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Home > Geneva Group Policies & Processes > Service Delivery > OP-028 Money Management and Cash Handling Policy

OP-028 Money Management and Cash Handling Policy

To comply with:

NZS 8158:2012

NZS 8134:2008

 

Policy Statement

Geneva Healthcare is committed to ensuring the protection of finances and property of clients and aims to minimise the potential risk of allegations relating to financial irregularities and/or theft of property against Support Workers

Purpose

To ensure that all staff members involved in the care of clients have a clear understanding of the requirements for money management. 

 

Procedures

To facilitate compliance with regulatory requirements and best practices, Geneva Healthcare ensures that:

  • assistance with the management of clients’ finances and/or their property is undertaken by Support Workers only as specified and agreed in individual client Service Plans and with the knowledge and permission of the Service/Clinical Coordinators and Care Coordinator.
  • a receipt and money handling exchange form system is in place for Homecare Support Workers who may be required to complete grocery shopping as part of the client’s care package. These forms are required to be signed by the Support Worker and the client every time any money exchange takes place. These forms should then be forwarded to the office to be saved in the client’s file.
  • all Support Workers obtain permission from the appropriate Service Team Leader or Manager before accepting gifts from clients.
  • employees do not request or accept loans from clients.
  • employees do not sell goods and/or services to the client or the client’s family/whānau
  • employees do not offer financial advice to clients or act as a witness for legal documents.

Receiving Gifts

 

In the event of a Support Worker being offered a gift that exceeds the value of $20:

  • The Care Coordinator/Team Leader will be advised.
  • The client will be contacted to confirm his / her intention and to establish the reasons for the gift.
  • If the gift is significant i.e. more than $100 in value, the Care Coordinator/Team Leader will advise the General Manager - Operations of the client’s intention.
  • The General Manager – Operations will make a decision as to whether the gift may be accepted and the client and Support Worker will be notified of the decision.

Management of Client Finances

Upon entry into the service, each client will be assessed by the Community Living Team Leader or Service/Clinical Coordinators to include:

  • Identifying clients who manage all of their own money
  • Identifying clients who have family/whānau manage their money
  • Identifying clients that need assistance with money management as set out in referral documents
  • Identifying clients who are unable to independently manage their own money

 

Clients and/or their representatives will be advised on safe money management upon their initial assessment such as taking care of their bank cards, limiting daily withdrawal amounts, setting up online options and refraining from having large sums of money in their house.  The Client Information Handbook also advises clients to ensure valuable items such as jewellery are stored in a secure place before services commence and also requests that clients do not lend or give money to Support Workers for any purpose except for shopping assistance.

 

Where a Care Coordinators becomes aware of any changes to a client’s money management requirements, they will escalate to their Team Leader and initiate a Clinical/Service Coordinator review.  This information will then be communicated to the NOK and funder.

 

Homecare Support - Management of Client Finances

The Money Exchange Form is available to the Support Worker through their Care Coordinator, where additional forms are required these may be distributed to the Support Worker or the client directly. 

 

Shopping assistance required for individual clients is specified in the client’s Service Plan and agreed upon by client and Clinical/Service Coordinator.  Clinical/Service Coordinators will establish the method of payment for shopping if it is to be done in a client’s absence and specify this in the Service Plan.

 

When a Support Worker completes shopping for a client in the client’s absence, the details of all money transactions are to be documented via the Money Exchange Form.  This must include documenting the particulars of receipts i.e. date, transaction amount, receipt number.  If there is no receipt number, then state where the goods were purchased.  Receipts are given to the client and the Money Exchange Form is forwarded to the office with the Support Workers time sheet.  If a client asks a Support Worker to handle money or cheques for purposes other than shopping, the Support Worker must notify the Care Coordinators at the office immediately. 

 

Community Living - Management of Client Finances

If no assistance is required with money management (self or family/whānau), this is to be documented in the client’s Money Management Form declaring this responsibility and capability.  This documentation will include the signature of the client or chosen representative and a Geneva Healthcare representative.

 

Geneva Healthcare has no accountability for bank accounts which are administered by the client or their family/representative.  However, a ledger must be kept if the client requests that their funds are held by Geneva Healthcare staff in a locked safety deposit box.

 

If Geneva Healthcare Community Living is to assist with eft pos/cash transaction the following is to be adhered to:

  • Signed informed consent from client / representative to include the ability for Geneva to assist with internet banking and bank statement review
  • Detailed financial information (including accounts) is ONLY to be held in the Geneva office file or locked safely in client’s room NOT in the house file (NB – Not applicable for clients who manage or are assisted to manage their own finances / personal accounts).
  • If a client has an EFTPOS / ATM card that they can NOT use independently, this card will be secured as above or stored in a locked cash box inside locked file cabinet.  The key to the cash box/file cabinet will be held by Community Living House Coordinator/or their representative on a shift so that clients may access their money.  One Geneva staff member, named at the beginning of the shift, will sign for responsibility of the card at the beginning and end of each shift.

    Note: the client must be able to use an ATM machine independently and are not permitted to disclose their pin number(s) with Geneva staff under any circumstance.  If a client discloses their pin number to a staff member or staff are aware that the client has disclosed their pin number; staff must request that the client changes their pin number immediately.

