outsourcing shared lives carers guide

8/3/2019 Outsourcing Shared Lives Carers Guide

1/7

SharedLivesPlusUKLtd2010. www.sharedlivesplus.org.uk www.communitycatalysts.co.uk| 1Registeredcharity:1095562. Registeredcompany:4511426

Outsourcing Shared Lives Shared Lives carers guide

What are the pros and cons of outsourcing?................................................................................... 2Can we set up our own Shared Lives scheme?

...............................................................................

2

What are the different kinds of outsourcing?.................................................................................. 3Key stages at which you should be involved................................................................................... 4Why should Shared Lives carers be involved in decisions?......................................................... 4What do Shared Lives carers think makes a successful scheme?.............................................. 5Who else should be involved in decisions?..................................................................................... 6Contact us for advice and support..................................................................................................... 6Introduction

Shared Lives is increasingly recognised by governments across the UK as crucial to the future ofpersonalised care and support systems. Most Shared Lives schemes are currently organised bycouncil employees (or in-house). Many will continue to be.

Outsourcing is where an outside organisation takes over the running of a service previously runby the council (or NHS). Sometimes a new charity or not-for-profit organisation is created to be thenew home for a council service. Or existing local charities can be invited to bid for the contract torun a council service for a set period of time, in exchange for funding to do so. In Shared Lives, itis co-ordinating the scheme which can be outsourced: Shared Lives carers are already self-

employed and would remain so. Outsourcing is becoming more common, particularly in England,where councils are being encouraged to outsource services, sometimes to save money.

Outsourcing can result in a very effective independent Shared Lives scheme being developed, butsometimes Shared Lives workers and Shared Lives carers find they have little chance to influencethe process. This guidance suggests steps we think you and your scheme should take, to preparefor the possibility of your council deciding to consider outsourcing the running of your Shared Livesscheme.

This guidance does not intend to encourage or discourage outsourcing. Shared Lives Plus is

neutral on that issue: we see examples of strong Shared Lives schemes delivered by councilsand

by independent schemes. But we do feel that outsourcing is a prospect for which it is wise to haveprepared. And where outsourcing happens, we think it is essential that Shared Lives carers andthe people you support are fully involved in decision-making: no scheme can be successful withoutthe support and full involvement of its Shared Lives carers.

This guide gives some information about what outsourcing is, how it works and about how youshould be involved in decision making. If you are not invited to be involved in any major decisionabout your Shared Lives scheme, we encourage you to contact your council and demand to beinvolved! We will support you to do this (see pages 6 & 7).


2/7


What are the pros and cons of outsourcing?

Outsourcing, like any model of provision, can be done well or badly. There are a number of highquality, well-funded, independent Shared Lives schemes in the network of Shared Lives Plus

members, including some who have previously been in-house and consider the move to havebeen an extremely positive one.

When outsourcing is successful, there can be some positives:

The new scheme may have less red tape, which could give it the opportunity to bemore flexible in responding to local needs and opportunities.

Schemes run by charities can raise funds and find it easier to attract volunteers. Shared Lives carers, people who use the service and families can be involved in

planning and should be represented on the board of Trustees (also called non-Executive Directors) of the scheme.

None of these advantages are a given though: they will require a well-planned organisation withstrong management and good governance from its board of Trustees. There are also risks:

The scheme may have less access to training and other support from the council. It could be easier for the council to cut funding or negotiate hard on price the

independent scheme may be reluctant to argue too much with its council funders. The schemes freedom could lead to it losing sight of its core purpose and values. Shared Lives carers may have concerns about the possibility of changes to processes,

fees or the staff team.

Council services and independent schemes are subject to exactly the same inspectionrequirements from government inspectors.

Can we set up our own Shared Lives scheme?

We have had a few enquiries from Shared Lives carers who are unhappy with their existing scheme andwho want to know if Shared Lives Plus could support them to set up their own new one.

Setting up a new scheme is very challenging. First, you would need to set up a charity or company, thenthat new organisation would need to successfully register with your nations regulator as a Shared Livesprovider.

Next, the new scheme would need to persuade a significant number of Shared Lives carers to join it andwould need to either win referrals or funding from the council, or attract Direct Payment holders to use it.

These steps would be feasible if you have the support of your council, start-up funding and the involvementof people experienced in setting up and managing social care organisations. However, if, as Shared Livescarers, you are unhappy with your existing scheme, we recommend that you first set up an independentrepresentative group and seek Shared Lives Plus assistance to raise concerns with your existing schemeand if necessary contact senior managers. Even serious disagreements between scheme workers andShared Lives carers can often be resolved with mediation, to the benefit of service users, families and

Shared Lives carers.


3/7


What are the different kinds of outsourcing?

If a council decides to outsource a service, this can be done in a number of different ways:

The council can create a charity or social enterprise (a kind of non-profit company)specifically to deliver the outsourced service. SWAPS in Devon and ASA in Lincolnshireare Shared Lives schemes which are very successful examples of what are increasinglybeing referred to as spin outs from statutory services.

