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Working with Case managers

We pride ourselves on delivering professional, reliable and convenient occupational therapy services to some of the country's leading case management firms and have long standing relationships with many independent case managers.

Find out how we can help

Why The OT Practice

We understand the importance of prompt, reliable and high quality care when it comes to choosing occupational therapists for your clients. We offer:

  • Advice and support pre & post referral from our dedicated Case Management Clinical Lead.
  • An office-based Client Manager (an experienced OT), to manage your referrals and ongoing cases
  • Simple, transparent fees with 2-tier fixed cost assessments which are inclusive of travel costs
  • A straightforward online quotation and referral system with built in automation for managing 3rd party payers (where say a solicitor is paying or taking responsibly for terms of business)
  • Assessments reports are always checked (QA) by another clinician
  • Client centric intervention with transparent accountability through SMART goals and quantified outcome measures using the Patient-Specific Functional Scale (PSFS)
  • The largest nationwide network of private OTs in the UK, ensuring we are able to provide expert therapists covering all clinical specialisms who are also local to your clients
  • Specialist teams overseen by clinical leads and coordinated by Professional Head of Occupational Therapy
  • A timely service, with no waiting lists (we aim to see clients within seven working days of referral)
  • A strict selection, interview and registration process for OT Practice therapists to guarantee quality care and compliance
  • Regular progress reports for ongoing interventions at no additional cost
  • Full transparency and real-time access to your cases via our customer portal. (Launching soon!)
  • Robust clinical governance framework
  • High level of clinical and operational compliance to support CQC registered case management organisations.
  • NHS Data Security and Protection Toolkit certified

Case Manager's Handbook

Our Case Manager’s Handbook provides an in-depth reference for all case managers working with us, explaining how we support you, prices, how to make referrals, clinical governance and other important information about the services we provide.

Email or call Debra for your copy debra@theotpractice.com 0330 025 9910 (option 4)

Outcome focused

The ethos of The OT Practice and foundation of our services is focusing on the outcomes for the clients we support. This is a commonly made statement but rarely underpinned by tangible activities and transparent indicators to support it. At The OT Practice we:

  • always propose SMART goals in our assessments
  • refine and agree SMART goals when intervention starts
  • track progress against SMART goals using Patient-Specific Functional Scale (PSFS) to quantify progress
  • focus on goals and recommendations that are achievable within 6 months, providing a meaningful intervention for the client and demonstrate clinical effectiveness for the case manager/funder before further funds are committed
  • provide regular progress reports at no extra charge
  • enable you to track SMART goals, PSFS scores and recommendations in real-time on our Practice Plus Customer Portal for immediate and total transparency. (Launching soon!)

We are committed to making our clients independent of us, not dependant on us.

Specialist Clinical Teams

As the demand for specialist skills has grown and the needs of our clients become increasingly complex, we recognised the need to evolve and enhance our service to excel at delivering specialist clinical care. In 2019 we reorganised our therapy team into a collection of specialist teams, enabling a more focused and refined approach for each specific discipline of OT, benefiting both our client and OTs. In practical terms this means:

  • Specialist clinical leadership
  • Enhanced and highly relevant communication, learning and development
  • Tailored documentation
  • Wide coverage of specialist therapists (we focus on each team having comprehensive nationwide coverage)
  • Peer mentoring and training
  • Team based performance and monitoring
New TOTP clinical team logos

Clinical specialisms

All our occupational therapists are at least 5 years post-qualifying with at least 2 years experience within their specialist field. The specialist areas of OT we cover are:

Proud members of:

Case Management Society UK British Association of Brain Injury Case Managers Vocational Rehabilitation Association Brain Injury Group Institute of Registered Case Managers CMS UK award

Services

Bespoke assessments

Our assessment packages are designed around the clinical needs of individual clients. An initial assessment is the usual route for case management referrals, to allow us to gain a clear picture of your client's needs and how we can help them. We also provide review, risk and standard cognitive assessments as required.

Treatment packages

Where appropriate we offer treatment in blocks of eight sessions across all specialisms. This allows us time to set goals with your client, work towards them and then review and plan the next steps. For complex cases, we can provide quotations for intervention over a 6 or 12-month period on request. Since our goal is to maximise client independence, we only recommend treatment for as long as strict clinical grounds would justify.