  • Spending money withdrawn using an EFTPOS/ATM card must be done only by the client.  ATM receipts and cash acceptance signatures must be kept with a cash accounting book to be developed for each client.
  • Staff must reinforce the Geneva Client Money Handling policy and review the Money Handling Consent form to ensure that all criteria is able to be met for the client to independently and safely manage an EFTPOS/ATM card. 
  • Staff are to clearly document any changes in the Daily Progress Notes and update any forms as required.
  • If a client does not want to hold onto their cash, it shall be kept in a locked box clearly labelled with their name. The key to this box will be held by House Coordinator/or their representative so that clients may access their money. Any cash removed from this box MUST be signed for by the client and support staff in ledger book.
  • All cash held by Geneva on behalf of clients will be counted and signed for during each shift by two staff members.
  • Purchases made on behalf of the client over $200 must be authorised by the client OR their representative in the presence of the client, or in absence of these the Area Manager. Authorisation must be in writing and the receipt from the purchase must be attached to the cash accounting book to be developed for each client.
  • Clients must not lend other clients or staff money.
  • Staff are not permitted to utilise client’s money to purchase items for themselves. However, it is permitted for clients to pay for staff to support them to attend an activity such as the movies, holidays etc. Prior permission must be obtained by the Community Living Team Leader.
  • Client ledger books will be maintained for the period 1st July to 31st June to align with the financial year.

 

Community Living - Client Ledger Books

Money that is handed over to staff from family members must be receipted and the amount entered immediately into the client’s ledger book. The ledger book is to be signed by the staff member receiving the funds, and the family member.

All entries must be entered on the day of any withdrawal of funds, purchase of items or lodging of funds.

 

The Team Leader shall review and check the ledgers monthly in the presence of a support worker or House Coordinator.

 

Recordings in the ledger:

  • Transactions must be recorded in blue or black pen.
  • The left side of the page shall be used to record pocket money transactions.
  • The ledger must clearly record the date, supplier’s name, the item(s) purchased, amount and initialled by the support worker.
  • If an error is made, neatly cross the whole line out and start a new line to record the transaction. Do not use correctional fluid.
  • If there are shared receipts they can be handled in the following manner:
  1. Photocopied and each client’s individual amount entered into their ledger book

    or

  2. Held in a shared receipt envelope and each client’s individual amount entered into their ledger book.
  • Each month is balanced by the Team Leader check and month end/start balance is clearly recorded as ‘Balance carried forward or Balance c/f’ then leaving a blank line for clarity.
  • All cash is to be reconciled each day by the House Coordinator/Site Leader. Any discrepancies found by the House Coordinator/Site Leader will be reported immediately to the Team Leader who will take immediate action.
  • All cash and client ledger books will be reconciled monthly by the Team Leader. Any discrepancy will be reported immediately to the Area Manager.
  • An Incident/Accident form must be completed for any missing receipts or money.
  • All client ledger cash books and wallet balances will be checked by the Team Leader prior to any House Coordinator/Site Leader leaving Geneva and signed by the out-going staff member and Team Leader. Any discrepancies will be reported to the Area Manager immediately.
  • All client ledger cash books and wallet balances will be checked by the Area Manager prior to any Team Leader leaving Geneva.

  

Money Spent:

  • Check money in wallet matches ledger book balance.
  • On purchasing item obtain a receipt for proof of purchase
  • Number each receipt consecutively e.g. in order of purchase (this is not the number that is printed on the receipt).
  • Record transaction into client ledger book detailing date, purchase, receipt number, new balance and signature of staff that completed transaction with the client.
  • Ensure new balances are correct and accurate (use a calculator to check).
  • The receipts shall be put into an envelope and attached to the bottom right page, in order of date of purchase.
  • At change of shift, check ledger book and money balance.  Should the ledger book and cash not balance; staff will check for discrepancies i.e. check receipt amount entered correctly, calculation correct and check balance again. If error not found then staff will complete an Incident/Accident form and notify House Coordinator and Team Leader.

Money Received:

  • Any ‘cash in’ must be recorded on the ledger the same day the funds have been withdrawn from the client’s bank account or ATM.

  • Write a receipt for the amount received clearly identifying the name of the person giving the money (check that the cardboard is inserted behind the duplicating page of the receipt book).

  • Give the top receipt to the person and leave the bottom receipt in the receipt book.

  • Enter the date, details, receipt number (the receipt number printed on the receipt), amount of money in, new balance and signature of staff into the client ledger book.

  • Ensure new balances are correct and accurate (use a calculator to check).

  • Place receipt into receipt envelope attached to page.

  • At change of shift, check ledger book and money balance

 

Community Living - Internal Audits

  • Internal audits shall be completed quarterly by the Team Leaders or delegated person and will cover a 3 month period. Additional months will be audited if warranted. These will be saved to the document management system once completed and corrective actions tracked and monitored.
  • The individual ledgers of a house may be subject to an external audit once a year.  The house will be informed by the Finance Manager if this is the case

 ​

Associated Documents

  • Money Exchange Form
  • Money Handling Consent Form (Community Living)
  • Client Information Handbook

   

Prepared by: N Stevenson

Designation: Group Quality Manager

Initial: Sept 2014

Authorised by: V Manion

Designation: GM Operations

Revised: Sept 2017

Review Date:

Sept 2019