Method of organising referrals and expense claims
Actions
- The chairman will supply all participating panel members a blank Microsoft "Word"form for page 2 of the referral that he will replace should there be updates in the future.
Each panel member will save the form on his computer in its blank form.
A computer copy of a blank page I will be sent to all panel members for information.
- Referrals will be issued to panel members with only page 1 printed. I.e. Details of theclient's problem set out. Where relevant a note listing the client's previous history withRemap will also be added.
For those members who do not use a computer a separate blank page 2 will be available to them as well as the page I document.
- When a referral has been completed, the engineer will complete the record of the job by filling in the blank page 2supplied to himand add his expenses. He will also indicate, by ticking the box near the top of the page 2, if the client has given permission for personal photos to be used for publicity (by signing the bottom of page 1).
The engineer will save the page 2 under the referral number while also printing it on tothe reverse side ofthe original referral page 1.
The engineer will e-mail the completed page 2 of the referral, together with anyphotographs not already added, to the chairman so that expense claims can be processed in time for them tobe settled at the next panel meeting.
If for any reason the engineer does not want to claim incurred expenses he should still make an expense claim and then subsequently return the money as a gift-aided donation.
Any client donations should be recorded on the form but the money retained - to be given to thetreasurer at the next meeting, or by mutual arrangement some other way.
The non-computer members can either post the completed page 2 to the chairman orhand it in at the next meeting with the rest of the documentation.The chairman will printout the page 2 on to the page I document for the records and process the referral asspecified above.
- Upon receipt of the e-mailed page 2 the chairman will either attach any photos to page 2 or separately print out any photographsreceived and add that page into the computer records.
He will also approve any expenses and forward a copy of page 2 by e-mail to the treasurer for expense paymentprocessing, to the secretary for the formal records and the vice chairman for the newsletter.
- The treasurer will process the expense claim and be ready to settle it by the next meeting.
- At the next meeting
Each engineer will pass over completed referrals paperwork to the chairman.
The chairman will circulate any pictures of completed referrals around the table or display them on a screen.
The Treasurer will normally pay outstanding expenses at the meeting. lf a member cannot attend the meeting his expenses will be posted to him or paid someother way by mutual agreement.
- After the meeting, the chairman will process any further completed referrals including putting anyphotographs and paper copies into the format for the records.
- A report will be issued to the referrer when requested. Attempts will be made to do this by e-mail, copied to the engineer if requested.
- The secretary will keep the official records of all referrals.
- The chairman will periodically pass the completed referrals paperwork to the secretary for filing. He will also periodically provide the secretary with electronic copies of all completed referrals.
- The newsletter will be compiled quarterly by the vice chairman and circulated by e-mail to the NHS and other recipients wherever possible. Mailed copies are to be kept to a minimum.
Notes:
Script in black is for the engineer carrying out the referral;
Script in blue is for the chairman;
Script in red is for the treasurer;
Script in purple is for the secretary;
Script in orange is for the vice chairman;
Script in green is for non-computer operating members.
The referral form page 2 blank
If you try to print it, it will say that the document is outside the printable area of thepage. Ignore it - it is just that the blank column on the left is there to create the"boilerplate" layout that enables you to type in on the right hand column withoutextending the document form.
As the page 2 blank is in the form of a table, it should be e-mailed as an attachment.
The formatting of tables can be upset if they are included in the body of the e-mail.
A picture can be copied into page 2 using ‘insert→ picture’ (or ‘copy→ paste’, if transferring from another document) , then, with the picture highlighted, selecting ‘wrap text → tight’. The picture can then be dragged to the required size by clicking on a corner and moved around by clicking on it and dragging it.
Remap 2012-New system for referrals