Carer training

Provision of training for family and carers is a service we frequently provide to case managers. Whether in moving & handling, use of specialist equipment or other techniques, our aim is to enable the client and their care team to become as safe and independent as circumstances allow.

Equipment provision

Our team are skilled in identifying and recommending equipment that maximises a particular client's independence. Where smaller items are necessary we can advise on the make, model and approximate cost for ease of ordering. For larger or more costly pieces of equipment such as hoists or specialist chairs, and particularly for bespoke items, we may recommend a trial period to determine their suitability. Where necessary, our OT or another clinician will be present to ensure that correct specifications are given and costly mistakes are avoided.

Property finding & reviews

We regularly work with or on behalf of case managers to source suitable rental or purchase property for clients, and where necessary we advise on adaptations needed for it to be made suitable as a home.

Case transitions

We regularly care for clients moving from other practices, mindful that they are likely to have programmes already in place. We can review their circumstances without the costs of a full new assessment, and work collaboratively with you towards a cost-effective OT solution.

Our approach to working with case managers

Through working with case managers for many years we have gained a thorough knowledge of their specific needs and have tailored our services to match. There are three core elements we believe are critical to delivering exceptional service to case managers.

Our client managers

From your initial enquiry to discharge you will have an experienced, office based OT as your point of contact to manage your cases and ensure quality, consistency and timeliness. Firstly they will aim to fully understand the needs for each referral and recommend how to proceed base on sound clinical knowledge, working with you to select the most appropriate OT in our team to provide care.

Our processes & systems

We manage many cases at any one time and have hundreds of OTs working in the community so ensuring every case runs smoothly requires dependable processes and systems. We have refined our processes and invested in bespoke systems to provide the foundation to The OT Practice operations, always ensuring the experience for our clients is enhanced not encumbered by any processes or systems we use.

Our nationwide team of therapists

We have the largest team of private OT’s in the UK and all passed a strict selection, interview & registration process to ensure we only have the best therapists on our team. Clinical skills and experience are essential, but to become an OT Practice therapist our team members must demonstrate a track record of professionalism and the right attitude to customer service, as well as having an energetic and innovative approach.

Can we help?

Call our client managers on 0330 024 9910
Or email enquiries@theotpractice.co.uk

Some companies & organisations we have worked with

Bush & Company Rehabilitation
Proclaim Care
HCML
CCMS
Tania Brown
Family Focused Case Management
Viavi
UK Case Management

Next steps

Initial consultation

The referrals we receive from case managers vary in terms of the specialist area of occupational therapy required and the scale and complexity of involvement needed. If you would like to make a referral, or just an enquiry, then one of our client managers (who will also be an experienced OT) will be able to establish with you the right therapist for your location and requirements.

Quote

Once our client manager has established your needs, you would then be sent a quotation detailing the actions we propose and the associated fee. All our fees are fixed, transparent and inclusive of travel costs. If further work might be required in the future then we would also provide as much detail about this as we can to inform your future costings.

Referral

Once you have had time to consider the options and costs, and if you would like to proceed, the next step would be our online referral form. Of course, if you would like guidance on completing the form, or if you have any other questions at that time, our client manager will always be available to assist.

Assessment

Completed in your client's own home, we would arrange to visit on a day and time that suits them to complete our collaborative assessment process. The aim is to identify areas of difficulty, provide immediate initial advice where possible, and gather the information needed to highlight risks and inform our recommendations. You would then receive a detailed written report, reviewed and delivered by our client manager.

Report & recommendations

Our reports are professional, concise and jargon-free. We provide a clinical analysis of our observations and any professional judgements made, highlighting risks and making clear recommendations for addressing them in the context of the client's individual goals. Where additional intervention is recommended, this is clearly costed and followed up with a detailed quotation to ensure you are able to come to an informed decision.

Treatment & interventions

Our treatment packages are typically delivered in blocks of eight, which allows for a review or rest period between treatments if needed. We set initial goals which are reviewed towards the end of the sessions, allowing us to revise our plan and goals if necessary. We only recommend treatment for as long as we feel clinically necessary, our aim being to make your client independent of us rather than dependent upon us. If ongoing professional support is needed for more complex recommendations then these will be fully quoted in advance for you to approve, and monthly progress reports provided at no extra cost.

Supplier agreements

If your case management teams are likely to make multiple referrals then we would be happy to discuss how you might benefit from a more structured Service Level Agreement and to establish if there is any scope for volume discounts.