In England, council employees and community groups will soon be able to challengethe council to put a council service out to tender. So it may become possible for a groupof Shared Lives workers or carers to form an organisation and request the opportunityto set up their own scheme, but, see the note on page 2 about the challenges of doingthis and the benefits of pursuing less radical approaches.

The council can write a tender specification and issue an open invitation to tender (ITT),

to which any existing organisation can respond. Some councils have outsourced all of their services in one go, creating a single large

independent company to deliver them, which receives its funding mainly from thecouncil.

Where a council takes the tendering route, there are two common types:

a Open tendering, where a contract is widely advertised for any organisation to apply.b Restricted tendering, where a contract is advertised and bids invited only from

organisations on a preferred provider list of those who have met certain criteria.

If a council decides to outsource a service through tendering, it might follow these steps:

Step 1. The council should consider a range of outsourcing options.Step 2. It will choose one outsourcing option (see above).Step 3. It will write a tender specification, which outlines the desired service.Step 4. The invitation to tender is advertised to potential bidders.Step 5. Potential bidders fill in a pre-qualification questionnaire (PQQ) to show that they

meet minimum requirements. Only those who do so are invited to tender.Step 6. A formal invitation to tender (ITT) is issued to qualifying organisations.Step 7. Tenders from bidders are returned and evaluated by the council.Step 8. The contract is awarded to the successful organisation.Step 9. Staff from an existing in-house service may move across to work for the new

organisation, which must honour their employment terms and conditions.Step 10. After a set time, the contract will end and may be re-tendered.

After a contract has been awarded, there will need to be ongoing meetings between the counciland the new service to ensure that everything is working well and to address any problems thatarise.

Shared Lives carers can and should be involved at every stage. Shared Lives carers will bring anexpert perspective on what makes an effective and sustainable Shared Lives scheme. Below we

set out how Shared Lives carers could get involved.


4/7


Key stages at which you should be involved

Shared Lives carers, service users and their families should be involved in decisions about:

whether or not to outsource a service deciding which process for outsourcing is used and the timetable the design and type of any new organisation how tenders will be assessed what the council will look for in bids to run the service, such as:

o good recruitment, approval, matching and support for Shared Lives carerso good referral, matching and settling-in support for people using Shared Liveso training, respite and payment of Shared Lives carerso

advocacy and offering choice to service users and their familieso how the service will be led or shaped by Shared Lives carers, service users and

families which user or age groups your (new) Shared Lives scheme should focus on assessing the bids and awarding the contract monitoring the contract, deciding whether the new organisation has kept its promises

and what to do if things go wrong

Good Shared Lives schemes routinely involve and consult with Shared Lives carers, so hopefullyyour council will invite Shared Lives carers and the people who use Shared Lives to be involved inany major decision about your scheme. It is in their interests to listen to your expertise about what

makes a good scheme and to ensure that you will be on board with the scheme as it movesforwards.

However, if you are not invited to be involved, we recommend that you contact your council andask to be involved. A good starting point would be to ask the Shared Lives scheme manager forthe contact details of the person is in charge of the decision-making process at the council. Youcould also approach elected councillors about the issue and you may wish to enlist the support oflocal disabled peoples or carers organisations.

Whilst all Shared Lives schemes are independent (so Shared Lives Plus has no power over them),we will support you in requesting your right to be involved in decisions about your Shared Lives

scheme and can get in touch with council officials, or write to senior managers, on your behalf ifmore informal approaches do not work. As noted on page 2, we find that negotiation andmediation are usually the most effective approaches to difficulties, so would always explore thoseavenues first.

Why should Shared Lives carers be involved in decisions?

Councils are expected to involve local people in major decisions and there are no reasons whyShared Lives carers and the people they support should not be involved in all decisions takenabout Shared Lives schemes.

A Shared Lives scheme was cost-effective and carers and family members very complimentaryabout the support they received. Its manager received a phone call inviting them to a meeting a


5/7


few days later, at which they were told their scheme would be outsourced. There had been noconsultation with Shared Lives carers or service users. Senior managers involved a parent of aservice user in interviews with tendering organisations, but did not feel that Shared Lives carersshould be involved, as they felt this was a conflict of interest. There is no basis for that concern.

Shared Lives is a partnership between the Shared Lives carers and their scheme and heavilydependent upon the quality of that relationship. Councils that decide to transfer the Shared Livesservice to a new scheme, or made drastic changes to the existing scheme, should take account ofthe impact of these decisions on Shared Lives carers. Carers are self-employed and in the past,where these changes have been badly handled, have not always decided to continue theirinvolvement in the service. This is a huge loss of value to the area and very disruptive for serviceusers living, breaks or day care arrangements.

In West Wales, Shared Lives carers elect representatives onto a consultative group to ensure thegroup is accountable and represents their views.

