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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Client Property and Finance Handling Policy

1. Purpose

The purpose of this policy is to establish clear, safe, and lawful procedures for handling client property and finances by all temporary workers of {{org_field_name}}, including registered nurses and healthcare assistants working in care homes, nursing homes, and other health and social care settings. This policy ensures that temporary workers understand their responsibilities when entrusted with clients’ money, valuables, personal property, and possessions, especially in circumstances where clients may be vulnerable due to age, illness, disability, or capacity. This policy is designed to protect service users from financial abuse, loss, or misuse of property, to safeguard temporary workers from allegations of misconduct, and to assure client organisations and regulatory bodies of our commitment to good governance and accountability. {{org_field_name}} is committed to working within the framework of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, the Mental Capacity Act 2005, the Care Act 2014, the Theft Act 1968, and the CQC’s Fundamental Standards. This policy also aligns with safeguarding principles and best practice guidance issued by Skills for Care and the Local Safeguarding Adults Boards.

2. Scope

This policy applies to:

• All temporary workers engaged by {{org_field_name}} under zero-hours or casual contracts, including registered nurses, healthcare assistants, and support staff
• All office and management staff responsible for placing workers or dealing with incidents involving client property or finances
• All situations where {{org_field_name}}’s workers handle, manage, or assist with client property, money, or valuables while on assignment

Temporary workers must also follow any specific policies or procedures relating to property and finance management issued by the client organisation.

3. Related Policies

• Safeguarding Adults and Children Policy
• Whistleblowing Policy
• Incident Reporting and Management Policy
• Code of Conduct for Temporary Workers
• Record Keeping and Confidentiality Policy
• Complaints Policy
• Disciplinary Policy

4. Principles of Client Property and Finance Handling

All temporary workers must:

• Protect the client’s rights, choices, dignity, and independence
• Respect the client’s property and finances as if they were their own
• Handle property and finances transparently and honestly, following written procedures at all times
• Record all transactions, property handling, or money movements accurately and contemporaneously
• Avoid any situation where they are left solely responsible for a client’s finances without appropriate authorisation and documentation
• Never accept gifts, loans, or gratuities from clients or their families without prior consent and in line with the Gifts and Hospitality Policy (if applicable)
• Immediately report any suspicion, incident, or allegation of theft, fraud, financial abuse, or misuse of property following the Safeguarding and Whistleblowing Policies

5. Definitions

Client property includes, but is not limited to:

• Cash
• Debit or credit cards
• Chequebooks or bank documents
• Jewellery, watches, and other valuables
• Mobility aids
• Clothing and personal items
• Medication, medical devices, and health-related equipment

Client finances refer to:

• Money belonging to the client for personal use
• Money entrusted to the worker for essential purchases
• Money collected on behalf of the client for agreed activities, such as shopping or outings

6. Handling Client Property Safely

Temporary workers must:

• Keep all client property secure at all times
• Only handle client property with the client’s consent, or under a best interest decision if the client lacks capacity (in line with the Mental Capacity Act 2005)
• Respect the client’s right to access and use their own property without unnecessary restriction
• Record property handling in the client’s records, the property register, or any documentation required by the client organisation
• Immediately report any damage, loss, or discrepancy relating to client property

Where a client lacks capacity, the temporary worker must only handle property under direct instructions from the client’s legal representative, the client’s appointed advocate, or senior staff of the client organisation. Temporary workers must not store client property at their own homes, vehicles, or other unauthorised locations.

