is the lead specialism. The priority should be selected from the list of options from the reason field, either urgent (within two working days), priority (within five working days) or non-priority (within 18 weeks).

What date should be recorded as the start date for diagnosis?
This should be the date the client was referred to STSS and must be the same as the date entered in the contact date field on the contacts screen.

What date should be recorded as a start date for the intervention?
This should be the date the therapist first visited the client and may not be the same date as recorded in the out date field on the contacts screen.

How do I record that a client has started with the Falls Education Group?
This should be recorded in the contact notes module. There is a specific note type of ‘Falls Education Group started'. The date the invite letter was sent should be recorded as the date of the contact note and details about the group should be recorded in the note details field.

Can I record the results of a Tinetti assessment on Swift?
Yes. These should be recorded in the contact notes module. There are two note types entitled ‘Falls Tinetti balance assessment (record results in further details)’ and ‘Falls Tinetti gait assessment (record results in further details)'. Each note type has a questionnaire in further details which must be completed.

Tinetti assessments are carried out at the beginning and at the end of the intervention. Therefore, there should be two contact notes entered where a client has had a Tinetti assessment. For guidance, please refer to the link to the Swift STSS manuals folder at the bottom of this page, or you can ring the systems support helpline on (01670) 622 450.

How do I record where a client has been passed to a technical instructor in the north of the county?
In the north, technical instructors are not part of the STSS teams and are based in hospitals. The following should be entered when a case has been allocated to a TI in the north of the county:

  • Record an STSS referral on the contacts screen with an outcome of ‘allocate to STSS therapy lead'.
  • Record a contact note type of ‘CAT: initial allocation decision’ stating that the case is to be passed to a technical instructor.
  • Record the involvement of the STSS team with a start and end date.
  • Record a further contact note type of ‘CAT: end STSS - planned goals achieved’ and select ‘STSS ended - non res support arranged’ from the outcome field. 
The STSS referrals report can be run by clicking on the print button on any of the Swift Frontdesk screens and selecting STSS referrals from the list of reports available. You can sort the report by team, date and status, e.g. open or closed referrals.
If a COPM assessment has been carried out, this should be recorded on Swift. It is recorded against a contact note type of ‘COPM (record results in further details).’ As the note title suggests, details and scores are recorded on the screen that appears when you click on further details.

How do I record a closure?
The relevant CAT ended contact note must be recorded and the closure reason should be chosen from the list of options in the outcome field. Refer to STSS guidance in the Swift STSS manuals and guidance link at the bottom of this page.

Do not enter a ‘CAT: end STSS decision’ contact note if another element of STSS is still involved, for example care involvement is ending. However, therapy is remaining active. Instead, a ‘CAT: other discussion’ contact note should be recorded detailing that part of the STSS involvement has ended. An end date should be recorded against the STSS professional whose involvement has ended but the STSS team involvement should remain open if there are other STSS professionals involved.

If the client has had care during the period of involvement, care hours must be recorded in the care hours contact note questionnaire. If the client has had therapy involvement, then the diagnosis must be ended and additional information recorded relating to the intervention. If a Falls Tinetti assessment has been carried out at the end of the intervention, this should also be recorded.

What should be recorded if a client we have received a referral for does not get discharged from hospital?
Once it is established that the client will not be discharged from hospital, you will need to:

  • Change the referral outcome on the contact screen to ‘remained in hospital.’
  • Record a ‘CAT: other discussion’ contact note to outline that the client is not being discharged.
  • End the involvement of the STSS team on the date it began.
  • Enter the date you found out the person is to remain in hospital as the date of the face to face contact date in the ‘out. Date’ field on the contacts screen.

How do I record that a client has died?
When a client dies, you must record the date of death in the Frontdesk/frontsheet screen as soon as possible. You can then continue to close the case off by entering a ‘CAT: end STSS unplanned: goals not achieved’ contact note with an outcome of ‘STSS ended – Died,’ closing all involvements and recording any additional information required for care or therapy.

The council has developed a process for deregistering residential care homes and moving to independent supported living where all or most of the residents remain on site.

The sense of security and independence that comes with taking on your own tenancy can help people feel more stable and confident about the future. It can also allow people more freedom of choice about their living environment and make better use of their income.

A number of current registered residential services might now consider the potential benefits of independent supported living and will benefit from further information to inform any decision to change their status.

The protocol document below supports a person-centred approach and the eight step individual pathway. This also includes good practice guides and resources to assist you through the process.

If you are considering this option, please contact us before you progress by emailing us at:
Step one is developing the business case and introducing the change to residents and families. Step two is the decision to stay and developing the person-centred plan. Step three is re-assessment of needs for supported living and assessment of care hours required. Step four is identify what funding and benefits are available to residents. Step five is developing and understanding the tenancy. Step six is agreeing the staffing resource. Step seven is when the service changes over and the new support package starts.
Step eight reviews the changes.
Useful contacts and referral information

Information about keeping homes warm

Click here to read our Information for frontline staff

Onecall is one number for all adult social care and children's services enquiries in Northumberland.

Our telecare service can provide people with some additional security for their wellbeing at home.

This includes telecare equipment which can detect specific events such as a fall, or the presence of smoke in the home, and it will automatically raise the alarm so appropriate assistance can be provided.

This is in addition to the community alarm service provided for older and vulnerable people in Northumberland.

The team is made up trained call handlers and mobile wardens.

Telecare wardens, health and social care professionals can make referrals for telecare equipment. This includes care managers, physiotherapists, occupational therapists, keyworkers, specialist social workers, and district nurses.

You can contact Northumberland Telecare on 01670 827 100

The Joint Equipment Loans Service (JELS) service provides equipment to people who live in Northumberland, or who are registered with a Northumberland GP, to help them maintain their independence in the community and continue to live safely in their own home. 

Referrals come from health and social care professionals following an assessment by a professional requisitioner e.g. District Nurse, Community Nurse, Care Manager, Occupational Therapist, Physiotherapist, Paediatrician.

Electronic Requisitioning
We have replaced our operating system with a new Equipment Loans Management System (ELMS2).

To access the system you will need to be registered, please send an email to confirming your Name – Designation – Base – Telephone Number and Email address.

Once you are registered you can access the ELMS2 system by clicking here

If you have any questions or queries please refer to the attached user guide in the first instance or liaise with your team champion/colleagues for the solution. 
ELMS User Guide 

If you continue to have a query do not hesitate to contact JELS using the email address and a member of the team will get back to you.
Contact Details
Joint Equipment Loans Service
Northumberland County Council 
43 Colbourne Crescent
Nelson Park Industrial Estate
NE23 1WB
Telephone Number: 01670 730595


Our adult social care occupational therapists support adult residents of Northumberland with long term or complex needs and any condition impacting on functional abilities.

Occupational therapists work with people who have physical disability, mental health difficulties, learning disability and/or social and emotional difficulties, either from birth or as a result of accident, illness or ageing.

Their aim is to actively enhance people’s lives through the planning and delivery of person-centered, goal setting, high quality and innovative services that are safe, effective, caring, responsive and well-led. They can also provide practical and emotional support to families and carers.

The service is available Monday to Friday, Fri 8.30am to 5pm.

Referrals come from health and social care professionals and people can self-refer direct via Onecall: 01670 536400.

A Shared Lives carer must be willing to include the people who comes to live or stay with them in their home life, their local community and their network of family and friends.

Shared Lives carers come from all walks of life, Shared Lives carers don’t need any formal caring experience, but experience or knowledge of caring or sharing their home would be an advantage. 

A Shared Lives carer also needs to have a spare room suitable for someone to live or stay in and the agreement and support of all the members of their household.

To become a Shared Lives carer, you need to go through an assessment and approval process. This involves home visits to the applicant, discussions with all members of the household, rigorous checks and references and attendance at pre-approval training sessions. 

The process can take about 3-6 months.

Shared Lives carers are paid a weekly fee to cover the rent, household costs and care and support that they offer to people who stay with them. This is covered by a special tax arrangement with HMRC and many Shared Lives carers pay no income tax on their earnings.

Shared Lives carers will need to arrange appropriate insurance cover through the specialist insurance scheme for Shared Lives carers. Training required will be arranged by Shared Lives Northumberland at no cost to the carers.

Our Shared Lives workers offer advice and information to guide you through every step of the process. 

Shared Lives Carers Fees

Being a Shared Lives carer is a paid role. The fees we pay to a Shared Lives carer will depend on what sort of service you offer, how many people you support and what sort of support needs each person has.

You will be paid a weekly fee of £407.65 for each adult you support. This covers all expenses and includes an allowance for the carer. The fee is made up of a contribution made by the person you look after, and the rest, when applicable is paid by Northumberland County Council.

A Shared Lives carer must be registered as self-employed for tax purposes and the carer’s fee must be declared. HMRC (Her Majesty’s Revenue and Customs) treats the income from Shared Lives in a similar way to that of foster carers and have agreed a beneficial tax arrangement for Shared Lives carers. You can download the HMRC tax guidance for Shared Lives carers (still called adult placement carers) here.

Your Shared Lives worker will guide you through the tax procedures and insurance arrangements you need to make to be a Shared Lives carer.

Support for carers

Our Shared Lives carers offer an essential service to adults in Northumberland who need support so it is important to us that you feel valued and supported when you take on this role.

Shared Lives workers

You won’t be on your own. Each Shared Lives carer is supported by a Shared Lives worker to give you the support you need to be a carer.

Our Shared Lives workers are skilled and experienced social care workers. They will support you with each arrangement and make sure you are happy with how things are going and offer advice and support. They will also make sure that your carer’s fees are paid, make arrangements for you to have a break from caring and carry out regular home visits.

The adult social worker/care manager

The person you look after will have their own social worker/care manager who arranges their care at home and will carry out home visits. They can also give you practical advice and support.

24 hour advice and support

During office hours (Monday to Friday 9am to 5pm) you can contact the Shared Lives team, social worker/care manager who is responsible for the person you look after by calling the Adult Social Care team on 01670 536 400. 

Outside of these hours and in the event of an emergency you can contact our Emergency Duty Team on 0345 600 5232 for advice and support.

We will provide you with training to help you prepare for your role as a Shared Lives carer and there is an annual training plan for every Shared Lives carer. 

At your yearly carer’s review which is carried out by the Shared Lives manager additional training needs and opportunities will be discussed and arranged as required.

Support group and events

We hold regular meetings and support groups for Shared Lives carers. These provide the opportunity to socialise, meet with other carers and share experiences.

Paid breaks and respite

To be a Shared Lives carer can be tiring and sometimes can be intensive and stressful. Our Shared Lives workers will support you to access support to take breaks from your caring role.

Phone: 01670 536 400
Write to:
Shared Lives Northumberland
County Hall
Floor 2 Block 2
NE61 2EF