Client feedback

Can we help?

Call our client managers on 0330 024 9910
Or email enquiries@theotpractice.co.uk

Our client’s experience

When Grace was 22 years old she was involved in a serious road traffic accident. Her spinal cord was partially severed resulting in paralysis from her chest downwards. The OT Practice Housing & Equipment team worked with Grace to understand and achieve her goals.

Hear from Grace how OT helped her
Grace
More about A New Normal video series

Commonly asked questions by case managers

Which clinical areas do you cover?

We cover all the principle areas of occupational therapy as well as various fringe specialisms.

Our core areas of exertise include:

  • Rehabilitation including (spinal & neurology)
  • Housing & equipment
  • Vocational rehabilitation
  • Hand therapy
  • Seating & postural management
  • Moving & handling
  • Paediatrics

Find out more about our specialist areas and how our OT’s can help.

Which geographical areas do you cover?

We have a nationwide network of therapists, so whether you require a hand therapist for a client in Birmingham or a seating expert in the London area, we can help.

Find out more about the locations we cover and how our OT’s can help.

Will you have the right OT for my client?

We have the largest network of independent occupational therapists in the UK, comprising several hundred therapists in every area of specialism and geographical region. And in the event that we cannot provide the best OT for your requirements from within our own team, we provide a free, no-obligation therapist finding service where we use our networks and contacts in local areas to source the right therapist for you.

Do you provide evening and weekend appointments?

Yes, we recognise that the working day is not always convenient and so offer evenings or weekend appointments if needed.

How do you maintain the integrity of your clinical records?

We use a highly secure, cloud-based computer system to store all our clinical records which complies (and in many respects goes beyond) all existing data protection legislation.

How do you recruit and vet your team?

All our OTs are subject to a rigorous interview and selection process prior to joining us. We require a minimum of five years post-qualifying experience as well as membership of The College of Occupational Therapists. We hold copies of all relevant documentation, including DBS, HCPC and professional body registration certificates.

Find out more about our therapist network and how we maintain are quality standards.

Are you able to provide a choice of OTs?

Yes. If you wish we can email a selection of suitable clinicians with details of their professional backgrounds, for you and your client to choose from.

Do you offer ‘meet and greets’?

Yes. These allow you, your client and their family the opportunity to meet the therapist we recommended to ensure the match is the right one.

What if the client or their family feel that the allocated therapist isn't right for them?

Our client managers (who are themselves OTs) are experienced in matching your clients with the right occupational therapist based on their clinical need and location. They recognise that successful therapeutic outcomes depend not only on expertise but the right personal rapport, and so if a change of therapist is necessary for whatever reason then we will ensure this happens as promptly and seamlessly as possible.

How do you track the therapy time allocated to each case?

As part of our ongoing therapy packages, a monthly progress report will be submitted which will track progress against each goal set and the number of hours allocated that month.

Through our cloud-based management system, we monitor and manage all funding requests and you will never be billed for anything you have not previously agreed to.

Do you do medico-legal work?

We do not do medico-legal work ourselves, but we do have a strong network in this sector and so are able to recommend colleagues who can help.

Who would be my point of contact if I have a query?

Your office-based client manager is always available by telephone or email. They have access to all case files, know their own cases well, and can contact the OT on your behalf as needed.

Find out more about our client managers and how we can help.

What is your turnaround time from referral to delivering the report?

As soon as a case is allocated to an occupational therapist, they will make contact with the client or nominated person within 24 hours to book an assessment.

The aim is for the assessment to take place within seven days.

Once the assessment is complete we would normally deliver our report to you within a further 7 days.

Would your OT be able to work as part of a multi-disciplinary team alongside other professionals?

Our OTs often work collaboratively within a multi-disciplinary team towards the best possible outcome for the client, including providing joint assessment and treatment sessions, or attending appointments or meetings on behalf of the team.

How to you record consent for treatment?

Consent forms for assessment and treatment are a part of each client file and are available upon request.

Do you supply other allied health professionals (AHPs)?

In addition to occupational therapsists we have a number of physiotherapists and speech & language therapists on our team, and if none of these are the right fit for your client we can refer you to one of our large network of AHP colleagues.

Looking for more information?

We have more commonly asked questions relating to the specialist areas you may require: