Statutory guidance

Chapter 6: The Provider Referrals and Payments System (PRaP)

Updated 28 August 2024

General information

6.01. The Provider Referrals and Payments (PRaP) system enables secure, automated exchanges of information about Customers referred to DWP provision and payments from DWP for these Customers.

6.02 Providers will access PRaP via DWP Authenticate and download information to manage on their IT system, where they will be able to manage and update information about Customer progress into PRaP.

6.03 Outcome Payment claims and calculations are generated automatically.

6.04 The PRaP system also provides transparent data about the cost and performance of DWP provision and payments, supporting contract and performance management.

6.05 Read further information about PRaP including frequently asked questions and answers.

The PRaP Operational, Digital and Database Support (PODDS) team

6.06 The PRaP Operational, Digital and Database Support (PODDS) team will carry out administration and approval functions to support Providers Referrals on PRaP. Further information and full details of the PODDS team’s role can be found in the PRaP User Productivity Kit (UPK) guidance, which is available within the PRaP on-line help function.

6.07 If you have further queries about the system, you can request live help from the PODDS team by emailing prap.support@dwp.gov.uk

Security

6.08 To access and use the system, Providers must meet their responsibilities under the Data Protection legislation and their Access to Work Mental Health Support Service (AtW MHSS) Contract to keep all data securely and confidentially. You should be aware that system security monitoring is carried out.

6.09 You must ensure you meet relevant security requirements as per your AtW MHSS Contract. Read details on provider security information.

Using the PRaP system

6.10 There are points within the Programme for each Customer where Providers must update the PRaP system.

6.11 The Oracle User Productivity Kit (UPK) is available to access via the ‘Help’ function within PRaP. UPK should be used in conjunction with this guidance to ensure accurate and timeous input.

6.12 You will use the PRaP system to receive your Referrals and to record Customer activity.

6.13 Direct Provider access to PRaP is limited to Suppliers only and is not available to Sub-contractors.

6.14 You must ensure that you update the PRaP system promptly and accurately, in line with your AtW MHSS Contract.

6.15 The Job Details screen must be completed prior to recording certain activities, including input against all outcome lines. Instructions on how to complete the Job Details screen can be found within the Oracle UPK under topic ‘Provider Manage Outcomes’, with the relevant recordings being ‘Enter Job Details’, ‘Update Job Details’, View Job Details’ and ‘Delete Job Details’.

6.16. The following lines are available to be claimed:

• ATWMHSS001 – ATW MHSS Support Plan Start;
• ATWMHSS002 – AtW 6 Month Report Outcome;
• ATWMHSS003 – AtW Exit Report Outcome; and
• ATWMHSS004 – ATW MHSS End

Provider acknowledges a Referral

6.17 Upon receipt of the Referral, Providers should acknowledge (or reject) the Referral on PRaP within one (1) Working Day of receipt. Chapter 6 of this guidance should be used in conjunction with The PRaP User Guidance for AtW MHSS. Further information regarding the use of the PRaP system can be found within the on-line UPK guidance.

6.18 If you have not received the associated PRaP Referral the following Working Day from receiving the MHSS Referral Form, you must e-mail the AtW Service Delivery team immediately and copy to atwprovider.contractcorrespondence@dwp.gov.uk

6.19 Failure to ensure the PRaP Referral has been received could adversely affect payments and Provider performance.

6.20 You must ensure that claims for Outcome Payments are input to the PRaP system within one (1) Month of approval being given by DWP. You must have adequate contingency plans in place in case you experience temporary issues accessing PRaP, to enable the continued processing of Referrals.

MHSS Support Plan Start

6.21 Once the AtW Service Delivery team has reviewed the Support Plan, any required Rework has been completed and the AtW Service Delivery Team notifies Providers that they have approved the Support Plan, the Support Plan Start Line for payment can be claimed.