A strong group of Shared Lives carers can help to ensure that senior managers and electedcouncillors take Shared Lives seriously. An independent group will have the freedom to lobby onbehalf of the scheme and those who use it, at crucial points. Shared Lives Plus recommends thatlocal schemes strengthen the independence of existing Shared Lives carer groups and supportcarers to set up new groups where there is not one already. Shared Lives Plus would be happy toadvise Shared Lives carers and schemes on developing your local carer group. Schemes can helpShared Lives carers to attend groups by providing help with transport, activities for service usersand help to hold teleconferences as well as face to face meetings.

In one London Borough, the well-established Shared Lives carers group insisted on a meeting with

the Director of Adult Services. They raised concerns and it was agreed that two representativescould represent carers views at tendering meetings and during the decision-making process. TheShared Lives carers felt able to ensure that standards of support which were essential to thesustainability and quality of their work would be maintained, with bidding organisations assessedon the relevant aspects of their bids. The scheme was put out to tender and two representativesstill meet on the quarterly contract monitoring meetings with the council and the charity who wonthe contract. This involvement was made possible because the Shared Lives carer group, whichheld regular support groups and Quality Days, was well-established and assertive.

What do Shared Lives carers think makes a successful scheme?

Shared Lives Plus Shared Lives carer members have highlighted these elements:

Systems to ensure full information about service users needs is given to prospectiveShared Lives carers, including any needs which could have safeguarding implications.

Terms and conditions which clearly value Shared Lives carers and on which they havebeen consulted.

Clear transparent information about how Shared Lives carer fees are calculated fordifferent kinds of support and people with different levels of need.

Simple, proportionate recording systems which avoid unnecessary intrusion into familylife.

Consistent support from skilled, knowledgeable and respectful staff. Access to information about tax, insurance and information about Shared Lives Plus. Support for an independent Shared Lives carers group and a commitment to listening to


6/7


their collective voice. A programme of training and learning opportunities, which are available flexibly. A clear procedure for investigating allegations whilst providing service users, families

and Shared Lives carers themselves support during any investigation.

Who else should be involved in decisions?

Councils who are considering outsourcing should consider the rights of people using Shared Livesservices and their families to be involved in decisions about their lives. People in long term SharedLives arrangements are often regarded as settled and can lack ongoing access to advocacy, sowe recommend that councils work with a local advocacy organisation to get a clear sense ofservice users and families views on Shared Lives provision now and for the future. Decisionswhich affect the ability of people who use Shared Lives to continue to live in what they have cometo regard as their family home are open to challenge under Human Rights legislation.

We recommend that all schemes support people who use Shared Lives and their families to forman independent consultative group to represent their views.

It is also important that the schemes staff team is involved and consulted during decisions. As theprocesses, systems, staffing ratios and values of Shared Lives are significantly different fromthose of other forms of regulated care, the existing staff team of any scheme will between themhold much expertise and learning and have a lot to contribute to any decision-making process.

Contact us for advice and support

If you are a Shared Lives carer with any concerns or questions about the issues raised in thisguide, please contact Judith Holman, our support and development Officer for Shared Livescarers. Judiths contact details are:

Address: Shared Lives Plus, GO4, The Cotton Exchange, Old Hall Street, Liverpool, L3 9JR

Tel: 01512273499

mob: 07764469349

Email:[email protected]

If you are not yet a Shared Lives Plus member, Shared Lives carer membership costs 50 forindividuals and 65 for couples and includes:

Use of the free Shared Lives carers confidential helpline where you can obtaininformation advice and support from a dedicated national Carers Development Worker.

FREE legal expenses cover (up to a maximum of 25,000) if you have an allegationmade against you as a Carer resulting in you being taken to court and/or your Schemeis seeking to de-approve you as a Carer.

Free access to a legal helpline for advice on any relevant legal issue.

Public Liability Insurance at a preferential rate as well as access to other insuranceprovision developed to meet the needs of Shared Lives Carers.

Three Shared Lives Carer newsletters a year via post, which keep you up to date.
mailto:[email protected]:[email protected]:[email protected]


7/7


The opportunity to meet or get in touch with other carers, including through meetings,telephone conferences, our email group and a message board.

A members-only area of the website containing resources which are free to members(in development 2011).

Access to a wide range of guides and resources at members-only prices. Access to our annual Shared Lives carers breaks and conference. A conference for your home nation and/or for the UK, with a limited number of places

for Shared Lives carers at supported rates. An open invitation to attend national network meetings (and regional meetings in

England). At least one seat on the board of Shared Lives Plus for an elected Shared Lives carer. A voice with local, regional and national decision makers and a programme of

awareness-raising about Shared Lives and the work of Shared Lives carers.

To find out more, contact Jackie and Lisa in our Liverpool Office:

Address: Shared Lives Plus, GO4, The Cotton Exchange, Old Hall Street, Liverpool, L3 9JR

Telephone 0151 227 3499 or visit: www.sharedlivesplus.org.uk

This version was written: July 2011 and updated with the name Shared Lives Plus inOctober 2011.
http://www.sharedlivesplus.org.uk/http://www.sharedlivesplus.org.uk/

outsourcing shared lives carers guide

Documents