7. Handling Client Finances

Temporary workers may only handle client money when:

• Explicitly authorised by the client organisation’s policies
• Acting under clear instructions from the client organisation or the client (where capacity permits)
• Acting within the boundaries of their role (e.g., HCAs assisting with shopping or purchasing day-to-day items as agreed)

All financial handling must be:

• Recorded immediately in the relevant finance records, such as petty cash records, financial transaction sheets, or receipts book
• Supported by evidence such as receipts, signatures, and bank statements where applicable
• Signed by the temporary worker and countersigned by a second authorised person whenever possible
• Made in cash or by authorised payment methods only; personal credit cards, accounts, or devices must never be used for client transactions

Temporary workers must not:

• Accept responsibility for managing a client’s bank account
• Act as a client’s Power of Attorney
• Hold a client’s bank card or PIN
• Conduct online or telephone banking on behalf of a client unless this is a clear part of the client’s care plan and authorised by the client organisation

8. Gifts, Loans, and Personal Benefit

Temporary workers must:

• Never accept gifts, loans, or money from clients or their families that may be seen as compromising professional boundaries
• Only accept small tokens of appreciation (e.g., chocolates, biscuits) if permitted under the client’s policy and {{org_field_name}}’s procedures
• Never solicit gifts or personal favours from clients or their families

Any offer of a gift or gratuity must be reported immediately to {{org_field_name}} for review and documented appropriately.

9. Safeguarding and Financial Abuse

Financial abuse includes:

• Theft
• Fraud
• Misuse or misappropriation of property, possessions, or benefits
• Undue pressure, duress, or threats related to finances
• Exploitation

Temporary workers are legally and professionally obligated to:

• Report any suspicion of financial abuse, theft, or neglect immediately
• Follow {{org_field_name}}’s Safeguarding Adults and Children Policy and the client organisation’s safeguarding procedures
• Record concerns factually and confidentially
• Cooperate fully with any investigation led by the client, local safeguarding teams, or police

10. Record Keeping and Documentation

Temporary workers must:

• Accurately record all interactions involving client property or money
• Retain receipts, invoices, and evidence of all financial transactions
• Use the client’s designated financial recording systems where applicable
• Document any handovers or transfers of property, including signatures from all parties involved
• Record incidents or concerns in the Incident Reporting system and notify the director immediately

11. Training

{{org_field_name}} will:

• Provide all temporary workers with training on handling client property and finances as part of their induction
• Include financial safeguarding, property protection, and reporting requirements in safeguarding training
• Provide ongoing training and updates in response to changes in legislation, best practice, or after any incident or investigation

Temporary workers must not handle client property or money unless they have received this training.

12. The Director’s Responsibilities

In the absence of a registered manager, the director will:

• Maintain overall responsibility for the effective implementation of this policy
• Provide appropriate training and guidance to temporary workers and office staff
• Monitor incidents, complaints, and audits involving client property or finances
• Review all reports of financial abuse or suspected misconduct and take prompt action
• Liaise with client organisations, safeguarding teams, and regulatory bodies as necessary
• Remove workers from assignments where there is evidence of breach or serious concern
• Embed safeguarding of property and finances into the organisational culture through supervision and regular reviews

13. Working with Client Organisations

{{org_field_name}} will:

• Ensure temporary workers are informed of client-specific procedures for handling property and finances during assignment inductions
• Collaborate with clients to investigate any incidents relating to client property or finances
• Support client audits and safeguarding investigations as required
• Communicate this policy to all relevant clients and staff to maintain transparency and accountability

14. Disciplinary Action

Any breach of this policy may result in:

• Immediate removal from assignment
• Disciplinary investigation by {{org_field_name}}
• Referral to relevant external bodies, including the police, safeguarding boards, the Disclosure and Barring Service (DBS), and professional regulators such as the NMC
• Termination of employment or contractual relationship where warranted

15. Continuous Improvement and Monitoring

The director will:

• Review this policy annually or sooner if changes in legislation, CQC guidance, or safeguarding frameworks occur
• Regularly audit records relating to property and finance handling
• Respond to feedback from clients and workers to improve procedures
• Report significant learning points to clients and integrate them into training and supervision

16. Policy Review

This policy will be reviewed annually by the director of {{org_field_name}} or earlier if required due to legal, regulatory, or operational changes. All updates will be communicated to temporary workers and client organisations.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.