6.22 You are required to input details into PRaP to confirm the MHSS Support Plan Start.

These are:

• a unique reference - this is something to easily identify this Advance Shipping Notice (ASN) to you. It could be a reference which relates directly to your own system, or something to help you identify this Customer. This must not contain a NINO;
• date 1: the date the Support Plan was submitted to the AtW Service Delivery team (as notified by the AtW Service Delivery team in the Support Plan approval email); and
• date 2: the same date as date 1

6.23 The AtW MHSS Support Plan has three options if a Referral is cancelled. These are: - did not attend (DNA) when the Customer did not attend the Support Plan meeting; - did not start (DNS) when the Customer does not want to join AtW MHSS; and - no contact (NC) when you are unable to contact the Customer to arrange the Support Plan meeting.

Please Note: all of these options must be approved in advance by the AtW Service Delivery team.

MHSS 6 Month Report Outcome

6.24 Once all the criteria for claiming a 6 Month Report Outcome have been met (including when the AtW Service Delivery team has notified Providers that they have approved the 6 Month Report), the 6 Month Report Outcome Payment can be claimed in PRaP.

6.25 You are required to input details into PRaP to confirm the AtW MHSS 6 Month Report Outcome. These are:

• a unique reference - this is something to easily identify this Advance Shipping Notice (ASN) to you. It could be a reference which relates directly to your own system, or something to help you identify this Customer. This must not contain a NINO and must be different to the reference used on previous lines;
• date 1: the date the Support Plan was submitted to the AtW Service Delivery team (as notified by the AtW Service Delivery team in the Support Plan approval email); and
• date 2: the date you submitted the 6 Month Report (Calendar Day 182) to the AtW Service Delivery team, as notified by the AtW Service Delivery teams in the 6 Month Report approval email

MHSS Exit Report Outcome

6.26 Once all the criteria for claiming an Exit Report Outcome have been met (including when the AtW Service Delivery team has notified Providers that they have approved the Exit Report), the Exit Report Outcome can be claimed in PRaP.

6.27 You are required to input details into PRaP to confirm the AtW MHSS Exit Report Outcome. These are:

• a unique reference – this is something to easily identify this Advance Shipping Notice (ASN) to you. It could be a reference which relates directly to your own system, or something to help you identify this Customer. This must not contain a NINO and must be different to the reference used on previous lines;
• date 1: the date the Support Plan was submitted to the AtW Service Delivery team (as notified by the AtW Service Delivery team in the Support Plan approval email); and
• date 2: the date you submitted the Exit Report (Calendar Day 273) to the AtW Service Delivery team as notified by the AtW Service Delivery team in the Exit Report approval email

Referral end date

6.28 Providers should always record an end date in PRaP in the following circumstances:

• If a start has already been recorded and the Customer does not want to start AtW MHSS;
• the Customer has disengaged from the Programme and does not re-engage (see Chapter 4 of this Provider Guidance);
• the Customer has finished the Support Period and does not want to continue receiving AtW MHSS in the Sustainment Period;
• the Customer has finished the Sustainment Period

6.29 For each Referral, PRaP will automatically record an end date 364 days after the AtW MHSS Support Plan start date, after which, it will not be possible to claim any Outcome Payments.  All Outcome Payments must be claimed within 364 days of the AtW MHSS Support Plan Start.

6.30 The following End Date information needs to be entered:

• a unique reference: this is something to easily identify this Advance Shipping Notice (ASN) to you. It could be a reference which relates directly to your own system, or something to help you identify this Customer. This must not contain a NINO;
• date 1: the date the Support Plan was submitted to the AtW Service Delivery team (as notified by the AtW Service Delivery team in the Support Plan approval email); and
• date 2: the date the end has been entered into the system; and
• end reason: the reason the provision has ended

Standard End Reason codes and descriptions

PRaP Leaver Code number 36	No longer engaging with JCP	AtW MHSS End Reason Descriptor – Cancelled by the Customer
PRaP Leaver Code number 37	No longer eligible	AtW MHSS End Reason Descriptor – Cancelled by the Provider
PRaP Leaver Code number 39	Completed Provision	AtW MHSS End Reason Descriptor – Customer has Completed the Programme